Meeting Notes & Updates - COS420-F25/F26-TeamB GitHub Wiki

Meeting Notes & Updates:

Here are Team BlackBox's Meeting Notes and Post-Meeting Updates. Some information is redacted for privacy reasons. Meeting notes for team members without redacted information are archived within Google Docs.

[Sprint Planning] Meeting Notes 9/18/26

Meeting time: approx. 53mins. Attendance: Everyone but [redacted], who gave notice, attended. The meeting needed to be short for those to leave early such as [redacted]. Meeting Topic: Getting Started Meeting Objectives:

  • Ensure roles are concrete / role changes
  • Review deliverables
  • Come up with a Team Name
  • Start on the Problem Statements (decide how many to do)

Events:

The professor attended and showcased [redacted] internal test launch.

  • Test launch [link redacted] will be up for play until Tuesday, then wiped.
  • Official launch should be complete by Saturday (tomorrow).
  • General things to note: (see Meeting Notes & Agendas Archive or Training References in Google Docs [link redacted]).
  • [information redacted]. Reviewed the Problem Statement_[link redacted]_ part of the upcoming assignment.
  • Decided on (3) total statements currently being written by three individuals.
  • Make initial drafts to be reviewed over the weekend (pref. Sat afternoon).
  • Then submit for feedback on Saturday evening / Sunday by the professor.

Discussions:

Roles:

  • Roles made concrete other than PM individual change ([redacted] to [redacted]) and missing individual (see task).
  • [redacted] will remain as Co/fill-in PM as needed.
  • Need to know what main position Co-PM is (see task) => update on GH ReadMe and [link redacted].

GitHub:

  • GitHub repo was being set up and invites sent out. The professor added missing individual.
  • For privacy, team members may give whatever name they’d like to use on GitHub (i.e. ReadMe, Wiki, etc.)
  • ReadMe was started (see task).
  • Need to know how Co-PM wants to be referred to as publicly (see task). => Then update on GH ReadMe and [link redacted].

Post-Meeting Update 9/18/26

Followed up on Discord [temporarily used for communication].

  • Mentioned organization of first meeting, comfort of tasks given, updates on when meeting notes can be posted.
  • Encouraged to work together and communicate.
  • Updated missing individual on special task list given to catch up.
  • Deadline for Problem Statement [drafts] in order to give review as a group and receive feedback from the professor.
  • Focus for Sunday's (next) meeting to ensure everything is good for turn-in early rather than stressing out on first assignment.
  • Mentioned to report on Discord when finished with a task until we have appropriate task management.
  • Discussed options for task management tools and preferences.

Post-Meeting Update 9/19/26

  • Pinned are the meetings and vital links (updated) on Discord [temporarily used for communication].
  • Team General Info doc [link redacted] (wip).
  • Meeting & Agenda doc [now Meeting Notes & Agendas Archive] [link redacted] (incl. last planned meeting agenda, upcoming meeting agenda, last meeting notes, and current task list) => we will move things over once tools (i.e. task mgmt, Wiki, etc.) are officially set up / familiar. Some info may need updating (you'll be informed).

Biggest things to note:

  • Please review the [temp] task list [link redacted] and take ownership. Checkmark things off when they are done, but make sure to have another person review the task as a buddy system per say (this will give outside perspective!).
  • For the Problem Statements, let's try to get those rough drafts done by Saturday (today) afternoon (~3pm) to receive feedback from the group. We didn't get much time to go over these as a group (in call), so it's hard to know what WE all want to do. So, please don't hesitate to be bothersome by posting [on Discord] for constant feedback! Let us know if you need more time as well.
  • We'll be submitting the Problem Statements for feedback from the professor by Saturday evening / before Sunday meeting (so we can choose the final during the meeting). Let's try to get our stuff done by Monday (so we have time just in case).

[Retrospective] Meeting Notes 9/20/26

Meeting time: approx. 54mins. Attendance: All members attended. [Redacted] showed up late due to technical issues. Meeting Topic: Reviewing Deliverables Meeting Objectives:

  • Recording assignee’s
  • Review scheduling
  • Review policies
  • Finalize deliverables

Events:

Meeting Recording Assignee’s:

  • Assigned Co-PM as video recorder & manager.
  • Assigned PM as notetaker & transcript manager (Co-PM as backup).

General:

  • Chose team name.
  • Ensured team had access to GitHub Repo.
  • Assigned Developer Lead and Co-Lead.

