Project Team Runbook
#
Project Timeline
##
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