Meeting Minutes - CMPUT301F25quanti/quanti-agents GitHub Wiki

Meeting Minutes:

October 9th, 2025 - Thursday @ ETLC Meeting notes

Team quanti met with project manager, Harshit, who gave us specifics of deliverables and how the project should go about. Few definitions too:

UI: Every Screen and description of what the screen is Story board: - includes all screens and how they're linked; how the app flows
Shows buttons and actions Example: clicking login, takes the user to the login screen
Can potentially use figma

If can’t be implement in xml, gonna be tough work. Don’t have a UI that is too technical and unfeasible.

CRC cards part are relatively lower effort

Use github issues to document user responsibilities, follow agile

Project wiki: meeting notes What was discussed, What went well, What to be improved any concerns

Meeting log is using markdown

Meetings without harshit not marked but do the same thing as above, what was discussed, any concerns, etc.

When one person pushes code, work does not seem to be distributed equally. Harshit only sees final commits. Therefore do equal commits, shows that multiple people worked together

For the final presentation, add something unique, maybe nicer ui, adding lottery drawing to google calendar, etc. Have good energy too.

When you commit, do proper commit messages, like dont just write “fixed!”

On Github issues, write “in progress” if you're working on something

Decide which user stories are gonna be finished for project part 3, at least 50%. Dont say 60 and do 50, will be docked marks if you overcommit and don’t deliver.

Harshit’s discord: reallyok

Use png formatting when submitting images from figma, don’t use links

Mark name of issue with the user story

Crc cards and user stories commits need to be equal among team members

Decided to meet next virtually on Friday evening - October 10th.

October 13, 2025:

October 13th, 2025 - Monday @ Discord Meeting notes

  • Went over the project description/ Project part 2
  • Clarified team roles
  • Organized US into categories as a team
  • Labeled each US with a time value and a risk value
  • Discussed deadlines
  • Discussed story board (Hetang had worked on a great UI mockup coming into the meeting)
Team Member Role (Project Part 2)
Nick 1
Dotun 2
Adnan 3
Hannan 2,3
Hetang 2,3
Noel 1,2
Category User Story Timeval Risk
Waitlist US 01.01.01 As an entrant, I want to join the waiting list for a specific event 1 Low
US 01.01.02 As an entrant, I want to leave the waiting list for a specific event 1 Low
US 01.05.01 As an entrant, I want another chance if a selected user declines invite 3 Medium
US 01.05.04 As an entrant, I want to know total entrants on the waiting list 1 Low
US 02.03.01 As an organizer I want to limit number of entrants on my waiting list 2 Low
Geo US 02.02.02 As an organizer I want to see map locations of entrants 4 Medium
US 02.02.03 As an organizer I want to enable/disable the geolocation requirement 4 Medium
Device Info US 01.02.01 As an entrant, I want to provide personal info (name, email, phone) 1 Low
US 01.02.02 As an entrant, I want to update personal info on my profile 1 Low
US 01.07.01 As an entrant, I want to be identified by device (no username/password) 4 Medium
US 03.07.01 As an admin, I want to remove organizers violating app policy 4 Medium
Notification US 01.04.01 Entrant notified when chosen ("win") 3 Medium
US 01.04.02 Entrant notified when not chosen ("lose") 3 Medium
US 01.04.03 Entrant opt-out of notifications 3 Medium
US 02.05.01 Organizer sends notification to chosen entrants ("win") 3 Medium
US 02.05.03 Organizer draws replacement if someone cancels 3 Medium
US 02.07.01 Organizer sends notifications to all waiting entrants 3 Medium
US 02.07.02 Organizer sends notifications to selected entrants 3 Medium
US 02.07.03 Organizer notifies cancelled entrants 3 Medium
US 03.08.01 Admin reviews logs of all notifications sent 3 Medium
QR US 01.06.01 Entrant views event details by scanning QR code 4 Medium
US 02.01.01 Organizer creates event and generates unique promotional QR 4 Medium
Events US 01.01.03 Entrant views list of joinable events 1 Low
US 01.01.04 Entrant filters events by interests and availability 3 Medium
US 02.01.04 Organizer sets registration period 1 Low
Profile US 01.02.03 Entrant views history of registered events 2 Medium
US 01.02.04 Entrant deletes their profile – Low
US 03.02.01 Admin removes profiles 1 Low
US 03.05.01 Admin browses profiles 4 Medium
EventRegistration US 01.05.02 Entrant accepts invitation when chosen 2 Low
US 01.05.03 Entrant declines invitation when chosen 2 Low
US 01.05.05 Entrant informed about selection criteria 1 Low
US 01.06.02 Entrant signs up from event details page 2 Low
US 02.02.01 Organizer views list of entrants 1 Low
US 02.05.02 Organizer samples specified number of attendees 1 Low
US 02.06.01 Organizer views invited entrants list 1 Low
US 02.06.02 Organizer views cancelled entrants list 1 Low
US 02.06.03 Organizer views final enrolled entrants list 1 Low
US 02.06.04 Organizer cancels entrants who didn’t sign up 2 Low
US 02.06.05 Organizer exports final enrolled list as CSV 3 Medium
US 03.01.01 Admin removes events 1 Low
US 03.04.01 Admin browses events 4 Medium
Poster US 02.04.01 Organizer uploads event poster 2 Low
US 02.04.02 Organizer updates event poster 3 Medium
US 03.03.01 Admin removes images 1 Low
US 03.06.01 Admin browses uploaded images 4 Medium