Scheduling:

  • Changed "start of the week" day from Fridays to Sundays going forward.
  • Team updated their availability to attempt for a Monday or Tuesday Retrospective Meeting.
  • Agreed on Scrum status update deadlines.

Deliverables Review:

  • Confirmed Team Repo link to submit.
  • Reviewed and agreed on policies.
  • Reviewed Problem Statements and assigned action (see Next Steps).

Discussions:

  • Discussed how team felt about the amount of information given in agendas, updates, etc. and current assignment's workload share.
  • Went over assignment rule for requesting in writing to add anything non-brief to the agenda to PM / Co-PM and leaving time-consuming collaboration for post-meeting.
  • Discussed missing information and cleared up confusion with former meeting's absentee.

Next Steps:

  • Co-Dev. Lead to handle Mission Statement after final feedback and revision.
  • Problem Statements drafts to be revised after team feedback then sent to the professor for feedback and final revision.
  • Request meeting with the professor to discuss confusion in scheduling.
  • Finish up updates to GitHub Wiki pages.
  • Turn in assignment.

Post-Meeting Update 1 9/20/26

  • Broken up into parts in order to get the important info out.
  • Both the second meeting recording and transcript are posted to the Google Drive [link redacted].

Deliverables:

Problem Statement Feedback:

  • The professor suggested all looked good except the blank space in Problem Statement #2.
  • There are a couple comments remaining on the assignment doc. Please handle and/or "resolve" (check mark) those comments before we turn in (don't turn in just yet (see below)).

Policies:

  • The professor reviewed our policies and gave feedback which some changes will be updated and announced soon.

Post-Meeting Update 2 9/20/26

  • We only need one person to turn in the assignment as stated in the Discord group chat.
  • Team assignment has been submitted.

Scheduling:

  • Fridays kept as Retrospective Meeting (end of week/Sprint).
  • See new updated team schedule in Home. (Do not fear flex time / overflow times. These are to cover some times where some may be able to show up. More time can be viewed for unscheduled meet-ups in availability [link redacted].)
  • Description and breakdown of "Synchronous Meetings" and "Asynchronous Scrum status updates" are listed in Home.
  • Bi-weekly Scrum status update deadlines have been scheduled via Google Calendar Events and sent out via email. Ignore this weeks' Scrum updates unless stated otherwise (the second Scrum meeting may still be needed depending on upcoming classes).
  • Scrum status update submission Guidelines & Procedures created.

Deliverables:

  • Mission Statement completed & posted to the GitHub ReadMe.
  • Problem Statements are now finalized for turn-in & posted to the GitHub ReadMe.

Policies Changes:

  • Condensed and made all policies (except Development) more cohesive. If at any point a member disagrees and feels change in needed in policy, there is no issue with discussion/updating.
  • Adjusted wording for "Notifications set up on Discord are expected to be set up." in Communications Policy.
  • Added ping / "@/everything" rule in Communications Policy.
  • Removed taking advantage of flex times / overflow for common sense of members scheduling as needed in Meeting Policies.
  • Changed non-agenda topics need to be submitted in writing prior to members freely interacting in meeting -- unless time-consuming (i.e. difficult troubleshooting) in Meeting Policies.
  • Cleared up Attendance expectations & changed contacting PM/Co-PM to group chat in Meeting Policies.
  • Hold-ups communication was given an end of day deadline in Task Management Policy.
  • Changed "Development Guidelines" to "Development Policy" for cohesion of titles.
  • Swapped "Issues" in "Issues must be resolved..." for "Defects" in Development Policy.
  • It was advised to lower the requirement for min. of two developers for merge / PR review to one, however, it was left at two for now.

[Sprint Planning] Meeting Notes 9/25/26

Meeting time: approx. 59mins. (ran over approx. 15m) Attendance: All members but [redacted] dev, who gave notice attended.

  • The main designer was a few minutes late.
  • The meeting ran over for the main designer, who had stepped away, get caught up. Meeting Topic: Finishing Problem Statement to jump into D0. Meeting Objectives:
  • Finish the Problem Statements (PS) & make a combined PS
  • Go over updates to policies and ensure proper task ownership
  • Go over D0 deliverables and assign out further tasks

Events:

  • The professor went over the revised Problem Statement [link redacted] with the team.
  • Came up with a combination of the three to form a final Problem Statement to move forward with for D0.
  • Feedback form is still in work.
  • Delegated tasks for D0 (see below).

