2025-01-16 Resource Access Meeting Notes

Date: 16 Jan 2025 

Recordings

Find all recordings here: https://recordings.openlibraryfoundation.org/folio/resource-access-sig/ (pw: folio-lsp)

Zoom

https://zoom.us/j/337279319 (pw: folio-lsp)

Attendees

Thomas Trutt

julie.bickle

Cornelia Awenius

Susan Kimball

David Bottorff

lisa perchermeier

Olga Kalachinskaya

Stephanie Buck

Erin Weller

Amelia Sutton

Catherine Descanzo

Magnus Andersson

Nina Morgenstern

Paivi Rentz

Martina Tumulla

Jana Freytag

Discussion Items:

Time	Item	Who	Description	Goals/Info/notes
5Min	Administrivia	Jana Freytag Cornelia Awenius	New Co-convenor New Meeting invites	Note Taker: AI (Thomas Trutt)
55Min	Jira - how to create and add to features	Stephanie Buck julie.bickle	In preparation for our next gap list working meeting we are having a workshop on how to create and add to Jira issues in the FOLIO project.

Meeting Notes

🗣️ Discussion Points:

1. Role Changes and Announcements (11:06 AM - 11:12 AM)

   • New Co-Convener: Jana announced Susan Kimball as the new co-convener for resource access.
   • Meeting Schedule Changes: Jana mentioned the cancellation of the next meeting due to a federal holiday and the new meeting invites.

2. Jira Ticket Management (11:12 AM - 11:50 AM)

   • Creating Jira Tickets: Julie explained the process of creating Jira tickets, including the importance of clear titles, labels, and descriptions.
     • Epic vs. Feature: Julie clarified the difference between epics and features, explaining that epics are large tasks that can be broken down into smaller features.
     • Using Templates: Julie highlighted the use of templates to create tickets, which can help standardize the process and ensure all necessary fields are filled out.
   • Main Fields to Fill Out:
     • Title: Should be clear and concise, using verbs to describe the action.
     • Label: Useful for tracking and filtering tickets. Julie and Thomas discussed the use of labels like "resource access" and "reading room circulation."
     • Reporter: The person who creates the ticket, serving as a contact point for questions.
     • Assignee: The person responsible for the ticket, typically assigned during the development phase.
     • Priority: Used to indicate the importance of the ticket, with levels like P1 (critical), P2 (important but not critical), and P3 (nice to have).
     • Voting: Encouraged to use the voting feature to prioritize tickets based on community needs.
   • Description Sections:
     • Purpose: Explains why the ticket is needed.
     • Requirements: Details what is needed to fulfill the ticket.
     • Proposed Solution: Suggests how to address the requirements.
     • Not in Scope: Clarifies what is not included in the ticket to avoid scope creep.
   • Tips for Writing Good Descriptions:
     • Be Thorough: Discuss the problem, user needs, common use cases, and edge cases.
     • Think About Interactions: Consider how the ticket will interact with other parts of the system and who else might need to be involved.
     • Use Related Materials: Attach screenshots, mock-ups, or other relevant documents to provide context.
     • Link Issues: Connect related tickets to provide a broader context and show dependencies.
   • Maintaining Tickets:
     • Regular Updates: Keep tickets up to date with new information or changes.
     • Review and Refine: Regularly review tickets to ensure they are still relevant and accurate.
     • Communicate Changes: Use comments to communicate updates or changes to the ticket, tagging relevant people to keep them informed.

3. Questions and Clarifications (11:50 AM - 11:58 AM)

   • Project Selection in Jira: Magnus asked about selecting projects in Jira. Julie clarified that features and epics should be created in UX prod.
   • Permissions and Status Changes: Susan and Magnus discussed permissions for changing ticket statuses. Julie suggested that this might be limited to POs and needs further discussion.

✅ Decisions Made:

• AI Note-Taking Test: The group agreed to test AI note-taking for this meeting, with Thomas handling the process.
• New Co-Convener: Susan Kimball was confirmed as the new co-convener for resource access.
• Meeting Schedule: Next Monday's meeting was canceled due to a federal holiday.

📌 Action Items:

• AI Note-Taking: Thomas to test AI note-taking and generate notes for this meeting.
• Meeting Invites: Cornelia to send out new meeting invites.
• Permissions Inquiry: Jana to follow up on permissions for creating and editing Jira tickets with Peter Murray.

🔄 Follow-Up:

• Next Meeting: To be scheduled after the federal holiday, with a focus on course reserves and reading room circulation.
• Permissions Discussion: Jana to report back on the outcome of the permissions inquiry.

Expanded Questions and Answers:

1. Susan's Question on AI Note-Taking:

   • Question: How do you use AI to write notes for meetings? Do you need to do something in advance?
   • Answer: Thomas explained that the AI companion is supposed to make a summary of the meeting and upload it to the same place as the video. However, it hasn't worked reliably. Instead, he saves the transcript and runs it through a local AI model to generate notes, which he then posts.

2. Magnus's Question on Project Selection in Jira:

   • Question: When creating a Jira ticket, do you always choose UX prod for new features?
   • Answer: Julie confirmed that features and epics should always be created in UX prod. This is because features can affect several modules, and UX prod serves as the technical Jira bucket where all features go before being split into modules.

3. Magnus's Follow-Up on Project Selection:

   • Question: UX prod doesn't show up as an option for me. Do I need to speak with someone to get access?
   • Answer: Julie acknowledged that this might be due to limited rights and suggested that expanding rights to all users could be a topic for further discussion. Jana agreed to follow up on this issue.

4. Magnus's Question on Connecting Jira Tickets:

   • Question: How do you connect a Jira ticket to another umbrella Jira?
   • Answer: Julie explained that you can link issues by clicking on "add" at the top of the ticket and then selecting "linked issue." You can search for the specific Jira key and choose how the issues are linked based on what is meaningful for that particular connection.

5. Susan's Question on Permissions and Status Changes:

   • Question: I can create a new ticket but don't have permission to change the status. Is this because I didn't create the ticket?
   • Answer: Julie suggested that this might be due to differential permissions, which could be linked to the roles of POs. She emphasized the importance of discussing how to manage these permissions within the community.

6. Magnus's Question on Editing Other People's Tickets:

   • Question: Are there any big "don'ts" when editing other people's tickets?
   • Answer: Julie advised against editing anything unless you are 100% sure it's okay. She recommended using comments to suggest changes and tagging the person who created or is assigned to the ticket. Steph added that direct communication with the product owner before making changes is also important.