October 16, 2025:

October 16th Meeting

Date: 2025-10-16
Time: 18:30 – 19:00
Location / Platform: In-Person(On Campus during Lab Session)

Attendees

  • Dotun Famobio (dfamobio)
  • Hetang Mehta (hmmehta)
  • Adnan Sudheesh (sudheesh)
  • Nick Rutter (nbrutter)
  • Noel De Roij (deroij)
  • Hannan Sandhu (abdulha2)

Meeting Objectives

  1. To show our TA, Harshit, our current progress with Project Part 2.

What Went Well

  • Harshit liked the mockups overall.
  • The CRC formatting issue raised by Adnan was resolved successfully.
  • Team demonstrated good understanding of user story breakdown and storyboarding.

What Can Be Improved

  • Need to adjust roles so that regular users can both create and join events.

Discussion Summary

1. Feedback on Roles and User Capabilities

  • Key points:

    • Regular users should be able to create and join events.
    • Admins are separate from regular users. They cannot create events, only monitor.

  • Decisions:

  • Follow-ups:
    • Adjust user role format accordingly (merge entrant and organizer roles)
    • Responsible: Dotun, Hetang, Noel
    • Due: Oct 20th Meeting at 9:00pm

2. Mockups and Storyboard Sequences

  • Key points:

    • TA liked mockups and gave suggestions.
    • Storyboard sequences will include more screens than mockups due to intermediary steps

  • Decisions:

    • Add any missing intermediary screens.
    • Make sure relevant user stories are referenced in comments
  • Follow-ups:
    • Responsible: Dotun and Noel
    • Due: Oct 20th Meeting at 9:00pm

Prepared by: Dotun Famobio (dfamobio)
Version: 1.0
Last Updated: 2025-10-16

October 20, 2025:

October 20th Meeting

Date: 2025-10-20
Time: 17:30 – 18:00
Location / Platform: Discord Voice Channel

Attendees

  • Dotun Famobio (dfamobio)
  • Hetang Mehta (hmmehta)
  • Adnan Sudheesh (sudheesh)
  • Noel De Roij (deroij)
  • Hannan Sandhu (abdulha2)

Meeting Objectives

  1. Overall progress check.

What Went Well

  • Clear agreement that Admin users need a few more views.
  • Alignment on tagging GitHub issues as user stories for backlog organization.
  • Plan established to include a Login page and improve storyboard flow.

What Can Be Improved

  • UI mockups still need comments and references to relevant user stories.
  • Milestones for Project Part 3 and Project Part 4 need to be created and applied to user stories.

Discussion Summary

1. Admin Views

  • Key points:

    • Admin users need additional views.

  • Decisions:

    • Proceed with creating the extra Admin views.

  • Follow-ups:

    • Responsible: Hetang

2. GitHub Backlog Tagging

  • Key points:

    • User stories should be tagged under under stories for the backlog.

  • Decisions:

    • Standardize tagging across all relevant issues.

  • Follow-ups:

    • Responsible: Dotun

3. Storyboard Flow & Login Page

  • Key points:

    • Storyboard sequences must show the flow and include a Login page.

  • Decisions:

    • Add a basic Login screen and integrate it into the storyboard flow.

  • Follow-ups:

    • Responsible: Noel

4. UI Mockup Comments & Story References

  • Key points:

    • Mockups require comments and links to relevant user stories.

  • Decisions:

    • Annotate each mockup with its related user stories.

  • Follow-ups:

    • Responsible: Dotun

6. Part 3 / Part 4 Milestone Selection & Review

  • Key points:

    • We need to find out what users stories will be implented in part 3 vs part 4. We must also keep in mind Part 3 is due before reading week.

