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Organizing a Plone Sprint - Lessons Learned, Case Midsummersprint 2017

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We organised our first ever Plone development sprint at University of Jyväskylä, Finland in July 2017. Here are some lessons learned on organising an open source development sprint.

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Organizing a Plone Sprint - Lessons Learned, Case Midsummersprint 2017

  1. 1. Organizing a Plone Sprint - Lessons Learned, case Midsummersprint 2017 Rikupekka Oksanen, Plone Conference 2017
  2. 2. Premise • We organized our first ever Plone development sprint in summer 2017 at University of Jyväskylä • https://www.coactivate.org/projects/midsummer- sprint-2017/
  3. 3. Things to Talk About • Funding • Reserving location, spaces • Accommodation, travel info • Website • Marketing • Sprint theme • Sprint week • Sprint day • Sprint activities: lunches, dinners, other activities • Importance of sprints
  4. 4. 1 year ago • The idea 1 year ago, think about a topic and when the sprint could be arranged • Ask for general interest among Plone Community • Calculate and estimate cost and possibilities (food, accommodation, how to travel, etc) • Ask for funding and select time (hopefull free time and nice weather) • Add a website • Inform community, ask for more interest • Define topic
  5. 5. Winter/Spring • Book location(s) • (University a good place - location, internet) • Sprint, activities • Update website • More advertising (Twitter, Facebook, Plone community, etc.) • Book activities
  6. 6. Summer • Inform participants on arrangements (accommodation, travel, eating, internet access, weather...) • Make sure everyone gets to the sprint location, help with airport travel or from train to hotel (if possible) • Just before sprint starts, buy refreshments and snacks
  7. 7. Funding • But Open Source is supposed to be free? ;) • University of Jyväskylä. We had calculated budget from 2500€-5000€: accommodation, lunches, one dinner, snacks, location, activities, misc. stuff. • Plone Foundation - plain tickets for one • Participants pay for their own flights and hotels
  8. 8. Reservations • Find big enough room for 20 people • ...with internet! • Activities • Table reservations (if dinners together)
  9. 9. Accommodation and travel • List of hotels nearby the venue • Maybe a "student village" - low cost accommodation (we had one in Jyväskylä) • Travel tips (flights, train, buses taxis, etc.)
  10. 10. Sprint location Our room is up there
  11. 11. Sprint location Lake view Piano Fireplace Kitchen nearby
  12. 12. Website and marketing • Create a website for the sprint • https://www.coactivate.org/ is free and hosted • Tell your friends, colleagues, in social media, Plone community forum etc.
  13. 13. Sprint theme • This sprint will focus on polishing user experience of editor role users on Plone 5.1 and later • Sprint could (should?) have a theme, like "polishing Plone 5 UX" or "security" • Also some concrete goal could be set (release Plone 5.1!) • But don't limit participants options on topics if they have a topic of their own • Its important just to get participants
  14. 14. Sprint week planning • Plans need to be better for the beginning of the week - on how to organise work (and where and when to eat!) • Experienced Plone developers are usually very self organised • New people appreciate more detailed plan ja focus in the sprint
  15. 15. Sprint day • Typical Sprint day is from 9 to 6pm. • We started with a presentation (max 1 hour) • Then work, lunch break at 12 and more work • Wrap up at 17 or at 17.30 - going through what everyone worked on • Dinner together at about 19 • Programming at your hotel room until you drop
  16. 16. Sprint Day - Behind the Scenes • Make coffee. A lot. • (Arrange a video stream) • Make sure everyone has electricity • Get stuff (something is always needed)
  17. 17. Activities • We had: Lunches and dinners together, field trip and museum tour • Activities help to relax the atmosphere, help new people to blend in • Doesn't have to be super special, but something that everyone gets to participate
  18. 18. Museum Tour • IMG_5997
  19. 19. Field Trip
  20. 20. Families Welcome
  21. 21. Dinners Together
  22. 22. Sauna
  23. 23. And Then Some Work!
  24. 24. Blogging, tweeting etc. • Blog post every day
 https://www.coactivate.org/projects/midsummer- sprint-2017/blog/ • Tweet on working and other activities
  25. 25. Website • Using hosted Coactivate Wiki
 https://www.coactivate.org/projects/midsummer- sprint-2017/ • Quite slow • Adding images was cumbersome • Otherwise ok (adding members, wiki, blog, discussion) • Why not a hosted Plone environment for Plone Sprints? Eat your own dog food.
