311: PM Team Meeting Agenda and Notes

[EchoProject]

Overview

Meeting Agendas for PM/Org meetings

Action Items

To create a new agenda

• Copy the template below into a new comment
• Edit the text you pasted with new items for your agenda
• Add the link to the new comment with its date under Resources/Instructions

Resources/Instructions

• [EPIC] Product Management Tasks for H2 2022  #1407
  The prework should be done before the meeting so that it can be discussed during the meeting. It usually takes about 5 min, if your team reaches all issues being labeled and milestones setup. During cleanup it usually takes about 30 min weekly.

Template for next meeting agenda

## [Date] Agenda and Minutes

### Prework
- [ ] label audit #1134
- [ ] Review the icebox to make sure that if dependencies have been met, the issue is moved to new issue approval column

### Roll Call

#### Recurring items: 
 - [ ] review any issues that are in the columns
   - [ ] [new issue approval](https://github.com/hackforla/311-data/projects/10#column-15704782)
   - [ ] Icebox
      - [ ] [issues with no dependency](https://github.com/hackforla/311-data/projects/10?card_filter_query=-label%3Adependency#column-11518033)
 - [ ] Accountability and Support Check
    - [ ] Review assignments for each PM
       - [ ] [Bonnie](https://github.com/hackforla/311-data/issues/assigned/ExperimentsInHonesty)
       - [ ] [Eric](https://github.com/hackforla/311-data/issues/assigned/EchoProject)
       - [ ] [Alexandra](https://github.com/hackforla/311-data/issues/assigned/alexulven)
- [ ] finish adding labels to the issue that are still missing them (see audit links above)
- [ ] review issues with [epic label](https://github.com/hackforla/311-data/issues?q=is%3Aopen+is%3Aissue+label%3AEpic) and define how to break down further

#### Items carried over from last meeting

#### New Items

#### FYIs

#### Actions taken or notes about stuff from the meeting:

#### New Task Items

Meetings Past and future

2021-09-28
2021-10-12
2021-10-19
2021-10-26
2021-11-02
2021-11-09
2021-11-16
2021-12-06
2021-12-17
2021-12-20
2021-12-27

[EchoProject]

2021-09-28

1. Bonnie and Eric reviewed the Shared Google Drive migration issue. Found subfolders missing from the New Drive within the Data Analysis and UI/UX folders. Next step: Eric will complete the folder recreation.
2. Updated 311-Data team meeting schedule issue and sent a request to VRMS to update the project page. PM team meeting changed to Tuesdays at 11:00 AM, All team meeting unchanged to Thursdays at 6:30 PM, and deleted Data Science team meeting. Next step: Share with the team.
3. Jason (VRMS engineer) gave a demo on his last day. David (VRMS engineer) will be back from vacation soon. Next step: None.
4. Quick look at Elizabeth's Menu contrast issue. Question for UI on request type change to checkboxes. Next step: Review during the weekly team meeting.
5. Bike and Pedestrian data request issue has been sent to the Data Science team board and closed for 311-Data. Next steps: None.
6. Bonnie created a new issue for District Types. This is outside of the 311-Data scope right now. Sent to John(?)... Next step: None.
7. Neighborhood Council relationship management needed. Typically handled by PMs. Next step: Eric will gather contact information (names, addresses, phone numbers, emails, etc.), create CRM in Google Sheet to track last communications.
8. Discussed long-term planning to utilize shapefile to allow stakeholders to view 311-Data by different district types and compare different district types. Next step: Eric will evaluate each issue on the Project Board to identify issues outside the scope of the 311-Data team and relabel Move to Data Science for Bonnie to review. This will create space allowing the team to focus on the v2 launch and prioritize our roadmap for the next 3 - 6 months.

[EchoProject]

2021-10-12

1. The automated feature of "Stale" posts was requested to be removed from the Project Board.
2. Bonnie and Eric reviewed "In Progress" Issues on the Project Board and commented for an update on Issues past 7 days without any update.
3. Bonnie closed the "Document 311-Data Meeting Times ..." Issue.
4. Bonnie updated the Project Board automation setting to move Issues to the "Done" column once Closed.
5. Bonnie unassigned Issues in the "Prioritized Backlog" column.
6. Reviewed Issues in the "Done" column that was still Open. Moved Issues with incomplete comments to the "Review" column.
7. Created new Issues for requests made by UI/UX Make Selector responsive #1139 , Date Range Navigation Design Change #1140 , Change Map Selection default and options #1141 and moved to the "Review" column for additional feedback from Design.

[EchoProject]

2021-10-19

1. Moved Menu contrast  #1126 (comment) to Backlog for Frontend work.
2. 311-Data Drive Migration #1132 (comment) Will create a spreadsheet of names and emails of users that need to transfer files and give them content management access.
3. Closed Create timeline based comparison tool - month-o-month / y-o-y across a max of 3 years #706 (comment) since a new issue was created in the Data Science repo.
4. Moved UI/UX REPORTS issues to closed since a new issue was created in the Data Science repo.
5. Eric will get access to web analytics and create instructions if they do not exist.
6. Created Milestones for Project Management, Project Impact, and Stakeholder Projects.
7. Applied Milestones to Prioritized Backlog.
8. Updated Feature label colors.
9. Need to go through Ice Box and check for dependencies.

[EchoProject]

2021-10-26

1. Google Drive migration 311-Data Drive Migration #1132:
   1.1. Create video tutorial on how to move files from the old drive to the new drive
   1.2. Collect and store URLs of folders for each member to find their files quickly
   1.3. Draft email template with directions, including URLs
   1.4. Review with Bonnie before contacting.
   1.5. May require 1 on 1 time with persons owning a lot of files
2. Spent time testing the LA City service request URLs to see how we might create a bookmarking feature. Allow for "link to service request" in URL #959
   2.1. Has this ever been brought up by a user?
   2.2 Don't duplicate services - does LA City already offer or will offer a notification system?
   2.3 Use Case Guess - show as evidence for requests that are marked closed when they haven't actually been serviced

[EchoProject]

2021-11-02

1. Quick run-through of the Review column on the Project Board. Made a note to discuss with the team the PR review process. Commented on a FrontEnd issue for additional discussion details in the comments.
2. Reviewed line items from Identify v1 app issues (devs) #801 (comment) mainly regarding some UX notes from v1.
3. Based on one of the line items from the above: Eric will create an issue to have "How to Submit a Service Request" added to the FAQ.
4. After some design review, suggest a change to the about page using an Analysis Page color palette.
5. Eric will reach out to Dana Chen to schedule to re-discover intelligence from prior user testing and research.
6. Eric will reach out to Adam Kendis to confirm scheduling in regards to new developer onboarding.
7. Reviewed Google Drive Migration video tutorial and File Owner Sheet.
8. Eric will make some edits to the video for another review before reaching out to File Owners.

[EchoProject]

2021-11-09

1. Discussed having a suggestion box for new features that are not derived directly from research. We can possibly create a new label that states if the Issue is research-based. We can create a spreadsheet that maps ideas and research.
2. The Peer Review documentation will be added to the Wiki once the Wiki is ready to be worked on. At this time, we are waiting for the completion of the Google Drive migration so that we can own and work with the existing files.
3. Discovered existing Figma account for 311-Data. We will be migrating all previous designs to this new account. Bonnie will work with Dana and Nate on the migration. Eric will invite current active team members to the new account at the team meeting.
4. Icebox clean up.