Discussions:

Next Steps:

  • Complete what tasks that can be done for the Problem Statement revision assignment (lacking Feedback form) and all deliverables but the task flow diagrams.

Delegated Tasks:

Post-Meeting Update 9/25/26

  • We will be meeting Sunday!

Internal Communication Platform is live!

  • Team members should have gotten their email invites.
  • There are Team B channels that can be put in their own centralized folder (on each members’ side, see image below) that all begin with “teamb…”. Members will be invited once usernames are exchanged (possibly Sunday’s meeting).
  • This will be explained further in class on Tuesday.

Signing off your Tickets / Tasks:

Scrum Status Updates:

  • Reminder, that Saturday (26th) will be our first practice round of Scrum status update submissions. See Scrum Guidelines for how / what to submit. Those without a current task, please check-in to receive a task / where you can help out with.

Design Team Meeting:

  • The designers will be meeting Saturday (26th) 12:15 - 1:00pm and 2:45/3:00 - 3:30pm to go over the app design portions of the D0: Project Description. Anyone is free to join. Let the team know in the Discord group chat to be invited. It would be recommended for those who do not have a task to join, if able. Or you can try asynchronously by offering any ideas prior to the meeting(s).
  • It would be most helpful if the cleaned up (new) Problem Statement paragraph was completed prior to the meeting.
  • See upcoming Design Meeting Agenda.

Design Team Meeting 2:

  • Designers are meeting again on Tuesday 12:15 - 1:00pm after class to go over the Task Flow Diagrams. Anyone is free to join. Let the team know in the Discord group chat to be invited.

[Design] Meeting Notes 9/26/26

Meeting time: approx. 38mins. Attendance: All design members attended. Meeting Topic: Designing the App Meeting Objectives:

  • Review the new revised combined Problem Statement.
  • Discuss a proposed idea for an app based on the Problem Statement.

Events:

  • Main designer provided a view of WeFlect (see [link redacted]). Proposed an idea for a design (see Design Proposal [link redacted]).

Discussions:

  • Discussed improvements or corrections on the new revised combined Problem Statement with comments left.
  • Discussed a design idea for the app: See Design Proposal doc [link redacted].

Next Steps:

  • Gain access to WeFlect & information on its use/operation.
  • Propose app idea(s) to the devs for input.
  • Come up with a solid design & app name (via the team).

[Recap] Meeting Notes 9/26/26

Meeting time: approx. 27mins. Attendance: The main designer was unable to attend. The dev attended. Meeting Topic: Recap / Review App Design Meeting Objectives:

  • Catch dev up on what was missed the last couple meetings.
  • Review current app design and tasks still needed.

Events:

  • Caught dev up and went over tasks that could be done.
  • Went over current design and WeFlect application.

Next Steps:

  • Same as before but with tasks added (below).

Delegated Tasks:

Scrum Status Update Reporting 9/29/26

Participation: All members submitted their reports.

[Design + Retrospective] Meeting Notes 9/27/26

Meeting time: approx. 80mins. Attendance: All members except for [redacted] dev. Meeting Topic: Solidifying the App Design Meeting Objectives:

  • Review the combined PS
  • Showcase the WeFlect application
  • Obtain dev feedback on the design proposal to solidify it

Events:

  • Merged the design & retrospective meetings as one long meeting as majority of the team attended.
  • Reviewed the combined PS and wrapped up finalization.
  • The main designer presented the WeFlect application
  • An operation doc was done at the end of the meeting.

Discussion:

  • Obtained crucial feedback on the design proposal to solidify it before finalizing into the app description.
  • Discussed what was lacking and what needed with further information in order to achieve what was proposed. Some of it would already be covered by internal communication platform.
  • One name was presented for the app, however, it was agreed to return to it later.
  • Consideration was to have “AI” in it and / or reflect the internal communication platform name. See here [link redacted].
  • Went over two of three of the ideas for prior solutions.
  • Reviewed work completed thus far & next steps.

Next Steps:

  • Submit the PS Feedback form once received.
  • Obtain further information on direction of project design from the professor.
  • Obtain information on internal communication platform's operation, WeFlect & its agent(s).
  • Finish the design proposal for D0’s app description.
  • Agree on an app name.
  • Continue working on other D0 deliverables with some waiting for Tuesday’s class meeting.
  • Obtain everyone’s usernames for the internal communication platform with everyone’s names changed appropriately for identifying one another.

