WP3a Meeting Minutes

We will chronologically record minutes of all WP3a meetings here. We record as Type:

• Tasks (T) - which must have an Owner and a deadline
• Decisions (D)
• Information (I) - everything else of interest.

09-Nov-2012 Friday WP3a Telco

Type	Description	Owner	Deadline
I	Open issues: Marc Pantel made some suggestions for resolving them, but these are not processed yet (due to tool issues
I	Timeline inconsistencies. Also, what to do after 2013?
I	A number of inputs are expected NOW, according to the DoW. Do we have them?

28-Sep-2012 Friday WP3a Telco

Participants:

• Daniel Plagge (dp)
• Jonas Helming (jh)
• Jan Peleska (jp)
• Uwe Steinke (us)

Type	Description	Owner	Deadline
I	Document format: Jonas Helming tried to set-up a document with LyX and came to the conclusion that it is not at all as user-friendly as assumed. Thus we'll use plain LaTeX in future if no objections are raised.
T	Define and develop tool chain: Until now, not much work has been done on Section 3 of the DoW. If there won't be other work until next Tuesday (2-Oct-2012), the team from Uni Bremen will insert a proposal for a model-based approach.	Jan Peleska	02-Oct-2012
D	Slow progress in DoW: The DoW should be cleaned up (comments incorporated or moved into issues).	Daniel Plagge / Michael Jastram	Oct-05-2012
I	WP2: On the WP2 meeting on Tue, 25-Sep-2012, we presented the WP3a DoW and what input do we expect from WP2 and when. In short, a first draft of the state-of-art analysis will be available at the end of October. Preliminary requirements for the formalisms will be ready end of Oct, an interim report beginning of Nov, a report in Jan-2013. A subset of the functionality to model won't be ready before Mid-Jan 2013. It became apparent that there is still need for discussion in WP2, a workshop is planned for Oct/Nov.

14-Sep-2012 Friday WP3a Telco

Participants: Not recorded.

Type	Description	Owner	Deadline
I	Impediment: Clear Responsibilities It would help to have clear responsibilities during the sprints.
I	Communication: It was suggested to have two online sprint meetings, rather than one. A second meeting on Wednesday may be beneficial. WP Leadership will try to offer this, maybe not yet next week.	Daniel Plagge / Michael Jastram	01-Oct-2012
D	Responsibilities: For Sprint 3, we will assign owners to the four subtasks in the DoW	Daniel Plagge	17-Sep-2012
T	Responsibilities: Jan Pelska takes Chapter 3	Jan Pelska	during Sprint 3
T	Responsibilities: Jonas Helming takes Chapter 4	Jonas Helming	during Sprint 3
D	Tracker: We will start using the gitHub tracker to make sure we do not loose information. Noting things directly in Latex gets too messy.
I	Domain Framework and Certification: Two issues were raised by Jan Pelka: (1) Eventually a decision on an operation system API / Domain Framework has to be made. Mr. Hase noted that this already exists. (2) Certification is an issue as well.
T	Responsibilities: The previous two issues must be recorded.	Jan Pelska	17-Sep-2012
I	Ecosystem Meetings: Jonas Helming suggested to offer weekly Ecosystem online meetings where issues can be discussed and presented that are being collected during the week.	Jonas Helming	17-Sep-2012

22-Aug-2012 Munich Meeting

Participants:

• Alexander Stante (as)
• Baseliyos Jacob (bj)
• Jonas Helming (jh)
• Klaus-Rüdiger Hase (kh)
• Merlin Pokam (mp)
• Michael Jastram (mj)
• Uwe Steinke (us)

Type	Description	Owner	Deadline
I	Impediments were: Lack of clarity regarding the WP3 split; Several team members felt that they were not up to date, for various reasons (information hard to find, not enough time, just returned from vacation); technical issues with the tools; legal issues.
I	WP3 split: WP7 was created at itea (kh). It is definite that WP3a will become WP7, and that WP3b will become WP3.
I	Spreadsheets: There are two Excel spreadsheets circulating: One regarding the finances, and one regarding the elaboration on WP tasks into subtasks.
D	Project Structure: For now our working hypothesis is, that the WP leaders take on the role of product owners. We currently don't have task leaders and we won't nominate them, unless we decide that this would be useful.
D	Sprint Leadership: Each Sprint should have an organization that leads the sprint, and this organization should appoint the sprint master for that sprint. The underlying idea is that obstacles often appear locally, and removing them in a foreign organization is almost impossible.
D	Let it grow: The above are guidelines that we consider useful right now, but are by no means prescriptive. We'll observe how things develop over time and will adjust, as we see fit.
D	Meeting in person: We will take advantage of every opportunity to meet in person, to communicate what we've learned, both on WP as well as on project level.
T	Weekly Newsletters: To manage the information (over)flow, it was suggested to aggregate the week's activities in a weekly newsletter. At this point, this would make sense on the project level (as activity increases, maybe also on WP-level). This should be brought up at Friday's telco.	kh	24-Aug-2012
D	Valid information sources: All WP3 descriptions that are currently circulating will be made obsolete, as soon as the WP3 split is complete. Once the split is complete, financial information will reside on the itea web site, and WP descriptions will reside on gitHub.
I	WP1 support: bj will support us with these challenges, and we should engage him as much as possible.
D	Sprint commitment: We expect commitment from individuals during the sprints of at least 50%. Only team members who can pledge that commitment during the sprint iteration can participate.
D	Upcoming sprints: WP7 DoW: The focus of the next two sprints will be the clarification and elaboration of the WP7 DoW. Sprint 2 will focus on creating a complete DoW, while Sprint 3 will focus on validation. At the end of Sprint 3, we will have a WP7 DoW that includes subtasks, ideally in a form that is suitable as backlog items. Dependencies to other WPs are clarified.
T	GitHub access: In order to provide read access to gitHub, we need to enable accounts one by one. All, please sign up for gitHub (if you have not done so already) and send your login name to mj.	all	24-Aug-2012
T	WP2/WP3 communication: According to some DoWs and documents floating around, WP2 and WP3 are completely misaligned, with discrepancies of over a year. This has to be fixed. It involves communicating with the WP2 leader (on vacation until end of August). Maybe DLR can help here, too, as they are involved significantly.	mj	14-Sep-2012
I	GitHub write access: Write access to gitHub can only be granted after a contributor agreement is signed. Once the contributor agreement has been signed off, it will be distributed, and hopefully nobody will have too many hurdles to sign it.