  • Decisions:

    • Select Milestones for each Github issue and specify how we use the milestones in the README.

  • Follow-ups:

    • Responsible (draft): Dotun
    • Responsible (review & comments): Entire team

Prepared by: Dotun Famobio (dfamobio)
Version: 1.0
Last Updated: 2025-10-20

October 23, 2025:

Meeting Minutes Template

Date: 2025-10-23
Time: 17:30 – 18:00
Location / Platform: In-Person Lab Section

Attendees

  • Dotun Famobio (dfamobio)
  • Hetang Mehta (hmmehta)
  • Nick Rutter (nbrutter)
  • Noel De Roij (deroij)
  • Hannan Sandhu (abdulha2)
  • Absent: Adnan Sudheesh (sudheesh)

Meeting Objectives

  1. Get feedback on project part 2
  2. Learn about project part 3

What Went Well

  • We had most things the TA was looking for

What Can Be Improved

  • UI mockup was missing a background for dark mode users

  • Storyboard flow needs text describing which button takes users between screens

  • Need links to the wiki from the main page

  • Subissues also need a risk and time estimate, apart from the main issue

  • The entire team will be docked points for the meetings if someone doesn't show up, though the person that missed it loses the most

  • Unit testing, Javadocs and UML need to be made in project part 3

Meeting on Friday, Oct 24 at 5:00pm

To discuss next steps for finishing Project Part 2 & Starting Project Part 3

Prepared by: Noel De Roij (deroij) Version: 1.1
Last Updated: 2025-10-23

October 24, 2025:

Meeting Minutes

Meeting Title: Team Development Sync
Date: 2025-10-23
Time: 2:30 PM – 3:15 PM
Location / Platform: Discord Voice Chat Note-taker: Hetang Mehta

Attendees

  • Dotun Famobio (dfamobio)
  • Hetang Mehta (hmmehta)
  • Nick Rutter (nbrutter)
  • Noel De Roij (deroij)
  • Hannan Sandhu (abdulha2)
  • Adnan Sudheesh (sudheesh)

Meeting Objectives

  1. Review storyboard and UI mockup updates
  2. Plan UML design and documentation responsibilities
  3. Establish sprint and branch strategies

Agenda

# Topic Presenter Time Allocated Notes
1 Review updated StoryBoard & UI Hetang 10 min Completed updates pushed to GitHub
2 Feedback & upcoming tasks Hannan 15 min Wiki and README restructuring discussed
3 UML & sprint planning All 20 min Agreed on tools, documentation, and workflow

What Went Well

  • StoryBoard, User Stories, and UI Mockup updates were completed and uploaded successfully.
  • Team agreed on using PlantUML for UML diagram creation.
  • Clear ownership established for documentation and testing tasks.

Strong collaboration and progress on foundational project elements.

What Can Be Improved

  • Improve speed of picking up and completing assigned stories.
  • Need more clarity on Git branch naming conventions.

Could benefit from a structured weekly sprint review to maintain pace and accountability.

Discussion Summary

1. Task Updates

Key Points:

  • StoryBoard and UI mockups updated; feedback incorporated.

Decisions:

  • Move wiki documentation into README for easier access.

Follow-ups:

  • Hannan → Move Wiki content to README. (Due: 2025-10-25)
  • Hetang → Update UI mockups and storyboard. (Due: 2025-10-26)

2. Project Workflow and Planning

Key Points:

  • Everyone should start picking up stories proactively.
  • UML diagrams to be collaboratively built using PlantUML.
  • Each developer is responsible for their own code documentation and test cases.
  • Weekly sprint schedule setup on Mondays.
  • Adopt an individual Git branch workflow.

Decisions:

  • Begin UML design this week.
  • Finalize sprint plan during next Monday’s meeting.

Follow-ups:

  • All members → Begin UML diagram work. (Ongoing)
  • All members → Prepare CRC cards for next meeting. (Due: Monday 2025-10-27)

Action Items

# Action Item Responsible Due Date Status
1 Move Wiki content to README Hannan 2025-10-25 Pending
2 Update UI Mockups and StoryBoard Hetang 2025-10-26 Pending
3 Begin UML Diagram (PlantUML) All Members 2025-10-27 In Progress
4 Prepare CRC Cards for Review All Members 2025-10-27 Pending

Prepared by: Hetang Mehta (hmmehta)
Version: 1.0
Last Updated: 2025-10-23

October 27, 2025:

CMPUT 301 – Team Meeting Notes

Date: October 27th, 2025
Location: DICE, 8-230
Duration: 165 minutes

1. Attendance

All team members were present:

  • Adnan
  • Hetang
  • Nick
  • Dotun
  • Neroij
  • Hannan

2. Discussion Summary

UML Design Progress

  • Each member presented an initial UML draft.
  • The team collectively decided to build upon Hannan’s rough UML draft as the base design.
  • UML drafts from Nick, Dotun, and Neroij were used as references to improve clarity and structure.
  • Hetang’s prior experience with model design significantly aided the discussion around defining and refining model classes.
  • Additional suggestions from Neroij, Dotun, Adnan, Nick, and Hannan helped finalize the model design strategy.

