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  • There is a group meeting for Product Owners every two weeks on Wednesdays at 11:00 US ET 
  • Product Owners participate in the Sprint Reviews that are held every 4 weeks (after two two-week sprints have been completed).  They occur on the Tuesday following the completion of the second of the two sprints at 11:00-12:30 US ET.  (Exceptions are made for holidays.)
    • Sprint review decks and recordings are on the Google drive here
  • There is also a private #product_owners Slack channel

Contact Kelly Drake Khalilah Gambrell for more information about these meetings/channels.  If you are a Product Owner please do sign up for these. 

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FOLIO UX designs are stored and accessible from a variety of different tools.  There is a UX prototype (no longer maintained).   This directory on FOLIO's google drive has more up-to-date mockups.  Other mockups are found on the wiki. When working with a UX/UI designer it is suggested that the Product Owner:

  • Create a UX story outlining what needs to be designed and why. Example of UX stories: UX-414, UX-402, UX-399
  • Include rough mockups in any form from other FOLIO apps or examples from other ILS's to help convey the concepts that need to be designed
  • Set up a time to discuss the story with the designer
  • If possible provide real-world data so that it can be included on the mockups that will be created for the story
  • Depending on the complexity of the project, consider setting up a 15-30 minute meeting twice a week to discuss feedback and iterations
  • The PO can take the mockups and solicit feedback from the SIGs and Devs and then report back to the designer so that further iterations can be made to the designs

UX Guidelines - Documentation 


Managing Backlog in JIRA

JIRA (list of projects): https://issues.folio.org/secure/BrowseProjects.jspa?selectedCategory=all

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Epics are sub-projects in FOLIO.  They are sized so that they require no more than one product owner and can be assigned to a single development team.  Each quarter, the members of the FOLIO Product Council complete a survey in which they stack rank the epics by priority.  This survey results in an epic "score" which helps us determine where to apply new product owners and development teams when they become available.

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An epic should represent development that may take up to three releases (~about 12 months of development). Definition of Done: Basic functionality is in place and working in production. Advanced functionality should be managed with another epic. It should be a way to describe a workflow/functionality/product at a high level and then user stories and/or features that represent a breakdown of the epic. Agile Alliance definition of an epic (https://www.agilealliance.org/glossary/epic/). The epic kanban board can be found here.

UXPROD Features 

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POs decompose epics into features based on their conversations with the SIGs and development teams.  The idea is to capture larger work increments with as much unstructured description as is available.  A well-scoped feature is something that is relatively self-contained so it can be prioritized independently.  It should also be something that is “whole” enough to provide value on its own.  So, “Manual License CRUD” might be a good feature while “View License Record” or “Validate License Data” would be stories.  Stories All stories should be linked to features as "related issues"

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  1. go-live
  2. can wait for fiscal year rollover
  3. can wait - up to a quarter after go-live
  4. can wait - up to a year
  5. NOT NEEDED

to track progress. Each feature should be linked to one epic. 

    •  A feature is what an institution reviews to prioritize its needs for go-live and for tracking functionality planned in future releases. It is important that features are
      • Clearly defined and written with the customer in mind. 
      • Describe the problem or need the features will address
      • Describe the benefit(s) of implementing the feature
      • Describe any risk(s) of not implementing the feature 
      • Describe any known dependencies 
      • Use the Template = UXPROD features as a guide 
      • Revise your features as needed so that institutions have an accurate understanding of what will be delivered for a release. A feature set to Closed are included in Release Notes. Example - Kiwi (R3 2021) Release Notes.
    • Use of Labels 
      • Technical debt feature should have the label NFR assigned
      • To allow a SIG to see which features are applicable to the SIG, consider adding the label 


      • SIGLabel
        Usersusermanagement
        Resource Accessresourceaccess
        Resource Managementresourcemanagement
        Electronic resource managementerm
        Metadata Managementmetadatamanagement
        Acquisitionsacquisitions
        Data importdata-import
        Cross Platformcrossplatform


    • The feature kanban board is here
    • A simple list of features is here
    • Example features:
      • Detailed:
    •  
    • No detail: Lots of features have no detailed description at all.  It's better to record a feature without a description than not recorded it at all!
    • Feature estimates:
        • When features are created, you should ask for them to be estimated (front-end estimate and back-end estimate)
        • This will allow us to stay on top of our project plans and help SMEs make informed tradeoffs regarding what should be prioritized

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    • If development team agrees to work on a feature for a release then assign fields: Development team and Fixed version/s

 UXPROD Epic and Feature Workflow/Status and key fields
Anchor
UXPRODWorkflow
UXPRODWorkflow

    • Open: Feature is waiting to be picked up by PO.  
    • Draft: Feature is  being worked on by the PO.  Discussions are happening with the SIGs and sub-groups, mock-ups are being created.  Analysis is underway.
    • Analysis Complete: PO analysis is complete.  Stories are written and mockups have been created.
    • In Progress: Development is underway.  It is often the case that we begin development on some aspects of a feature before the PO’s analysis work has been completed.  Use your judgement as to whether the feature should be Draft or In progress in these situations.  If a feature still requires a lot of stories to be written, you should probably leave it in Draft.  If development has begun and you are confident that dev-ready stories won't be a blocker for development, go ahead and move into In Progress.
    • In Review: Most or all stories in the feature are In Review (being tested)
    • Closed: All stories in the feature have passed test and are closed.  Feature is complete.

Splitting UXPROD Features

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Each story should have one and only one linked UXPROD feature.

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Story and Bug Workflow/Status

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The way "status" is used in JIRA differs depending upon whether you are working with development work items (like stories and bugs) or UXPROD features and epics.  See above for the workflow for UXPROD features and epics.

  • Open - Ready for development
  • Draft - Product owner still drafting.  Not ready for development.
  • In Progress - Development in progress
  • In Review - Ready for manual testing
  • In Code Review - Ready for code review
  • Closed - Complete 

and key fields

SIG Meetings

  • An important part of the PO role is to meet with the SIGs to gather product requirements
  • The SIG(s) you work with will depend on the epic you are managing
  • You are welcome to attend any SIG meetings to familiarize yourself with how they operate.  If you are new to the project you might want to ping the SIG convener in advance so they can introduce you at the beginning of the call.
  • You can find a list of the SIGs with links to additional info (including the contact info for the SIG convener) here
  • Each SIG has a folder on Google Drive.  These will contain working documents and may have meeting recordings (though these are not saved consistently).

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The FOLIO wiki has a page in which manual testers and community members can report observations and issues which they aren't sure are actually defects.  The page is Observations and Comments from Testers/Not Tickets page page should be watched by all POs.  If an observation has been added in relation to one of your apps, please review and follow-up as needed. 

Additional Information

For who is working on what, please see the Directory of Product Owners by Area of Focus.

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