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Team Meetings

Sprints start on Wednesdays and end on Tuesdays. Therefore, sprint review and sprint planning always occurs on the last day of the sprint and the day before the new sprint. Sprint Demos and Sprint Retrospectives also take place on the last day of the current sprint.

All recurring meetings can be found on this page. This page does not include adhoc pairing sessions, vendor-only meetings, tabletops, or other non-recurring meetings. The team is collaborative and often meets to solve problems together outside of typical scrum ceremonies.

A typical sprint schedule is described in the table below.

Sprint Schedule

Sprint Day Meetings
Day 1 - Wed Dev Sync
Day 2 - Thu No meetings
Day 3 - Fri Product Sync, Tech Sync
Day 4 - Mon UX Sync
Day 5 - Tue Backlog Refinement
Day 6 - Wed Dev Sync
Day 7 - Thu No meetings
Day 8 - Fri Product Sync, Cross-Functional Product Sync, Tech Sync
Day 9 - Mon UX Sync
Day 10 - Tue Sprint Review/Internal Demo/Retro/Sprint Planning, Sprint Demo, Backlog Refinement

Meeting Norms

  • For all recurring team meetings and standups use Zoom.
  • If you have background noise, mute your mic.
  • Try not to talk over others.
  • If you are creating a new meeting invite, please be explicit and include an goal/outcome and/or an agenda in the meeting invite. What do we hope to accomplish in that time?
  • Be open and receptive to others' ideas and contributions.
  • No meetings on Thursdays as much as possible
  • Cameras on in retros and team happy hours / Cameras optional, but encouraged, in other meetings. Please be mindful that some team members work better by reading non-verbal communication of other team members.
  • If there are action items that come out of a meeting, document and follow-up.
  • Meeting notes that pertain to the entire team should be stored on the TANF Data Portal OneNote.

Recurring Meetings

Standup

  • Goal: To help align the team and share progress, stay accountable, and resolve potential dependencies and blockers quickly.
  • Attendees: Core team
  • Facilitator: Raft PM/Scrum Master
  • When: Daily 12pm-12:15pm EST and asynchronously on Thursdays and every other Tuesday when the team has sprint ceremonies
  • Format: Each team member gives a brief and intentional update to answer these questions
    • Facilitator shares their screen and pulls up the tickets for each team member in the current sprint.
    • What did you do since the last standup that advances the sprint goals?
    • What are you doing today that advances the sprint goals?
    • Are you being held up by any inner-team dependencies i.e. Reviews, Tabletops, Pairings?
    • Are you encountering any blockers?
    • Use the time directly after Standup to meet with a targetted group of poeple to resolve any issues that came up duirng the meeting
    • If you can’t make Standup in real-time, please post a short async update to the OFA TDP General Mattermost Channel

Backlog Refinement

  • Goal: To triage, refine and prioritize issues in preparation for sprint planning, release scheduling and roadmap adjustment.
  • Attendees: OFA PO, OFA Tech Lead, Raft PM, Raft Tech Lead, UX Team
  • Facilitator: Raft PM/Scrum Master
  • When: Every Tuesday on non-sprint planning weeks 11:00am-12:00pm EST / Every Tuesday on sprint planning weeks 3:00pm-4:00pm EST
  • Format: The product owner and raft product manager will collaborate with the leads to review the backlog and prioritize issues in support of the next release and make sure items are ready for the upcoming Sprint Planning session. By the end of the session, there will be a common understanding of the upcoming priorities and acceptance criteria of refined issues. The refined set of issues should be sent to the sprint board before Sprint Planning. If there are outstanding questions on a particular issue they will be noted within the unrefined issue and remain in the backlog. The agenda and notes can be found in the Product Notebook within the TDP OneNote.

Sprint Review

  • Goal: To review the work that was completed in the last two weeks and identify work that will roll over into the next sprint cycle.
  • Attendees: Core team
  • Facilitator: Raft PM/Scrum Master
  • When: Every other Tuesday 10:00am-12pm EST (combined with Internal Demo, Retro and Sprint Planning)
  • Format: The team will start by reviewing/updating the Sprint Board. We will discuss closed/merged tickets and work in progress tickets to assess their status for the upcoming sprint. Key metrics such as velocity will also be analyzed. By the end of the meeting, the team will have a clear understanding of which tickets will continue to be worked in the next sprint and which finished products will be demoed to the team.

Internal Demo

  • Goal: To demo completed tickets to the team and decide what should be demoed at the larger Sprint Demo later in the day.
  • Attendees: Core team
  • Facilitator: Raft PM/Scrum Master
  • When: Every other Tuesday 10:00am-12pm EST (combined with Sprint Review, Retro and Sprint Planning)
  • Format: The team will start by demoing completed work that was identified during sprint review. By the end of the meeting, we will have an appreciation of the work that was completed in the last two weeks. The team should decide what is ready to be demoed (and label it as “demo”) at the larger demo event later in the day and if special guests should be invited to attend. All demoed issues must be merged first. Facilitator will take note of what issues will be demoed. OFA Product Owner and OFA Tech Lead will sign off on Raft's recommendation of issues to be demoed.
    • The facilitator is responsible for coordinating with the authors of the completed issues the day prior to the meeting to ensure that they are prepared to present.
    • All demos will be presented by the author of the issue unless the author is unavailable, gives explicit permission, and there is an immediate need to perform the demo.

