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HUU: PM Agenda and Meeting Minutes 2025 #856

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lola3736 opened this issue Feb 17, 2025 · 8 comments
Open
11 tasks

HUU: PM Agenda and Meeting Minutes 2025 #856

lola3736 opened this issue Feb 17, 2025 · 8 comments
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@lola3736
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Complexity: Small Issue has detailed instructions to resolve and the task is simple. Feature: Administrative Administrative chores, etc... Feature: Agenda points: 0.5 Can be done in 1.5 to 3 hours Role: PM
Milestone
w - Ongoing

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@lola3736
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lola3736 commented Feb 17, 2025 •
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Overview

This issue tracks the agenda for the PM meetings for the HomeUniteUS project

Resources

Add a link to each comment below (each one being an agenda and meeting minutes

Preparation for Meeting: PMs

  • #[INSERT UPDATE TEAM ROSTER AND ISSUE ASSIGNMENT ISSUE NUMBER] and offboard if needed
  • #[INSERT WEEKLY LABEL CHECK ISSUE NUMBER]
  • #[INSERT ICEBOX REVIEW ISSUE NUMBER]
  • Make sure that all issues in the New Issue Review/Approval column either have:
    • A ready for... label [INSERT URL FOR PROJECT BOARD FILTERED FOR status:"New Issue..." column AND -label:"ready for..."for each 'ready for' label]. If this link contains any issues, they need to be given the appropriate "ready for..." label or...
    • A draft label and the author/someone assigned to them
  • Make sure that all items in the Questions/Review column have a ready for... label [INSERT URL FOR PROJECT BOARD FILTERED FOR status:"Questions..." column AND -label:"ready for..."for each 'ready for' label]. If this link contains any issues, they need to be given the appropriate ready for... label.
  • Review the issues with the following labels on the whole project board and either address them now or add to this agenda to discuss.
    • Ready for Product [INSERT URL FOR PROJECT BOARD FILTERED FOR label:"ready for product"]
    • Ready for Prioritization[INSERT URL FOR PROJECT BOARD FILTERED FOR label:"ready for prioritization"]
  • Check for new issues in the Questions/Review column. Add a link to the question-asking comment from each new issue to the the agenda below

Minutes Template

# 2025-01-06 PM Agenda and Minutes 

## Prework

- [ ] label audit #354 

For example, see https://github.com/hackforla/peopledepot/issues/461

## Roll Call
  - [ ] Gabriella Dominic
  - [ ] Jasmine Guraya
  - [ ] London Kim
  - [ ] Sanju Venugopal 
  - [ ] Aisha Uqdah
  - [ ] Suyen Stevenson
  - [ ]  Uttej Reddy Mamidi
  - [ ] Lola Sarumi

## Recurring items: 
 - [ ] review any issues that are in the [new issue approval column](https://github.com/orgs/hackforla/projects/62/views/1?filterQuery=new+issue+approval)
 - [ ] Accountability and Support Check
    - [ ] Review assignments for each PM
       - [ ] [Ariel](https://github.com/hackforla/HomeUniteUs/issues/assigned/lasryariel)
       - [ ] [Lola](https://github.com/hackforla/HomeUniteUs/issues/assigned/lola3736)
- [ ] finish adding labels to the issue that are still missing them (see audit links above)

## New Items and Items from Previous Meeting

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

## New Task Items
@lola3736 lola3736 added Complexity: Small Issue has detailed instructions to resolve and the task is simple. Feature: Administrative Administrative chores, etc... Feature: Agenda points: 0.5 Can be done in 1.5 to 3 hours Role: PM labels Feb 17, 2025
@lola3736 lola3736 added this to the w - Ongoing milestone Feb 17, 2025
@lola3736 lola3736 self-assigned this Feb 17, 2025
@github-project-automation github-project-automation bot moved this to New Issue Approval in P: HUU: Project Board Feb 17, 2025
@lola3736
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2025-01-09 PM Agenda and Minutes

Prework

  • None

Recurring items

  • Introduce new team members
    • London Kim
    • Sanju Venugopal
  • Provide overview of HUU project

New Items and Items from Previous Meeting

  • None

Actions taken or notes about stuff from the meeting:

  • None

New Task Items

  • None

Roll Call

  • Gabriella Dominic
  • Jasmine Guraya
  • Jasika Kalra
  • London Kim
  • Sanju Venugopal
  • Ariel Lasry
  • Lola Sarumi

