VRMS: ALL: Monday Meeting Agenda :memo:

[jbubar]

Overview

Bonnie came to our meeting today and requested that we do our agendas on a single issue, so I created this one!

Here is the old one:
#1051

## [DATE] Meeting Agenda and Notes

### Prework to prep for meeting
- [x] Review the QA
- [ ] Perform Label Audit and add summary here (e.g., A improving, B needs work, etc.)

### Role Call (who is here - add team names)
- [x] Jack
- [ ] Bonnie
- [ ] Trillium
- [ ] Julia
- [ ] Josh
- [ ] Brad
- [ ] Angela 
- [ ] Nikhil
- [ ] Sankshay
- [ ] Vorleak
- [ ] James
- [ ] Lucie C.
- [ ] Danny P.
- [ ] Bryant C.
- [ ] Holly D.
- [ ] Chandler C.
- [ ] Adam A.


### FYIs (nothing needs to be done, just keeping each other informed)


### Recurring items: 

### New Items 

### Issue assignment cleanup: 
**PMs / Designers**
- [ ] [Jack](https://github.com/hackforla/VRMS/issues/assigned/JackHaeg)
- [ ] [Julia](https://github.com/hackforla/VRMS/issues/assigned/juliagab56)

**Developers**
- [ ] [Trillium](https://github.com/hackforla/VRMS/issues/assigned/trillium)
- [ ] [Josh](https://github.com/hackforla/VRMS/issues/assigned/jbubar)
- [ ] [Brad](https://github.com/hackforla/VRMS/issues/assigned/bkmorgan3)
- [ ] [Angela](https://github.com/hackforla/VRMS/issues/assigned/awlfccamp)
- [ ] [Nikhil](https://github.com/hackforla/VRMS/issues/assigned/ntrehan)
- [ ] [Sankshay](https://github.com/hackforla/VRMS/issues/assigned/sankshaypusa)
- [ ] [Vorleak](https://github.com/hackforla/VRMS/issues/assigned/vorleakyek)
- [ ] [James](https://github.com/hackforla/VRMS/issues/assigned/jng34)
- [ ] [Lucie C.](https://github.com/hackforla/VRMS/issues/assigned/sasszz)
- [ ] [Danny P.](https://github.com/hackforla/VRMS/issues/assigned/dannyprikaz)
- [ ] [Bryant C.](https://github.com/hackforla/VRMS/issues/assigned/bconti123)
- [ ] [Holly D.](https://github.com/hackforla/VRMS/issues/assigned/hollydo)
- [ ] [Chandler C.](https://github.com/hackforla/VRMS/issues/assigned/lcchrty)
- [ ] [Adam A.](https://github.com/hackforla/VRMS/issues/assigned/abuna1985)
 
### Notes from meeting

### Tasks

### Items for next week's agenda

Old Team Meetings:

Previous Team Meeting Agendas (from 2022) that were previously stored on the VRMS Wiki have been preserved in this issue.

[jbubar]

Jan 30th:

Bonnie jumped on and brought up the following:

Hi PMs - ill be coming to Monday's VRMS meeting. I don't see an open agenda issue to add this to, so here are my items
Talk about why you migrated agenda locations and how its working for your team
in issues #1051
to wiki https://github.com/hackforla/VRMS/wiki/Team-Meetings
Org recently adding feature: agenda label to all project repos that don't have it and how VRMS can use this information
I updated this issue #1274
This page needs updating: https://www.hackforla.org/projects/vrms it looks like you opened a change request but it needs refining hackforla/website#3694

[heyitsalexander]

Template

## [DATE] Meeting Agenda and Notes

### Prework to prep for meeting
- [ ] Review the QA
   - [ ] Prework issues: Add notes to this meeting agenda as a discussion or FYI item (if no action needs to be taken).
     - [ ] Check to see how new team members are doing 
       - [ ] [UX writing](https://github.com/hackforla/website/projects/7?card_filter_query=label%3A%22role%3A+writing%22#column-15490305)
     - [ ] Can we improve the prework template based on something we see as a pattern?  

