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Nirav Patel edited this page Apr 12, 2026 · 78 revisions

Sub-team specific Meeting Minutes

List of General Meeting Minutes

Sprint Planning 1

Monday, September 15th, 2025

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Vinisha Manek
  • Thomas Mahut
  • Ambrose McLaughlin
  • Christopher Mezzacappa [late]
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent: none

Note takers: Sumer Abd Alla, Giuliano Verdone

Notes:

  • The following agenda items were approved by all team members:

    1. Discussion of the project's development timeline, details for Release 1, and a dependency check for Sprint 1
    2. Recap on BIXI Workshop hosted by Fares Turki

  • To support the discussion of the first agenda item, a slide deck outlined the project's development timeline, details for Release 1, and a dependency check for Sprint 1

  • Regarding the development timeline:

    • A summary of the development timeline was provided with milestone dates.
    • It provided an overview of what is expected for each release:
      • Release 1: Basic functionality completed
      • Release 2: 80% of application is done with transition from agile to logging
      • Release 3: Focus on logging, refinements and completion

  • Regarding the Release 1 overview:

    • Basic functionalities to have completed for this sprint would include having a map with at least one station in view and some operator functionality. The user should be able to view some tasks and assign them to a resource/driver.

  • Regarding the Sprint 1 Overview + Dependency Check:

    • Sprint 1 focuses on setting up our project. This includes approval of backlog items, setting up the repository and developing a simple skeleton application to test communication between subteams.

  • The second agenda item was covered after the team's internal workshop hosted by Fares Turki:

    • the team may need to implement our own solution regarding dispatching, based on private evaluations
    • development strategies were discussed around a proposed design model which created a debate on different perspectives
      • Due to the limited time left for the meeting, it was decided that this discussion would be continued at a later time.

Action items:

  • Due this Thursday, September 18: Everyone on the team has been assigned to:
    • Weigh in on options for the tech stack. A Google Doc has been shared internally amongst team members that will be published as its own standalone Wiki page by the due date.
    • Compile sample data that would help with project development and request it to the customer, Fares

Team Sync 1

Thursday, September 18th, 2025

Attendance:

  • Sumer Abd Alla
  • Vinisha Manek
  • Thomas Mahut
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent: David Carciente

Note takers: Brian Tkatch, Vinisha Manek

Notes:

  • Front-End:

    • Likely no state-management library will be used
    • Tech stack details documented in tech stack research docs with references

  • Back-End:

    • Python since Simulator team will also be using Python
    • Database: Likely SQLAlchemy
    • Flask is not preferred. FastAPI preferred (autogenerated API docs are a plus)
    • Unit testing: Pytest is a good option (with FastAPI)

  • Simulation:

    • Ambrose shared Github repo with bike simulation based on research paper and Bixi data
    • Next step: Create a simulation loop with SimPy
    • Chris experimented with websockets (using asyncio) and is still exploring
    • Need to ask Fares for data, i.e. all bike battery replacement tasks from a prior season, including route and completion data

  • SRS & Requirements:

    • Debate over SRS vs. user stories. Deciding to get user stories approved by Fares as main requirements, possibly included in SRS
    • SRS might also include hardware and non-functional requirements once known
    • Concern over scope creep, SRS could be seen as protection
    • Business case mentioned, need to decide if we still would like to make one

  • Wiki Organization:

    • Deciding to split meeting minutes by subteam pages for organization

  • Logos:

    • Thomas presented 2 logo versions and poll is up for the team to vote

Action items:

  • Request historical bike battery replacement data from Fares (Ambrose)
  • Finalize SRS structure and confirm the user stories
  • Organize meeting minutes in Wiki (Thomas)

Product Backlog Walk Through

Monday, September 22th, 2025

Attendance:

  • Fares Turki (stakeholder)
  • Sumer Abd Alla
  • Vinisha Manek
  • Thomas Mahut
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone
  • Thomas Mahut

Absent:

  • Brian Tkatch

Note takers: Giuliano Verdone

Notes:

  • The following agenda items were approved by all team members:
    1. Review and refine the personas (a.k.a. User Roles) with the stakeholder
    2. Review and refine the first product backlog items (formatted as User Stories) with the stakeholder
    3. After meeting with the stakeholder, kick off technical task breakdown of approved backlog items
  • To support the discussion of the first and second agenda item, a 'Product Backlog Walkthrough' Google Sheets document was shared internally.
  • Regarding the first agenda item: Two drafted personas were presented to the stakeholder (and limited to two, in proportion to the current project phase and scope)
    • Since the project is in an early phase, the the team supplemented limited user research with informed assumptions including input from the stakeholder
    • Following review by the stakeholder, it was acknowledged that there was very heavy overlap between the two drafted existing personas (specifically for goals and frustrations)
    • To address this, both personas were merged into one: the Dispatcher (see the 'Personas' Wiki Page)
    • Additionally, a new persona was introduced by the stakeholder: the Trainee (see the 'Personas' Wiki Page)
  • Regarding the second agenda item: The team presented user stories for the first release
    • In short, all but one were approved, as the discarded story did not demonstrate sufficient value for the stakeholder (who currently serves as the representative of all end users for this software system)
    • The team agreed that detailed user stories (and, most importantly, their respective granular acceptance criteria) will serve in place of a formal Software Requirements Specifications (SRS), which is also in alignment with the professor's guidance and project requirements
    • The focus will be on embracing a user story-driven, iterative approach (prioritizing high-risk/high-value items, "failing fast," and documenting evolving requirements in the GitHub Wiki) rather defining all "system shall..." requirements upfront in a IEEE 830-1998 SRS
  • When the first part of the meeting with the stakeholder was over, the third agenda item was addressed:
    • Technical tasks began being proposed to discuss how each story would be carried out by sub-team members
    • The discussion was not finalized due to time constraints
    • Remaining details will be addressed in follow-up meetings and ongoing work outside of formal meeting minutes

Action items:

  • Upload approved Personas to the Personas GitHub Wiki page.
  • Continue sub-team technical task breakdown, including Planning Poker
  • Validate story format criteria requested by the professor before uploading approved backlog items to GitHub (described in this document, under 'GitHub Code, Issues/Stories, and Milestones' section - item 5)

Team Sync 2

Thursday, September 18th, 2025

Attendance:

  • Sumer Abd Alla
  • Vinisha Manek
  • Thomas Mahut
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • Thomas Mahut
  • Brian Tkatch

Note takers: Giuliano Verdone

Notes:

  • All attendees approved of the following agenda items:
    • finalize branch naming convention for the project
    • roundtable discussion across subteams
    • discussion of drafted Data Model
  • The branch naming convention for the project was revised by team members. The convention proposed by Vinisha (and agreed upon today by attendees) to add to the current setup by Nirav has all been documented in pull request #3.
  • A roundtable was held with updates from each sub team:
    • Jutipong explained to the team that the Frontend subteam has continued research on working with the MapBox library (figuring out unknowns, handling presentation on the map, etc.)
    • the Simulation subteam has continued conceptualization between subcomponents (namely considering the tradeoffs of using websockets for communication between frontend and backend)
    • backend finalized task distribution between team members and clarified some technical details tied to subteams. A data model would help with technical tasks that have already been identified for User Stories, such as setting up a database, which leads to the next item of discussion (drafted Data Model)
  • a data model was drafted by Thomas for the scope of Release 1:
    • It has been shared privately in the team's Google Drive
    • It has began being reviewed by attendees, and once finalized will be published as a standalone Wiki page

Action items:

  • complete CI PR with branch naming info
  • (from team discussions) finalize conceptual model for communication between subcomponents
  • (from the private document shared in the team's Google Drive) finalize Data Model draft, to be uploaded as a Wiki page
  • (from the private product backlog shared with the stakeholder) upload backend-related subtasks to GitHub as issues
  • revise the route ADT mentioned by David today
  • revise the add module to create a path issue mentioned by David today

Retrospective and Sprint Planning 2

Monday, September 29th, 2025

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Vinisha Manek
  • Thomas Mahut
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent: none

Note takers: Sumer Abd Alla

Notes:

  • Meeting with Stakeholder

    • Reviewed drafted user stories 7 to 12 with the PO.
    • Went through the user story descriptions and notes to ensure they follow requirements.
    • Requested for extra details on what the PO is expecting for each part.
    • A document with details of each user story will be made to describe better what development will happen in the background for each of them as it is not clear from the user story descriptions.

  • Retrospective

    • Was separated into there categories:
      1. What went well?
      2. What went wrong?
      3. What improvements did/will we make?
    • Details about the results of the retrospective will be provided in the Iteration and Release Notes wiki page.
    • Some improvements were discussed after the results to improve our workflow.
      • Organize better our meetings. Creating a simple agenda list or slide could help reduce time taken to think of the action items we need to discuss and ensure a smoother flow.
      • Make stakeholder meetings more product focused rather than planning focused. The PO is more interested in the product and its results than how we plan on working.
      • Organize smaller meetings and discussions through some form of documentation to keep the whole team up to date with decisions made outside of our regular meetings.

  • User Story Revision

    • Went back through planned user stories for iteration 2.
    • Discussed estimated story points and priority for each story.
    • Determined the timeline and dependencies of the stories.
    • Story order: 1-6-4 and then 2-3
    • US-4 could be pushed to iteration 3 due to how heavy the workload is for it.
    • US-2 and US-3 would consequently be pushed as well to iteration 3
    • It was decided that there would be 3 owners per story according to the highest contribution per sub-team.
    • The communication between sim and backend will be done through a library instead of a websocket.

Action items:

  • The team will work on completing the missing wiki pages.
  • A detailed user story document will be created for extra clarification on each of them as requested by the PO.
  • Everyone will start working on their assigned tasks.