@lola3736
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2025-01-16 PM Agenda and Minutes

Agenda

  • Overview of Personas
  • 2025 Goals

Summary Meeting Minutes

Key Takeaways

  • Research findings from Tuesday's presentation need to be incorporated into product planning and feature prioritization
  • Team will develop 2025 goals (3-5 high-level objectives) to guide roadmap and monthly goals
  • PM team structure is evolving, Ariel transitioning to 100% engineering PM, new PMs needed for coordinator and host roles
  • PRD (Product Requirements Document) needs review and updates to serve as source of truth

Topics

  • Research Findings Integration
    • Team to review Tuesday's research presentation and consider how to make product more flexible for new aspects
    • Update feature list based on research insights, deciding what's MVP vs. post-MVP
    • Develop narrative around decisions (e.g., why kinship isn't in MVP) to show awareness to partners
  • Product Requirements Document (PRD)
    • Lola created consolidated PRD using Product School template
    • Jasmine to review PRD and provide feedback based on industry experience
    • Team to clean up Google Drive, archive outdated documents, and make PRD the source of truth
    • Consider creating artifacts tab in PRD to reference previous versions if needed
  • Team Structure and Roles
    • Ariel transitioning to 100% engineering PM role
    • New PM needed to assist Gabriella with coordinator persona
  • Another PM potentially needed for host persona
  • Jasmine to provide industry knowledge and guidance across PM team
  • Engineering Updates
    • Focus on getting login working consistently after move to incubator
    • Setting up new deployment processes and automation
    • Sign-in/sign-up functionality targeted for completion by end of January
  • Coordinator Persona Progress
    • Recently completed intake profile form design for coordinators
    • Priyanka making additional changes based on Bonnie's feedback
    • Engineering team has seen previous version, will review updates
  • 2025 Goal Setting
    • Team to develop 3-5 high-level goals for 2025
    • Goals will drive roadmap and be broken down into monthly objectives
    • Prototype completion is one known goal

Action Items

  • Create GitHub issue for team to add research questions - Lola Sarumi
  • Review PRD doc, add comments/feedback on content and structure - Jasmine Guraya
  • Work on structuring/updating PRD doc - London-Doyoung Kim and Sanju Venugopal
  • Start search process for new PM team members - Lola Sarumi

Next Steps

  • Create GitHub issue for adding research questions
  • Jasmine to review and comment on PRD
  • London and Sanju to work on PRD structure and updates
  • Ariel to transition fully to engineering PM role
  • Develop 2025 high-level goals

Roll Call

  • Gabriella Dominic
  • Ariel Lasry
  • Jasmine Guraya
  • Jasika Kalra
  • London Kim
  • Sanju Venugopal
  • Aisha Uqdah
  • Lola Sarumi

@lola3736
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2025-01-23 PM Agenda and Minutes

Topics

  • Project Status

Roll Call

  • Gabriella Dominic
  • Ariel Lasry
  • Jasmine Guraya
  • Jasika Kalra
  • London Kim
  • Sanju Venugopal
  • Aisha Uqdah
  • Lola Sarumi

@lola3736
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2025-01-30 PM Agenda and Minutes

Topics

  • Project Status

Summary Meeting Minutes

  • Meeting Purpose
    • Discuss project progress, GitHub usage, and next steps for the Home Unite Us (HUU) project.

Key Takeaways

  • Teams need to improve documentation and structure for handoffs, using GitHub issues and templates
  • Host/Guest intake profile development is behind Coordinator team progress; focus needed here
  • Research questions should be added to GitHub issue Home Unite Us - Draft Research Questions (PM) #839 for easier tracking and discussion
  • Potential for new engineering resources from Ariel's company to join the project

Topics

Project Documentation and GitHub Usage

  • Teams encouraged to document work and decisions in GitHub issues
  • GitHub navigation and issue creation process discussed and demonstrated
  • Balance needed between structure and ease of use for volunteer contributors
  • Coordinator team praised for thorough documentation, especially Priyanka's contributions

Research Process and Questions

  • New GitHub issue (Home Unite Us - Draft Research Questions (PM) #839) created for collecting research questions
  • Team members encouraged to add questions informally before using formal intake form
  • Discussion on making the research process less intimidating for volunteers