### Role Call (who is here)

### FYIs (nothing needs to be done, just keeping each other informed)

### Recurring items: 
 - [ ] review any issues that are in the new issue approval column for 
    - [ ] [UX Writing](https://github.com/hackforla/website/projects/7?card_filter_query=label%3A%22role%3A+writing%22#column-15235217)
    - [ ] [Product] - that are related to writing
 - [ ] Accountability and Support Check.
    - [ ] Review assignments for each PM
       - [ ] [Bonnie](https://github.com/hackforla/website/issues/assigned/ExperimentsInHonesty)
       - [ ] [Zoe](https://github.com/hackforla/website/issues?q=assignee%3Azzhoje+is%3Aopen)

### New Items 
add issue numbers to be discussed and any notes that will be helpful


### Notes from meeting

### Tasks

### Items for next week's agenda

[ExperimentsInHonesty]

2023-02-06 Meeting Agenda and Notes

Prework to prep for meeting

• Judy's prototype work

Role Call (who is here)

FYIs (nothing needs to be done, just keeping each other informed)

• Onboarding Event

Recurring items:

• PM Updates
  • Design Review - Clickable Prototype: https://www.figma.com/proto/pIxFTL62Nx2XyQdZy1fR6f/VRMS-v.4?page-id=119%3A46&node-i[…]in-zoom&starting-point-node-id=1056%3A902&show-proto-sidebar=1
• Dev updates / availability
  • Review assignments for next week

Notes from meeting

Tasks

• Reach out to PMs of different projects (https://docs.google.com/spreadsheets/d/1ZSyCkO3XgD19EzmpLPkmz196vpwNnjjNMZZqXUV8Wqw/edit#gid=0)
• Prepare deck to show how to use VRMS
• Schedule "Lunch n' Learn" for Feb 13
• Usabiity testing with Bonnie Feb 13 -

--0)    Sign in to VRMS by following the prompts to arrive at the “Project Management” screen.
 
1)    Add a new project name “Testy Test” and its project details. Also, add some recurring team meeting times for this project. After you finish, return to the “Project Management” screen and make sure it is added to the database and stop there.
 
2)    Oops! You just realize that Testy Test’s Team Meeting 1 starts at 7PM vs. 8PM. Find project Testy Test and change the recurring Team Meeting 1 time accordingly. After you finish, return to the “Project Management” screen and stop there.
 
3)    Find David Rubinstein with email david@grubbylogic.com and add him to project Testy Test. After you finish, return to the “User Management” screen and stop there.
 
4)    David Rubinstein just emailed you that he cannot be on project Testy Test. So, remove him from this project. After you finish, return to the “User Management” screen and stop there.

Items for next week's agenda

[AmandaGlover-PM]

2023-02-06 Meeting Agenda and Notes

Prework to prep for meeting

• Judy's prototype work

Role Call (who is here)

FYIs (nothing needs to be done, just keeping each other informed)

• Onboarding Event

Recurring items:

• PM Updates
  • Design Review - Clickable Prototype: https://www.figma.com/proto/pIxFTL62Nx2XyQdZy1fR6f/VRMS-v.4?page-id=119%3A46&node-i[…]in-zoom&starting-point-node-id=1056%3A902&show-proto-sidebar=1
• Dev updates / availability
  • Review assignments for next week