Team Sync 3

Thursday, October 2nd, 2025

Attendance:

  • Sumer Abd Alla
  • Vinisha Manek
  • Thomas Mahut
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent: David Carciente

Note takers: Vinisha Manek

Notes:

  • Sim:

    • Sim interface, controller, and frame emitter are being worked on by Ambrose and Chris
    • Sumer has been researching OSM data tools; Pyrosm looks the best so far
      • Takes OSM data of Montreal and uses street network with nodes/edges to help with routing. Discussed with David who will review the approach.
    • Vinisha is finishing up the Resource entity, and is currently making a class diagram which will be up for review shortly

  • Front:

    • Thomas will finish US-1 tasks, and asked about refresh rate
      • Will discuss frame rate with Sim team
    • Jutipong is working on the animation; needs to talk to David about the data format provided for the route animation
    • Vinisha will start front end tasks shortly

  • Backend:

    • Brian working on stationTask and has model written for it
    • Nirav set up the database, and is still fixing CI stuff as we go
    • Brought up the idea of creating an ER diagram, and adding it to the architecture page in the Wiki. Will be discussed further in a backend meeting

  • General:

    • Risk levels: all user stories need a risk level/priority/estimation
      • Sumer and David assigned risk levels to the current user stories
    • Went over required wiki pages and assigned ownership to team members

Action items:

  • Review assigned risk level to user stories
  • Continue to document in wiki pages, and complete page assigned to you (if applicable)

Team Sync 4

Thursday, October 9th, 2025

Attendance:

  • Sumer Abd Alla
  • Vinisha Manek
  • Thomas Mahut
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone
  • David Carciente

Absent: none

Note takers: Thomas Mahut

Notes:

  • New sound effects have been added to Discord

  • David - Needs to review Sumer's PR before proceeding with his task, but expects to complete before sprint ends

  • Brian - Completed first iteration of stationTask some time ago. Team realized a refactor is needed to reflect that stationTask belongs to individual sim instances, as stations in their current iteration won't exist. Currently working on schema for sim instances, user, and OAuth API. OAuth wasn't planned for this iteration, so progress is good

  • Nirav - Investigated Grafana, which will be more relevant when deployment occurs

  • Michael - Putting up PR for playback speed and another PR for logs

  • Giuliano - PR is up for his first task, coordinating merge tasks and migration order

  • Vini - Wrote acceptance tests (ATs) and reviewed them with Thomas. Created mockup for editor page. User stories are now up in GitHub. Has been reviewing sim PRs and has drafted PR for resource bar

  • Amby - Working on sim controller now that Chris's frame emitter PR is finally merged. Chris will demo how frames are emitted

  • Sumer - OSM data PR is pushed and reviewed with Vini, waiting on David's review. Also finished Task entity PR. Task diagram has been updated. Currently checking out ATs for new issues

  • Jutipong - Completed prototype for selectedItem bar. Ready to draft SelectedItemBar PR but may wait on Vini

  • Thomas - Helped Vini with ATs. Merged PR for displaying task count above stations, which required a large refactor to some logic

  • Scenario Editor Design - Text area and scenario list will be scrollable

  • Chris's Frame Emission Demo:

    • Discussion held regarding keyframes vs diffs
    • Decision: First frame will be a keyframe, every nth frame will be a keyframe, all others will be diff frames

  • WebSocket Implementation:

    • Discussion of WebSocket vs REST as initial implementation
    • Decisions:
      • WebSocket is a convenient way to push frame changes from server to client
      • Tasks will still be dispatched using REST

Action items:

  • David to review Sumer's PR
  • Brian to continue work on sim instances schema
  • Michael to complete PRs for playback speed and logs
  • Giuliano to coordinate merge tasks and migration order
  • Vini to finalize resource bar PR
  • Amby to continue work on sim controller
  • Sumer waiting on David's review of OSM data PR
  • Jutipong to coordinate with Vini before drafting SelectedItemBar PR

Retrospective and Sprint Planning 3

Tuesday, October 14th, 2025

Attendance:

  • Sumer Abd Alla
  • Vinisha Manek
  • Thomas Mahut
  • Christopher Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone
  • David Carciente

Absent:

  • Ambrose McLaughlin
  • Michael Mezzacappa

Note takers: Giuliano Verdone

Notes:

  • Retrospective:
    • For those who could not attend, the meeting has been recorded and is available in the team’s internal Google Drive
    • Absentees will be contacted by David after this meeting ends
    • Each of the notes have been added to the 'Restrospective' section of the Iteration 2 release notes
    • For members in attendance that participated through RetroTool, David walked through what went well, what went wrong, and what could be improved:
      • in short, the team will take steps to improve communication, planning, and quality processes based on lessons learned!
      • something that was added in addition to RetroTool was the comment on this iteration’s velocity estimate and how it could be improved to properly reflect our current progress (like removing acceptance test GitHub issues from the items associated with iteration 2)
  • Sprint Planning (getting started with Iteration 3):
    • David explained that the current steps are to:
      • (1) make sub-issues by Thursday in our sub teams
      • (2) review all of them as a team Friday
      • and (3) have teams begin work on sub-issues after the review, though some technical tasks (ex. the finalized auth tasks) can begin earlier
    • All present team members approved the above steps

Action Items:

  • (Due Today) In the Iteration 2 release notes, Nirav will update the velocity diagram to remove the unnecessary acceptance criteria GitHub issues from progress tracking
  • (Due Today) David will contact absentees to get their input/feedback for the team retrospective
  • (Due Thursday, Oct 16) The team will plan sub-issues and assign work for user stories 7 - 13 (see the task breakdowns in the 'Product Backlog Walkthrough' Google Spreadsheet that's been shared internally)

Mini Team Sync and JSON Schema Discussions

Friday, October 17th, 2025

Attendance:

  • Sumer Abd Alla
  • Thomas Mahut
  • Giuliano Verdone
  • David Carciente

Absent:

  • Vinisha Manek
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch

Note takers: Sumer Abd Alla

Notes:

  • This mini meeting's purpose was to sync up and ensure the planned tasks for user stories 7 to 13 coordinate with each other between subteams.
    • A subteam round-robin was done with each representative summarizing the tasks they have planned.
    • Frontend team's tasks are mostly independent of each other and separated between members.
    • Backend team separated their tasks in detail. US-7 tasks have already been started and almost done.
    • Sim team has less tasks for these stories, but with the Route ADT and sim behavior interface tasks still needed to be done, as well as the work needed for the new tasks, there is still work to be done.
    • Determine what tasks could be completed for this iteration as everyone will be busy with midterms these next couple weeks.
  • Scenario JSON Schema
    • It was brought to light the conflict between backend and sim on who has ownership on validating the scenario JSON and what its schema will look like.
    • The team discussed what values the sim needs to run and what the backend needs to persist.
    • The team took a look at the draft JSON schema prepared by Vinisha to take inspiration on values we could need.
    • It was determined that sim would take care of the JSON since most inputted values are needed for the sim.
    • The scenario title would be inputted in a separated field to separate concern with the JSON as the sim does not need, but we would still want to persist that.
    • Values such as the user_id, date_created and date_updated would be directly fetched at scenario creation and persisted in the backend.

Action Items:

  • Update backend task with new data persistence format and JSON validation updates.
  • Update sim task to determine the JSON schema and include JSON validation while parsing.

Team Sync 5

Monday, October 20th, 2025

Attendance:

  • Sumer Abd Alla
  • Thomas Mahut
  • Giuliano Verdone
  • David Carciente
  • Vinisha Manek
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch

Absent:

  • None

Note takers: Giuliano Verdone

Notes:

  • The team approved of the following agenda items:

    • Roundtable of everyone's progress for I3 (Iteration 3)
    • Open Discussion / General Updates and Questions

  • David's progress:

    • david volunteered to make user stories in preparation for R2 (Release 2)
    • finish tasks by end of I3

  • Christopher's progress:

    • task assigned to define schema as to what scenario should be initialized, spoke with Vini who shared R1 sim spec, will speak to Fares
    • should be done by end of I3

  • Vini's progress:

    • will start I3 tasks after this week’s midterms
    • suggested to plan points before iteration
    • sent a task that’s the last open for US-1 that Ambrose will take
    • mentioned the frontend tasks that are currently still open (tied to websocket)

  • Ambrose's progress:

    • will start I3 tasks after this week’s midterms
    • once David’s draft PR and Chris’s PR are merged, can start json scenario parser to populate sim with initial entities

  • Sumer's progress:

    • opened and fixed a bug that was found while working on sim controller
      • pr has been reviewed and is ready to merge
    • almost done with I3 tasks tied to dispatching a tasks

  • Thomas's progress:

    • progressing through I3 tasks, will work on others following midterm exams
    • would like to solve the issue for reset password (addressed during Open Discussion)

  • Brian's progress:

    • closed issues that were assigned for US-7
    • will continue with cloud deployment research (probably AWS as per Fares); Azure has managed grafana and other specifics -> might ask Fares

  • Nirav's progress:

    • resolved codecov issue related to badge
    • will start after scenario related logic and sim specific logic is implemented by Michael and Giuliano

  • Jutipong's progress:

    • worked on scenario page that includes the text area (UI related tasks)
    • remaining task: connect to backend endpoint

  • Michael's progress:

    • will start I3 tasks after this week’s midterms

  • Giuliano's progress:

    • will start I3 tasks after this week’s midterms
    • will prioritize what needs to get done to unblock Nirav’s tasks

  • Regarding the Open Discussion / General Updates and Questions:

    • Vini reviewed prof structure for README format requested by professor and offered to add it in an upcoming PR of hers
    • David mentioned again to keep eachother posted on what's happening and ask for everyone's review on upcoming R2 User Stories that he will draft
    • Backend sub-team met with Thomas:
      • originally, Thomas encountered a “permission denied” error on his machine when attempting to update an account’s own password as a non-admin user
      • After meeting with the backend team, it was determined that the issue was due to a setup error
      • A test case already exists for non-admin users updating their own passwords, so this functionality is confirmed to work correctly going forward
      • Thomas also mentioned the current lack of an endpoint to get current user credentials from token (blocks the implementation of a client-side "update my own password" feature): Brian will address this implementation tomorrow

Action Items:

  • Begin/continue work on assigned Iteration 3 tasks
  • Develop user stories for upcoming iterations (pertaining to release 2)
  • Make the necessary changes/additions to repo README to align with the professor's requested structure

Team Sync 6

Thursday, October 23rd, 2025

Attendance:

  • Vinisha Manek
  • Ambrose McLaughlin
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Sumer Abd Alla
  • Thomas Mahut
  • Giuliano Verdone

Absent:

  • David Carciente
  • Christopher Mezzacappa

Note takers: Vinisha Manek

Notes:

  • General Update
    • Entire team is swamped with midterms
  • Thomas
    • Currently behind on the planned tasks for iteration 3, but will catch up tomorrow and all throughout the weekend.
  • Jutipong
    • Connected web socket to Sim provider, but payload is empty and is unable to display anything on the map
    • Thomas said we should wait on Sim or Backend to provide more information before putting his PR up
  • Ambrose
    • Requires the Route PR #224 merged as soon as possible for his tasks
  • Sumer
    • Made a bug ticket #239 on how making a change to one SimulatorController within a specific sim will also affect other sims. This can be planned for iteration 4.
  • Vini
    • Two front end tasks to do for iteration 3, related to dragging a task to a resource on the map/in the resource bar.
  • Backend (Nirav / Guiliano / Michael)
    • Sim-specific endpoints are still being refactored
    • Backend is researching logging solution
    • Scenario management will be addresses after the refactor
  • Brian
    • Cloud deployment: recommends AWS RDS Postgre
    • For logging: debating whether Grafana is adding value

Action Items:

  • Continue work on assigned Iteration 3 tasks

Retrospective and Sprint Planning 4

Monday, October 27rd, 2025

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent: None

Note takers: Sumer Abd Alla

Notes:

  • Retrospective:
    • Retrospective notes have been added to the 'Retrospective' section of the Iteration 3 Release Notes
    • The team retrospective was done through RetroTool. All members had 5 minutes to add comments on what went well, what went wrong and what could be improved.
    • David took the lead in reading all notes and initiate discussion on them.
    • Midterms were a big factor on our work speed during this iteration. Nonetheless, we were able to get a lot done despite that.
    • Discussions were done on PR reviews. While some were very quick, some took a long time. During this iteration, midterms were the main cause of delays in reviews and merges. However, we should still improve in getting PRs closed quicker from now on. If a review needs to be delayed for a meeting or any important reason, it should be commented in the PR to let everyone know the reason of the delay.
    • Communication between all three subsystems is not yet completed. Hence, we could not properly show to the PO the software fully working.
  • Update Release 1 Status PowerPoint
    • The team went through the release 1 status and updated the slides according to the status.
    • Determined how many tasks are missing/done for each user stories within Release 1.
    • Added comments to summarize what is missing.
  • Sprint Planning:
    • David did a walkthrough of User Stories 14 to 23 planned for Release 2. He gave summaries of what each would fulfill.
    • The team discussed what each meant to them and the scope of what we need.
    • Separated missing tasks for Release 1 between the team according to availabilities.

