CTI: PM/Org Meeting Agenda

[DrIffathsultana]

Overview

This issue tracks the agenda for the Civic Tech Index PM meetings with stakeholders(Bonnie).

Action Items

PMs should consider the following points when creating a meeting agenda with stakeholders.

• Objective
• Project updates
• Roadblock and risks
• Deadlines and major milestones
• Current or anticipated issues (e.g., changes, resource issues, etc.)
• Next steps

Meeting times:

• It's a weekly meeting every Sunday from 9 am to 9.55 am

Links:
Sep 26th, 2021

Template:

## [Date ]  Meeting Agenda

### Prework to prep for meeting
- [ ] #1126

### Recurring items: Happens on the PM  Saturday meeting
 - [ ] review any issues that are in the [new issue approval column](https://github.com/civictechindex/CTI-website-frontend/projects/1#column-17543324)
 - [ ] Accountability and Support Check.
    - [ ] Review assignments for each PM
       - [ ] [Bonnie](https://github.com/civictechindex/CTI-website-frontend/issues/assigned/ExperimentsInHonesty)
       - [ ] [Kevin](https://github.com/civictechindex/CTI-website-frontend/issues/assigned/kevindphan)
       - [ ] [Sean](https://github.com/civictechindex/CTI-website-frontend/issues/assigned/smsada)
- [ ] finish adding labels to the issue that are still missing them (see audit links above)
- [ ] ~review issues with [epic label]() and define how to break down further~ - Currently there are none

### New Items
- [ ] 
- [ ] Carry over Items to next meeting that don't get addressed

### FYIs
-

### Notes from Meeting

### Task Items

Resources/Instructions

CTI site
CTI google drive

Miro - UAT

[DrIffathsultana]

Agenda for Sep 26th, 2021 meeting.

Participants :

Updates:

• About page - Replaced video with google slide deck - Reviewing the slide content and images.

Issues to track.

• Document Civic Tech Index team meeting times and who Must/Should/Can attend #879
• Add Stepper Process to the Tag Generator #864

Chali will be joining the meeting to review some current and future enhancements for the Home page and Tag generator page.

• Update CTI Homepage #865
• Update Last Page of the Tag Generator #866

Discussion notes :

• ensure people really want less steps as opposed to more information
• instead of redesigning tag generator it can be explained better
• suggested
  • box on top right of page (helpful information) - like a floating glossary/faq/mini fan
  • key words are highlighted / hyperlinked opening up the definition of terms in glossary

Action items:

• Chali to review suggested design items above
• 9/26 - Levi send a Doodle or schedule tool to provide Bonnie availability of all PM's to have catch up sessions
• 9/27 - Levi to create template for review CTI page and future enhancement
• 9/27 - Kevin to discuss CTI presentation for CoP

[ExperimentsInHonesty]

https://cfa.osp.cat/conferences/congress/f/44/proposals

Gio updated the taxonomy
https://brigade.cloud/projects/civic-tech-taxonomy/
Draft UI: https://codeforamerica.github.io/civic-tech-taxonomy/editor-ui/
Draft API Swagger https://codeforamerica.github.io/civic-tech-taxonomy/editor-ui/swagger.html

[ExperimentsInHonesty]

@ladissi please add the google drive folder link you want me to put the recording files in

[ExperimentsInHonesty]

@ladissi I put the recording and transcript into this folder

[ExperimentsInHonesty]

@ladissi I have uploaded the 3 sets of recordings/transcripts from today in this folder
For the last recording which I made by myself for the FAQ, there is a link I reference, here it is
http://civictechindex.org/join-index?tagsToAdd=civictechindex&value=yes

Here is the subheading text for Radical Collaboration:
We must connect with people from different backgrounds, skills, abilities and thinking modalities to learn and share approaches to societal challenges in order to fulfil the potential of open source.

Also add one more item to the FAQ
Q: What is Radical Collaboration?
A: We must connect with people from different backgrounds, skills, abilities and thinking modalities to learn and share approaches to societal challenges in order to fulfil the potential of open source. By making visible the connections between our projects, we can all collaborate and build more efficiently, effectively and more humanely. Increasing access through transparency of information, tools and open invitations to participate is what defines Radical Collaboration.