Design Components Discussed

  • Initial planning covered Models, Services, Views, and Controllers in alignment with the MVC architecture.
  • The team performed a detailed breakdown of all required Views, ensuring functional completeness.
  • Members collaborated actively in defining roles, ensuring consistency between the Model, View, and Controller layers.
  • The Overleaf shared document was identified as the main collaborative workspace for ongoing design updates:
    Overleaf Project Link

Team Roles and Responsibilities

  • Each member was assigned specific components to work on as part of the UML and initial sprint:
    • Hannan, Nick, and Dotun: Finalzing the Work on Views, finalzing the UML and related initial sprint goals .
    • Hetang and Neroij, and Adnan: Working on Models, Services, and Controller, finalizing the UML, and related initial sprint goals.

3. Action Items and Deadlines

Task Responsible Deadline
Finalize UML Design Entire Team Wednesday, 12:00 AM MST
Begin Sprint 1 Implementation and pushes from individual branches All Members Immediately following UML finalization

4. Decisions Made

  • Wednesday 12 AM MST was finalized as the internal submission deadline for UML design.
  • Sprint 1 officially commenced, with each team member progressing on their assigned development tasks.

5. Next Meeting

Date: October 30th, 2025
Agenda:

  • Evaluate early sprint outcomes.
  • Identify potential design improvements and assign follow-up actions.

Prepared by: Hannan Sandhu
Course: CMPUT 301 – Introduction to Software Engineering
University of Alberta

October 30, 2025:

CMPUT 301 – Team Meeting Notes

Date: October 30th, 2025
Location: ETLC E1-003
Duration: 45 minutes

1. Attendance

All team members were present:

  • Adnan
  • Hetang
  • Nick
  • Dotun
  • Neroij
  • Hannan

2. Discussion Summary

Things mentioned by Harshit

  • Give priority to the backend since there isn’t enough time to completely make a full-fledged “polished” XML. Can do that for the final part 4.
  • When writing code, write docs and test cases along with it, don’t wait until the end.
  • UI testing is not that comprehensive
  • Back end testing must be comprehensive
  • UML is almost done, just need to correct arrows instead of making everything general association by default.
  • Add a file on how to run the application. Harshit will clone the repo and the app will be run on his computer. Simple markdown file required on running instructions.
  • When submitting part 4, all additional screens must be reflected on storyboards, UI, and UML

3. Action Items and Deadlines

  • Dotun shall divide user stories among team members - Thursday, October 30th - 11pm.
  • Correct UML arrows - Sunday, November 2nd - 4pm
  • All members shall start working on their user stories and explain progress during next meeting - Sunday, November 2nd - 4pm

4. Decisions Made

  • Functions will be implemented via feature branches.
  • Related views and respective user stories will be worked on together in pairs.

5. Next Meeting

Date: November 2nd, 2025 (Sunday)
Agenda: Continue working on codebase

Prepared by: Adnan Jasim Sudheesh
Course: CMPUT 301 – Introduction to Software Engineering
University of Alberta

November 2nd, 2025:

Meeting Title: CMPUT 301 — Nov 2 Progress Check
Date: 2025-11-02
Time: — 16:00 - 16:30 Location / Platform: Discord Call Note-taker: Dotun Famobio

Attendees

  • Dotun Famobio (dfamobio)
  • Hetang Mehta (hmmehta)
  • Adnan Sudheesh (sudheesh)
  • Noel De Roij (deroij)
  • Hannan Sandhu (abdulha2)

Meeting Objectives

  1. Quick overall progress check.
  2. Reinforce branch workflow and doc standards.
  3. Plan pre-submission tasks (UML & user stories) before Nov 6.

What Went Well

  • Branches progressing; Hannan completed his tasks.
  • Clear reminders on workflow reduced risk of future merge mistakes.

What Can Be Improved

  • Avoid accidental commits to main; always confirm branch first.
  • Keep UML synchronized with structural code changes.
  • Limit AI usage to debugging/formatting to maintain authorship clarity.

Capture bottlenecks, pain points, or processes that could be optimized.

