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Project Meeting 2023.05.23

Michelle Bina edited this page May 29, 2023 · 1 revision

Agenda

  • Admin Items
  • Roadmap: Discussion of Management Plan

Action Items

  • Michelle to send out Doodle poll to ask about moving meeting two hours later.
  • Michelle to send email blast with two week look ahead for meeting agendas.
  • Michelle to investigate and propose approaches for easier searching/archiving for meeting presentation and recordings.

Meeting Notes

Admin Items

  • Revisit scheduling of regular meetings
    • Michelle to send out Doodle poll to ask about moving meeting two hours later.
    • Group suggested that we email blast the regular meeting attendees with a two-week look ahead for meeting agendas in order for members to better plan their attendance. If we do this and people can feel confident in skipping certain topics/meetings, we need to be diligent about sticking to the planned agendas.
  • Archiving of meeting presentations and recordings
    • Group requests a more organized way to access presentations and recordings.
    • Ideally, the presentations and recordings would be searchable.
    • CS to investigate some options and report back to the group.

Roadmap: Discussion of Management Plan

Presentation: activitysim-roadmap-wip-management-23-may-2023.pptx

  • Reviewed and discussed proposed structure
    • Proposed structure would allow members to have more focused participation, related to specific staff interests.
    • Product Manager would be a heavy lift for a consortium member but would likely be a consultant.
      • There was discussion about a potentially reduced member fee if a member provided a lot of their time fulfilling one of these important roles.
    • Concern about accountability / chain of command if lead positions are mostly consultants
  • Steps to transition to proposed structure
    • Step 1: Create Project Management Subcommittee
    • Step 2: Identify Community Manager
      • Likely a consortium member
      • We are currently not doing much of what this person's role would include. Examples of activities would include:
        • Post to LinkedIn
        • Check in occasionally with members
        • Do email blasts to the group
      • Propose to add someone around August 2023, try it out, and see how helpful it is to have this position
    • Step 3: Decide on Contract Approach for 2024
      • Collaborative scoping/budgeting
        • Discussion on logistics/roles.
          • The Engineering Lead would be responsible for the collaborative scoping/budgeting.
          • GitHub issues would be good for identifying needs
          • Product manager would put tasks to roadmap
          • Once it’s on the roadmap, it needs to make it to engineering team to scope out details
          • Engineering lead would put it on spring plan, discuss with engineering team to scope/budget/schedule then bring it to the directors
          • Directors would approve
        • Pros:
          • Having more people scoping tasks out would be a big improvement in developing work plans that are achievable and realistic.
        • Cons:
          • With all T&M, all risk is put on the consortium.
        • This approach requires a lot of trust
        • KEY DECISION: All T&M is not an option, but there may be some hybrid approach.
    • Could the community and product manager be the same – for now maybe? Could be some efficiencies gained?
    • Still need to discuss the OKR committee and directors/chairs.
    • Need to discuss this topic more, add to TBD agenda.
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