16-Aug-2012 Sprint Kick-Off

Participants:

• Alexander Stante (as)
• Jens Gerlach (jg)
• Michael Ditze (md)
• Michael Jastram (mj)
• Uwe Steinke (us)

Type	Description	Owner	Deadline
D	gitHub access problems: Most users don't even have read-access to the Wiki. Until access to the wiki is realized, we will use Sharepoint. We expect these issues to be resolved during the training in munich	mj	16-Aug-2012
T	Topic for PM-Meeting: Problems with openETCS project documentation: (1) Gant chart and project structure urgently needs to be updated. (2) Too much redundant information - excel tables on sharepoint, project proposal, etc.	all	17-Aug-2012
T	Topic for PM-Meeting: Tooling support: Support for the internal tooling ecosystem is needed (git, wiki, etc.). While EclipseSource has been really helpful, there is no clear process on how to get support.	all	17-Aug-2012
I	Tool Support: For now, Jonas Helming from EclipseSource is the primary contact for infrastructure issues.
T	Topic for PM-Meeting: openETCS Friday-Meetings: The calendars for the Friday meetings are out sync, probably because the propagation of calendar notifications didn't work properly. The approach to scheduling these meetings should be rethought.	all	17-Aug-2012
T	Telco tomorrow: Contact Mr. Hase to clarify the various telco times tomorrow	us	16-Aug-2012
T	Topic for PM-Meeting: Decision process Clarify how global decisions with respect to project execution are made.	all	17-Aug-2012
T	Topic for WP3-Meeting: tool ecosystem: There is no clear separation between project ecosystem and toolchain ecosystem. We have to clearly separate the two. It's unclear whether the project ecosystem is part of WP1 or WP3. We would prefer for it to be part of WP1, if possible.	all	17-Aug-2012
T	Topic for WP3-Meeting: WP-Split: As we are in the process of breaking WP3 into two, we must ensure that the separation is not arbitrary, but that it makes sense. This could result in significant changes to the project proposal.	all	17-Aug-2012
D	Owners for Deliverables Once the deliverables of WP3a are clearly defined, each deliverable should have an owner who is responsible.
D	Daily Scrum: We will do our daily scrums via email. The three Scrum-questions will be answered by 10am every day via email
I	Daily Scrum Questions are: (1) What did I achieve yesterday? (2) What do I have planned for today? (3) Obstacles?
D	No Daily Scrum yet: For this sprint, we will not have daily scrums, at least not until the meeting in Munich.
D	Use Tracker for Scrum: We will use the gitHub issue issue tracker to manage the sprint: Backlog items can be realized as milestones, tasks as issues.
D	Communication via WP3a mailing list: We will continue to use the wp3a mailing list for communication. If this gets too noisy for subscribers who are not participating in the sprint, we can set up a separate sprint mailing list.
I	Scrum Review: It is important to review the success of Scrum, as we practice it. Scrum already takes this into account and uses the Sprint Review for this purpose.
D	Define done: Scrum requires a definition of "done" - we postpone this task.
D	Product Owner is an important role in Scrum For now, Mr. Hase takes on this role.
D	Adaption of Scrum: Scrum serves us, not the other way around. We already decided on a few deviation from "standard" Scrum: (1) We allow tasks to be created during the sprint (and picked up by team embers); (2) We allow tasks to be assigned to more than one person.
T	Sprint 1: We will use sprint 1 to learn how to use the tools involved, mainly git and gitHub. This will be reflected in the revised backlog.	mj	16-Aug-2012

3-Aug-2012 Telco

Type	Description	Owner	Deadline
I	There was no clear separation between the WP3a and WP3b telcos
I	Financial and other confidential data shall be managed on the itea web site
T	It is not possible to create WP3a and WP3b on the itea website. Therefore, WP3a will become WP7, at least for itea	Hase	8-Aug-2012
D	Next telco will again be a joint WP3a WP3b telco, taking place on 17-Aug-2012.