Action Items:

  • Show Release 1 status to the PO
  • Implement and finalize communication between all subsystems
  • Determine what needs to be logged and implement it
  • Create E2E tests to cover ACs and close completed stories
  • Deploy project

Team Sync 7

Thursday, October 30th, 2025

Attendance:

  • Thomas Mahut
  • Jutipong Puntuleng
  • Vinisha Manek
  • Giuliano Verdone
  • Brian Tkatch
  • Michael Mezzacappa
  • Nirav Patel

Absent: Sumer Abd Alla, Ambrose McLaughlin, Christopher Mezzacappa, David Carciente

Note takers: Thomas Mahut

Notes:

  • Thomas - On track in sprint, currently working on assigned tasks
  • Jutipong - Working on issue to notify user of system error. Will be defining the sim payload with Giuliano - initial call to station endpoint will be replaced with initial frame from websocket
  • Vini - Midterm ended yesterday, has not started sprint tasks yet. Today she will look into E2E tests
  • Giuliano - Backend PR is up and ready to merge. Before merging, will review with backend team to see if anything needs to be changed. Now that midterms are done, he'll work on his tasks for this sprint
  • Brian - Working on AWS deployment. Hard to estimate how much time is left in that process
  • Michael - Created the scenario db model and did the olympic migration. Can open PR for it today. Will continue working on assigned tasks
  • Nirav - Finished up regular release notes for iteration 3. Might help Vini with E2E tests (Maestro is one option) - will look into automating E2E tests

Action items:

  • Jutipong and Giuliano to define sim payload together
  • Giuliano to review backend PR with backend team before merging
  • Vini to investigate E2E tests
  • Brian to continue AWS deployment work
  • Michael to open PR for scenario db model and olympic migration
  • Nirav to explore E2E test automation options

Team Sync 8

Monday, November 3rd, 2025

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Vinisha Manek
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent: Thomas Mahut

Note takers: Sumer Abd Alla

Notes:

  • This team sync happened after a meeting with the stakeholder where we updated him with our sprint progress and showcased the acceptance criteria for each future user story to get an idea on if we are on the right track.
  • The team did a round-table to see everyone's progress:
    • David: Helped Ambrose with the sim interface behavior PR and improve routing functionality.
    • Ambrose: Worked with David on the sim interface behavior PR to improve the performance of routing. Modified some backend tests to mock OSM dependency to avoid long test runs.
    • Brian: Brought up the missing unification between the entities stored in backend and those in sim. Proposed to introduce a list of deferred activities (e.g. scheduled tasks) directly in the key frame to persist them. Started preparing a template for deployment for AWS.
    • Giuliano: Explained how we are temporarily resolving the missing unification for release 1. Created various endpoints for entities and dispatching.
    • Christopher: Started looking into utility methods for parsing issue. Asked for clarification on what exactly is expected for it.
    • Vinisha: Put up PR for E2E tests using Playwright after researching stacks that would work for our application. Looking into how to implement feature toggles and will work on her dispatching task tasks once all endpoints are ready.
    • Michael: Made a PR for scenario database model and will work on CRUD.
    • Nirav: Added a CI check for Alembic migrations. Once scenario CRUDs are completed, he will work on his tasks. Will create a CI to run E2E tests manually before releases.
    • Sumer: Looked into the intro slides and grading spreadsheet to prepare for Release 1 and summarize what we are missing. Worked on the Economic wiki page and created a new persona (Scenario Administrator) to fit better future user stories as requested by the stakeholder. Will review the sim interface behavior PR.

Action items:

  • Complete tasks for Release 1.
  • Continue implementing logging.
  • Finalize wiki pages that are not filled out or are not completed.
  • Implement communication between all sub-systems.

Team Sync 9

Thursday, November 06, 2025

Attendance:

  • Thomas Mahut
  • Vinisha Manek
  • Jutipong Puntuleng
  • Christopher Mezzacappa
  • Sumer Abd Alla
  • Giuliano Verdone
  • Brian Tkatch
  • Nirav Patel
  • Michael Mezzacappa
  • David Carciente

Absent: Ambrose McLaughlin

Note takers: Thomas Mahut

Notes:

  • Thomas - Fully done except speed control tasks that need to wait till end
  • Vini - Adjusted feature toggle PR - waiting for review. Has drag and drop for assigning tasks to resource, but needs update from backend before being able to work further on this
  • Jutipong - Working on finalizing front-to-sim connection, but blocked by Giuliano for endpoint. Nearly done scenario management
  • Chris - Published PR yesterday - waiting for review. PR parses JSON for input param to sim. Available to review all day today
  • Sumer - Added a section in the testing plan and wiki page to explain story signoffs. Looked into data diversity statement and added some changes there. Also investigating a SIM bug and found that it's due to how Python passes by reference. This only affected tests since mock sims were being reused
  • Giuliano - Made PR for change speed endpoints. Started working on websocket endpoint a little bit. Going to use Chris' scenario parsing - goal is to establish websocket connection using frame emitter. He will also work on his last 2 tasks for Scenario Loading to Simulation Start from the endpoints with the appropriate error handling (#212 and #213)
  • Brian - Worked on AWS stuff
  • Nirav - Has 2 PRs up: one about the scenario editor API and the other being scenario CRUD related
  • Michael - Started scenario validation last night - will have that PR up today
  • David - Opened PR the other day. Working on everything that needs to be done for end of release (reports, PowerPoint presentation, etc.) - coming up with a list of deliverables to focus on once the programming is complete

Action items:

  • Vini to wait for backend update before continuing drag and drop work
  • Chris' PR needs review
  • Giuliano to establish websocket connection using frame emitter with Chris' scenario parsing
  • Michael to open PR for scenario validation today
  • David to finalize list of deliverables for post-programming phase
  • Ambrose's open PR ready for merge now that commits are squashe

Additional notes:

  • Final push goal: Get the websocket to forward emitted frames to frontend, have frontend use that information to render the simulation
  • Clarification on code freeze: Code freeze doesn't cover Acceptance Tests - team will try to make the ATs and get them approved over the weekend

Retrospective and Sprint Planning 5

Monday, November 10th, 2025

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Brian Tkatch
  • Giuliano Verdone

Absent: Jutipong Puntuleng

Note takers: Sumer Abd Alla

Notes:

  • Retrospective:
    • The team retrospective was done through RetroTool. All members had 5 minutes to add comments on what went well, what went wrong and what could be improved.
    • David took the lead in reading all notes and initiate discussion on them.
    • The team finally got all subsystems connected and working together.
    • The team showed great collaboration.
    • Even though we got a lot of work done during this iteration, it ended up causing a lot of us sick and/or sleep deprived as work was done last minute and late night. We should organize better our work schedules and ensure to start things earlier.
    • Non-code related tasks should also be assigned earlier to not cram it all last minute.
  • Release PowerPoint
    • The team went through the Release1 slide template to get a general idea of what each part needs.
    • Each slide was then assigned to a team member to work on and record their parts.
  • Sprint Planning:
    • The team quickly looked over what was missing for the end of release.
    • The next user stories will be decided after stakeholder meeting.

Action Items:

  • Introduce ATs for Release 1 to stakeholder and provide him links to approve them when ready.
  • Finish all Release 1 tasks and documentation.
  • Finish Release 1 slide and record presentation.
  • Decide on next user stories to work on including improvements from this release.

Team Sync 10

Thursday, November 13th, 2025

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent: Nirav Patel

Note takers: Giuliano Verdone

Notes:

  • General sync updates:
    • Everyone recorded their parts for the presentation these last few days. We submitted our release 1 demo!
    • David informed us that we got our machine assigned for CSSE, with Brian offering to help him set up deployment (to be discussed later in today's backend sub-team meeting)
  • What follows now that release 1 has been completed:
    • we have a meeting with our stakeholder scheduled for tomorrow (Friday, Nov 14) at 10:00 AM
      • we will get as much feedback to create tickets to change/iterate behaviour
      • we will get feedback on user stories in the team's internal 'product backlog walkthrough' draft
      • we will discuss any acceptance tests that are still open with comments
    • building off of discussions from our last retrospective, team lead would like us to develop some interfaces between layers (one of the biggest challenge was aligning layers, bugs were raised towards the end of release due to unforeseen interactions/behaviour between system components)
      • to achieve this, the plan is to go through every AT and ask “what does front, back, sim need to know in terms of common interfaces, types, etc.”? and repeat for every acceptance test now that we have communication between all 3 layers
  • Standup:
    • David: will upload a PR with updating route data will also have 3 added/updated ways deploy docker and this will be documented in his PR
    • thomas: worked with david to finalize deployment, will reopen poll because OSRM image can run on either ARM and AMD:
      • something to improve for david’s PR so that there can be an OS check
      • brought up “confirmation of sim ending” as a bug
      • because tasks appearing are all hard-set in the current system, we know that no more will appear in a running simulation instance... Should the simulation stop or remain idle? will clarify with stakeholder's expectation today over direct message
      • prod crashes was opened under a separate bug
    • chris: interested in helping out with payload improvement that's passed from simulation engine all the way to frontend
    • vini: ambrose helped with opening simulation-related bugs and will try to work on addressing them this weekend
    • ambrose: will try to check out “scheduled tasks” bug this weekend
    • sumer: updated wiki contributions in iteration 4 release. ready to work on sim-related release 2 features
    • brian: ready to work on backend-related release 2 features
    • michael: no updates, ready to work on backend-related release 2 features
    • jutipong: currently sick, doctor has said to take the rest of the week to rest
    • giuliano: no updates, ready to work on backend-related release 2 features

Action Items:

  • Begin work on addressing the list of current bugs, and keep on opening new ones for the remaining bugs/problems that were discovered towards the end of release 1
  • Plan the new deployment on the provided CSSE resources in today's upcoming backend sub-team meeting
  • Tomorrow's stakeholder meeting: Discuss remaining Acceptance Tests pending approval, the next new user stories/features to work on, and user feedback on the current system
  • Clarify with stakeholder whether a simulation is expected to stop running or remain "idle" given the details from today's discussion

Stakeholder Sync

Friday, November 14th, 2025

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Ambrose McLaughlin
  • Jutipong Puntuleng
  • Giuliano Verdone
  • Fares Turki

Absent: Nirav Patel, Christopher Mezzacappa, Michael Mezzacappa, Brian Tkatch

Note takers: Vinisha Manek

Notes: This meeting was centered around Fares (the stakeholder)'s feedback after his first time using the product. The following bullet points were brought up by Fares and discussed with the members present.

