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Merge pull request #50 from seedcase-project/meetings/minutes-2023-10
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Add minutes from workshop and debrief meeting
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@lwjohnst86
lwjohnst86 authored Oct 31, 2023
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Expand Up @@ -80,4 +80,127 @@ some topics and less on others.
- Idea for team workflow:
- Focused work on individual projects on a rotation basis. For example, one month is on `seedcase-registry`, another is on `team`. We could rotate between one month core activity followed by a two week focus on smaller projects (like volunteer database).

## Minutes
## Minutes

### Workshop with Mjølner

I'll be creating a blog post about this experience, so won't add much here expect some misc items.

- Comments from them:
- What about backups of the data? In the Docker container or somewhere else?
- Is it something to add to docs or is it a feature?
- Transferring data to servers is a lot more difficult than it seems, so best have that as many versions in the future (if at all)
- A lot of language we used was about "limiting access", but it might be useful to use language on "enabling access"
- Be careful about store logs too much, they can quickly bloat
- How to handle backward compatibility? Part of testing to include tests of demo?
- We need to get some fake/public data or something to use for demo and test purposes


### Workshop debrief:

- General comments
- Obvious they have skill in frontend dev, based on what they showed us
- Can't judge what their security capabilities or backend capability are though
- They had good process/flow for guiding us, they kept good pace and kept on time
- They were very professional and friendly to work with, good seniority/experience for them
- Obvious they had read up on what we were doing and were prepared
- Helped us to focus down on what things would be version 1 vs later versions, as well as identifying hotspots and things to move on with
- It was really useful to see how they work as well, though maybe not loving the purely scrum style they use
- Hiring them and what/how they can work with us
- Could either hire them after we have a core functional box or hire them to help use develop our process and workflow (getting started, project management, teamwork practices, "how to work" rather than "what to work on")
- If hired for process, we'll need to give them clear requirements for what we want from them
- We might need some time to sit down and define the requirements for designing the how to work together
- [X] Action: To contact them about hiring them, what are the next steps? How do they charge for their services?
- [ ] Action: Need to spend some time writing doc on how to work together, the process. This could be the next “focus stage”, on starting to write out a design document
- [ ] Action: Make a detailed list of what outputs we would like from them
- E.g. training material or documentation on working together and their process
- E.g. finalize the design doc (maybe another review of it)?
- Things we could take from them
- Their approach to visualizing things (e.g. for instance with the vertical lines)
- For virtual settings: Look into online tools (they use [Figma](https://www.figma.com/collaboration/)) that help with doing the visualize
- Making sure everything is visible (can’t talk about things that are invisible)
- Clearer and more descriptive "events"
- Having time during meetings to dig into "user stories"/tasks
- Including adding some time estimates
- Every certain frequency, like every month
- Use them as the basis for a "focus" period
- Flow
- Keep in mind the overall roadmap
- Have a week of planning and deciding tasks
- Then have a period of working on those tasks over the next month
- [ ] Action: Add these potential items / workflows to our team docs
- Misc
- We could include the timeline as part of our documentation

### Update on progress, barriers and challenges

- Getting lost down learning rabbit hole
- Not having a clear path forward on what to work on
- Feeling a bit managed vs led
- Trust needs building up

### Next steps to push progress forward

- Moving forward, tracking progress, and building trust
- Building monthly sprints, with a period of roadmapping in those days
- Use Kanban board with constrained time periods to use for the focus phases, with dedicated time pre-phase to describe and plan together what needs to be done and how long each task takes
- Focus on smaller focused periods of working, with iterative development/feedback and smaller units of roadmapping.
- [ ] Action: Schedule time shortly
- Have twice-weekly update meetings
- Limit external meeting
- Make use of Issue’s
- Issue templates for how to structure or fill in Issue/task
- [X] Action: Signe make the first draft of template
- [ ] Action: Make a PR template
- That includes a checklist of things to do
- Including “has unit test been added”
- Every update meeting comes with commit
- Nothing pushed to main, it has to go through PR and review
- If one of us are assigned or asked for review, work on it
- Always have someone assigned to everything
- Not working on side projects
- Annelli will attend one of the update meetings, once a month
- Tasks to do next
- Converting over the digital copies and updating documentation
- [ ] Action: Signe and Kris will convert
- Focusing on diagrams and visualizations in design docs, and updating the existing ones and adding more ones
- Have more definitions and lists on the definitions of terms
- [ ] Action: Build up Actions/CI
- [ ] Action: Pre-commits setup
- [ ] Action: Basic infrastructure for working together
- [ ] Action: Make issue template that includes a very detailed requirements for functionality (including input and output of functions/code)
- Review process?
- PR
- Misc items
- Ask Mjolner SQL injection (and looking into things)
- Frictionless data, pull it in?
- Workflow, each project/package/app would have its own design doc and diagrams, etc?
- Requirements for how to work together effectively as a team
- Shorter-term roadmap (e.g. 3 month cycle, 6 month cycle, 1 year cycle)
- [ ] Action: Luke update roadmap and convert into milestones on the docs but also on GitHub as a Milestone
- (see items above)
- [ ] Action: Setup pre-commit hooks?
- Pre-commit for unit tests?
- Pre-commit for a website? Render?
- Format markdown (lint only)
- Format code (lint only)
- Spellchecker
- [ ] Action: Flesh out the Justfile
- Format markdown and code
- [ ] Action: PR template
- Checklist
- Run formatters?
- Unit tests included?
- [ ] Action: Create/use a devcontainer
- psql
- jq (for ndJSON file), Python package?
- Black
- Justfile
- Quarto
- PostgreSQL
- Python
- Django
- Poetry for Python environments?
- Git Flow
- Multiple commits per day, at minimum push at end of work day
- [ ] Action: Signe finish that up

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