5 min

Announcements

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Caitlyn announced that the Library of Congress is going live with ERM Acquisitions today

50 min

Jira literacy, info sharing, documentation, training, etc.

Caitlin Stewart

Goal

Put together some recommendations for next steps to share with POs and SIGs for input.

Objectives

• Provide support for ticket creation so that SMEs (anyone) can share needs and development projects with the community in a consistent way

• introduce a process to maintain Jira so that we have a clearer and more current picture of needs and development activity throughout the community

• establish guidelines and lifecycle process for ticket management in order to improve overall quality of tickets (improve reporting, navigation, communication, reduce duplicative effort)

• Clarify roles and responsibilities - clear documentation of permissions, who to reach out to for support, etc.

Assumptions

• Improving comfort level with Jira is a dependency for rolling out SIG prioritization

  • Impacts:

    • Conveners

    • POs

    • Some groups do not have assistant POs, so SMEs may need to create tickets in certain situations

• Tickets need to be created earlier in the process

• Permission

  • Who should have which permission sets

    • sometimes Jennifer creates a ticket but a PO has to clean it up

• Need clarification re Where do you create the ticket?

• How do we address cleanup / maintenance

• Backlog - how do we manage the backlog

• What is the process for assigning?

  • Could we allow SMEs to create tickets but then assign to PO for completion / vetting

• How does this intersect with Support SIG - should they be responsible for Jira oversight? Should these be separate pipelines or combined

  • using project language

• PC needs a way to monitor community needs and ideas so that they can 1) track and guide 2) reflect back priorities

• Users need to articulate their needs in a way that they can be acted upon

• POs need to control for noise in UXPROD

  • separate project

    • implementers create tickets in a distinct space > SIG discusses > PO creates UXPROD > periodic review (dashboards?) to ensure nothing languishes

    • “won’t do” tickets could live here with a different status

  • control with status or labels

    • labelling has been inconsistent

  • Do create Jira tickets before PO creates - SIGs refine ideas / needs in spreadsheet

  • need to distinguish the difference between backlog and day-to-day work management

• In some groups, tickets are SME created, but are vetted by working group

• Need a way to ensure tickets do not get lost / ignored

• Need a way to control for quality before tickets are introduced to a project

What is Needed

• Review what is workingProcess documentation - who creates tickets, how do they move through

  • Reach out to SIGs for success stories of how they are managing roles and responsibilities, dashboards etc wrt Jira

• Recommendations

  • Path 1: introduce a process for SMEs to create tickets in UXPROD to capture gaps/ ideas

  • Path 2: Create a separate project for SME created tickets in UXPROD

• Regardless of path, we have some shared needs:

  • Process documentation

    • Roles and responsibilities

    • Flow

    • Guidelines - POs are working on this, can PC provide input?

  • Jira training

    • Creating tickets

    • creating filters + dashboards

    • searching / navigating

  • Documentation

    • Ticket elements (required elements, templates, data dictionaries)

    • Data dictionary for labels

    • Maintenance processes / housecleaning

    • Process for identifying duplicates

    • Naming convention

Questions

If we assume some SMEs need to create tickets, then we need to determine how to integrate these SME created tickets into the larger

• What is the underlying concern here - is there a different way to control for it?

• if there is a separate project, need process to review SME-created tickets, clear on ramp to UXPROD

Next Steps

Resources

https://www.youtube.com/watch?v=sACkckUJjl4

5 min

Future Topics