  • Time Display on Simulation

    • Need a clock or timer to be visible on the map view when the simulation runs
    • Could be a simple clock showing the current simulation time, or a progress bar to indicate position in the simulation timeline and when the scenario will end
    • For now, scenarios should run within 24 h time frame

  • Scenario Editor Improvements

    • High priority for Fares since most of his work will revolve around creating scenarios
    • Remove the ID field for tasks/resources/stations in the scenario editor since the user should not have to input these
    • Add a button to load all stations from GBFS feed corresponding to current BIXI station locations, which users can then remove unwanted stations
    • Can implement collapsible sections for the scenario editor to improve organization
    • Scheduled tasks should use actual time format (e.g., 11:30) instead of number in seconds
    • In Release 3, can add a nicer GUI for scenario creation instead of the current JSON editing and can display the simulation parameters on the map as the simulation plays (possibly via a sidebar/modal that will pop out)

  • Separation Between Driver and Vehicle

    • Currently, the driver and vehicle are combined as a single resource, but this should be decoupled as soon as possible. An inventory (of batteries, for instance) can be associated to a vehicle.

  • Shift Management

    • To be implemented after the separation between drivers and vehicles
    • For lunch breaks, they are approximately 30 minutes (sometimes up to 40 minutes)
    • Two implementation options: knowing location for lunch break with a pre-defined lunch break location (e.g., if there is a corporate lunch at the BIXI HQ) or unknown location where a driver moves to a reasonably close location, stops for lunch break, and proceeds to their next task once the break is complete
    • During the lunch break period, the driver is unavailable

  • Route Visualization

    • When a resource is selected, displaying the planned route it will take (possibly to the next task it has) on the map would be useful
    • Helps visualize any driver's planned movement

Action Items:

  • Review all comments made by Fares on the current acceptance tests
  • Create user stories and tasks based off feedback from this meeting
  • Finalize the remaining acceptance tests and assign them to Fares for review

Team Sync 11

Monday, November 17th, 2025

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent: None

Note takers: Sumer Abd Alla

Notes:

  • Validation of new user stories with stakeholder
    • New user stories were created according to enhancements the stakeholder had previously suggested. These needed approvals to start working on.
    • Thomas showed each user story to the stakeholder with each ACs associated.
    • The stakeholder approved the ones he wanted and gave comments for adjustments.
    • Adjustments were directly completed such that we can approve the user stories and get working on them.
    • A new enhancement was proposed to remove station positions in the scenario JSON to facilitate the creation of scenarios mostly when all stations will be included.
    • The team updated the stakeholder with what we plan to have done for next Monday's meeting as it will be the last one before he goes on vacation.
    • The stakeholder requested to have the deployed app updated frequently so he can test it whenever with updated versions.
  • The team discussed the unification of all subteams.
  • Preparation of tasks with new user stories
    • David created a draw.io file so that the team can plan and organize the tasks needed according to each user story.
    • This allowed teams were working properly together and everything that needs to be done is covered through subteams.
    • Tasks related to defining vehicles and drivers will be done in the next iteration as they require a lot more work.
    • All smaller enhancements should be completed for this iteration.
    • As backend is currently validating the scenario JSON, some changes will need to be done cross-teamed with backend and sim, such as for the new time format.

Action Items:

  • Add new tasks, user stories and ACs to GitHub.
  • Deploy the project regularly once we have access to the school's server.
  • Assign new tasks to team members.
  • Complete enhancement tasks before Monday to demonstrate something to the stakeholder.

Team Sync 12

Thursday, November 20th, 2025

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • Ambrose McLaughlin
  • Christopher Mezzacappa

Note takers: Sumer Abd Alla

Notes:

  • A good portion of the team is rushed for time as they have a final during the weekend.
  • General Sync Updates:
    • David: Resolved environment issues teammates were facing with running the setup and app on his osrm branch. He also addressed all of Brian's reviews on it and is ready to be re-reviewed. He is ready to help if anything is unclear about his implementation.
    • Brian: Worked on the re-order tasks issue and had a draft PR open. It is waiting for the osrm PR to be merged. Will re-review David's PR later in the day.
    • Thomas: Waiting for PRs to be merged as his tasks depend on those changes. Once the osrm PR is merged, he will deploy the app with the changes. Will collaborate with Ambrose for a later task.
    • Vini: Started working on integrating the clock on the simulation page. Plans on reviewing PRs as much as she can once they are ready.
    • Sumer: Worked with Nirav to complete enhancement tasks, but mostly focused on the implementation of the new time format with relative days. The PR is on hold until we get feedback from the stakeholder. Will review David's PR later in the day.
    • Giuliano: Put up a PR needing one more review regarding idle simulations.
    • Michael: Didn't start working yet as he was busy, but will work on it during the weekend.
    • Jutipong: Created a bug fix PR to resolve Safari websocket authentication and refactored websocket logic into hook
    • Nirav: Worked on the enhancement tasks and refactoring the validation of scenarios, such that the validation is done on the sim side instead of in backend. The PR is on hold until we get feedback from the stakeholder.
  • Unification discussions
    • Backend will need to work on persisting keyframes for replayability.
    • Sim will need to implement a tool for parsing from a keyframe to starting a simulation with its information.

Action Items:

  • Team needs to review the osrm PR to ensure it gets merged as soon as possible.
  • Brian will research libraries to create contracts in python

Team Sync 13

Thursday, November 27th, 2025

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Vinisha Manek
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • Michael Mezzacappa
  • Thomas Mahut
  • Ambrose McLaughlin
  • Christopher Mezzacappa

Note takers: Vinisha Manek

Notes:

  • Iteration 6 has been off to a slow start due to projects, assignments and final exams nearing.
  • General Sync Updates:
    • Vini: Has a PR up for the clock on the simulation page. Needs to add the day field to support multi-day sims.
    • David: No updates, and has been busy with the end of the semester. Will start after his finals
    • Brian: Ansible deployment seems to work locally. Still waiting on CSSE for ports to be properly opened. Nothing else planned yet for backend work.
    • Sumer: Began to start work on e2e tests of the older user stories. Needs to create sim tasks within a simulation subteam meeting.
    • Giuliano: No major updates.
    • Jutipong: Updated the front-end sheet in the product backlog, and will now work on fixing the scenario editor post Nirav's latest changes.
    • Nirav: Did the iteration 5 notes on Monday. Needs to create backend tasks, can be discussed in the backend subteam meeting right after.
    • Thomas: Working on payload refactor, going to make frontend US and subtasks today.
    • Ambrose / Michael / Chris: No major updates.

Action Items:

  • Each sub team must discuss their next tasks and create the issues for them.

Team Sync 14

Thursday, December 11th, 2025

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent: None

Note takers: Sumer Abd Alla

Notes:

  • Not too much has been done since the start of finals, but most of the team are done and ready to start working again.
  • General Sync Updates:
    • David: Just finished exams. Will start organizing tasks between teammates according to availabilities during the winter vacation. Will also help Michael with Docker. Plans on fixing routing to show its path on the map and looking into integrating traffic in the sim.
    • Brian: Ready to start working on backend tasks. Now that ports are available, will try to server deploy
    • Thomas: Started refactoring the sim payload and will focus on completing that.
    • Vinisha: Finishing up the sim clock PR. Still has a final, so working when she can. Suggested looking into the release 1 feedback to ensure we do not remake same mistakes.
    • Giuliano: Will open a bug PR on a found backend bug and later work on that. Will see with David what route data needs to be persisted.
    • Ambrose: Finished his last exam. Ready to start working and help prepare tasks. Will look into the separation of resources into drivers and vehicles.
    • Sumer: Last exam on Monday so will work a bit slower till then. Created and organized tentative tasks for the separation of resources. Will need to get it checked with the other sim members.
    • Nirav: Last exam on Monday. Plans on resolving the CI comment Rigby suggested in the Release 1 feedback.
    • Jutipong: Last exam on Monday, so will push his local work in the weekend.
    • Michael: Working on logging and will meet with David to work on Docker.
    • Christopher: Ready to work on tasks. Will read through the Release 1 feedback and see what can be done.
  • As the end of Release 2 is very close to ConUHacks, most tasks should be completed before then since many team members will participate.

Action Items:

  • Review the Release 1 feedback.
  • Create more User Stories and tasks to attempt to complete at least 80% by the end of Release 2.
  • Need to create usability tests before the end of Release 2. Will most likely be done with Stakeholder and some of his coworkers.
  • Need to separate Resources into Drivers and Vehicles.

