• Sprint 1
  • Week 4
  • Week 5
  • Week 6
• Sprint 2
  • Week 7
  • No meeting due to public holidays
  • Week 9
• Sprint 3
  • Week 10
  • Week 11
  • Week 12
• Sprint 4

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Meeting Template

Date: --

Location: --

Attendance: --

Agenda

• []
• []
• []

Diccustion points

Discussion point 1

Discussion point 2

Discussion point 3

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• Assessment Criteria:

  Teams are expected to follow the Sprint Assessment Guide to ensure their work aligns with grading requirements.

• Sprint Structure – Semester 1 Focus:

  • Administrative setup
  • Documentation
  • Requirements engineering & elicitation
  • Development of user stories

• Team Work Hours:

  Recommended to work only on the assigned group day to encourage collaboration and focus.

• Proposed Change to Wednesday:

  • This change depends on pod availability, which currently appears to be full. Further inquiry needed.

• Purpose of Tutorial Time:
  • Review progress using a checklist.
  • Provide assistance with any blockers or team issues.

• Suggested Approach:

  Erika recommended using the Double Diamond framework to guide the design process:

  1. Discover
  2. Define
  3. Develop
  4. Deliver

• Teams are encouraged to:
  • Build domain knowledge early (e.g., medical terminology).
  • Establish a shared group vocabulary to improve collaboration and communication.

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• Client Meeting:
  • Met in person this morning – productive session
  • Discussed expectations and next steps
  • Client is actively engaged
• Communication:
  • Positive shift from online to in-person, improved clarity and collaboration
• Question Raised:
  • Regarding GPU or hardware requirements
  • Outcome: The client is responsible for providing all necessary equipment

• Backlog Items:
  • Backlog setup has begun
  • Personas, scenarios, and user stories completed
  • More items are being created and refined

• Aung

  ✅ Working on personas, scenarios, user stories with the team

  🚫 None

• Avery

  ✅ Same as above; also setting up a database for file sharing & documentation; creating more backlog items

  🚫 None

• Punit

  ✅ Same as above

  🚫 Struggles with task delegation among team members

• Hanna

  ✅ Same as above; also taking minutes and organizing/uploading them

  🚫 None

• Roxy

  ✅ Same as above

  🚫 No access to the codebase yet (pending meeting with Mark)

• Murph

  ✅ Same as above; chaired client meeting; working on client-requested landing page

  🚫 Understanding differences between this year and last year's project

• Zhiyuan

  ✅ Same as above

  🚫 Software compatibility issues on MacBook

• Great to have Mark involved – seek input to better understand the existing design process
• Key Recommendations:
  • Document thoroughly – plan out everything before coding
  • Use pen and paper to start visualizing concepts
  • Create a storyboard to ensure shared team understanding
  • Develop a low-fidelity prototype as an early visual reference

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• Murph: meeting with client last week, went pretty well, updated them on what have been done, raised some questions, diving into the features, figured out what their expectations were

• Punit: we have set up velocity tracking which would be helpful to keep everything on track

• Erika: how is team contribution, let me know if there are any imbalances because besides the overall assessment, there is also individual assessment

  → Punit: I think we have a pretty good team here

  → Avery: on the first meeting, we laid out the boundaries, so everyone is on the same page and understands each other, and we are so careful when assigning roles

• Checklist

  • Stakeholder engagement: ✅
  • Planning and organization
    • Erika: when you are planning, you want to aim at achievable tasks
    • Murph: the number seems scary because we’ve only done half of the tasks, but I think we are in good position now as we will get better and could finish all the tasks by today
    • ✅
  • Execution and Quality
    • showed the product vision, personas, user stories, feature list, landing page, github repo
    • Erika: personas, user stories, feature lists are dynamic, can be updated according to requirements
    • ✅
  • Reflection and Improvement
    • haven’t done the sprint retrospective yet but every week we have a scrum review at the end of the day → Send retrospective result to Erika 🚨
    • Erika: it’s good that you documented the reflections, should include the proposed actions and improvements for the next sprint in the sprint retrospective
    • ✅
  • Collaboration and Teamwork
    • Murph: we have informal stand up every working day, updating not just about the project, but also as human
    • Erika: should do formal stand up to practice, have a conflict resolution protocol
    • Punit: have done the conflict resolution in the first meeting
    • ✅

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• Congratulations!
  • Erika congratulated the team for being the top-performing team so far – well done!

