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2022-06-29 Meeting notes

2022-06-29 Meeting notes

Date

Attendees

Martina Tumulla Thomas Trutt Marie Widigson Martina SchildtĀ 

Regrets: Jacquie Samples Michelle Futornick Jana FreytagĀ 

Zoom link: https://openlibraryfoundation.zoom.us/j/88593295877?pwd=Zm53aG1Ga2g5SVV1OFAvK0lMVVVQdz09

Calendar invite: https://openlibraryfoundation.zoom.us/meeting/tZwofuqqpz4iHdMaS6vffyjDAlO5x1_KkNTf/ics?icsToken=98tyKuGgqzIpGN2QuB6ARpw-GYr4b-rxmCVHgqdwnSyzFSZVewnSF-5tZ6ouL_Pb


Discussion items

ItemNotes

To Dos

follow upsĀ 


  • Next steps:
    • meet with Julie Ā Ā 
    • Walk through open questions and make decisions / add to proposal
    • meet with POs
      • question to POs: do features fit into epics?
      • entering new requests in cases where multiple POs are concerned ā†’ choose main focus and "cc" all other relevant POs as part of description ā†’ are there other ways?
    • meet with SIGs
    • meet with CC?
    • meet at Wolfcon and use that as final deadline for new prioritization start
  • JIRA Questions
    • is there a limit of JIRA accounts?
    • is the voting option in JIRA used? Does that have any impact?


Decisionsplease see table below

Decisions

DECIDED Group made a decision to propose to PC

TBD Needs decision making

QUESTION There is an open question

TBD PC PC decision needed


TopicDecisionArgumentationNotesGroup status
New Requests
  • Create forms for each SIG and one cross-app form in ConfluenceĀ 
  • New requests are submitted via these forms
  • Requester enters descriptive title and description with use cases
  • default information is pre-entered, to capture all needed details
    • e.g. Assignee (=PO)
    • SIG label
    • "new_request" label
  • New requests should be assigned to a PO (=assignee)
    • in cases where multiple POs are concerned ā†’ choose main focus and "cc" all other relevant POs as part of description
    • this option should be added as a separate field
  • there will be an automated import to JIRA via API
    • once a week
  • These new requests will be added as features with a new, separate status and label ā€œnew_requestā€
  • new frequests can be monitored via dashboards
  • PO or convener does duplicate check
  • PO or convener brings request into SIG for further refinement and discussion
  • PO or conevener changes status of request
  • if necessary: PO can directly change status without SIG discussion (for urgent cases) ā†’ this should not be the standard process
  • Confluence is open to everyone
  • no account limit
  • no expert knowledge needed
  • Requests cannot get lost and are easier to track for the providing institutionĀ 
  • new requests are trackable via dashboards
    • for requester, SIG and PO
  • possibility to comment
    • e.g. if others would like to push the request
    • for PO to mark as duplicate
  • linkable to duplicates
  • history can be kept
  • alternative: Add ā€œNew requestā€ as ticket type (like feature, story ā€¦)
  • New requests should be added with a spearate status instead of as a new type ā†’ advantage:
    • type would need to change from ā€œNew requestā€ to feature after "approval"
    • status change is easier, and nevertheless trackable

How to provide new requests is separate from prioritization process, but has been discussed in context of it.


Recommendation: New requests as well as all other tickets in JIRA should be clear in title and description ā†’ for being able to understand what exactly the ticket is about ā†’ precondition for being able to rank

DECIDED

What should SIGs rank on?
  • All features with status
    • open
    • draft
    • in refinement
    • in progress
  • NFRs?
  • Industry standards?
  • same as we ranked before; task was to create a new process around existing tickets
  • new institutions should be able to rank backwards and not only new requests
  • prevent duplicates
    • prevent that institutions create duplicate new requests because they are not allowed to rank on existing open features

TBD: who decides what industry standards are?

Would that be something the SIG could do?

DECIDED

QUESTION

SIG prioritization
  • Use ranking tool
    • TBD: which one? How?
  • frequency: regularly, up to PO or SIG convener
  • TBD: duration: several weeks (3 weeks?) to rankĀ 
  • after ranking process: calculate one total rank per feature
  • cross-app features are ranked by all related SIGs
  • Add one field per SIG
    • for the calculated total rank of each SIGs ranking
    • as part of each ticket
  • Import total rank into JIRA
  • in addition: make variance of ranking available to the community (through the ranking tool)
  • extensive communication
  • asynchronous prioritization via tool enables all community members to take part
    • no matter the time zone
    • no matter whether there are/can be representatives in the SIG meetings
    • no matter the language barrier

DECIDED

QUESTION

Institutional ranking
  • Use ranking tool - TBD: which one?
    • fields to prioritize should include
      • Priority,
      • Impact on work,
      • Urgency
  • frequency: twice a year
  • TBD: duration: several weeks (6 weeks?) to rankĀ 
  • after ranking process: calculate one total rank per feature
  • Use a combination of fields for the calculated total rank:
    • Priority,
    • Impact on work,
    • Urgency
  • Keep one field for the calculated total institutional rank as part of each ticket
  • Import total rank into JIRA
  • in addition: make variance of ranking available to the community (through the ranking tool)


TBD

Weighting for ranking institutions

  • Implement differentiated weighting for ranking institutions
    • for implementation status
    • for consortia vs. single institution
  • TBD: How? What will the weighting look like?


DECIDED

QUESTION

Ranking values
  • will be using 5 ranking levels
  • similar to R1 to R5, but clearer in wording for comprehensibility
  • TBD: is there a limit to how many R1s an institution can have?


TBD


Ā 

Chat


Action items

  • Ā 

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