[ladissi]

Agenda for Nov 21st, 2021 meeting

Agenda:

• FYI of team's decision of no meeting 11/25
• PM's will be unavailable 11/28
• Priority of issues recently created
  • Radical collaboration subtext - LC confirmation
  • @kevindphan Input
• Review Tag Generator Excel Sheet

Notes:

Action Items:

[ladissi]

Agenda for Dec 5th, 2021 meeting

Agenda:

• Discuss creation of backend issues
• Priority of issues recently created
• Review Tag Generator Excel Sheet

Notes:

Action Items:

[ExperimentsInHonesty]

2022-01-23 Meeting Agenda

Prework to prep for meeting

• [ ]

Recurring items: Happens on the PM Saturday meeting

• review any issues that are in the new issue approval column
• Accountability and Support Check.
  • Review assignments for each PM
    • Bonnie
    • Kevin
    • Sean
• finish adding labels to the issue that are still missing them (see audit links above)
• review issues with epic label and define how to break down further - Currently there are none

New Items

• Make agenda template using hfla best practice
• setup prework template for all team members, use hfla website team as example
• find issues related to this item from the recording Expert Interview: Bonnie #1096

  Make sure all trending topics have results, verify that results not loading is result of GitHub APIs limiting multiple calls:

• look at the new issue approval column,
• Make Label Issue
• Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Task Items

• Go through all the notes from prior meetings that Levi provided (goal to make sure every thing mentioned got addressed)
  • identify if the concern is resolved and if there was an issue made for it annotate the item with the issue link.
  • If anything is unresolved, make a new issue for it.
  • Leave comments in the document if you have questions.
• Bonnie will revise the milestone name for countdown to add the number and rename it to Final Countdown to launch
• Sean will flesh out this issue Determine proper count for orgs #1006
• Bonnie will clean up these issues
  • New Organization: Hack for LA's Sandbox #984
  • New Organization: 100 Automations #983
• Kevin will find the issue related to this and talk to us about it at the next agenda Verify django db values match google sheets list #1016

Items for next weeks agenda

• setup prework template for all team members, use hfla website team as example

[ExperimentsInHonesty]

Add to agenda

• Figure out what happened with the instructions I gave to Chali's team about annotating the tag generator with the new screen info
  • we need to revise on top of the above the guidance for users around recommend vs required affiliation tags. See Projects not showing up under individual org page for index contributors #1113 (comment) for more details
• Add new drive with Keys & Tokens to Project board

#### Team Links
- [Figma File](https://www.figma.com/file/EFoSuj1b9G4aZ7bN8OX8tf/CivicTechIndex-3.8.20-2?node-id=0%3A2) 
   - PMs can access the figma by signing into the cti email (which you can get the credentials for from 1password).  
- Google Drive - Civic Tech Index
   - [Main Drive](https://drive.google.com/open?id=1nmY42mlxepC_msSfLJEcy2SvyTlUEb-E)
      - [CTI Design Files](https://drive.google.com/drive/folders/1r5NYbRQBm5Vk7L34V0Dn068ZX8HCa7-i)
      - [Landing Page asset files](https://drive.google.com/drive/folders/1aPv0s5Y0nGBSffTzpK5yV05nk9jzhiV3?usp=sharing)
   - [Keys & Tokens](https://drive.google.com/drive/folders/14cBrj5KlSoqKkDuVnO6dCfP0YozacBuW?usp=sharing)
- [Team Roster](https://docs.google.com/spreadsheets/d/1pCt2G3at-FMFRdUpAiT7Kz4CR8WjElAG4D3kxea8no0/edit?usp=sharing)
- [Website Designs/Layouts and Photos for visual inspiration](https://www.pinterest.com/zoharsnapp/)

• Discuss having a branding exercise
  • Branding Exercise Wiki
• Access to CTI email requiring 2FA
• Confirm time to review issues made from Bonnie's audit
• Confirm we aren't merging (and clarifying that merging leads to changes being made)
• Is Update Onesheet #890 still relevant?
• New Issue [Issue number] for language on setting affiliation tags in the "How to add your project" page and "add your project" page
• Discuss progress on Create Script to Transfer Data from one sheet to the other #1036