Host/Guest Intake Profile Development

Team Structure and Progress

  • Coordinator team significantly ahead in development compared to host/guest teams
  • Need to sync host/guest development with overall project timeline
  • Potential New Resources
  • Ariel exploring possibility of bringing engineers from his company to the project
  • Could potentially add 4+ new engineers to accelerate development

Action Items

  • Reach out to Jasmine re host intake profile progress. Sync on current status, recent updates. - London-Doyoung Kim
  • Read updated host intake profile user story (issue 508). Review design work. Connect user story to current design progress. London-Doyoung Kim
  • Create design issue for host intake profile. Use PM-to-design handoff template. Modify as needed. Include questions/notes for Julia (designer). - London-Doyoung Kim
  • Pitch Hack for LA to engineering manager. Aim to recruit engineers for project. - Ariel Lasry
  • Prepare for Tuesday breakout session. Focus on syncing host/guest intake profile work with design team. - Lola Sarumi
  • Plan Thursday call agenda. Include discussion on building priorities, next steps for each section. - Lola Sarumi

Next Steps and Prioritization

  • Teams to review and update their respective areas in the high-level Figma workflow
  • Thursday meeting to focus on building priorities and next steps for each team
  • London to create a design handoff issue for host intake profile work
  • Add research questions to GitHub issue Home Unite Us - Draft Research Questions (PM) #839
  • Review and update user story Section 2 - Host Intake Profile (aka Application Form) #508 for host intake profile
  • Prepare for Tuesday breakout session focusing on host/guest profile development
  • Create design handoff issue for host intake profile (London)
  • Develop prioritization and next steps for each team before Thursday's meeting

Roll Call

  • Gabriella Dominic
  • Ariel Lasry
  • Jasmine Guraya
  • Jasika Kalra
  • London Kim
  • Sanju Venugopal
  • Aisha Uqdah
  • Lola Sarumi

@lola3736
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2025-02-06 PM Agenda and Minutes

Topics

  • Project Status

Summary Meeting Minutes

  • Meeting Purpose
    • Discuss research questions, prioritization of work, and onboarding for new team member Aisha.

Key Takeaways

  • Team needs to prioritize features for MVP, breaking down large components (e.g. dashboard) into specific actionable items
  • Research questions identified; team to complete research request form for top 3 questions
  • New process for design approval: team agreement, engineering feasibility check, then present to Bonnie
  • Aisha to focus on reading handbook and familiarizing with guest intake process

Topics

Prioritization and Work Breakdown

  • Create swimlane/journey map to visualize user touchpoints and work sequence
  • Break down large components (e.g. dashboard) into specific features (est. 12 for coordinator dashboard)
  • Use existing features list to identify MVP scope and prioritize accordingly
  • Set realistic timelines for each step (e.g. 2 weeks for user story writing, 1-2 months for design)

Design Review Process

  • Team agreement on design
  • Engineering feasibility check
  • Present to Bonnie with engineering input
  • Aim to avoid fixating on minor details (e.g. button placement)

Research Questions

  • Identified key questions around application status tracking, matching factors, and user experience
  • Team to complete research request form for top 3 questions
  • Will incorporate answers into user stories and feature prioritization

Onboarding for Aisha (New Team Member)

  • Focus on reading handbook to understand project context
  • Review host intake form (Issue Section 2 - Host Intake Profile (aka Application Form) #508) and find equivalent for guest
  • Familiarize with features list and intake form requirements
  • Will have more detailed discussion next week after handbook review

Design Team Updates

  • Michael to sync with Priyanka on previous work
  • Plan to hire experienced designer for coordinator experience
  • Encourage design team to propose creative solutions rather than just implementing PM suggestions

Action Items

  • Bucket research Qs into form. Complete what possible. Prep remainder for team to answer next mtg. - Lola Sarumi
  • Read handbook (focus on guest intake). Review GitHub issues 508 (host intake) + guest equiv. Add Qs to research list. Aisha Uqdah
  • Update mtg notes. Implement action items section in future notes for tracking. - Lola Sarumi

Next Steps

  • Lola to organize research questions into request form template
  • Team to complete research request form for top 3 questions
  • Gabriela and Sanju to review coordinator dashboard features and prioritize
  • Aisha to read handbook and review intake form documentation
  • Lola to find and share guest intake form equivalent for Aisha
  • Team to review features list and ensure alignment with MVP scope
  • Lola to start using action items in meeting notes for better tracking