Post-Meeting Update 9/28/26

  • See Design Proposal: Potential App Names doc for additional potential app names to either add to or choose one that might be worth.
  • Meeting notes posted (GD [link redacted] & Wiki).
  • Upcoming (Tuesday’s) design meeting agenda (posted GD [link redacted] & Wiki).

[Design] Meeting Notes 9/29/26

Meeting time: approx. 22mins. Attendance: All design members attended. Meeting Topic: Task flow diagrams Meeting Objectives:

  • Go over task flow diagram creation
  • Any further info that would tie to the task flow diagrams

Events:

  • Went over the requirements for the task flow diagrams.
  • Re-delegated tasks.
  • Zoom technical difficulties cut meeting short.

Next Steps:

  • Continue with the deliverables.

Announcement Update 9/29/26:

Deliverables:

  • Design meeting notes here.
  • After re-reading the instructions and rubric [link redacted], all of the deliverables (except for those task flow diagrams) were supposed to be completed by end-of-day yesterday to allow time for QC, but we're still good since we still have a day buffer after some people were sick. Though, don't let that fool you because you need to keep in mind any hiccups that might befall our way, as well as keep the people who need to review your work / turn in the assignment in mind so they're not stressing!
  • The Co-PM will be turning in this assignment. Report to him for any issues needed tomorrow as the PM will be out of office until an unknown time of return.
  • To start applying the QC management rules (see Basic task management and QC doc), finish your tasks by tonight -- unless you've been told otherwise to give time for those doing QC (review). (Note: We'll apply the proper task management/QC rules from this doc come next sprint.)

Scrum Status Update:

  • With assignment deadlines moved, overlapping our current Scrum update days (Wednesdays), we'll move those to Tuesdays starting today. However, this was put out late today so just send a quick bullet point or two of "where you're at" as a informal scrum update by 10pm today.

App Name:

  • Last chance to add to the potential app names (Design Proposal: Potential App Names doc) list! I'm cutting it off by 10pm today, then we'll be voting by midnight tonight.

Task Changes:

  • Since we are still waiting on the Feedback form for the Problem Statements, the part related to this have been made into their own individual tasks assigned to their respective members for when we get that from the professor.
  • Make sure to be updating both the status on the project board AND commenting on your tickets for any status updates (even outside of scrum days). See the image [link redacted] for a more cohesive flow of tasks.

Scrum Status Update Reporting 9/29/26

Participation: All members but one the [Dev] submitted their reports. Amendment:

  • The dev submitted their report the next day [9/30/26].

Post-Deliverable Submission Update 10/1/26

  • Well done everyone!
  • We are meeting tomorrow. It’ll be our first true retrospective meeting.
  • Sunday will be our new sprint planning day.
  • Agenda will be posted later.

Pre-Meeting Announcement 10/1/26

  • Agenda is ready to be viewed.
  • You must read the Basic task management & QC doc (see Brightspace link on the Instructions & Rubric doc for D1) BEFORE the meeting, if you haven't already!
  • Download the GitHub app for your phone.

Pre-Meeting Announcement 10/2/26:

[(true) Retrospective] Meeting Notes 10/2/26

Meeting time: approx. 31mins. Attendance: All members attended. Meeting Topic: Reflection on D0 sprint Meeting Objectives:

  • Reflect on D0 sprint
  • What to keep in mind
  • Changes going forward
  • Prep for next meeting

Events:

  • Went over observations that the team should keep in mind.
  • Reviewed important points from the Basic task management & QC doc (see on Brightspace): QC handling, commenting & progress keeping, & deadlines.
  • Went over int. comm. platform access & the need to have the GitHub app on members’ mobile devices.

Discussions:

  • Minor discussion on how the team felt about the last sprint.
  • Members objected to the offer to use an end of sprint feedback form.
  • Discussed preparation for the next sprint.

Next Steps:

  • Team to review the D1 Instructions & Rubric (see on Brightspace).
  • The team's main designer to find out info from the ticket and post in int. comm. platform’s design channel.
  • The dev. lead to review current assigned tasks regarding dev. lead / Product Backlog management.

Post-Meeting Announcement 10/2/26

  • Meeting Notes posted Wiki).
  • No scrum update tomorrow!

