Project document - RFL-001

RACI and Backlog Refinement Meeting Notes

The meeting record used to review responsibilities, confirm backlog readiness, and assign the follow-up evidence needed before execution baseline approval.

Project	Cybersecurity Platform Modernization	Meeting type	RACI and backlog refinement
Date	Week 7 - fictional case study	Facilitator	Junior Technical Project Manager
Version / status	v0.1 - Complete meeting record	Source	WBS-001 / RACI-001 / BLG-001
Purpose	Review responsibility assignments and backlog readiness before the Project Manager baselines the work for execution planning.

Participants and purpose

Participant / group	Role in meeting	Contribution expected
CTO / Project Sponsor	Decision authority	Confirms scope boundary, conditions, and escalation path
Junior Technical Project Manager	Facilitator and recorder	Coordinates refinement, updates records, and tracks actions
Engineering Lead	Technical reviewer	Confirms feasibility, dependencies, estimates, and implementation ownership
Security Lead	Security reviewer	Confirms controls, vulnerabilities, evidence, and risk treatment
DevOps / SRE Lead	Delivery reviewer	Confirms environments, deployment, monitoring, and rollback work
QA Lead	Quality reviewer	Confirms regression coverage and acceptance evidence
Product Manager / Customer Success Lead	Customer-impact reviewers	Confirm critical workflows, timing, and customer constraints

RACI and Backlog Refinement Meeting Notes - continued

Review outcomes

The team reviewed the RACI against the baselined WBS and checked that the backlog items remain within the approved first-increment scope.

Review area	Outcome	Record updated	Result
RACI review	One accountable role was confirmed for each WBS package; supporting technical and business roles remain visible.	RACI-001 v0.2	Reviewed
Backlog structure	Backlog items were checked against the WBS and kept within the first-increment boundary.	BLG-001	Confirmed
Ownership	The backlog owner fields identify the lead role; named individuals are assigned when team capacity is confirmed.	BLG-001	Open for baseline
Acceptance evidence	Each item has an expected outcome or acceptance condition linked to a deliverable or evidence record.	BLG-001	Confirmed
Dependencies	Dependencies were recorded where sequencing affects environment readiness, testing, security, or release.	BLG-001	Confirmed
Estimates	Detailed effort estimates remain subject to technical-owner confirmation after the evidence inventory is complete.	BLG-001	Action required

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Actions agreed

Action ID	Action	Owner	Timing	Status
BR-001	Confirm deployed runtime and dependency evidence for BL-002 and BL-003.	Engineering Lead	Before backlog baseline	Open
BR-002	Confirm priority security findings and treatment path for BL-004.	Security Lead	Before go/no-go planning	Open
BR-003	Confirm non-production access, monitoring, and rollback prerequisites for BL-007.	DevOps / SRE Lead	Before implementation scheduling	Open
BR-004	Confirm critical-path regression coverage and acceptance evidence for BL-010.	QA Lead	Before test planning	Open
BR-005	Update the RACI and backlog records, then prepare the baseline review.	Project Manager	After actions BR-001 to BR-004	Open

Decision

The team agreed that the backlog is structurally ready for baseline review, but execution should not be scheduled until the technical evidence, capacity, and acceptance actions above are confirmed.

RACI and Backlog Refinement Meeting Notes - continued

Open questions

Question ID	Question	Owner	Backlog link
RQ-001	Which deployed runtime, framework, and dependency versions are confirmed by production evidence?	Engineering Lead	BL-002 / BL-003
RQ-002	What capacity and change window are available for the first non-production increment?	Sponsor / Engineering / DevOps	BL-006 / BL-007
RQ-003	Which customer workflows require explicit Customer Success sign-off before release?	Product / Customer Success	BL-005 / BL-012

Next step

The Project Manager will update RACI-001 to v0.2 and BLG-001 to v0.2 after the assigned actions are confirmed. The next governance point is the backlog baseline review, followed by release and sprint planning.