Team Organization Notes

Responsibilities

• Product Owner (Mary Jo): prioritization, requirements definition
• Architect (Josh): architecture prioritization, technical committee guidance
• Scrum Master & QA Lead (Sam): support coordination across all teams, adoption of scrum process across all teams, help with overall process improvements
• Team Leads: scrum master duties, schedule and facilitating team meetings, attend overall backlog prioritization (or send a surrogate), help with team's process improvements

Teams

Team Parrot (Stock Based Requisitions, Patch Release, Tech Debt, Bugs) 

• Sebastian (Lead) - Poland
• Klaudia - Poland
• Joanna (QA) - Poland
• Mateusz - Poland
• Jakub (partial?) - Poland

Team No name - VR (Gap features)

• Chongsun (not needed in Team Parrot sprint meetings) - USA/Pacific
• Sam () - USA/Pacific
• Nikodem (maybe) Poland
• Lukaz (maybe) Poland
• New FTE QA (100%) Poland
  • Items to discuss:
  • Slack suggestion for a new team name
  • Daily standups: Start with posting end of day reports in the general slack channel, if this doesn't work to resolve blockers then we can schedule a meeting (what we did that day, any blockers, and what we might work on the next day). Check-in halfway through the first few sprints, and the retro to see if we want to continue this process.
  • Sprint Grooming: Monday 8am PST, recurring grooming session times TBD, story point reference guide (use Team Parrot's to start, create our own)
  • Sprint Planning: How do we manage the status of the end of one sprint, and starting a new sprint? If there are tickets that carry over, or higher priority tickets? How do we make sure we have planned early enough so that Nikodem and Lukasz are not delayed starting the sprint? For the first sprint, we will have the grooming and planning meeting as one meeting.
  • Sprint Q&A may not be needed, because we are having a collaborative sprint planning meeting. We can come back to this if we need it later.
  • Retrospective: Thursday 8am PST
  • Who will be team lead? Sam for the first sprint, we will review and assign another team lead in the next sprint, or after every 2 sprints.

Team Ona Gap (Gap interfaces, Reporting)

• Craig (Team lead) - USA/Pacific
• Clay - Kenya
• Kelvin - Kenya
• Jason - Kenya
• Antonate - Kenya
• Manu - Kenya

Team JSI (Gap features)

• Ashraf (Team Lead 50%)
• Chris (Team Lead 50%)
• Muhammad
• Elias
• Teklu
• Adugna

Sprint prioritization & backlog grooming

• Prioritization: Each team will need to meet with Mary Jo to review the backlog and prioritization. 
• Backlog grooming: Each team should have their own backlog grooming

Showcase

• Includes all teams so this might need to be longer than 1.5 hours
• Two meetings in the morning, with a break in between?
• Scheduled hours per team - 30 min each? (Parrot, Ona, JSI, VR)
• Limit which tickets will be showcased, explain the other tickets briefly
  • Suggestion to focus on features and only briefly highlight bugs and tech debt

Communication

• Slack is the main form of communication (general, help, qa, any others?)
• Slack channels per team?
• daily standup time for each team, and posting to #dailystandup slack channel? For now we are posting to #general and explaining what was done, if there are blockers
• New channel for marking blockers, or tag blockers?

Risks

• Impact to velocity due to changing teams
• Distributed team members in different time zones (slow response times)

Questions:

1. When is the new team starting to work on the gap project?
2. Which meetings are we keeping separate and who should be responsible for scheduling them?
3. Are all the teams presenting on the same showcase?
4. Should the QA/testing activities be shared between the teams or should each team be responsible for testing their own tickets?
5. Do you want to receive separate weekly reports from each team? Can this report still generate as one, with both teams? Yes, add Sam to the reports.
6. Does every team maintain their own backlog of things to work on next? Yes. Should the new team participate in bug & tech debt fixes? Yes, probably after 2-3 sprints.
7. Are there other meetings we need to have? Ones we are missing? Sprint planning might need to happen in the afternoon for VR. We should all be involved in sprint planning. We should have the sprint planning before Thursday (possibly Tues or Wed).
8. We will not have QA on the new team until maybe a month after the team has formed, so how will we manage testing during this time?

Other notes:

• Change team names (no longer a team ILL)
• Share calendars (all sprint meetings)

Remaining members of Team ILL:

• May not need to follow the sprint schedule, use Kanban board instead