Pre-Meeting Announcement 10/4/26:

  • See the agenda on the Wiki. Things of note:
  • This will be our first (true) Sprint Planning meeting.
  • With the latest cut off being T-96hrs. for work to be done by for QC, that would be 10/10 for D1.
  • Some policy changes and reminders.
  • Review the rough draft of the [QC Policy] - not broken up yet into policy vs. guidelines/procedures. If you take a look at it before the meeting, go ahead and leave some feedback if you have any. Though, keep in mind this is based off the [Basic task management & QC doc] & what we've already gone over last meeting.
  • Review [D1 Instructions & Rubric] - please read before the meeting, if you haven't already.
  • Go over tasks: create, assign, & assign QC as a team.

[(true) Sprint Planning] Meeting Notes 10/4/26

Meeting time: approx. 61mins. Attendance: All members attended except [redacted] Dev, who gave notice. Meeting Topic: Sprint Planning Meeting Objectives:

  • Review D1 Instructions & Rubric
  • Policy Changes & reminders
  • New QC Policy review
  • Assigning tasks

Events:

  • Reviewed policy changes regarding acknowledgements & recording Scrum participation.
  • Went over reminders for Dev. Policy regarding QC for PRs/merges & AI use.
  • Brought up a couple points on Task Management.
  • Reviewed the new QC Policy.
  • Went over deliverable needs, including waiting on feedback on the User Stories & Project Description which tasks will be assigned per section to the appropriate assignee.
  • Reviewed and assigned out tasks & their QC-ers.
  • Went over common sense for QC “buddies”.
  • The meeting was unable to go into overtime for further discussion.

Discussions:

QC Policy:

  • Feedback and acceptance of the new QC policy, including Oct 10th for tasks to be completed by for QC (T-96hr. rule) to give enough time for major and final QC-ing and revisions.
  • The Dev Lead will be taking over more of a lead role with the Co-Dev Lead as back-up/co going forward.
  • Went back over managing the Product Backlog and User Stories, as well as tasking items out.

D1 Deliverables:

  • Discussed importance of PII removal in regards to uploading assignments to be archived on the GitHub. Archival management was assigned to the Co-Dev Lead.
  • There was some confusion regarding how heavy of coding would be: Software Tasks included building environment and dependencies plus ensuring building instructions were reproducible, but creating the User Stories tasks as typical – assigning out – complicated team understanding of what to do. The PMs reached out to the professor for clarification.
  • ReadMe / Build Instructions management was assigned to the Dev.
  • Discussed how to break up the SRS needs into tasks and assigned them with a due date of Tuesday (Oct 6th) for the FRs & NFRs, in order for the UI to be decided on which to do & time allotted to get it done (for the Designer).
  • Went over how to break up the task of overall review: Dev side would be mostly managed by the Dev Lead as the final reviewer of dev tasks, while Co-PM would oversee other areas + final overall review for submission.
  • Broke up Sprint Backlog exporting between the PMs.
  • There was confusion on the Sprint Review doc with how everyone was supposed to be “tasked” with involvement. PM reaching out to the professor.

Next Steps:

  • Receive clarification from the professor on areas of confusion.
  • Finish tasking out unassigned/needed tasks.
  • Polish up QC Policy and post in official locations, including other policy changes.
  • Jump on the most necessary tasks to ensure they are done in time (e.g., FRs/NFRs).

Post-Meeting Update 10/4/26

  • We'll be posting our Scrum status updates to the "teamb-scrum-updates" channel on CollaborAITE going forward starting Tuesday.
  • Meeting notes and revised QC policy will be released later in a day or two.
  • We'll be going over some items related to the software tasks and sprint exporting, so we will be holding off on those until Tuesday, but the other items can move forward with.
  • Please see some of the tasks already assigned out via issues on GH. There are still some that need to be assigned which will occur later tonight or tomorrow.
  • Biggest things are getting those FRs & NFRs done by Tuesday so the Designer can begin on the UI!

Update Announcement 10/5/26:

  • User Stories & Project Description revision tasks complete and assigned out to the appropriate individuals (and sent to your dms on Discord). User Stories need to be addressed and communicated to the professor asap! (See on Brightspace (under Assignment Feedback) & on the overall [TeamB Rubric-Lvl Grading Feedback form]. These need to be completed before we continue on with the requirements.
  • The Clarification doc link posted in the Design channel touches on the items we were confused about from Friday's meeting.
  • We are free to post about CollaborAITE publicly, rather than using a pseudonym (e.g., "Internal Communication Platform") in our documentation.