Discussion Summary

1. Branch hygiene & workflow reminder

  • Key points:

    • Adnan accidentally worked on main. Team reminded to run git status before starting.

  • Decisions:

    • Treat main as protected by convention; create/update feature branches.
  • Follow-ups:
    • Responsible: Everyone
    • Due: Ongoing

2. Status update: feature branches & applying feedback

  • Key points:

    • Hannan finished his branches and will apply Part 2 feedback to UML.

  • Decisions:

    • Hannan to own integrating feedback into diagrams.
  • Follow-ups:
    • Responsible: Hannan
    • Due: 2025-11-05 (night before Nov 6 deadline)

3. Standards: UML & method documentation

  • Key points:

    • Any structural changes must be reflected in UML.
    • Every method needs a description, parameters, and return values.

  • Decisions:

    • PRs must include updated UML/method docs when structure changes.
  • Follow-ups:
    • Responsible: All contributors
    • Due: With each PR

4. AI usage guideline

  • Key points:

    • Limit AI to debugging and XML formatting.

  • Decisions:

    • Avoid using AI to author core logic or documentation text.
  • Follow-ups:
    • Responsible: Everyone
    • Due: Ongoing

5. Timeline & file structure

  • Key points:

    • User stories should be practically done the night before the due date (Thu, Nov 6) to give Hannan & Adnan time to finalize UML.
    • Hetang will also adjust folder structure.

  • Decisions:

    • Soft deadline set for Nov 5 night.
  • Follow-ups:
    • Responsible: All (user stories); Hetang (file structure)
    • Due: 2025-11-05 (stories) / 2025-11-05 (structure)

Action Items

# Action Item Responsible Due Date Status
1 Verify branch with git status before coding; avoid main. Everyone Ongoing Pending
2 Apply Part 2 feedback to UML and sync with code. Hannan 2025-11-06 Pending
3 Ensure each method has description, parameters, return docs. Everyone With each PR Pending
4 Limit AI to debugging and XML formatting. Everyone Ongoing Pending
5 Complete user stories by the night before the deadline. Everyone 2025-11-05 Pending
6 Update project folder structure as discussed. Hetang 2025-11-02 Pending

November 13th, 2025 - @ ETLC Meeting notes

CMPUT 301 – Team Meeting Notes

Date: November 13, 2025
Location: Online Meeting
Duration: 30 mins

1. Attendance

All team members were present.

2. Discussion Summary

Task Division and Review

  • The team agreed to continue with the previous division of tasks established by Dotun for Part 4.
  • A key priority identified was ensuring that Part 3 contains all required features and is fully functional before we start implmenting part 4.
  • Members emphasized verifying each component of Part 3 to ensure nothing is missing or broken.

Strategy for Part 4

  • The team reflected on the last-minute issues encountered in Part 3 and decided to work in a connected, synchronized manner to avoid repeating the same mistakes.
  • A shared strategy was set to ensure incremental progress, faster communication, and early detection of integration problems,, with a special focus on resolving merge conflicts in a focused manner.

Discussion on Additional Feature

  • Members discussed including an additional “cool” or meaningful feature to strengthen the project.
  • Hetang proposed implementing a group chat feature specifically for confirmed event attendees.
  • The team discussed the technical complexity and feasibility of this feature.
  • Dotun suggested adding a color-blind mode, which was also considered.
  • After evaluating both ideas, the group finalized Hetang’s group chat feature as the additional enhancement to include.

Coordination for TA Meeting

  • The team planned the agenda and presentation points for the upcoming TA meeting on Thursday.
  • Consensus was reached on key problems to raise, updates to present, and feedback to request.

Critical Constraints

  • A strict rule was agreed upon:
    No one should modify the Services unless absolutely necessary for a critical implementation.
    This is to avoid regressions and maintain system stability during development.

3. Action Items

Task Responsible Deadline
Validate all Part 3 features Entire Team Before TA Meeting
Incorporate group chat feature Assigned Developer(s) During Part 4 Sprint
Maintain Service layer stability Entire Team Ongoing

4. Decisions Made

  • Continue using Dotun’s Part 4 task division.
  • Prioritize verifying and stabilizing Part 3.
  • Add Group Chat for confirmed attendees as the special feature.
  • Avoid unnecessary edits to the Service layer.

5. Next Meeting

Date: 20 November
Agenda:

  • Review TA meeting outcomes
  • Check team progress for Part 4
  • Troubleshoot integration issues, if any at that time.

Prepared by: Hannan Sandhu
Course: CMPUT 301: Introduction to Software Engineering
University of Alberta