Roll Call

  • Gabriella Dominic
  • Ariel Lasry
  • Jasmine Guraya
  • Jasika Kalra
  • London Kim
  • Sanju Venugopal
  • Aisha Uqdah
  • Lola Sarumi

@lola3736
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2025-02-13 PM Agenda and Minutes

Topics

  • Project Plan
  • Research Questions
  • Team Roster - missing items
    • Sanju - slack ID, Skills interested in developing
    • London - slack ID
    • Aisha - Skills interested in developing
    • Suyen - Skills, Skills interested in developing, Availability, Github Permission Level
  • New GitHub Feature - Creating sub-issues

Summary Meeting Minutes

  • Meeting Purpose
    • Discuss project planning, design team engagement, and GitHub organization for the Home United's project.

Key Takeaways

  • Need to create a comprehensive project plan with timelines for features
  • Aim for less prescriptive design direction to encourage creative solutions
  • Improve GitHub organization: remove Section 3 items, use new epic/sub-issue feature
  • Ensure consistency between host and guest interfaces where appropriate

Topics

Project Planning Approach

  • Start with "miniature bytes" of planning, gradually building out full Section 2 plan
  • Focus on intake profile features: questionnaire, pictures/videos, signature
  • Use GitHub's timeline function to track feature development progress
  • Break down coordinator dashboard into specific features for planning

Design Team Engagement

  • Provide high-level requirements rather than prescriptive solutions
  • Allow design team to propose creative ideas for implementation
  • Ensure consistency between host and guest interfaces
  • Document decisions and rationales in meeting notes for future reference

GitHub Organization

  • Remove Section 3 items from current workflow, place in icebox
  • Utilize new epic/sub-issue feature to link related stories
  • Debate on assigning multiple issues to PMs for planning purposes
  • Consider ways to use assignee function while adhering to Bonnie's one-issue preference

Feature Development Status

  • Account creation (Section 1) nearly complete, minor engineering fixes needed
  • Host/Guest intake profiles in progress, need to ensure consistency
  • Coordinator dashboard features being defined and prioritized
  • Questions raised about real-time data updates and third-party integrations

Action Items

  • Define features for host intake profile (e.g. questionnaire, pictures, signature). Create/update GitHub issues. - London-Doyoung Kim
  • Review guest intake profile GitHub issues. Ensure parity w/ host profile where appropriate. Update/create issues as needed.
    Suyen Stevenson
  • Review host intake profile GitHub issues. Ensure parity w/ guest profile where appropriate. Update/create issues as needed. London-Doyoung Kim
  • Discuss w/ Bonnie re: GitHub issue assignment strategy for PMs. Determine approach for timeline/roadmap tracking. Lola Sarumi
  • Research options for dynamic form updates in coordinator dashboard. Document findings in GitHub issue. - Gabriella Dominic
  • List all features for coordinator dashboard. Determine MVP1 features. Create GitHub issues for each. - Gabriella Dominic
  • Update team roster with missing items
    • Sanju - slack ID, Skills interested in developing
    • London - slack ID
    • Aisha - Skills interested in developing
    • Suyen - Skills, Skills interested in developing, Availability, Github Permission Level

Next Steps

  • Review and update features list for intake profiles and coordinator dashboard
  • Assess parity between host and guest interfaces, make consistent where appropriate
  • Determine specifics for picture uploads (quantity, size) and signature implementation
  • Prepare for design team meeting to discuss less prescriptive approach
  • Clean up GitHub board: move Section 3 to icebox, organize current work items
  • Begin using timeline function in GitHub for feature planning

Roll Call

  • Gabriella Dominic
  • Ariel Lasry
  • Jasmine Guraya
  • Jasika Kalra
  • London Kim
  • Sanju Venugopal
  • Aisha Uqdah
  • Suyen Stevenson
  • Lola Sarumi

@lola3736 lola3736 moved this from New Issue Approval to Recurring Items in P: HUU: Project Board Feb 17, 2025
@imanuq imanuq pinned this issue Feb 19, 2025
@imanuq imanuq unpinned this issue Feb 19, 2025
@lola3736
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lola3736 commented Feb 23, 2025 •
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2025-02-20 PM Agenda and Minutes

Agenda

  • Design Presentation - Bonnie's Review
    • Host/Guest Intake Profile
    • Coordinator Notes
  • MVP Scope

Summary Meeting Minutes

  • Meeting Purpose
    • Discuss project updates, MVP strategy, and leverage AI tools for increased productivity in product development.