[ExperimentsInHonesty]

I added this to the team agenda but it does not seem to have been used since November. #880 (comment)

[ExperimentsInHonesty]

Add discussing user testing labels to
next agenda

• Finalize User Stories #253
• General research work #886
• Discuss hosting Taxonomy viewer from Brigade Cloud Site on CTI project originally mentioned in this comment

[smsada]

• 2FA set up for CTI email
• Creating visual indicator for active organizations and repos #1147
• Moving Google Drives #1108

[smsada]

• Sean needs access to Zoom spreadsheet
• Add text to Radical Collaboration page
  • Include something to the effect of: we can't be successful without you, we need you to help in the following ways
• Make a new email for CTI Devs/Notifications on HFLA Domain
• CTI Admin Vault
  • Password on CTI Admin Vault is not the same as password on CTI Vault -> Different vaults (Fang has access to an older one)
  • Should PMs get access?
  • Should Devs get access to the main CTI vault?
    • If Devs aren't getting access to the Main CTI vault then should we create a new vault to hold the CTI Tech email (Fang will need access)
• Will this issue Contact Us Page Update #1011 eventually be transitioned into a Django back end or do we want to keep the contact us forms as a google sheet?

[smsada]

• Address Projects not showing up under individual org page for index contributors #1113 issue blocker: Create Script to Transfer Data from one sheet to the other #1036
• Prepare the Launch Plan for CTI #650 needs to updated with our current plans for launch
  • Is this document still important/related for us?
  • Discussion about what still remains for launch as we have most of the accessibility issues done.
• Add Bruce to the 1password (He has confirmed the
• Confirm the copy quality on Radical Collaboration and if there is an issue
• Discuss "Quieting notifications for MVP": People have a hard time managing the project with too many notifications regarding issues
• David can't make Sunday morning meetings, what are people's availabilities this week
  • Discuss with VRMS and David about how we want to work with Democracy Lab and how to handle splitting up into different log-ins / managing messages

[smsada]

• On-boarding issue created Onboard & Offboard: Product #1180
• Rethink Nav Labels #1131 Get the okay on new labels from Bonnie
• Create and Implement identifier that differentiate between active and inactive organizations #1076 Indicators Update
• Expert Interview: Bonnie #1096

Action Items:

• Add active members of roster to team
• Have Sean add Facebook Admin (friend the person, have them accept, on the CTI page go to page settings > page role)

[smsada]

• Added new wiki page on adding a new FB Admin
• Onboard & Offboard: Fullstack Developers #1192
• Begin looking for a replacement Tech Lead as Bruce has taken on a job that begins at the start of April
• Is this MVP or post-MVP? Resolve API Rate limitation  #117
  • It is both, we want it done before MVP but it will not hold back the launch
• Discuss Radical Collaboration page and copy with Bonnie. Radical Collaboration #1181

[ExperimentsInHonesty]

• add to next meeting Document Civic Tech Index team meeting times and who Must/Should/Can attend #879
• Onboarding requires Bonnie to send invites for 1password
• We had our repo forked by an Aziz Chebbi to fix issue Update Button to "Add Your Organization" on Organization's Page #1197
  • Note: change made was incorrect
  • Update Button to "Add Your Organization" on Organizations Page #1201
  • How do we work with PRs and forks from outside the org?

[smsada]

• Finishing audit of sites
  • Code for Hungary has no Site link
  • Code for Africa's site link is a redirect to their gtihub page
  • "ePaństwo Foundation" and "Code for Moldova" don't show up on Code for All
• Add Vance's Account to Github Project
• Get pulse on Search: Use aliases endpoint of our API [draft issue] #818
  • Working on Create Script to Transfer Data from one sheet to the other #1036 together as a team next meeting
• Create and Implement identifier that differentiate between active and inactive organizations #1076 How are we updating the states on the back-end?
• Dev's email access needs Onboard & Offboard: Fullstack Developers #1192
• Tech lead

