Food Oasis Documentation Assessment

[staceyrebekahscott]

Overview

Update: 10/18/22

Changing this into a Documentation Epic issue.

Other tasks for Documentation:

• FAQ- to answer questions on process/ procedure
• Role Descriptions (generally)
• Role Descriptions (specific- what tasks do you do that you would need to train someone on if you left the project)
• Transition plan- general checklist for what to train someone on if you were leaving the project.
• Github pages- as a replacement for References/ Wiki and a go to for an overview of the project (maybe a replacement for the Projects page on the HfLA website)
• Create a Bio page for new team members to add a brief bio of themselves. (Maybe something we can add to the main FOLA website at some point.
• List of all software licensing and domain registration used for FOLA. This will be needed for the transition from Code for America to Civic Tech Structure.

Issue on Project Management Board Project Inventory: Food Oasis

#1155 Issue Audit- Folding the scope of this issue into Role Descriptions.

Original Issue Overview/ Scope:
Message from Mark Frischmuth at Democracy Lab: The team at DemocracyLab is performing a documentation review for all of the Impact Sprints projects. As part of this process, we'll prepare a user journey map for each project to help identify opportunities for documentation improvement.

We know that many projects are recruiting new volunteers through DemocracyLab. We'd like to know what other entry points volunteers have to participating in your projects (e.g. Meetup, social media, etc.) and where those volunteers are directed to learn more. This will help us make sound recommendations that are relevant to your project.

Documentation Review Plan

• We'll start with a cursory documentation review of each project to identify patterns of documentation structure.
• In parallel, we'll then:
  • Recommend a model structure for Impact Sprints projects
  • Perform a project-specific gap analysis
• We'll then present to each project recommendations for documentation improvement and additions
• We might then consider following up with:
  • Conduct 30 minute interviews with a series of volunteers, project managers, and future project owners (people who will take ownership once the PMs transition off)
  • Analyze and document themes and insights from interviews
  • Present recommendations for next steps

Action Items

• Contact Mark via CfA Slack DM to arrange access to our Google Drive.
• Meet with Mark and discuss recommendations (Monday, 10/17/22 @ 3:30PM)
• Review "Start Here" Guide and update/ modify for our project.
• See issue Move old shared files to the new HfLA Shared Drive > Food Oasis folder #1087 for task to check Old Google Drive for relevant docs.
• Review all of Move old shared files to the new HfLA Shared Drive > Food Oasis folder #1087 and determine if it can be closed before considering this issue complete.

[staceyrebekahscott]

Notes from Meeting with Mark:

Focus of the doc review was to organize the Drive in order to make it easier for volunteers to on board. He prepared a document for us to use as a "Start Here" guide:

DRAFT Food Oasis Start Here Guide
SAMPLE Democracy Lab Start Here Guide

His reasoning for this guide is because the READ ME in Github is oriented towards developers and is not the most intuitive if you are not a developer.

This "Start Here" Guide should serve as a single source of truth for volunteers joining the project.

Next steps have been added to the Overview section.

Google Drive access for Mark Frischmuth and Matt Buckingham has been removed.

[staceyrebekahscott]

Reviewed folders in Drive and will start a doc to map out changes to the folder organization as well as implementing the Start Here Guide for Food Oasis.

[staceyrebekahscott]

Note for the team in the fola Slack channel:

[[ Hi Everyone!

If you visit the Food Oasis Google Drive, you will notice it looks a bit different. I have been doing some cleanup on the file organization.

The main differences you will notice are:

• A reduced number of main folders.
  • Some folders appeared to be either placeholders, or the files that were in there were removed because the file owners left the project- a result of not creating the files within our Google Drive. *Note: All project files should be created from within the Food Oasis Google Drive!
    • These empty folders were deleted.
  • Some folders and files were moved to be housed within other folders. Ex: many of the files in the ADMIN folder were moved to the PRODUCT AND PROJECT MANAGEMENT folder.
    • Some files, such as the Team Roster were moved to the Main Food Oasis Drive file list so it can be easily found.
  • The Folder names are IN ALL CAPS, and slightly renamed.
    • PRODUCT AND PROJECT MANAGEMENT was formerly the PMO folder. It is preceded by a 01 |, to keep it at the top of the folder list
  • Folders have been reordered.
    • VOLUNTEER MANAGEMENT and COMMUNITY PARTNERSHIPS have been moved to the 02 | and 03 | spots as they are closely related to PRODUCT AND PROJECT MANAGEMENT.

Note that no files have been deleted (except for ones that I created for project management that are no longer relevant).

Some files may have been relocated, but most of those were related to project and product, so they will not affect the the Design, Research or Dev teams too much.

Please take a moment to check the Drive to familiarize yourself with the new layout. Hopefully the only difference will be an ease of finding the files you need in a tidier space. :gratitude-thank-you: ]]

[staceyrebekahscott]

John D added notes to Slack detailing the background of the Google Drive transfer.

See Issue #1087 for John D's text from Slack.

I added the following response to Slack and #1087 :

Thank you for these details, @john Darragh. I have copied and added them to Issue 1087, which is currently in the Icebox.

It was my assessment as well, that after 1 year, making the effort to contact former team members to retrieve files is not worth the effort.

However, it would be worth the effort to go through the old folder and see if there is anything relevant. A copy is better than nothing.

I'll add this comment, and task to go through the old drive to Issue 1087 (Icebox) and Issue 1361 (In Progress).

[staceyrebekahscott]

The Overview for #1087 has been updated to include a task to review the Old Google Drive for any relevant docs.

The overview for this issue has been revised to include a task to check issue #1087 before closing this issue.

[staceyrebekahscott]

@naraedesigns Erin mentioned that you were interested in documentation. Would you want to work with me on this issue?

[staceyrebekahscott]

Narae messaged me on Slack and said she was assessing her current workload. This is being de-prioritized until we get our goals and roadmap set up. Moving to Backlog.

[staceyrebekahscott]

Other items to consider developing:

• Social Contract: for how meetings should run and how to participate
• Team rules for remote work: how we can stay engaged between meetings and expectations for responses ( sending updates on what we have been working on, adding discussion items to Slack prior to meeting agenda for evaluating).