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sprint-planning.qmd
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---
title: "Sprint Planning"
editor: visual
---
Each section of the sprint meetings will be timed.
The Timer is responsible for setting a timer to indicate when the time is up, though the group may collectively decide to continue a conversation.
[Running notes from sprint planning and retrospective](https://hackmd.io/ih-qR2B6RJ221MJEFeEqcA)
### Roles
Roles are pre-assigned to different group members (e.g. by [this script](https://github.com/cct-datascience/meeting-roles/blob/main/generate_roles.R)) in [this Google Sheet](https://docs.google.com/spreadsheets/d/1k4B59FdpGxAd2sNrgbXRLrYIVgcxjvnYF5yJoaIcOAA/edit#gid=0).
- **All Team Members**: Share their own screen when it's their turn to review their tickets, progress, and point estimates
- **Timer**: Keeps track of time spent on each section of the meeting and tells group when it is time to move on.
- **Scribe**: Keeps track of todo list on HackMD including:
- new issues to create
- issues that need to be broken up into smaller tasks
- follow-up discussions and meetings that are proposed.
- **Leader**: Keeps group on topic and on schedule, lets the scribe know when to make a note of something if not already done, and generally directs the flow of the meeting.
## Sprint Review/Planning
In October 2020 we decided to combine Sprint Review and Planning into a single, 1.5 hour biweekly meeting, scheduled for 10:00-11:30 am on Fridays.
The goals of this meeting are:
- Keep group up to date on new tools, products, and accomplishments
- Review previous sprint and identify where we are stuck
- Compare estimates with reality, and review progress and velocity
- Plan next sprint
### Process
#### Pre-meeting preparation
- Move completed issues to 'Done' column of GitHub board
- Done issues should include a brief description of the outcome(s) that may include:
- Link to merged pull request
- Links to output such as documentation, datasets, etc
- Figures and screenshots
- Incomplete issues are either
- moved to done with a description of what was completed and links one or more new issues containing the remaining tasks
- changed to an epic with sub-tasks
- if little or no progress has been made, bumped to next sprint
- Review [previous Sprint meeting notes](https://hackmd.io/ih-qR2B6RJ221MJEFeEqcA) for unfinished TODO items
- Create new sprints on GitHub board...
### Meeting outline
#### Part I: Review
- 2 minutes
- Check [roles](https://docs.google.com/spreadsheets/d/1k4B59FdpGxAd2sNrgbXRLrYIVgcxjvnYF5yJoaIcOAA/edit#gid=0); Scribe records in HackMD sprint notes:
- Title & date
- Meeting attendees
- Roles
- TODO items: checklist with assigned individual
- Misc notes
- Open up this page in the group procedures book
- Open up [Sprint planning & retrospective notes (HackMD)](https://hackmd.io/ih-qR2B6RJ221MJEFeEqcA)
- Open up [GitHub board](https://github.com/orgs/cct-datascience/projects/8/)
- Review [HackMD notes](https://hackmd.io/ih-qR2B6RJ221MJEFeEqcA) for tasks and to-dos that were not addressed before meeting
- Demo (10 minutes)
- someone demo something accomplished; this should be assigned at the previous Sprint meeting
- Choose demo presenter for next sprint
- Review (30 minutes)
- Each team member will share their screen and review their work from the previous Sprint:
- Select previous sprint time period under sprint filter drop down
- If there are any remaining New, Ready, or In Progress issues (which there should not be any), they should quickly be dealt with
- Review all Review/QA and Done issues
- If there is not a sufficient description of the issue or its resolution, close the issue but add a note to HackMD for the issue owner
- Discuss estimated points vs actual effort. Team members can explain and *change* point values at this time, before closing\
- Move completed issues to Closed
- Close - if issues are under Sprints, they are **not** closed automatically on the last day of the Sprint and need to be manually closed. There is a "cleanup" [view](https://github.com/orgs/cct-datascience/projects/8/views/10) on our board to help facilitate this.
#### Part II: Planning
- 5 minutes
- On your own / optional break
- Write new issues individually
- Should reflect group discussion, particularly on collaborative projects
- Check to make sure all issues have clearly defined steps and outcomes
- Identify any outstanding PRs and create issues to have them reviewed as necessary.
- 15 minutes
- Each team member will share their screen and review their work for the subsequent Sprint:
- Select current sprint milestone under milestone filter drop down
- Briefly discuss each issue, the outcomes, point value, and how others might help
- End with gratitude towards team members
#### Part III: Report review
- Do this after the sprint is over, during Monday's standup
- Charts (10 minutes)
- Review reports (called "insights" on GitHub project board).
The leader should share their screen and go through the reports.
- Burndown report
- Open issues should go down at a steady rate and be replaced by completed issues
- Should end with 0 open issues
- If not, discuss why not
- Cumulative flow
- Shows number of open issues in last 3 months
- Make sure no one status is getting substantially larger (*this chart is currently broken and doesn't break down issues by status*)
- Make sure we aren't accumulating too much too quickly---we should get toward steady state or know why not
- Velocity tracking
- See if we are going at a consistent pace
- Make sure that scope of next sprint is feasible given running average pace