  26. 26. Live Stream and videos • We used our Plone-based Moniviestin video distribution platform at JYU • http://moniviestin.jyu.fi/ohjelmat/erillis/thk/thkplone/ midsummer-sprint-2017?set_language=en&cl=en • Live Stream and recordings available from each presentation • Tip: use good microphone for audio
  27. 27. Participants • There were 18 participants at Midsummer Sprint in total, including: • Our organisers and our local development team for Plone based and related services, • A GSOC student working on a Plone Foundation mentored topic, • A professional UX designer and • Many well known names from the Plone community
  28. 28. Participants • Tip: When you gather information on who is coming and when, here's a template: • [name ] [ company ] [ dates ] [ % sure ] [ # extra sims ] [ # accommodation ] • Rikupekka Oksanen, University of Jyväskylä, 3.–7.7., 100%, 0, 0 • Not everyone arrives or leaves at the same time, good to know when.
  29. 29. Contributor's Agreement • https://plone.org/foundation/contributors-agreement • Prospective contributors to the Plone Core code base MUST sign the Contributor’s Agreement. The Agreement assigns copyright in the code to the Plone Foundation, the non-profit organization which stewards the Plone code base. • Download and sign the Plone Contributor Agreement. Then email a scanned copy to agreements@plone.org 
  30. 30. Importance of Sprints • We asked for feedback in this sprint:
 https://staff.jyu.fi/Members/rioksane/midsummersprint-feedback • How would you describe the value of sprint type of way of working? • "It allows for impromptu discussions between people who are otherwise in different offices and timezones. It encourages to ask advice and feedback from people with different skillsets and specialities. It allows for a broader 'vision' of the whole project/ product, as you get to mentally focus on it for a longer time, but also with enough social interaction to reflect better."
  31. 31. Importance of Sprints • How would you describe the value of sprint type of way of working? • "IMHO it values a lot, little things as 'just' work over to the next table and ask a question which turns into a great small mini discussion which turns into a idea to solve a issue is so much worth. Also the whole atmosphere at a sprint motivates !"
  32. 32. Importance of Sprints • How would you describe the value of sprint type of way of working? • "It makes working on complex topics a lot easier" • "A full week sprint is the best to focus on development and interaction."
  33. 33. Importance of Sprints • How would you describe the value of sprint type of way of working? • "It's great to work so closely with many core developers together. We always have important discussions and can figure out things to do to bring Plone forward. And it's important to have a full week to eventually finish tasks."
  34. 34. Importance of Sprints • Comments from new plonistas: • "Everyone seemed to be focusing on many different tasks, there was no single goal? But otherwise, an effective learning experience." • "I was pleasantly surprised on how relaxed the atmosphere was from the very beginning."
  35. 35. Learning • For University of Jyväskylä (using many critical Plone- based web applications), the opportunity to get all our developers to participate (6) was a big bonus • Think about hiring a consultant for a day, or sending six developers to a 5 day course? A little more expensive?
  36. 36. Cooperation
  37. 37. Actual Costs (fo JYU) • Locations (Big enough room for the whole week, Sauna) • Food (lunches at student restaurant, snacks, field trip and sauna evening) • Activities (Alvar Aalto Museum) • Bus tickets and 4G SIM cards, miscellaneous stuff • Total cost for JYU was about 2000€ • With that, you got work from 18 persons, 5 days from 9-18, totalling 990 hours. Not bad!
  38. 38. Sprint Final Report • http://tech.blog.jyu.fi/2017/07/midsummer-sprint-final- report.html • Asko Soukka's thorough sprint report, with every pull request
  39. 39. Conclusion • Arranging a Plone sprint needs some funding, a suitable location, website, theme(s) and local arrangements. It also takes your time to plan and go through. • Important to know when to eat + have enough coffee! • A learning experience and a place to focus on developing • Do not underestimate the the power of a friendly community working together!
 
 
 
 

  40. 40. Thank you!

We organised our first ever Plone development sprint at University of Jyväskylä, Finland in July 2017. Here are some lessons learned on organising an open source development sprint.

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