Sprint Retro

  • Goal: The sprint retrospective is an opportunity for the team to evaluate actions that should be stopped, started, or continued in order to facilitate an environment of continuous improvement.
  • Attendees: Core team
  • Facilitator: Raft PM/Scrum Master
  • When: Every other Tuesday 10:00am-12pm EST (combined with Sprint Review, Internal Demo and Sprint Planning)
  • Format: The team will work in a Mural board to discuss
    • What should we start doing?
    • What should we stop doing?
    • What should we continue doing?
    • Call out and discuss "stumbles/homeruns"
    • Shoutouts and appreciation to the team
    • Action items from last retro - did we follow through with our commitments?
    • Whoever facilitates the retro is responsible for documenting commitments in GH issues or Team Charter as appropriate. Mural board links can be found here

Sprint Planning

  • Goal: To define, assign, and point the work we’re committing to complete in the next sprint cycle
  • Attendees: Core team
  • Facilitator: Raft PM/Scrum Master
  • When: Every other Tuesday 10:00am-12pm EST (combined with Sprint Review, Internal Demo, and Retro)
  • Format: Product owner and raft product manager should come prepared with refined priority issues for the team to plan into the sprint. For better planning, the team will calculate their capacity and point the requested tickets before they pull the work into the sprint. At the end of the meeting the team should have a clear understanding and feel comfortable about completing the new work and rollover work they committed to.

Sprint Demo

  • Goal: To showcase the work completed in the sprint and demo new features to other stakeholders. The Sprint Demo is a more formal version of the internl demo. The issues that are demoed have received product owner’s approval in the internal demo.
  • Attendees: Core team, TANF Data team (Thomas, Yun, Kathleen), and other stakeholders by invitation.
  • Facilitator: Raft PM/Scrum Master
  • When: Every other Tuesday 2:00pm-2:30pm EST, as needed
  • Format: This meeting is a formal version of internal demo with an emphasis on demonstrating work to stakeholders outside the product team. This demo should emphasize completed work that has a direct impact to the end user, it should not be a status of the work that has been done. The author of the feature will demo new work and features to the attendees. Attendees can give feedback during the meeting or in async follow-up.
    • All demos will be presented by the author of the issue unless the author is unavailable, gives explicit permission, and there is an immediate need to perform the demo.

UX Sync

  • Goal: A weekly discussion between UX and Product for UX updates on research findings, spec, research strategy, or other pressing priorities.
  • Attendees: Raft UX Team, Raft PM/Scrum Master, OFA PO, OFA Tech Lead
  • Facilitator: Raft Design Lead
  • When: Every Monday 11am-12:00pm ET
  • Format: The UX team will prepare an agenda and use this meeting as an opportunity to present the product team with research findings, spec, research strategy, or questions/comments about specific issue numbers. The agenda and notes can be found in the Design Notebook within the TDP OneNote.

Dev Sync

  • Goal: A weekly discussion between the Dev Team and the OFA Tech Lead to discuss issues, ask questions of each other, and collaborate.
  • Attendees: Raft Dev Team, OFA Tech Lead, Raft PM/Scrum Master
  • Facilitator(s): OFA Tech Lead and Raft Tech Lead
  • When: Every Wednesday 11:00am-11:45am ET
  • Format: OFA and/or Raft Tech Lead will prepare an agenda and team will discuss issues. Notes kept here.

Product Sync

  • Goal: A weekly sync between Raft and OFA Product Management to discuss project roadmap, progress, and other team issues
  • Attendees: Raft PM/Scrum Master, OFA PO, OFA Tech Lead
  • Facilitator: Raft PM/Scrum Master
  • When: Every Friday 11am-12pm ET
  • Format: The agenda can be found in the Product Notebook within the TDP OneNote. Notes and action items are kept here as well. All attendees are invited to add to the agenda prior to the meeting. Raft and OFA Product Team use this time as a weekly discussion and debrief.

Cross-Functional Product Sync

  • Goal: A biweekly sync between Raft, OFA Product Management, tech leads, and UX lead to discuss project roadmap, progress, and other team issues
  • Attendees: OFA PO, OFA Tech Lead, Raft PM/Scrum Master, Raft Tech Lead, Raft UX lead
  • Facilitator: Raft PM/Scrum Master
  • When: Every other Friday 10am-11am ET
  • Format: The agenda can be found in the Product Notebook within the TDP OneNote. Notes and action items are kept here as well. All attendees are invited to add to the agenda prior to the meeting. Raft and OFA Product Team use this time as a biweekly discussion and debrief. Participants discuss the status and updates to the roadmap, releases, high priority items.

Tech Lead Sync

  • Goal: Weekly sync between tech leads to discuss dev team velocity and dev/devops tickets (issues and/or PRs)
  • Attendees: Raft Tech Lead, OFA Tech Lead
  • Facilitator: Co-facilitated by Raft Tech Lead and OFA Tech Lead
  • When: Every Friday at 2p ET
  • Format: Agenda is kept in MS Teams Tech Sync OneNote 🔒 and any meeting participant can add agenda items prior to meeting. Notes and action items are kept here as well.

Integrated Project Team (IPT) with OCIO

  • Goal: This is a meeting for members of the Integrated Project Team (IPT) to check in on the development of the TDP.
  • Attendees: TANF Data team, Raft leads, ACF IPT members (OCIO security, governance, accessibility)
  • Facilitator: OFA PO
  • When: Every 4 weeks on Wednesday 12:30-1pm ET
  • Format: The OFA and Raft Teams will prepare and send an agenda in advance and use this opportunity to update the OFA IPT team on current progress with the TDP project, especially as it relates to features that impact the ATO documentation. This meeting is also an opportunity for the IPT to ask questions to the TDP team and vice versa. Notes are stored in the TDP OneNote Compliance Notebook.