• Within the Team:
  • During the break, team members had individual tasks, and some were away.
  • Overall, communication remained functional and consistent.
• With the Client:
  • The team clearly communicated to the client that work would pause during the break.
  • Received the product demo video from the client, which will support upcoming development.

• Platform Transition:
  • The team unanimously agreed to move all project tracking to GitHub Projects.
  • Erika is confident the transition will be smooth and effective.
• Why GitHub?
  • Murph: The workflow remains the same, only the platform changes.
  • GitHub offers a more professional public-facing platform for the project.
• Erika's Guidance:
  • Before coding begins, sketch initial ideas on pen and paper in collaboration with the client.
  • Purpose: ensure shared understanding and alignment.

• Next Week:
  • No official tutorial session, but Erika is available for support if needed – feel free to reach out.

• Task Documentation:
  • You don’t need to document every minor task individually.
• Issue Descriptions:
  • Every GitHub issue should include a clear description, outlining:
    • The purpose of the task
    • Specific actions required
    • Additional relevant details for clarity

Date: --

Location: --

Attendance: --

• Aung explained the issues with UML diagrams and updated that the team has resolved it and is now working on to further develop the diagrams

• Punit went through the tasks allocation, velocity tracking and sprint deliverables

• Erika: Are you able to finish all the remaining tasks by the end of the sprint?

  → Murph: Yes, we are on track to finish all the tasks by the end of the sprint

• Avery showed the charts to summarize the progress of the sprint, and explained how the team is doing well in terms of velocity tracking

• Punit explained that we decided to follow the same working protocol as last sprint, and we are doing well in terms of communication and collaboration

• Erika: I’m happy to see that you are doing well in terms of velocity tracking, and you guys have wonderful procedures

• Erika: Did you guys manage to have descriptions for all issues?

    → Avery: it is the advantage of using GitHub, we can easily add descriptions to issues and tasks, and what we find useful is the acceptance criteria, which is a good way to track the progress of the tasks and issues
  

• Complete every properties in the backlog items, including the due date, priority, and description, etc.
• Have a look at the milestones, make sure that the milestones make sense, think of milesstones as headings and reflect the progress of the project, make it more descriptive and meaningful (e.g. v1.0 is not a good milestone)
• Your reflection looks good, but you need to have more action items, addressing the problems you listed out in the reflection
• Everything else is great and you should keep up the good work!

• It's burndown chart, not burnout chart
• When you have updates in your code, have a descriptive commit message, and make sure that the commit message is meaningful and descriptive, so that you can easily track the changes in the codebase

• Start to think about the reflection due in July
• Help each other out with the reflection although it is an individual task
• Next semester: Having 3 weeks to prepare the delivery
  • The first week is for preparation (documentation, etc.)
  • The second week is for execution
  • The third week is for delivery (final submission)

• Team communication and collaboration
  • Faced some challenges because of unexpected absences (medical reasons) but managed to resolve them by having open discussions and reorganizing tasks
  • Erika: it's common to encounter challenges in team dynamics, and it's great that you guys were able to overcome them
  • Erika: think about what you want to do and what the next move is, and how to move forward
• Stakeholder engagement
  • Murph: Send the agenda to the client before the meeting, recording the meeting to keep track of the discussion, confirmed with the client that they are happy with that working protocol
  • Punit (showed the meeting minutes): we extracted the feedback from the client and put them into action items and updating the backlog items
  • Erika: if you received a feedback on something you have done, which is already a PBI, you can just make a note of it and update the PBI
  • Erika: you should reference all the feedback items to the PBI
• Planning and oganization
  • Having comments in each issue to explain what the issue is about and the progress of the issue
  • The team went through the proggess of each subteam and the goal by the end of the sprint

• You documented everything well and have the links for everything, which is great
• You learnt from your experience and improved your process
• You are leveraging the team collaboration and working well together
• Risks: overwriting comments, absences, hardware failure, not completing tasks on time

• Punit: if we have an issue that have been closed in the previous sprint, but we need to modify it in the next sprint, we can just reopen it and update it?
  • Erika: you should split up the tasks and don't have big tasks

Action	Responsible
Referencing all the feedback items to the PBI	Team
Update the feedback log to streamline the process	Team
Update the rigk log	Team