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Meeting minutes

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title08.21.2024 Final Review-Spring Cycle2024-2025 Project Kickoff

Attendees

Xiaoying Liu ,Kevin Meleedy , Brisey Lopez Bello , Shruti Kumar

Agenda

  1. Project description, roles/responsibilities, project structure.

    1. 2023 Project Structure, planning and tracking. (Jira, Confluence)

    2. Stakeholder management. – External dependencies. (IT, Libraries, Finance, Admissions)

  2. External kick off, Internal communication, project status.

  3. Changes for the 2024 cycle.

  4. Registration cycle UPDATES.

  5. Pending item from Retrospective.

    1. Create or connect Jira issues on the EDR board. - Kevin to prep sign off documents for all surveys. - Directors and Valeria should sign off. - Sign off should happen after the Final Review meeting. - The Project Management for all surveys will be kept as is.

Discussion

  1. Project description, roles/responsibilities, project structure.

    1. Xiaoying - SME/Data owner for all surveys with the exception of the external ones.

    2. Shruti - Product Owner/Accountable Officer

    3. Adam - Accountable Officer for HR survey.

    4. Valeria - Key Holder

    5. Kevin - BA

    6. Chirag - Data owner for Human Resources survey

    7. Brisey - PM

    8. IT, Admissions, Financial Aid, Finance and Libraries

    9. 2023 Project Structure, planning and tracking. (Jira, Confluence)

    10. Stakeholder management. – External dependencies. (IT, Libraries, Finance, Admissions)

  2. External kick off, Internal communication, project status.

  3. Changes for the 2024 cycle.

  4. Registration cycle UPDATES.

  5. Pending item from Retrospective.

    1. Create or connect Jira issues on the EDR board. - Kevin to prep sign off documents for all surveys. - Directors and Valeria should sign off. - Sign off should happen after the Final Review meeting. - The Project Management for all surveys will be kept as is.

Action items

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title08.14.2024 Final Review-Spring Cycle

Attendees

Xiaoying Liu ,Kevin Meleedy , Brisey Lopez Bello , Shruti Kumar

Agenda

  1. Start Registration Cycle

    1. IC-Header survey

  2. Official kick off

  3. Project initial phase

    1. Project plan-Jira

    2. Confluence updates

    3. Box

    4. Stakeholder registry

Discussion

  1. Start Registration Cycle

    1. IC-Header survey

      1. Team has already registered.

  2. Official kick off

    1. Kevin will update the stakeholder sheet and place it in box. - 08.16.2024

    2. Changes- Several changes will be present for the upcoming cycle. - Xiaoying will review and get ready to explain the changes during the kickoff meeting.

      1. Kevin placed the changes document in box.

      2. Shruti and Xiaoying will review the changes document tomorrow 08.14.2024. They will decide and let PM know if there’s a need to send an immediate communication to the external units.

      3. Agenda item for kick off, revisit the following item from the retro:

        1. Create or connect Jira issues on the EDR board. - Kevin to prep sign off documents for all surveys. - Directors and Valeria should sign off. - Sign off should happen after the Final Review meeting. - The Project Management for all surveys will be kept as is.

  3. Review items from Retrospective.

    1. For now, we can keep communication with external units through emails.

      1. Brisey will draft kick off email from Valeria.

  4. Project initial phase

    1. Project plan-Jira

    2. Confluence updates

    3. Box

    4. Stakeholder registry

Action items

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