Scrum Status Update Reporting 10/6/26

Participation: All members but one the [Dev Lead] submitted their reports.

Announcement 10/07/26:

  • Some software stuff will be gone over during class on Thursday, however, do not wait to begin.
  • Next importance is getting those UI mock-ups done so we can have a decent visual look over.
  • Keep the deadline of Oct 10th in mind for the rest of the stuff currently! If we can get all the QC done by end of day for submission on the 11th (the day we're doing the Sprint Review), then we can get done before the fall break on the 12th & 13th!
  • With the PM being unavailable for a bit, reach out to Co-PM, then CO-Dev Lead as second in charge while Dev Lead is predisposed.
  • Keep conversations on CollaborAITE as best as possible as we transition over.
  • Good work everyone so far!

User Stories Feedback Announcement 10/8/26:

  • User Stories have been reviewed and well received by the professor. Points added and we're officially complete on those.

[Sprint Task Management] Meeting Notes 10/9/26

Meeting time: approx. 51mins. Attendance: All members attended except the Dev Lead.

  • The Dev Lead was AWOL.
  • The PM was a min. late.

Meeting Topic: Deadline Readiness Review Meeting Objectives:

  • Sprint Planning meeting date for D2 & going forward
  • Sprint Review date & agenda
  • Deadlines
  • Minor policies update
  • Review over build env. as a team

Events:

  • The professor gave a surprise visit to check-in with the team and touch on time frames and answer any questions.
  • Brought up a policy change on anything regarding “Discord” on the Wiki will be replaced with “CollaborAITE”.
  • Caught team up with ensuring the app operated on each member’s PCs and submitted screenshots to the [Build D1 Screenshots thread] in the “teamB-coding” channel (link to the thread is used as part of submission for screenshots proof).
  • Got the [Dev]’s permissions on GH fixed.

Discussions:

Discussed which of our current meeting days would work for the D2 Sprint Planning meeting.

  • Decided on Friday (16th) for D2 Sprint Planning meeting & using this as a test for deciding swapping Sprint Planning meetings to Friday(s).

Evaluated what to do with those missing the upcoming Sprint Review.

  • Review and add to any points after the meeting prior to submission.

Reviewed deadlines:

  • Get things done as soon as possible, less the Sprint Review.
  • No Scrum post on Tuesday (13th), but the Scrum status update posts are still required for Saturday (10th).
  • Decided on an action plan for tasks if we do not hear back from the missing individual.

Next Steps:

  • Finish remaining items for deliverable(s) (D0 revs. & D1).
  • Reach out to the Dev Lead &/or re-delegate items/QC as needed.
  • Post screenshots in the [Build D1 Screenshots thread] for deliverable proof that the app runs on each member’s PCs.
  • Review the [Sprint Review doc] prior to the Sprint Review meeting.

Post Meeting Announcement 10/9/26:

  • The meeting's video & transcript uploaded. Meeting notes will be posted soon in the #[teamb-meeting-notes] channel.
  • QC due date (for items to be ready for QC-ing) is tomorrow (Saturday, 10th) by end-of-day.
  • We are having the Sunday meeting which we will go over the Sprint Review doc (an item in the D1 deliverable). The Sprint Review doc is its own agenda that you can add to (in the doc itself), but we will have a few more items to go over for that meeting outside of the Sprint Review doc (will post soon).
  • The Sprint Review doc will be the last item to complete prior to D1's submission. If you are missing the meeting -- those who've given notice -- will be given a few hours time allotment to add anything to, if applicable, before submission.
  • D2's Sprint Planning meeting will be Friday (16th). No Scrum status update on Tues. (13th), but there is Scrum status update posts are still required tomorrow (Saturday, 10th).
  • Check out the #teamb-links-and-info for important links, such as meeting times & links, team repo, assignment links, etc.
  • To ensure those you DM get notice of your message, ping them in your DM channel.
  • Let the team know of any time you are going to missing a meeting, class, or have something coming up that you are going to be unavailable for a time in the #[teamb-availability] channel. (Of course please do not make a habit about missing meetings.)
  • Added a [Submission Link doc] (in CollaborAITE) to grab for the devliberable(s) submission.

Scrum Status Update Reporting 10/10/26

Participation: All members but the following submitted their reports:

  • Dev
  • Co-PM
  • Co-Dev Lead Amendment:
  • The Co-Lead submitted their approved report the next day [10/11/26].