[ExperimentsInHonesty]

• We need to talk about this at next meeting Document Civic Tech Index team meeting times and who Must/Should/Can attend #879
• Check to see if any of these orgs have open source projects on github #875 Is this no longer relevant
• Create and Implement identifier that differentiate between active and inactive organizations #1076 How are we updating the states on the back-end?
• [Draft] Cookie Appears on Landing Page #1209 Do we want it to pop up on the landing page?
• Schedule meeting to work on Create Script to Transfer Data from one sheet to the other #1036 as a team
• Define Objectives and Key Results (OKRs) for CTI #144 Review if time permits

[smsada]

• Project Board is slow because done column has 557 items as brought up by Vance
  • How do we want to address this (Kevin, ask Bonnie if she is at the meeting on 4/11)
• Update on Create Script to Transfer Data from one sheet to the other #1036 and Search: Use aliases endpoint of our API [draft issue] #818
• Define active and inactive states Create and Implement identifier that differentiate between active and inactive organizations #1076

[smsada]

• Search: Use aliases endpoint of our API [draft issue] #818 and Create Script to Transfer Data from one sheet to the other #1036 update
  • https://docs.google.com/spreadsheets/d/1QtvkW3zco7RDerQwTAtL8JQADKqMFQ5NW63x8bkoPJo/edit#gid=0
• Add Briana to 1password
• Inactive Org/Active Repo State Discussion Create and Implement identifier that differentiate between active and inactive organizations #1076
  • Current Implementation of PushedAt vs UpdatedAt
  • Tracking Repos does become difficult so working out the solution to circumventing
• Search Page: Recommended searches #1145

---

• Confirming desired outcome of Civic Tech Organization Search - Open to lowest level when only 1 Organization shows #1230
• Discuss API Calls and Data Structures
  • Finessing our current TreeBeard implementation to have dual parentage
  • Thoughts on the necessity prior to launch as this becomes a big lift but concern about restructuring at scale
• Need a Marketing Manager Need Marketing Support for Launch Materials #1212
• Need for copy writers still?
• Updating Designs

[smsada]

• Need a Marketing Manager Need Marketing Support for Launch Materials #1212
• Onboarding: New PM Process and Notes #1124 Add Iffath to 1 password and give Briana vault access
• What are our launch requirements?
  • Organizations page needs to be finalized
  • Do we need to do calls with all of the big organizations and if so should we start scheduling them soon while we have Bonnie available?
  • Are other pages "launch-ready"
  • Going over the site currently
• Search: Use aliases endpoint of our API [draft issue] #818
  • Besides adding GitHub IDs what else needs to be done- [ ] Search: Use aliases endpoint of our API [draft issue] #818

[smsada]

• Levi's notes are on our drive and can be found in the folder '09 Team Transition'
  • Confirm if these are the notes we needed so we could be ready for launch or if Bonnie was thinking of another document
• Implementation of active inactive states and changes that need to be made Create and Implement identifier that differentiate between active and inactive organizations #1076
  • We do not save data about organizations and individual repos being active meaning that displaying active or inactive states on the Civic Tech Organizations page requires a new database and a new script that scrapes github when it sees that an organization is nearing inactive status.
    What would need to be done:
    • Store Repo Activity as Active vs Inactive and date updated
      • We are okay with the information not being up to date to the day, as long as it is active within our definition (6 months)
      • Discuss with Cynthia about implementation if this is what we want to do
    • Develop a scheduler to make API calls and check if organizations and/or repos are active
    • Our definition of 'Active Org' is at least 1 repo active meaning there is redundancy
• Active and Inactive states are tightly defined making an In-active org but active repo unlikely
  • Define when is an organization an inactive organization but active repo (assumption is when their organization no longer exists but there are individual contributors adding to repos)
  • Discuss how much complexity we want to introduce with scraping sites to know if an organization is active
    • Can this be a post-MVP issue?
• Back button issues on Civic Tech Organizations page

[ExperimentsInHonesty]

Add to our launch plan, getting listed here Civic Tech Playbook for Canadian Municipalities
Play 5. Build on What Already Exists