Team Sync 15

Thursday, December 15th, 2025

Attendance:

  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • Nirav Patel
  • Sumer Abd Alla

Note takers: Giuliano Verdone

Notes:

  • All members approved of the following agenda items: (1) General team sync updates, and (2) scheduling of the team's upcoming tasks
  • General Sync Updates:
    • David: Continued looking into integrating traffic in the sim. Met with Giuliano last week to add more notes to internal 'back/sim unification' Google doc
    • Brian: Got on-prem deployment working, all requested ports have been opened by CSSE. Will take any tasks related to persisted sim keyframes, if available.
    • Thomas: Continued refactoring the sim payload, combined create diff-frame and keyframe functions in sim side and requires review for it
    • Vinisha: Merged the sim clock PR and reviewed Thomas' PR, pointed out that naming conventions aren't being followed in sim folder. Will start resource-separation UI task after discussing the scheduling
    • Giuliano: Reviewed Michael's open PR for logging sim startup time and met with David to add more notes to internal 'back/sim unification' Google doc
    • Ambrose: Shared a document on the separation of resources into drivers and vehicles to start work on this task. Once the attributes in that document are agreed upon this work can be started.
    • Sumer: Will need to review tentative tasks for the separation of resources with the other sim members, absent today due to final exam taking place at the same time as our meeting
    • Nirav: Merged all PRs related the post-release 1 issues opened by Giuliano, absent today due to final exam taking place at the same time as our meeting
    • Jutipong: Will need to discuss with Nirav before pushing his PR related to displaying line errors in scenario validation. After this he can begin work on the 'Reordering tasks' UI.
    • Michael: Opened a PR for logging sim startup time that requires 1 more review and met with David earlier last week to resolve a related Docker issue.
    • Christopher: Ready to work on tasks and will speak to Ambrose about a bug that he has been trying to resolve. Will read through the Release 1 feedback and see what can be done.
  • The team discussed the choice to use Promotheus over Loki for sim startup team (metrics-based vs logging approach), related to the changes introduced in this PR
  • Another point that was brought up were the failing CD runs with GitHub Actions, which could be due to a missing secret in the project's repository. Brian and Vini will investigate this
  • The stakeholder meeting needed to be rescheduled to later this week (either tomorrow or this upcoming Wednesday) and a when2meet was created
  • Thomas brought up how scenario parser and scenario validator have slight inconsistencies and how these two classes ultimately serve 2 sources of truth for the scenario. Since Nirav was the person who most recently worked with the design in these files, a message was sent to ask whether consolidating/merging them would make sense
  • Finally scheduling was done for the team's upcoming tasks. Based on availabilities that team members previously filled out, some tasks were assigned and have also been mentioned as action items below

Action Items:

  • (all team members) Review the Release 1 feedback. Add any necessary information/questions to the spreadsheet that was shared internally
  • (all team members) Create more User Stories and tasks to attempt to complete at least 80% by the end of Release 2.
  • (all team members) Need to create usability tests before the end of Release 2. Will most likely be done with Stakeholder and some of his coworkers.
  • (all team members) Provide availabilities for stakeholder meeting this week
  • Ambrose, Thomas, and Vinisha will discuss separation of Resources into Drivers and Vehicles after today's team sync.
  • Brian and Vinisha will discuss any missing environment secrets that need to be configured in the GitHub repository itself
  • Jutipong, Thomas, David, and Sumer will work on tasks related to traffic
  • Giuliano, Chris and Vini (if not busy) will work on tasks related to creating data that's currently missing in sim keyframes (ex. private fields that the sim requires to resume).
  • Thomas and Ambrose will work on split of resources into drivers and vehicles
  • Brian will work on persisting keyframe data

Team Sync 16

Monday, December 22nd, 2025

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • Ambrose McLaughlin
  • Nirav Patel

Note takers: Sumer Abd Alla

Notes:

  • General Sync Updates:
    • David: Addressed some reviews in his route PR which currently visualizes the next/current route of a resource. It is ready to be rereviewed. Will refactor some of the architecture on sim side mostly related to routes and adapt traffic to it as discussed with Sumer. Will try to get his part done around Wednesday.
    • Brian: Fixed the production deployment, such that its up and running. Implemented the persistence of frames which is now merged in main.
    • Giuliano: Reviewed Nirav's PR. Will work on the split of resources to drivers and vehicles on the backend once the PR for the sim and frontend side is merged.
    • Sumer: Found a good Montreal traffic dataset to use for our traffic implementation. Started experimenting with it to test performance and implemented different ways of splitting the dataset into smaller ones for better usage in our implementation and ensuring compatibility with OSRM.
    • Vinisha: Will review Jutipong's PR and the traffic mockup. Discussed with Christopher and Thomas on different ways to persist key frames and events for replayability. Otherwise, waiting for the split of resources PR to be merged to work on her tasks.
    • Thomas: Reviewed multiple PRs. Discussed with Christopher and Vinisha on different ways to persist key frames and events for replayability. Otherwise, waiting for the split of resources PR to be merged to work on his tasks. Will review the traffic mockup.
    • Jutipong: Worked with Nirav for the line number validation PR. Put up a PR for reordering tasks which is waiting for reviews now. Quickly discussed with Sumer about traffic and started working on mockups where we would use color codes on routes to visualize the traffic states.
    • Michael: Put up a PR for measuring and logging sim start up time. Needs review from frontend and backend. Will squash commits after the meeting.
    • Christopher: Has been working on the design and architecture for replayability and resume of a simulation. Discussed with Thomas and Vinisha on different ways to implement this. He introduced the ideas found till now with the team. Further details after the meeting.
    • Nirav: Put up a PR for merging parsing and validating scenarios together which needs one more review from sim. Fixed and issue brought up by Jutipong where line numbers would not show when validating while saving or editing a scenario. Could not make it to the meeting today, but still sent his updates on Discord.
    • Ambrose: Put up a draft PR for the split of resources into drivers and vehicles for sim and frontend. Should be ready for review by end of day. Could not make it to the meeting today, but still sent his updates on Discord.
  • Discussions on replaying and resuming a sim:
    • Keyframes are created at a consistent and even rate, but events can happen in between this rate at any moment. We would want to keep track of these events to replay them when replaying a sim.
    • Events are triggered by the user. For example, the user dispatching a task.
    • How would the event be persisted? Multiple ideas were proposed:
      • Modifying the previous keyframe to add the event to it
      • Temporarily logging the event in some data structure until the next keyframe
      • Create an off-cycle keyframe when an event happens to directly persist it
    • Finally, the team decided to create an off-cycle keyframe as soon as an event happens. This would also ensure that all events that happened off-cycle are still persisted in the case the sim suddenly shuts down before the next on-cycle keyframe.
    • For resuming a sim, a web socket connection would need to be kept active.
    • For replaying a sim, the frontend could request from the backend a certain amount of chunks of persisted data at certain intervals to replay the simulation. This still needs to be discussed more.
    • A replayed sim would be read-only, such that a previously played sim can be replayed with no changes. Will need to confirm with stakeholder if that is still what he wants.
    • If changes are made to a scenario, some previously persisted simulations could be affected. Simulations should then be copied when a change is made to ensure an older sim can still be replayed.

Action Items:

  • Close some open user stories that are completed
  • Meeting tomorrow with stakeholder. Ask him to validate drafted user stories and questions about some features.
  • Work on creating usability tests. Stakeholder confirmed he could have at least two people within the company run them. This should be done before iteration 8 to minimize the work needed nearing ConUHacks.

Retrospective and Sprint Planning 6

Monday, January 1st, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Ambrose McLaughlin
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • Christopher Mezzacappa

Note takers: Sumer Abd Alla

Notes:

  • Retrospective:
    • The team retrospective was done through RetroTool. All members had 5 minutes to add comments on what went well, what went wrong and what could be improved.
    • David took the lead in reading all notes and initiate discussion on them.
    • We have been planning and designing well in advance such that everyone had a better understanding of concepts and features, and could work in parallel.
    • Some delays happened from the unavailability of members due to illnesses and vacation times from the holidays.
    • Need to work on getting logs completed soon.
  • Sprint Planning:
    • The team went over the R2 planning draw.io graph David had organized to see the main features that need to be completed.
    • Incomplete features from Iteration 6 were moved to the next one (Iteration 7). These include Traffic, Resumability and the Separation of Resources UI.
    • Due to schedule conflicts during the holidays, Resumability and Replayability will be pushed to Iteration 8.
    • Shift Management and Battery Management were split into sim and frontend tasks. A meeting will be scheduled to discuss more on these features and the changes they make to the payload.
    • We need to prepare and start creating usability tests during this iteration such that they are ready and given to the stakeholder to have it tested against.
    • Logs will be heavily worked on. Sim metrics will need to be determined and finalized.

Action Items:

  • Have a subteam meeting to determine payload including shifts and battery.
  • Determine sim metrics that need to be logged.
  • Confirm with stakeholder all the uncertainties we have on the planned features.

Team Sync 17

Monday, January 12th, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Giuliano Verdone

Absent:

  • Ambrose McLaughlin
  • Brian Tkatch

Note takers: Vinisha Manek

Notes:

  • Roundtable:

    • David: Currently working on the traffic implementation. Splitting up PRs to make reviews easier/more incremental. Recent PR is introducing an adapter since the sim is heavily coupled with OSRM. Identified a problem that each sim has its own traffic state but OSRM can't have multiple traffic layers. Timeline-wise, traffic will be completed for the release but not in time for usability testing.
    • Vini: Implementation of showing a driver's full route got merged. Finished working on displaying driver name and vehicle battery count in resource bar, waiting on Ambrose's PR (and Thomas) to be merged beforehand. Has a sim ticket to work on related to showing the route to HQ pre-emptively. Will ask Fares about HQ route behavior - should they know they are running out of stock or would it be on the fly? Reviewed Guiliano and David's work for the usability tests and can help more with its preparation.
    • Nirav: Reviewed David's PR. Added frontend metrics to log FE-specific information last week. Thomas asked about how users can access metrics/logs on the dashboard, but no clear instructions exist yet. Brian will likely know the details. A ticket could be created for this addition.
    • Chris: Christopher: Working on resume functionality. PR should be open today.
    • Sumer: Primarily reviewing PRs, waiting for more tickets once next iteration begins. Going through tickets to ensure all necessary information (risk/priority/estimation) is present for all of them.
    • Michael: PR for endpoint metrics needs to be reviewed, and soon will start working on logging in sim.
    • Thomas: HQ widget PR is in draft, waiting on Ambrose's PR to merge first (introducing driver's shifts). Will take over Ambrose's PR since he is at work all day and since it's blocking his/Vini's PRs.
    • Jutipong: Mostly reviewing PRs. Will have a PR ready for route toggle feature (show route of all resources) this week.
    • Giuliano: Working on usability testing improvements after talking to Vini and Thomas. Wants to talk to Fares about how to conduct usability tests with him/other BIXI employees. Reminded everyone that prod must be used for usability testing.

  • Discussion on usability testing:

    • Plan includes screen recording, getting friends and family to participate.
    • Timeline: should conduct within a few days so prod remains consistent with no large changes during testing period.
    • Question raised: do we want Fares to conduct tests with BIXI employees, or should we book a slot to call and conduct them ourselves?