[Sprint Retrospective] Meeting Notes 10/11/26

Meeting time: approx. 64mins. (4mins. overtime) Attendance: All members but the Dev, who was AWOL, attended.

  • The PM was a min. late.
  • The Dev Lead was a couple min. late.
  • The Dev sent notice after the meeting.

Meeting Topic: Sprint Review Meeting Objectives:

  • Sprint Review completion
  • Policy(s) reminders
  • Remaining tasks for submission

Events:

  • The team was reminded of acknowledging important posts such as announcements, individual notice pings (i.e. a team member needing attention from another member), and other similar “@/everyone” pings, with a : thumbs-up : or similar reaction.
  • Reviewed and filled out the Sprint Review doc as a team based on prior examples for D0 revs. & D1. The PM filled in the sections while sharing their screen.
  • Review remaining tasks to get done in order to submit tasks for goal submission of by end of day.

Discussions:

  • Discussed points to add to the Sprint Review, including changes to conduct going forward (see the “What will we commit to improve in the next Sprint?” table).
  • Added an “Outstanding Deliverable Items:” to the Sprint Review under “Implementation Review” which included: “Missing Remaining Build Environment Proof (Screenshot(s))”.

Next Steps:

  • After the meeting, the PM and Designer ensure access to the Figma board.
  • The Dev Lead to get their remaining screenshot for the build environment to the Build D1 Screenshots thread & QC the Dev can sign off their task.
  • The Designer to close out their tasks & receive QC to finish their UI task.
  • The Dev to close out their task when complete.
  • The PMs & Dev Lead to complete the final review once everything is submitted.
  • The Dev was able to meet post meeting to go over everything.

Pre-Meeting Announcement 10/15/26:

  • The Sprint Planning Agenda posted in the #[teamb-meeting-notes] channel has been updated.
  • Friday (16th) is the D2 Sprint Planning meeting.
  • Review the [D2 Rubric] & its updated summary guideline at the start of the doc, as well as past examples prior to the meeting. Some sections require certain individuals to lead.
  • User Stories have been organized by importance in descending order and 7 of them have been chosen (pinned in #teamb-coding). These can be used for A2 which will need to be completed asap in order to go over as a team (we’ll go over them for Sunday’s meeting).

[Sprint Planning] Meeting Notes 10/16/26

Meeting time: approx. 63mins. (3mins. overtime) Attendance: All members but the Dev Lead, who was AWOL, attended.

  • The Designer was a couple mins. late.
  • The Dev lead sent notice after the meeting.

Meeting Topic: Sprint Review Meeting Objectives:

  • Sprint Review completion
  • Policy(s) reminders
  • Scheduling changes
  • Review D1’s Sprint Review plans
  • Policy changes & reminders
  • D2 task delegation

Events:

  • The professor made an impromptu appearance to inform the team that D1 feedback was complete (97/100).
  • Reviewed schedule, policy changes, & reminders.
  • Reviewed D1’s Sprint Review plans for D2, including the changes tasks proposed in the change table (at the end of the Sprint Reveiw doc).
  • Divided up the Software Architecture into two different tasks and assigned out.
  • Reviewed D2 rubric & assigned tasks.

Discussions:

Scheduling:

  • Agreed to move general Scrum Tuesdays status update reporting days back to Wednesdays.
  • Agreed to merge upcoming Scrum status update report day with Sunday’s meeting, and hold this sprint’s second Saturday’s (24th) Scrum status update report day to Friday’s meeting (23rd) – if the latter meeting occurs.
  • Decided to move forward with utilizing Priority status on tasks and save Story Points for D3. Policies:
  • Scrum report amendments (grace period), Dev QC sub field, use of a dedicated QC request/approval channel for QC transactions approved to be added to team policies. Quick ref channel (i.e. ref images, flow charts, etc.) to be added at a later point.
  • Agreed that all other policies are congruent, though an amendment for use of Discord as an echo point (i.e. important posts & following up on lack of response on CollaborAITE) was concurred. Divided up D2 tasks as much as possible:
  • Decided to go over UC requirements during upcoming Sunday’s meeting due to needing A2 to be complete (or as much as possible). Then merge & divi up tasks that day.
  • Co-PM QC current & future task tickets made to ensure they reflect the rubric (after recent update), as well as deliverable submission.
  • It was agreed to have an overall look through deliverable items prior to submission and divided between the PMs & Co Dev Lead.
  • PM would handle project board & exports – though Dev Lead can manage Product Backlog as they saw fit, and prepare deliverable exports for Co-Dev Lead or those who are missing a commit history for this sprint.
  • SRS (other than revs): PM would handle the App Description transfer to remaining sections; Designer update/add UI to hi-fi; & Dev add necessary NFRs.
  • MVC diagram was chosen for the software architecture diagram: Co-PM to create the diagram (Designer QC) & Co-Dev Lead to do the description (Dev QC).
  • Software tasks other than the build instructions update task put on hold until Co-Dev Lead obtained clarification from the professor. Dev Lead would handle what is needed once known & QC on build instructions (Co- Dev Lead as backup).
  • Discussed returning to the LLM research ticket and the WeFlect fork tickets. Decided to wait on Sunday’s (18th) meeting & clarification from the professor (via Co-Dev Lead), respectfully. WeFlect fork is created but accessing the code may still be held off until design is finalized.