Key Takeaways

  • MVP scope to be expanded to include limited features for relationship management, termination, and special cases
  • Design and guest teams to present to Bonnie in early March; coordinator team to follow in mid-March
  • Team encouraged to leverage AI tools (e.g., ChatGPT) for drafting user stories and potentially for prototyping
  • Focus on strategic thinking and collaboration rather than time-consuming manual tasks

Topics

MVP Scope and Strategy

  • Current MVP includes account creation, application onboarding, and matchmaking
  • Proposal to expand MVP to include limited features for relationship management, termination, and special cases
  • Aim to present a more comprehensive product while keeping some features basic (e.g., using DocuSign for contract uploads)
  • Team to discuss MVP scope in the next All Team meeting in upcoming Tuesday meeting 2/25

Design and Presentation Timeline

  • Design and guest teams to present to Bonnie in the first week of March
  • Coordinator team aiming to present in the second week of March (around March 11th)
  • Focus on completing current work: guest/host intake profiles, account creation documentation, and coordinator notes

AI Tool Utilization

  • Encourage use of AI tools (e.g., ChatGPT, OpenAI) for drafting user stories and potentially for prototyping
  • Aim to reduce time spent on writing user stories from two weeks to one week
  • Sanju to share information on AI prototyping tools for the team to explore

Documentation and Feature Tracking

  • Team updating Google Drive for easier information access, particularly for feature list, comprehensive host/guest questionnaire
  • Emphasis on documenting all features, including those out of scope, in the features list
  • Need to confirm and document verification processes for hosts and guests with Bonnie

Research Questions and Community of Practice

  • Gabriella posted research questions for the research team
  • PM community of practice no longer requires extensive note-taking or showcasing from team members

Action Items

  • Meet Nihan re coordinator notes readiness, comfort level, design progress - Gabriella Dominic
  • Decide w/ Sanju & Nihan on coordinator notes presentation date to Bonnie (1st/2nd wk Mar). Update team - Gabriella Dominic
  • Confirm w/ Bonnie re host verification process (pre/during registration). Document findings - Lola Sarumi
  • Share AI prototyping tools list from LinkedIn influencer w/ team in Slack - Sanju Venugopal
  • Fwd AI newsletter to team (mentioned during meeting) - Suyen Stevenson
  • Post "10x designer" article in team channel (bypassing Figma, for awareness) - Gabriella Dominic

Next Steps

  • Discuss and finalize MVP scope in Tuesday's team meeting
  • Design and guest teams to prepare for presentation to Bonnie in early March
  • Coordinator team to aim for mid-March presentation
  • Explore and implement AI tools for user story creation and potentially prototyping
  • Update documentation, including features list
  • Sanju to share AI prototyping tool information with the team

Roll Call

  • Gabriella Dominic
  • Jasmine Guraya
  • London Kim
  • Sanju Venugopal
  • Aisha Uqdah
  • Suyen Stevenson
  • Lola Sarumi

@lola3736
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lola3736 commented Feb 27, 2025 •
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2025-02-27 PM Agenda and Minutes

Agenda

  • Design Presentation - Bonnie's Review
    • Host/Guest Intake Profile - Status
    • Coordinator Notes - Status
    • Section 1 - Account Creation - Status
  • Minimum Expectations Guest/Host
  • Guest User Story - Aisha
  • MVP
  • Review Prior Meeting Action Item

Recurring items:

  • review any issues that are in the new issue approval column
  • Accountability and Support Check
  • finish adding labels to the issue that are still missing them (see audit links above)

Roll Call

  • Gabriella Dominic
  • Jasmine Guraya
  • London Kim
  • Sanju Venugopal
  • Aisha Uqdah
  • Suyen Stevenson
  • Uttej Reddy Mamidi
  • Lola Sarumi

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Complexity: Small Issue has detailed instructions to resolve and the task is simple. Feature: Administrative Administrative chores, etc... Feature: Agenda points: 0.5 Can be done in 1.5 to 3 hours Role: PM
Projects
P: HUU: Project Board
Status: Recurring Items
Milestone
w - Ongoing
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