Action Items:

  • Add instructions on accessing metrics/logs to wiki or wherever relevant
  • Message Fares about meeting tomorrow to discuss usability testing. Coordinate with Fares on whether team should conduct usability tests with BIXI employees directly or if Fares will facilitate - ideally we can get on a call with the employees ourselves.
  • Thomas to take over Ambrose's PR to unblock dependent work
  • Continue usability testing preparation, aim to conduct within next few days, as soon as possible

Meeting 27 Stakeholder Sync

Tuesday, January 13th, 2026

Attendance:

  • Sumer Abd Alla
  • Thomas Mahut
  • Vinisha Manek
  • Giuliano Verdone
  • Brian Tkatch
  • Fares Turki

Absent:

  • Ambrose McLaughlin
  • Nirav Patel
  • Jutipong Puntuleng
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • David Carciente

Note takers: Giuliano Verdone

Notes:

  • We showed fares the usability testing plan and scripts and explained that we expect it to be 30 minutes per session
    • We explained the plan to test with friends and family who will be acting out the "Trainee" persona and be debriefed with a script
    • Fares will follow up by Friday's meeting to provide availabilities for BIXI employees that can participate in usability testing
    • Test sessions with BIXI employees will be conducted over a call with team members
  • Business rule question: "Is a driver's shift always 6–8 hours? What if a driver's shift is 4 hours—will they still have a lunch break?"
    • Fares said that the shift should be a minimum of 7 hours, which means that a driver will always have a lunch break.
  • Technical question: "A driver has 1 battery left on hand and 2 battery swap tasks on their path. Should it be made clear that they need to return to HQ after servicing the first task (ex. showing the return to HQ on the path before task 2 in a pre-emptive fashion)?"
    • Fares said that showing the full route of going back to HQ is preferred
  • A suggestion was made to use different icon colours for the vehicle returning to HQ and for lunch breaks
    • Fares brought up the possibility about having user settings to customize colours
  • User Story 23 — “Simulation Persistence and Replay” was formally approved by Fares

Action Items:

  • Follow-up on Friday for BIXI employee availabilities
  • Continue work on sub-tasks for User Story 23

Team Sync 18

Monday, January 13th, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Giuliano Verdone
  • Brian Tkatch

Absent:

  • Ambrose McLaughlin
  • Jutipong Puntuleng

Note takers: Giuliano Verdone

Notes:

  • Roundtable:

    • David: working on having another traffic-related PR specifically for adding the domain model for traffic management but not any direct technical functionality (that is coming up in a subsequent PR). Plans to assign tasks to team members to explore alternative routing machines to implement in the interface and test to see that they work. Tasks to be delegated also include benchmarking different routing machines and working on a design to address the issue of a single OSRM docker container having a single instance of "traffic" that all simulations are trying to access. Helped with usability testing structure and plan
    • Vini: added missing functionality into Ambrose’s PR that got merged yesterday, helped with usability testing structure plan, and addressed a bug for multiple stations overlapping and cluttering the map.
    • Nirav: Helped Thomas and Ambrose with the PR that they were working on, generated the release notes for iteration 7 and reminded team members to review/add any missing notes as they see fit.
    • Chris: PR will be out later today to enable resuming a simulation
    • Sumer: Updated user stories to have story points/risk/priority (missing story points for us-19 and 20 though since we might have more tasks) and us-23 as well which we got approved today
    • Michael: will get started on the doc for accessing grafana dashboards in prod, Brian can help with adding any additional details for SSH tunneling or the ansible playbook. Opened and merged a PR yesterday to address an issue with the API metrics dashboard not appearing correctly
    • Thomas: added missing functionality into Ambrose’s PR that got merged yesterday, helped with usability testing structure plan
    • Jutipong (provided his updates asynchronously): working on mockups and route toggle feature
    • Giuliano: continued work on usability testing plan and reviewed it with team members

  • Discussion on Release 2 usability testing:

    • The team was presented with a Google Form that will be used to gather quantitative and qualitative feedback from all participants. They were invited to review the form, as well as the overall usability testing plan and scripts, one last time before usability testing begins this week
    • The full plan has been shared with the team (through Google Docs and Google Forms,) but said plan and the final results will be added to a standalone Wiki page for convenience of the professor and teaching assistant
    • A message will be sent in the #usability-testing Discord channel with a final set of instructions for team members

  • Finally, the team held a retrospective on iteration 7 on what went well, what went wrong, and what could be improved

  • Reminder that there will be a simulation sub-team meeting tonight at 7:00 PM

  • Reminder that team meetings are scheduled for Tuesdays at 3:00 PM and that meetings with our stakeholder will take place on Fridays at 10:15 AM

Action Items:

  • Finalize any remaining unassigned tasks among sub-team members
  • Begin conducting usability testing with friends and family
  • Touch base with the stakeholder during Friday's meeting to schedule usability testing sessions with domain experts

Team Sync 19

Monday, January 20th, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Giuliano Verdone
  • Brian Tkatch

Absent:

  • Ambrose McLaughlin
  • Jutipong Puntuleng

Note takers: Giuliano Verdone

Notes:

  • Roundtable:

    • David: merged a PR for adding the domain model for traffic management but not any direct technical functionality (that is coming up in a subsequent PR). Pushed Traffic Management to Iteration 9.
    • Vini: worked on timestamps for usability testing, asked about ticket for scenario import, will format the usability timing data and add it to a wiki page
    • Nirav: merged 2 PRs related to frontend bugs, addressed open PRs and branches that appear to have been opened for 1+ week.
    • Chris: working on a PR that updates backend sim model to include UUID and asked about how to update the database so that we know the sim has reached the terminal state
    • Sumer: worked on lunch break logic for drivers and will discuss further questions internally with the sim sub-team
    • Michael: working on addressing an issue about the prod dockerfile missing promtail and loki, explained the root cause of the issue and will resolve it. Once that’s done, open to working on more backend sub-tasks
    • Thomas: opened tickets related to User Feedback, helped Fares close acceptance tests. Working on addressing a bug for routes randomly changing in sim
    • Giuliano: added timestamps for usability tests, merged a PR related to US-23: Sim persistence and replayability. Opened a PR this morning about a frontend quality-of-life feature from user feedback

  • Discussion on GitHub Wiki:

    • Teammates will take time this week to look over the GitHub Wiki and update any pages. Additionally, it would be nice to update the Wiki's table of contents to properly index design documents related to stories. Finally, since design documents are related to work that's carried out in PRs, make sure to reference them in your PR description or GitHub issue
    • We need to make sure that all pages are up-to-date (if not done already) before the end of Release 2. For example, the deployment plan wiki page is missing more details on our current deployment to CSSE that we are using now in favour of AWS.

  • Discussion on Release 2 usability testing:

    • A Wiki page was created to document our entire plan and results (quantitative/qualitative data, discussion, action items, etc.) from the first round of testing. User feedback will be disucssed in the Release 2 video
    • User stories have been uploaded in response to user feedback

  • Iteration 8 code freeze:

    • David mentioned that having a code freeze this Friday woul make sense, given (1) finalizing documentation for Release 2 and (2) many of our team members attending ConU hacks this weekend. He asked teammates about their progress on current tasks in order to finalize what work will remain for iteration 8 and what will be pushed to iteration 9.

  • Release 3 planning:

    • A review was done with the team on what features have not been implemented (or are currently in-progress) from the project's original statement of work. On this Friday's meeting (Jan 23) with the stakeholder we will discuss these features. For example, formalizing requirements on remaining API design work.
    • Sumer shared a list of task/requirements previously given from stakeholder that have not been implemented yet

Action Items:

  • (after today's meeting, sim sub-team members) discuss bug related to unexpected route changes, as well as lunch break internal logic
  • Brian will update Deployment Plan and Infrastructure Wiki page
  • divide up any remaining tasks/updates that need to be applied to the GitHub Wiki
  • divide up slides/work for Release 2 presentation video (see the Google Drive under SOEN 490 > Sprints)

Meeting 30 Stakeholder Sync

Monday, January 23rd, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Giuliano Verdone

Absent:

  • Ambrose McLaughlin
  • Jutipong Puntuleng
  • Brian Tkatch
  • Nirav Patel

Note takers: Giuliano Verdone

Notes:

  • requested approval for acceptance tests:
  • reviewed design of lunch break logic with Fares, walked through current implementation
  • showed to Fares the Usability Testing Wiki page and mentiooned that there is missing info in General User Feedback Compilation to Key Takeaways
    • reviewed feedback that came from a domain expert → mass-assign tasks from a single staion as well as mass-assigning tasks from multiple stations to a driver. vehicle icons should be dynamic. eliminate 0-task stations and add priority levels to tasks with greater stations. Fares shared some suggestions for
    • walked through the key takeaways
  • updated fares on progress for sim replayability implementation
  • updated fares on progress for traffic implementation
  • thinks the current priorities are UI/UX but will revisit this as he believes we can always find more features of interaction

Action Items:

Retrospective and Sprint Planning 9

Monday, January 26th, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • Ambrose McLaughlin

Note takers: Sumer Abd Alla

Notes:

  • Loss of Logs Discussion
    • We noticed after running all the usability tests that logs were not being saved.
    • The team tried to determine our options to mitigate this issue since we need logs and metrics from the usability tests. Accepting we had lost the logs was not an option as these needed to be analyzed.
    • The team decided to recreate the logs by running the simulations exactly as shown in the recordings we have from the testers. This would allow to get very similar logs to what we would have gotten, simply with different timestamps.
  • Roundtable:
    • David: Working on traffic documentation. Will edit everyone's video for the presentation once he gets them all.
    • Brian: Worked on continuous replayability stuff. Is helping Michael investigate log issues and will see if there is a way of recovering the logs.
    • Nirav: Made a PR to generate the .env file during setup. Will try to setup the project from a fresh clone to test if all works on a windows machine. Will review Giuliano's PR after the meeting.
    • Giuliano: Opened a PR which Nirav will review. Finished recording all his parts for the presentation and updated some of the wiki pages.
    • Jutipong: Was away the last week, but updated the mockup wiki and was able to get merged his route toggle PR.
    • Sumer: Mostly worked on completing and reviewing wiki pages. Ensured all issues have all fields filled out (estimation, priority, risk, iteration) with Nirav. Will record her part of the presentation the next day.
    • Michael: Worked on fixing the logs and metrics on prod with Brian's help. Will update the Grafana logging wiki.
    • Christopher: Tested the setup on his windows machine but npm run dev was not working on his end. Recorded the setup process with what he could.
    • Thomas: Busy during the weekend. Plans on recreating the logs for usability tests and will record his part of the presentation afterwards.
    • Vinisha: Busy during the weekend. Plans on recreating the logs for usability tests and will record her part of the presentation afterwards.
  • Retrospective:
    • The team retrospective was done through RetroTool. All members had 5 minutes to add comments on what went well, what went wrong and what could be improved.
    • David took the lead in reading all notes and initiate discussion on them.
    • The team all agreed that usability tests went well. We got good and constructive feedback from everyone.
    • We were able to implement most of the work planned for this iteration and we able to reach at least 80% completion of the project!
    • Unfortunately, we lost a good portion of the logs that from the usability test runs
    • Need to improve on having task fields filled out before tasks get closed.
  • Sprint Planning:
    • Incomplete features from Iteration 8 were moved to the next one (Iteration 9). These mostly include traffic.
    • The main focus of the next iteration will be completing traffic and improving the simulation according to user feedback from the usability tests.
    • Need to discuss on Friday with the stakeholder if he would like any specific feature to be added and confirm some of our plans with him.

