Project Team Runbook

Timeline:

# Project Timeline

## Summer

### End of July:July
- **Project Proposal Discussion**

Project proposal Discussion---

August:## August

### Pre-Semester Preparations
- **Meeting with NPONPO**
- **Confirm project for the year**

###

Communication & Collaboration Setup
- **Clarify communication channel(slack,discord,email)channels:**  
 

- Options: Slack, Discord, Email (choose one that is easily accessible,accessible and ideally faster than email Confirm project for year  email)

### Project Kickoff & Design
- **First projectProject teamTeam meetingMeeting**
-

**Start designDesign mockupsMockups**
- **Develop Software designDesign documents(architecture)Documents:**
 

• - Architecture documents
    - Database schema
    - Tech stack decisions
    - API interface specifications
  - **NPO approves/Involvement:**
    - NPO reviews and provides feedback on designs beforeprior to semester startsstart
   

- This Shouldprocess beshould doneinvolve bythe wholeentire team

###

DatabaseTeam schemaResponsibilities
- **Tech stackLead API/ interfaces

 

Tech Lead/VP Tech responsibilitiesResponsibilities:**
 

• - Setup GithubGitHub repo

repository
  - Setup pipelines
 Staging - Establish staging environment
- **Project Manager PM(PM):**
 

• -
• StartBegin writing master issues for general featuresfeatures,
• Heavily followfollowing scrum methodology and user stories
  -

**Technical Aspect:**
  - TECH LEAD SHOULDto WRITEwrite TECHNICALtechnical FEATURESfeatures OFof ISSUESissues

---

##

First Semester

September:

###

September
- **Biweekly Meetings:**
  - Meeting with NPOs for feedback(biweekly)ongoing feedback

October:### October
- **Midpoint reviewReview with VP Projects and Tech LeadsLeads:**
  - **Feedback Focus:**
    - Input from NPO and team members
    - Improvements in operations
    - Project updates
    - General team feedback
    - Team member statuses
    - Efficient practices
    - Necessary operational changes
    - Design team review ensuring alignment with project proposal

###

November - December
- **Semester Review with VP Projects and Tech Leads:**
  - **Review Points:**
    - MVP progress
    - Next steps (if necessary)
    - Project updates
    - General team feedback
    - Team member statuses
    - Efficient practices
    - Operational changes
    - Design team review for cross-checking with project proposal

### End of Semester
- **NPO Meeting:**
  - MVP Showcase
  - Winter Break begins

---

## Transition: Winter Break to Beginning of Spring Semester

- **Project Team Adjustments:**
  - Possible swaps between Developers and PMs
- **Spring Onboarding Meeting:**
  - Involvement of Tech Leads, PMs, and VP Projects, conducted BEFORE the semester starts
  - Implement operational changes
  - Restart NPO communication
  - Confirm project readiness

---

## Early March (Before Spring Break)

- **Midpoint Review with VP Projects and Tech Leads:**
  - **Review Areas:**
    - Feedback from NPO and team members
   

- improvementsImprovements in operation  Updates on Projects General feedback on teamsoperations
   

- 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:Project

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