Notes from meeting

• Amanda & Julia getting added to VRMS
• Matt from the web team is interested in joining the VRMS team (a 7 out of 10)
• All PMs are updated in VRMS so we can add PMs and have them adjust meeting times and have project level access. Matt confirmed meeting times are being reflected on VRMS and the website so we can now teach PMs how to use the system and test their experience - YAY!!!
• Alex & Amanda will create a step-by-step guide on how to edit meeting times on VRMS for the lunch & learn and also to document how to make the edits so PMs can follow the steps on their own
• Food Oasis Meeting updates from the chat in the meeting:
  ADD Food Oasis, Developer Meeting, Monday 6.30pm, 30 mins
  ADD Food Oasis, PM Meeting, Tuesday 5pm, 1 hour
  ADD Food Oasis, UXR Meeting, Tuesday 6:30 pm, 1 hour
  DELETE Thu 6:00 pm - 7:00 pm Team Meeting
  ADD Food Oasis, Leads and PM Meeting, Thursday 6pm, 1 hour
  ADD Food Oasis, All Team Meeting, First Thursday of the month 6pm, 1 hour
  ADD Food Oasis, Design Meeting, Thursday 7pm, 1 hour
• No new developers from the last onboarding event / Julia to talk to some new UX volunteers who haven't been assigned a project yet; Developers look for an updated Repo and if we update that to explain the defined priorities that could help
• Judy live tested her clickable prototype with Matt
  First Task: Sign in to VRMS by following the prompts to arrive at the “Project Management” screen
  Second Task: Add a new project name “Testy Test” and its project details. Also, add some recurring team meeting times for this project. After you finish, return to the “Project Management” screen and make sure it is added to the database and stop there.
  Third Task: Oops! You just realize that Testy Test’s Team Meeting 1 starts at 7PM vs. 8PM. Find project Testy Test and change the recurring Team Meeting 1 time accordingly. After you finish, return to the “Project Management” screen and stop there.
  Fourth Task: Find David Rubinstein with email david@grubbylogic.com and add him to project Testy Test. After you finish, return to the “User Management” screen and stop there.
  Last Task: David Rubinstein just emailed you that he cannot be on project Testy Test. So, remove him from this project. After you finish, return to the “User Management” screen and stop there.
  Matt's Feedback: Personal preference to have less total clicking on the page with the identifiers once he saves something, he would rather have confirmation that it was saved without having to click out of that screen; forms look good, inputs are solid. Haven't seen a logout that is in parenthesis versus a button. When adding someone to VRMS he would prefer it to say submit versus save.

Tasks

• Lunch & Learn (dinner) guide / Alex creating the guide, Judy & Julia will pretty it up
• Need to delete Food Oasis meetings, then project, then re-add the Food Oasis project; need to tell Food Oasis that there is an issue with their data in the database so we can't update their data right away but we are working on it
• Figure out testing for live prototypes and then schedule time with Bonnie for review - planning for usability testing with Bonnie next Monday. Judy's new schedule makes evenings difficult. We will get a script and either Julia, Alex or Amanda can run the user-test per the script and we will record this. Here is the post prototype survey to give Bonnie: https://docs.google.com/forms/d/e/1FAIpQLScuFPl0bbNuPGOWLsImRjJ9TvMqsHmwCCOwSpy8R7TFL3AHRA/viewform

Items for next week's agenda

[heyitsalexander]

2023-02-13 Meeting Agenda and Notes

Prework to prep for meeting

• Judy's prototype reviewed and usability testing script

Role Call (who is here)

FYIs (nothing needs to be done, just keeping each other informed)

• Lunch n' Learn Deck ready
• New dev joining VRMS

Recurring items:

• PM/Design/Dev updates if any
• Judy asks Josh about user count / usage for VRMS and if there’s a way for us to gather this data now and track the improvements over time once the updated changes are live.
• Food Oasis update? We haven't been able to figure out what's happening, but Josh was able to edit the meeting times in the database.

Resources for meeting

• Figma prototype (https://www.figma.com/proto/pIxFTL62Nx2XyQdZy1fR6f/VRMS-v.4?page-id=3%3A7&node-id=1[…]340%2C0.06&scaling=min-zoom&starting-point-node-id=1258%3A3042](https://www.figma.com/proto/pIxFTL62Nx2XyQdZy1fR6f/VRMS-v.4?page-id=3%3A7&node-id=1258%3A3042&viewport=-67%2C340%2C0.06&scaling=min-zoom&starting-point-node-id=1258%3A3042)
• Usability Testing Script (https://docs.google.com/document/d/1dgUWl19vQnuWq6DEowettsdWgfoAJtLG/edit?usp=sharing&ouid=103294400702453794212&rtpof=true&sd=true)
• Post Test Survey (https://forms.gle/BnDNHKyDZB4Aw6PT8)

Notes from meeting

Tasks

• Ask for permission to record

• Usability testing with Bonnie part 2

• Post test survey

• UX researcher responsbilities?

