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yasminehilout edited this page Oct 6, 2024 · 55 revisions

Meeting Minutes Table of Contents

Meeting #1: September 29th. - 10:00AM

Attendance:

  • Yasmine Hilout
  • Ali Fethanat
  • Gabriel Dubois
  • Kade Keating
  • Louis Villemure
  • Liam Deglais
  • Philip Frattolillo
  • Samuel Wong
  • Xavier Guertin

Absent:

  • Justin Cheng

Note taker: Yasmine Hilout

Notes:

  1. Repository Structure:
    • Team discussed how to structure the repository to include both documentation and app code.
    • Decision: Create a dedicated folder for all documentation within the repository.
  2. Software Architecture Proposal:
    • Waiting for stakeholder approval on the Software Architecture Proposal.
  3. Liability Documents:
    • Stakeholder signed the liability documents
  4. Jenkins for CI/CD:
    • Discussion about whether to use the free Jenkins service or request the stakeholder to cover costs.
  5. Risk Mitigation:
    • Need to mitigate the risks (Data inaccuracy, interoperability issues, browser compatibility, Big Data Handling, User Adoption).
    • What should we do now that this project is not part of the government funding? Risks are now not the same for User Adoption, it's more strictly research.
  6. Project Funding:
    • The project is no longer part of government funding, affecting user adoption risks.
    • Decision: User and requirements will change due to funding withdrawal. Team needs to consult Rigby on next steps.
  7. Work Package:
    • Stakeholder expected to send the draft Work Package by Monday, May 30th. Once received, team will focus on finalizing documentation.
  8. Issue Tracking:
    • ScrumMaster (Sam) will upload issues, including user story descriptions, Story Points, Priority, and Risk.
    • Team members assigned to issues: must document further details based on the Teacher's given example.
  9. Documentation:
    • Documentation completion deadline: End of the week.
    • Louis will create an issue format template for consistency.
    • Finish elements of Peter's Setup Document covering Legal and Ethical issues, Personas, Economic, Risk, Diversity statement, etc.
  10. Milestone 1:
  11. Tech Stack:
    • Agreed on the overall tech stack.
    • Uncertainty around database decisions:
      • Do we need to implement a cache?
      • Should we connect to external databases to complete datasets?
    • Need stakeholder input to finalize the database approach

Action items:

  • Louis Villemure:
    • Create a format template for issue documentation to ensure consistency.
  • Samuel Wong (ScrumMaster) (Maybe others too):
    • Upload issues with user stories, Story Points, Priority, and Risk details.
  • Team Members:
    • Complete documentation for issues assigned using the provided format.
    • Focus on closing issues for Milestone 1 by the end of the day.
    • Collaborate on completing Peter's Setup Document (covering Legal and Ethical issues, Personas, Economic Risks, and Diversity Statement).

Meeting #2: October 6th - 10:12 AM

Attendance:

  • Yasmine Hilout
  • Ali Fethanat
  • Gabriel Dubois
  • Kade Keating
  • Louis Villemure
  • Liam Deglais
  • Philip Frattolillo
  • Samuel Wong
  • Justin Cheng

Absent:

  • Xavier Guertin

Note taker: Yasmine Hilout

Notes:

  • Most of the documentation is defined, but missing Architecture Diagrams.

  • Gab, Xavier, and Sam created projects in GitHub. Now, the status for the board follows the ReadMe format:

    • When you pick up the user story, whoever accepts the user story needs to write the acceptance criteria and break it down into tasks.
    • SubTasks of a User Story can be done in parallel by multiple members.

  • Sam made a guideline for our documentation of tasks:
    Task Documentation Guidelines

  • User Story Labeling:

    • Correct labels: TA-reviewed and Stakeholder Signed-Off.
    • We discussed if we should create an issue for the user story, then break down the tasks as subtasks, or create separate issues for each subtask.
    • Decision: Create an issue for each subtask, label them as subtasks, and cross-reference them using the parent/child method. This needs further confirmation. Vote was 67% (6 votes) for split into subtask issues, 33% (3 votes) no splitting into subtask issues.

  • Sam will update the guidelines to reflect the cross-referencing format between the user story issue and the subtasks issues.

  • Gab created a wiki page for naming conventions:
    Naming Conventions

    • We need to follow it to track changes across releases, commit conventions, and branch conventions.

  • Thibeault's Document:
    Thibeault sent another document on Tuesday for our project:
    Document

  • In response to the document, a Final System Architecture was made and sent to the stakeholder on Tuesday:
    Final System Architecture

    • This version includes the additional information we received from the Stakeholder's document.

  • Gab's Tool Proposal: Gab proposed using nx, a tool for creating monorepos, which might simplify the implementation of frontend (Electron, Next.js) and backend (Springboot), and improve versioning and dependency management.

    • Vote for implementing nx by the end of the call.
    • Everyone should read about nx and vote.

  • Issues in Repo:
    Gab, Xavier, and Sam defined issues in the repository, as well as the work breakdown for iteration 2:
    Work Breakdown for Iteration 2

  • Documentation Split:
    We should ask CRIM if they have additional documentation requirements.

Action Items:

  • Sam: Update guidelines to include cross-referencing.
  • All: Review and vote on the use of nx by the end of the call.
  • Yasmine: Ask CRIM about specific documentation requirements and clarify exactly who our users are and their goals during the upcoming meeting.
  • Go to meeting with Stakeholder:
    • Scheduled: Monday 7th October, 2024.

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