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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 schema
    • Responsibilities
    -
  • **Tech stack
    • Lead
  • 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

 

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