Project Team Runbook

Timeline:

Summer

End of July:

Project proposal Discussion

August:

Meeting with NPO 

• Clarify communication channel(slack,discord,email) 
  • easily accessible, ideally faster than email
• Confirm project for year 

First project team meeting 

• Start design mockups 
• Software design documents(architecture)
  • NPO approves/provides feedback on designs before semester starts 
• Should be done by whole team 
• Database schema
• Tech stack
• API interfaces

 

• Tech Lead/VP Tech responsibilities
  • Setup Github repo
  • Setup pipelines
  • Staging environment
    
• PM
  • Start writing master issues for general features 
    • Heavily follow scrum and user stories 
    • TECH LEAD SHOULD WRITE TECHNICAL FEATURES OF ISSUES 

First Semester

September:

• Meeting with NPOs for feedback(biweekly) 

October:
Midpoint review with VP Projects and Tech Leads

• Feedback from NPO and team members 
  • improvements in operation 
• Updates on Projects
• General feedback on teams 
  • Team member status
  • Efficient practices
  • Operational Changes 
  • Design Team Review 
  • Cross check with project proposal 

November-December:

Semester review with VP Projects and Tech Leads 

• Review MVP progress 
  • next steps if necessary 
• Updates on Projects
• General feedback on teams 
  • Team member status
  • Efficient practices
  • Operational Changes 
  • Design Team Review 
  • Cross check with project proposal 

End of Semester:

• NPO Meeting 
  • MVP showcase 
• Winter break 

Winter Break to Beginning Spring Semester

• Project team changes
  • swaps for Devs of PMs
    • Spring Onboarding Meeting
      • Tech Leads, PMs, VP Projects
      • BEFORE SEMESTER STARTS 
  • Implement operational changes
• Restart NPO communication
  • Ensure project is on

Early March before Spring Break 

Midpoint review with VP Projects and Tech Leads

• Feedback from NPO and team members 
  • improvements in operation 
• Updates on Projects
• General feedback on teams 
  • Team member status
  • Efficient practices
  • Operational Changes 
  • Design Team Review 
  • Cross check with project proposal 

During/After Spring Break

• Plan and implement operational changes 

End of April 

• Final Product demo for VP Tech, VP Project, and others 
• Testing and final changes 
• Cross check with project proposal 

May 

• Final Product Handoff