Items for next week's agenda

• Josh update on ways to track VRMS usage
• Josh needs time with devs in breakout room
• Update from Stephanie regarding Lunch n' Learn Scheduling
• Update from Julia regarding UX researcher and issues

Feb. 27th Usability test with Bonnie
March 6th Lunch n' Learn

[ExperimentsInHonesty]

@heyitsalexander I could not find another issue for the slide deck creation. So I am adding my notes from the review here:

Lunch n' Learn deck VRMS - How to Add/Edit Meeting Times slides

create an account

• logo warped
• Prerequisites should be moved to previous slide
  • creating an account
    • having that account upgraded by the org admin (currently Bonnie) to project editor status

Log In

• I added text to this slide

Three Important Notes/Quirks:

• What do you mean when you say "(Remember: Event Name will not show up on website)"

Edit Meeting Time slide

• I added text to the second bullet

[ExperimentsInHonesty]

@heyitsalexander Are you having a meeting on the 27th. If yes, I can come for the usability test then. If not I can come on 03-06

[heyitsalexander]

@ExperimentsInHonesty Yes, usability testing with you on the 27th! Lunch n Learn on 3/6

[ExperimentsInHonesty]

@heyitsalexander I dont see that you made the logo change yet. See #1280 (comment). I will want to review/revise the Lunch n' Learn deck VRMS - How to Add/Edit Meeting Times slides with your team on the 27th, so it can be ready for the 6th.

[heyitsalexander]

Sounds good. Working on the logo Get Outlook for iOS<https://aka.ms/o0ukef>

…

________________________________ From: Bonnie Wolfe ***@***.***> Sent: Saturday, February 25, 2023 9:36:13 AM To: hackforla/VRMS ***@***.***> Cc: heyitsalexander ***@***.***>; Mention ***@***.***> Subject: Re: [hackforla/VRMS] VRMS Agenda (Issue hackforla/VRMS#1280) @heyitsalexander<https://github.com/heyitsalexander> I dont see that you made the logo change yet. See hackforla/VRMS#1280 (comment)<#1280 (comment)>. I will want to review/revise the Lunch n' Learn deck VRMS - How to Add/Edit Meeting Times slides<https://docs.google.com/presentation/d/1bv9QH-d5qKtFCaecgCvsv608IoeLIpHfW7cEEqijHyE> with your team on the 27th, so it can be ready for the 6th. — Reply to this email directly, view it on GitHub<#1280 (comment)>, or unsubscribe<https://github.com/notifications/unsubscribe-auth/AJLJ3Y357OAA376OQMDEDFDWZI7I3ANCNFSM6AAAAAAUL45B4Q>. You are receiving this because you were mentioned.Message ID: ***@***.***>

[AmandaGlover-PM]

2023-02-27 Meeting Agenda and Notes

Role Call (who is here) - Julia, Josh, Trillium, Matt, Ellen, Stephanie, Fang, Phillip & Micah

Recurring items:

• Dev Update - Future of the Dev team (then separate breakout session)
  • Part 2 - User Testing w/Bonnie (will need to record)
  • Review Lunch & Learn Presentation
  • Review assignments for next week

Notes from meeting

• Bonnie announcement - Matt will be the tech lead on this project; there have been multiple tech leads on the web team which has been really helpful and Matt brings that learning on what worked really well for the website team to VRMS

• User Testing notes (Usability Testing 2 for VRMS)

• Task 1 - sign into VRMS by following prompts and arrive to project management screen - no issue