Action Items:

  • Assign usability test recordings to specific team members to recreate the logs for each of them
  • Record presentation video
  • Complete all wiki pages for those needed
  • Confirm future tasks with the stakeholder

Meeting 32 Stakeholder Sync

Friday, January 30th, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Giuliano Verdone
  • Jutipong Puntuleng
  • Brian Tkatch

Absent:

  • Ambrose McLaughlin
  • Nirav Patel

Note takers: Giuliano Verdone

Notes:

  • showed plans for this iteration’s frontend tasks
  • brainstormed playback UI controls and asked for clarifications before delivering a proper mockup
  • changed certain user feedback-related stories to high priority (specifically sub-tasks #602, #603 and #605 )
    • these stories cover corrections that should be made before the next round of usability testing: visibility and mass task-assigning via drag (and click)
  • asked Fares about formalizing API design
    • no specific requirements that we must adhere to related to the domain, but the domain experts are used to the API tools that we have been previously presented and we can draw inspiration from those
  • discussion about new simulation metrics feature
    • asked about providing them on the system UI in real-time rather than just generating them as "final scores/reports" that get presented at the end of a simulation
    • will revisit the exact ones with our dispatcher from usability testing, but the main ones are:
      • Average response time from task creation to arrival at station
      • Vehicle utilization rate (active time vs. idle time at HQ)
      • Total distance traveled by service vehicles
      • Total time vehicles spent driving vs. performing tasks (could be presented as a ratio, which I believe was discussed very early on in this project)
      • Number of tasks completed per vehicle per shift
  • simulation dashboard:
    • thinks it's good, gave feedback based on on current vision of the product, when simulation metrics are added we can add a button to generated a report for a simulation
  • after a question was asked about speed settings for simulation, it was mentioned that the stakeholder and domain experts discussed this outside of usability testing:
    • 8x is too fast for manual actions, regardless the current speed settings (0.5x - 8x) that we provide are good enough
    • perhaps for automatic scripting that speed setting will be better
  • asked about simulation using real-world data for simulations
    • Fares answered that it is not necessarily required for the scope that we originally set at the start of the project

Action Items:

  • As we progress through Iteration 9, continue addressing issues related to User Feedback, namely those that have been deemed today as high priority ( #602, #603 and #605 )
  • Deliver a mockup for playback UI controls and receive feedback from Fares

Team Sync 20

Tuesday, February 3rd, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • Ambrose McLaughlin

Note takers: Sumer Abd Alla

Notes:

  • Roundatable:
    • David: Previous PR got merged. Started working on traffic loader and organized states for it. Met with Sumer and Nirav to take a look at it.
    • Nirav: Worked on a frontend PR that got merged, as well as two PRs which added missing tests. Discussed with David and Sumer about traffic states.
    • Brian: Completed the server investigation. Started looking into what needs to be implemented for the stakeholder's API requirements.
    • Christopher: Will start working on looking at reporting metrics tomorrow and start working on building the infrastructure for it.
    • Giuliano: Merged his PRs regarding bulk task assignment endpoint and lowering the visibility of 0-task stations.
    • Vinisha: Will start working on the frontend side of the bulk task assignment feature.
    • Thomas: Working on the scrubber PR which requires significant frontend architecture adjustments.
    • Michael: Started working on replacing promtail with grafana alloy since promtail is deprecated.
    • Jutipong: Working on entity form for driver and stations. Should have a PR tonight. Will then start working on adding line numbers to the scenario editor.
    • Sumer: Merged her PR fixing a frontend bug and reviewed David's previous PR. Discussed with David and Nirav about traffic states.

Action Items:

  • Assign rest of reporting tasks to team members
  • Finish up high priority tasks to prepare for the second round of usability tests

Retrospective and Sprint Planning 10

Tuesday, February 10th, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Giuliano Verdone

Absent:

  • Brian Tkatch
  • Ambrose McLaughlin

Note takers: Giuliano Verdone

Notes:

  • Roundatable:
    • David: projected that by Friday we will have something to show stakeholder for traffic feature in order to get direct feedback, working with Jutipong to finalize the frontend control for traffic. Will start delegating research-related tasks
    • Nirav: made the release notes yesterday, unsure about what to work on iterations
    • Vini: working on mass task assignment and a PR is up for that, will address them today, opened a bug
    • Thomas: PR was opened for simulation playback scrubber has been toggled off and incomplete / remaining work will be split into subtasks for this iteration
    • Chris: merged pr to implement foundation of simulation reporting
    • Sumer: helped reviewed traffic-related PRs made by David
    • Jutipong: form validation and line numbers related to scenario management, will discuss traffic-related control with David
    • Michael: PR to introduce promtail to alloy migration
    • Giuliano: enhance the batch assign endpoint to be compatible with task re-assignment to a given driver
  • David's message about traffic user story and delegating research-related tasks:
    • David explained the current work done related to the traffic user story and will explain the general problem more, as well as the interface available. Will schedule a meeting with the team members involved to set research requirements to satisfy the interface and problem.
  • Retrospective:
    • The team retrospective was done through RetroTool. All members had 5 minutes to add comments on what went well, what went wrong and what could be improved.
    • David took the lead in reading all notes and initiate discussion on them.
    • PR reviews have been going well and fast.
    • We were able to complete most of the high-priority issues for the stakeholder.
    • There were a few delays and some tasks were left till the end of the iteration.
  • Sprint Planning:
    • Incomplete features from Iteration 9 were moved to the next one (Iteration 10).
    • The next iteration will focus on finalizing mass-assignment, traffic and sim reporting.

Action Items:

  • Assign rest of simulation reporting tasks to team members
  • Finish up high priority tasks to prepare for the second round of usability tests
  • Schedule a meeting with the team members involved to set research requirements re. traffic user story
  • David and Jutipong will meet to discuss the frontend-facing traffic control

Team Sync 21

Tuesday, February 17th, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • Ambrose McLaughlin
  • Nirav Patel

Note takers: Sumer Abd Alla

Notes:

  • Roundatable:
    • Nirav: Could not make it to the meeting but updated through Discord. He added the driver state to the resource bar and will start working on his traffic task tonight.
    • Thomas: Working on his two frontend tickets related to the scrubber. Will need to refactor a lot the frontend structure.
    • Brian: Added driver's name over driver icons. Did a server investigation on how updates to packages like docker are installed. Did a quick fix for that.
    • David: Helped Jutipong to visualize traffic in the sim and opened a PR. Discussed with others related to traffic tasks.
    • Giuliano: Researched GraphHopper traffic engine. Will need to make an interface and container for it.
    • Jutipong: Worked on visualizing traffic with David. Opened a PR for mass-assignment by dragging a station to a vehicle. Also worked on adding logging for scenario entities which was merged. Will look into the authentication ticket.
    • Vinisha: Will review Jutipong's mass-assignment by station dragging PRs today to be ready for usability tests. Has been working on mass selecting tasks in the selected item bar by clicking and dragging. Has been struggling with it and will see with the rest of frontend if they can help. Might see if we can remove this feature.
    • Christopher: Working on reporting. Currently working on idle time at HQ vs. active time.
    • Michael: Has not had much time to work on capstone due to midterms and interview prep. Plans on getting his task done this week.
    • Sumer: Worked on Montreal traffic CSV which was merged this morning. Will review the traffic visualization PR when have the time.
  • Discussed about the next round of usability tests. These tests will prioritize the improvements that were requested from the first round. It was decided that traffic is not a requirement for this round, but if done before, great. Will need to contact the next domain expert to see when they are free and hopefully get it done by the end of this iteration. Another round would be done next iteration.

Action Items:

  • Ask the stakeholder to sign off some ATs for US-23.
  • Attempt to find a solution to select and drag multiple tasks instead of using shortcuts.
  • Contact the next domain expert to run a usability test
  • David will verify everyone's availabilities during spring break.

Retrospective and Sprint Planning 11

Tuesday, February 24th, 2026

Attendance:

  • Sumer Abd Alla
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • David Carciente
  • Ambrose McLaughlin

Note takers: Giuliano Verdone

Notes:

  • Roundatable:
    • Nirav: merged PRs related to adding traffic csv and templates steps along with frontend driverStateBadge component, researched+drafted PR for Valhalla traffic engine routing provider
    • Thomas: merged PRs related to decoupling client sim with React code as well as user actions on replay, waiting on merging a frontend bugfix
    • Brian: worked on persisting traffic data, blocked by pr for visualizing traffic (which is waiting for David to address a comment), helped Sumer with merging a PR related to properly deploying traffic csv data
    • Giuliano: researched+drafted PR for GraphHopper traffic engine routing provider
    • Jutipong: planning to merge PR related to traffic (will rebase tonight), merged PR related to logging with scenario entity dialog components
    • Vinisha: merged PRs for refining resource items and resource bar
    • Christopher: merged PRs for sim reporting (reporting response times)
    • Michael: merged PRs for investigating prod error logs, queryable labels to log
    • Sumer: Merged PRs related to traffic CSV templates + added csv data to deployment / proper ci, will work on sim-related refactoring task tomorrow afternoon.
  • Retrospective:
    • The team retrospective was done through RetroTool. All members had 5 minutes to add comments on what went well, what went wrong and what could be improved.
    • Thomas took the lead in reading all notes and initiate discussion on them.
    • We got a lot of work done this sprint and issues were resolved quickly.
    • Regular communicates with the stakeholder and get quick feedback.
    • The team agreed that we need to have a steady flow of PRs during the iteration instead of having them all last minute.
  • Sprint Planning:
    • There is 1 Acceptance Test pertaining to branching (from US-23), will need to reach out to Fares on handling that
    • Discussed about the third round of usability testing. Previously there were plans to conduct another round of usability testing with the same participants and group size as Round 1. It was established that the team will first decide the threshold for features to get in first before getting friends+family to participate at a later date. In the meantime, we will continue to reach out to the stakeholder for any available domain experts.
    • Discussed the final steps on submitting our application for GCS SDG capstone impact award.
    • The team noticed that under the "Product Backlog Walkthrough" Google Sheets document, US-41 was drafted by David but has not been approved.
    • Poster board planning for April 2 → a drawio file was created to let the team begin brainstorming.
    • Discussed release 2 grading. The team identified action items based on comments provided by the professor and teaching assistant.

