Project Team Runbook

#

Project Timeline

##

Summer

Summer

###

End of July
-

**

• Project Proposal Discussion**Discussion

  ---

##

August

###

Pre-Semester Preparations
-

**

• Meeting with NPO**
  -NPO

  **

• Confirm project for the year**year

  ###

Communication & Collaboration Setup
-

**

• Clarify communication channels:**

  
  
  • -

    Options: Slack, Discord, Email (choose one that is easily accessible and ideally faster than email)

    ###

Project Kickoff & Design
-

**

• First Project Team Meeting**
  -Meeting

  **

• Start Design Mockups**
  -Mockups

  **

• Develop Software Design Documents:**
  

  -

  • Architecture documents
    

  -

  • Database schema
    

  -

  • Tech stack decisions
    

  -

  • API interface specifications
    -

    **

• NPO Involvement:**
  

  -

  • NPO reviews and provides feedback on designs prior to semester start
    

  -

  • This process should involve the entire team

    ###

Team Responsibilities
-

**

• Tech Lead / VP Tech Responsibilities:**
  

  -

  • Setup GitHub repository
    

  -

  • Setup pipelines
    

  -

  • Establish staging environment
    -

    **

• Project Manager (PM):**
  

  -

  • Begin writing master issues for general features, following scrum methodology and user stories
    -

    **

• Technical Aspect:**
  

  -

  • TECH LEAD to write technical features of issues

    ---

  ##

First Semester

September

• ### September
  - **Biweekly Meetings:**
  

  -

  • Meeting with NPOs for ongoing feedback

October

• ### October
  - **Midpoint Review with VP Projects and Tech Leads:**
  

  -
  • **

    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
      

    -

    • Improvements in operations
      

    -

    • Project
       updates

    • General team feedback

    • Team member statuses

    • Efficient practices

    • Operational changes

    • Design team review confirming alignment with project proposal

During/After Spring Break

• Operational Changes:

  • Plan and implement further operational improvements

End of April

• Final Product Demo:

  • Presentation for VP Tech, VP Projects, and other stakeholders

  • Testing and final adjustments

  • Final cross-check with project proposal

May

• Final Product Handoff