---
# System prepended metadata

title: Our Shape Up implementation
tags: [Shape Up]

---

# Our Shape Up implementation

###### tags: `Shape Up`

Purpose of this document is to describe our implementation of the cycle structure (a) to introduce new people to how we plan and structure our work, (b) to make ourselves aware when we apply changes to the structure.

## Changelog

- 2023-09-08: addition: hackmd project documents should be used for documenting the progress
- 2023-04-28: initial document

## Overview

The full introduction to Shape Up can be found at https://basecamp.com/shapeup. We will only document where we deviate from the the book or where the book is not concrete (e.g. who is attending betting table).

## Documents

All cycle related documents are in the GridTools hackmd space.

**Note: the shaped project documents should be used during implementation to document progress.**

### Tags

- `cycle XX`:
    - before the betting table for that cycle it contains the shaped or shaping-in-progress documents that will be considered at the betting table
    - after the betting table it should only contain the documents that were scheduled
- `shaping-archive`:
    - contains documents that were shaped, but were not scheduled, they can be brought back to a next betting table if desired

## Meetings

### Pre-betting table

Early in the cool-down we discuss direction for the next cycle with parties who contribute development time. The conversation focuses on getting a common understanding of which projects should be fully shaped for the betting table.

- Attendees: Anurag, Carlos, Christoph, Edoardo, Enrique, Hannes, Magdalena, Mauro, Will
- When: Usually Wednesday or Thursday after the review meeting.

### Betting table

Shortly before the beginning of the cycle. We discuss and allocate the shaped projects. We summarize the result in the cycle overview document.

- Attendees: same as pre-betting table.
- When: Usually Thursday or Friday in the week before the kick-off meeting.

### Kick-off meeting

- Attendees: Every developer who is involved in the cycle and interested stakeholders (or even not a stakeholder). The mailing list is currently maintained by Hannes.
- When: Tuesday, usually 14:00-15:00 (this is the beginning of the cycle)

### Review meeting

Goal is to update
- all interested parties about achievements of the cycle with a focus on which new features are available or changes in products for both developers and users
- participants of the betting table about status of products/tools/libraries/research to enable scheduling projects for the next cycle.

Developers should prepare material (slide, code example) to help describe the feature if useful.

+ Attendees: same as for the kick-off meeting
+ When: Tuesday, 6 weeks after the kick-off meeting, usually 14:00-15:30.

## Meeting invitation skeletons

### Review meeting

Dear all,

we will review the projects of the past cycle. For each project please prepare a slide or code snippet that illustrates the work/feature you implemented.

Cheers,
Hannes

TODO: put something about prepare what to show at the review meeting (slide, code, etc)


## Changelog

### Proposal 2023-09-08 (accepted)

For discussion at betting table.

- Require the use of a progress list in the documents of the projects, see template.
 