Next Steps:

  • Conduct revisions per D1 feedback.
  • Complete individual A2 work prior to Sunday’s meeting, then combine UC work and assign out remaining tasks, including deadlines.
  • Obtain clarification from the professor on software tasks & requirements.
  • Separate and assign out tasks to the appropriate members.
  • Update policies & procedures.

Post-Meeting Announcement 10/16/26:

  • See Meeting Notes posted on Wiki, and upcoming Agenda (10/18) posted on Wiki.
  • The typical QC deadline for D2: Thursday (22nd).
  • Feedback was given on D1 submission (see the professor’s announcement). Task creation still in work and will be given their appropriate or equivalent QC-er.
  • Agreed upon policies will be added soon.
  • Review your change tasks made from D1’s Sprint Review plans for D2, proposed in the change table (at the end of the Sprint Review doc) and keep in mind the D2 sprint halfway point deadline (19th) to check-in with your accountability partner (see the tasks’ descriptions). Ping on the task and in the #qc-requests-approvals channel per typical QC procedure for halfway & final check-ins, unless finished prior (i.e. solution to change completed on 18th, request final QC that day so no need for a halfway check).
  • Some software architecture [examples] have been uploaded to the team drive for ease, though not all. More will be added, though as a note, Co-PM, the diagram seems to vary so review the class slides, examples, or reach out to the professor to confirm what an MVC diagram looks like before completing the task.
  • Dev, part of the build instructions update is obtaining everyone’s screenshots to prove new app work is operational on each team member’s devices – these will be posted to the same Build Screenshots [thread] from D1 (pinned in #teamb-coding).
  • No Scrum status update Saturday! That’ll be held at Sunday’s meeting.
  • Get your A2 work done prior to Sunday’s meeting!
  • An image of all our team channels has been added to #teamb-links-and-info for ref (remaining there or until we create a dedicated image ref channel).

[UC & Scrum Stand-up] Meeting Notes 10/18/26

Meeting time: approx. 60mins. Attendance: All members but the Dev, who gave notice, attended.

Meeting Topic: UC & Scrum Stand-up Meeting Objectives:

  • Review & create Software Tasks
  • Go over UC & combine them
  • Scrum Stand-ups
  • Figma access

Events:

  • Pointed out to who was doing which of the important chosen user stories for their A2 UCs.
  • Conducted Scrum Stand-ups (see participation below).

Discussions:

  • Reviewed QC deadlines for the UC deliverable items: Decided on Wednesday (21st) for the [final] diagrams and Friday (23rd) for the [final] descriptions, since the latter is dependent on the diagrams. The Designer will be making the diagrams after all A2 assignments are completed Tuesday, and the Co-PM QC-ing.
  • The Dev Lead will be deciding on those working the UCDs (descriptions) by Monday.
  • Decided to hold next Friday’s (23rd) meeting, which will include Saturday’s (24th) Scrum status update as a Scrum Stand-up during the meeting.
  • Discussed Sprint Review change/plan tickets. Co-PM’s may need to be pushed to next sprint depending on software tasks.
  • Discussed what could be done for the software part of this deliverable, but ultimately we are waiting on word from the professor – might be Monday.

Next Steps:

  • Complete A2s.
  • Sign up & verify Figma access by end-of-day Monday (19th).
  • Assign out UCDs.
  • Wait for decisions on software tasks until response from the professor.
  • Complete revisions and get started on or complete current D2 tasks.

Scrum Stand-up 10/18/26

Held asynchronously. Participation: All members but the following presented their stand-up reports:

  • Dev