• Task 2 - add a new project "testy test" and add some reoccuring meeting times and return to the project management page: Remote should be default veresus In-Person; not sure what we are asking for with the Github Identifier - is the identifier the ID of that URL? If that's true you can go and find it yourself. If this is something we ask she wants to be asked it after inputting the URL. Slack URL is confusing to me - I think you mean the Slack Channel would be helpful if it said Slack Channel URL. In the box where the URL goes we could say what it begins with. What do you want from the drive URL? The link to the VRMS drive or to the VRMS folder. HFLA Website URL - would pull this from the project page online; this is clear. Wants to save this first becuase she adds reoccuring events. Not clear that we wanted the Zoom link under the Remote or In-Person selection. After she saves it jumps her up to the top - not sure if that is just a Figma issue.

• Task 3 - Team meeting 1 starts at 7pm instead of 8pm find testy test and update the meeting time - recommends we paste the user test instructions into the chat if we test other people. Easily updated the meeting time.

• Task 4 - Find David Rubenstein's email and add him to project testy test and then return to the project management screen. Easy to find his email but he had 3 emails. So she didn't know which one to select. She would like to see which is the last active email so she knows what to select. When the changes saved confirmation pops up you could have a choice - like save and continue or save and close to eliminate number of clicks. Another option is when I click save instead of taking over the screen it hovers just above where she clicked save and then it could disappear so you don't have to close it.

• Task - David Rebenstein needs to be deleted from Testy Test - was able to remove Testy Test from David's name, liked the confirmation of that. Did not lick the big save confirmation once saved.

• Other comments:

  • Gray out the login on the page until someone puts their email in then the color can show
  • Design elements like the login button will need to be within a certain Hack of LA color scheme
  • Wants to be able to hit save on the project page and not get picked out - wants save and continue to keep working in the project to add a new event
  • Expectation is when you click add a new event, that
  • When you add an event find it confusing that the blue button says apply
  • You could but a trash can next to the pencil icon on the product page to delete a specific meeting
  • Says the GitHub Identifier is the repository number - okay to have a guide in the MVP that pops up and tells people how to find it; most people won' tknow how to find it.
  • Would like to add, edit and remove people from the project page - like a plus sign to add a new member etc.
  • The primary Hack for LA color could work for buttons - each team that will use VRMS will have it in colors that represent their location. There is also a gray button she shows in the video toward the end that show what was selected initially - so it works across many color schemes. This is the link Bonnie shared that shows the gray button and how VRMS would be applied across different chapters. https://www.figma.com/file/VlsfGn1qZOAzpDymDQoTiy/VRMS-V4-Old-Files-(this-page-is-for-reference-only)?node-id=24403%3A2528&t=x0xjona30wkvFrE5-0

• Feedback on Lunch & Learn Presentation
  - [ ] Need to update logo
  - [ ] Need to make sure that when you add a meeting name it appears versus asking for it to be in the description - Bonnie says she needs to fix that. For now the event name should be in the event name and description. This should never say meeting in the name.

Tasks

• To be added during the meeting

Items for next week's agenda

• Discuss updates to Github tickets between dev & design

[heyitsalexander]

Writing this here. Add to meeting agenda for March 6th

From: @MattPereira (#1241 (comment))

I have not worked on this issue because I talked to Bonnie and we agreed that it would be better for her to test and approve the new user flow before devs start implementing it with code

I also think it might be a good idea to consider more clearly defining how we hand off issues from design to development

My proposal ( open to however you want to handle this ) :

Closing out UI/UX issues when they are finished to separate design issues from development
Have a UX or PM lead leave a comment at end of design issues as they are closed explaining the situation like "We tested this with the stakeholder and she approved, this is now ready to be decomposed into issues for developers"
And then add a ready for dev lead label and move the closed issue into the New Issue Approval column in order to communicate that the issue is ready for developers to start creating new issues to implement these beautiful designs

That way the action items of an issue won't already be checked off and can be tailored to the steps that need to be taken by developers to implement the code

Also it would be really helpful if there are figma links that could be included in addition to the screenshots