Action Items:

  • (Due today) Sub-teams will distribute sub-tasks for this iteration and identify any other bugs/enhancements based on release 2 grading.
  • (Due Feb. 27) Submit the team's application for the GCS SDG capstone impact award.
  • (Due Mar. 23) Complete the design for our poster presentation and submit it to AITS for plotting. To support capstone teams, AITS will offer capstone plotting on weekdays from March 23 through April 2.
  • Ask the stakeholder to approve US-41
  • Discuss acceptance test pertaining to branching with Fares

Team Sync 22

Tuesday, March 3rd, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch

Absent:

  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Giuliano Verdone

Note takers: Sumer Abd Alla

Notes:

  • Roundatable:
    • David: Performance tested different traffic providers. Graphhopper seems to be the most efficient. Resolved comments on traffic visualization PR. Currently investigating traffic loading issues on Sumer's side on the visualization branch.
    • Nirav: Worked on tickets related to the R2 feedback. Has one PR open which is ready for review.
    • Brian: Worked on closing prometheus. Plans on joining the feedback meeting.
    • Jutipong: Worked on two-way traffic to separate traffic depending on directions. Also working on multi selection.
    • Thomas: Finalizing scrubber PR for replayability and going back in time. Investigating a bug related to the seek endpoint.
    • Vinisha: Completed 2 out of 3 tasks from feedback. Working on changing station icons. Will look into usability tests afterwards.
    • Sumer: Worked on two PRs to ensure consistencies between naming conventions and use of grafana_logger. Reviewed the traffic visualization PR and ran into a bug.

Action Items:

  • Prepare for meeting with prof and TA on Thursday for R2 feedback.
  • Complete tasks for this iteration.
  • Resolve all R2 feedback

Team Sync 23

Friday, March 6th, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • Ambrose McLaughlin
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel

Note takers: Sumer Abd Alla

Notes:

  • Roundatable:
    • David: Investigated a bug for traffic visualization where performance is extremely slow on windows machine when loading/applying traffic events to the sim. This seems to happen only on windows machines.
    • Brian: Worked on traffic persistence to allow for replayability. Tested the traffic visualization bug on his local machine (mac) and no issues.
    • Thomas: Working on his scrubber ticket. Found a seek endpoint issue and communicated with Nirav to get it resolved.
    • Sumer: First found the traffic visualization bug on her local machine (windows). It takes around 6 minutes to load the sim. Created a R3 sim spec wiki to include the new scenario schema including the traffic field.
    • Jutipong: Working on multi-station selection. Plans on finishing by end of day.
    • Vinisha: Got a reply from stakeholder on station icons. Will update them to follow requests and re-validate with him.
    • Giuliano: Tested the traffic visualization bug on his local machine (windows) and the bug was present.
  • We decided to still push the traffic visualization PR (after approvals are given) as it works perfectly on mac and linux. We will be migrating the traffic provider to GraphHopper afterwards which showed way better performance and will see if it improves it for windows as well.

Action Items:

  • Get reviews for the traffic visualization PR on frontend and sim.
  • Schedule the next meeting with the stakeholder since he was unavailable today.
  • Update R3 payload in the wiki to represent what we now have.

Retrospective and Sprint Planning 12

Tuesday, March 10th, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • Ambrose McLaughlin
  • Jutipong Puntuleng

Note takers: Sumer Abd Alla

Notes:

  • Roundatable:
    • Thomas: Opened a PR but is not ready for review yet. Still working on the scrubber but should be coming up soon.
    • Vinisha: Working on the station icon change. Has been in communication with the stakeholder to get feedback.
    • David: Discussed with the stakeholder on traffic and new features he would want introduced with it such as notifcation pop ups for blocked roads/traffic. Fixed comments related to the last reporting PR.
    • Brian: Finished his traffic persistence PR and ran a prod deployment fix to resolve a traffic issue.
    • Nirav: Made the release notes for the last iteration, merged a few PRs and reviewed some.
    • Michael: Finished two logging PRs which were merged on Sunday. Has two midterms this week, so will be ready to work on capstone once they are done.
    • Sumer: Updated the sim payload in the R3 sim spec wiki. Has a midterm this week so will be ready to work next week.
    • Giuliano: Hasn't done anything since Friday but is ready to start working on his next task.
    • Christopher: Hasn't done anything but is ready to start working on his next tasks.
  • Retrospective:
    • The team retrospective was done through RetroTool. All members had 5 minutes to add comments on what went well, what went wrong and what could be improved.
    • Brian took the lead in reading all notes and initiate discussion on them.
    • Most of the work is completed and task amount is slowing down.
    • The team noticed however that some tasks were pushed to the next iteration.
    • There were still a few last minute PRs.
  • Sprint Planning:
    • David will separate US-43 into individual tasks and assign them to people once ready.
    • Next sprint will focus on improving traffic, completing reporting and improving frontend.
    • Brian will work on GraphHopper prod once it is ready.
    • Some frontend tasks were assigned to team members as traffic tasks are not ready yet.

Action Items:

  • Close the giant traffic PR #474 once rerouting at a distance is added
  • Confirm schedule with stakeholder to present the application to the Bixi team
  • Get mockups for reporting UI approved by stakeholder.

Retrospective and Sprint Planning 13

Tuesday, March 24th, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Brian Tkatch

Absent:

  • Ambrose McLaughlin
  • Jutipong Puntuleng
  • Giuliano Verdone

Note takers: Sumer Abd Alla

Notes:

  • Roundatable:
    • David: Started working on the poster on figma. Found the issue causing traffic performance slowing down on Windows and resolved it. Will review and work on traffic tasks.
    • Brian: Fixed the deployment to production workflow which would freeze for a long time by setting a timeout and one retry.
    • Thomas: Reviewed PRs. Still working on scrubber. Will start working on clustering stations in frontend.
    • Vinisha: Reserved the plotter on Friday. Completed all tasks assigned to her. Plans on working on the poster and will see what tasks she can work on for frontend.
    • Nirav: Completed two PRs which are waiting for Graphhopper to be merged first. Reviewed the Graphhopper PR.
    • Christopher: Will work on enhancing the resume feature as sim metrics are not resuming.
    • Michael: Worked with Ambrose to work on metrics in simulation.
    • Sumer: Completed smooth transitioning with the help of Ambrose and David to resolve a bug. Started working on global traffic.
  • Retrospective:
    • The team retrospective was done through RetroTool. All members had 5 minutes to add comments on what went well, what went wrong and what could be improved.
    • Vinisha took the lead in reading all notes and initiate discussion on them.
    • We had lots of teamwork/pair-programming during this iteration.
    • The windows bug made it hard for those working on windows to test traffic but the bug is fixed now!
    • The project is almost done, just left last crunch.
    • Unfortunately, graphhopper is still not in production which delayed a few tasks.
  • Sprint Planning:
    • Complete last tasks during this iteration.
    • If time permits and if needed, the team will create enhancement tasks to enhance the project.
    • Need to introduce an end screen for the simulation when a sim ends.

Action Items:

  • Finish poster by Friday.
  • Aim to complete major frontend tasks before Friday to include in poster.
  • Test performance of the simulation with multiple sims running.
  • Decide what appears when a simulation ends.
  • Team meeting on Friday after stakeholder meeting to check on progress

Team Sync 24

Tuesday, March 31st, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa

Absent:

  • Ambrose McLaughlin
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Note takers: Sumer Abd Alla

Notes:

  • Roundatable:
    • David: Reviewed stop lights PR. Will meet with Ambrose to help finish one of his tasks. Working on completing 3D model for little pins we want to pass during the capstone poster.
    • Christopher: Resolved the bug related to sim reporting and created a PR for it. Did a few refactor to adjust the code. Planning on working on the demo video.
    • Thomas: Working on the last clustering PR and buffering. Started designing the t-shirt for poster day.
    • Michael: Worked on the simulation completion percentage which got merged. Might start working on resolving another sim reporting bug.
    • Sumer: Worked on global traffic and has the PR up for review and otherwise reviewed Giuliano's PR.
    • Vinisha: Worked on a few small PRs. Will be working on a frontend bug. She also went to get the poster printed.
  • We finalized the votes for deciding on matching t-shirts.

Action Items:

  • Finalize design for matching t-shirts.
  • Complete the demo video and description.
  • Continue reviewing and merging PRs.

Team Sync 25

Tuesday, April 7th, 2026

Attendance:

  • Sumer Abd Alla
  • David Carciente
  • Thomas Mahut
  • Vinisha Manek
  • Christopher Mezzacappa
  • Michael Mezzacappa
  • Nirav Patel
  • Jutipong Puntuleng
  • Brian Tkatch
  • Giuliano Verdone

Absent:

  • Ambrose McLaughlin

Note takers: Sumer Abd Alla

Notes:

  • Roundatable:
    • Nirav: Has been sick since poster day. Will address comments on his traffic light / stop sign PR.
    • Thomas: Completed the scrubber PR and will address comments on it. Talked with the stakeholder and will work on improving the live reporting and cluster features.
    • Vinisha: Talked with the stakeholder and will work on improving the live reporting and cluster features. Plans on helping out with usability tests.
    • Brian: Got sick from poster day. Had his template endpoint PR merged and reviewed multiple PRs.
    • Christopher: Addressed comments on his persistence for reporting PR.
    • David: Built the powerpoint slides for the R3 presentation from the R2 template.
    • Jutipong: Caught up with everything. Updated the mockup wiki to be up to date. Had the chance to review Thomas' PR and will review Giuliano's one next.
    • Michael: Will work on the shift reporting bug on sim side. Plans on doing usability tests after.
    • Sumer: Has the global traffic PR up for review. Reviewed Nirav's traffic light / stop sign PR. Plans on doing usability tests later.
    • Giuliano: Has a PR open for traffic template management on frontend. Plans on doing usability tests later.
  • The team started talking about the BIXI presentation. It will probably be a general show of the application and its features with a demo. Team wants to wear the VeloSim matching t-shirts.
  • Checked currently open tasks and assessed what can be done.
  • Organized how we will work with the R3 presentation. Decided on some of the main features of R3.

Action Items:

  • Complete all open tasks
  • Have everyone do at least 3 usability tests by Friday
  • Start working on the presentation video
  • Finish up capstone!

Table of Contents

Meeting Minutes

Simulation Meeting Minutes
Frontend Meeting Minutes
Backend Meeting Minutes

Risks
User Consent and End-User License Agreement
Legal and Ethical Issues
Economic
Budget
Personas
Diversity Statement
Overall Architecture and Class Diagrams
Infrastructure and Tools
Name Conventions
Testing Plan and Continuous Integration
Security
Performance
Deployment Plan and Infrastructure
Missing Knowledge and Independent Learning
Glossary
Mockups
UI Evolution
Logging
Metrics
VeloSim Observability & Performance Insights
User Manual
Usability Tests

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