Collaboration Cycle for the Public Websites Team for the Discharge Upgrade Wizard

[FranECross]

VFS product information

VFS team name

Public Websites

Product name

Discharge Upgrade Wizard

Feature name

The entire Discharge Upgrade Wizard, not a particular feature within it.

GitHub label for team

Public Websites

GitHub label for product

Discharge wizard

GitHub label for feature

N/A

Public DSVA Slack channel for VFS team

#sitewide-public-websites

Kickoff questions

Toggle kickoff questions

When did/will you start working on this product/feature?

Jan 25, 2024

Will your work result in visible changes to the user experience?

Yes

Are you doing research with VA.gov users?

No

Will your work involve changes to...

Both

Does your product/feature have Google Analytics tracking and a KPI dashboard in Domo?

Yes

Do you need to capture any additional analytics or metrics?

Yes, user flows

Product outline

• https://github.com/department-of-veterans-affairs/va.gov-team/blob/master/products/veteran-military-records/discharge-upgrade-wizard/initiatives/2024-discharge-upgrade-wizard-subtask/initiative-brief.md

Verify all relevant materials provided to Governance Team

• I have provided all relevant and up-to-date links, screenshots, images, designs, etc. of the as-is version of the product

• Legacy User Flow in Mural with Legacy screenshots

Add the GitHub labels for your team, product, and feature to this ticket.

• I acknowledge that I must add the GitHub labels for my team, product, and feature to this ticket.

Notify the Collaboration Cycle team of this ticket in your team's public Slack channel.

• I acknowledge that I must notify the Governance team by completing the Collab Cycle Kickoff workflow in my team's Slack channel after submitting this issue. This can be completed by typing "/collab cycle" and selecting the kickoff workflow.
  Kickoff Slack Thread with VFS team: Kickoff thread

PO Sync 👉🏽 This step was added quite some time after the project began.

Toggle PO Sync instructions

Before the meeting

OCTO Product Owner

• Review PO Sync Guidance to understand what this sync involves.
• Schedule your PO Sync (with at least 2 business days lead time from now):
  • Open the Calendly PO Sync calendar
  • Select a date and time and click "Confirm"
  • Add your name and email
  • Click "Schedule Event"
• Link all artifacts in the PO Sync artifacts for review section below at least two business days before the scheduled PO Sync. Please don't add artifacts in the comments section.

PO Sync artifacts for review
See guidance on PO Sync artifacts. Please provide links to artifacts at least two business days before the scheduled meeting.

Required:

• Product outline

Optional:

• Any other artifacts you have so far

Governance Team actions

• Meeting date/time:

After the meeting

OCTO Design Leads

• If the initiative receives OCTO alignment to proceed, add the PO-Sync-approved label to this ticket.
• If the initiative does not receive OCTO alignment to proceed, comment and close this ticket.

Design Intent 👉🏽 Skipped

Toggle Design Intent instructions

Before the meeting

VFS team actions

• Review Design Intent Guidance to understand what this touchpoint involves.
• Schedule your Design Intent (with at least 2 business days lead time from now):
  • Open the Calendly design intent calendar
  • Select a date and time and click "Confirm"
  • Add your name and email
  • Click "Add Guests" and enter the email addresses for VFS team attendees
  • Click "Schedule Event"
• Link all artifacts in the Design Intent artifacts for review section below at least two business days before the scheduled Design Intent. Please don't add artifacts in the comments section.

Design Intent artifacts for review

See guidance on Design Intent artifacts. Governance Team feedback is based on the artifacts provided here as well as information provided during the meeting. Please provide links to artifacts at least two business days before the scheduled meeting.

Required:

• User flow

Not required, but nice to have:

• Wireframes (if provided, must include mobile wireframes)

Optional:

• Research plan
• Any other artifacts you have so far

Governance Team actions

• Design Intent Slack thread with VFS team
• Meeting date/time:

After the meeting

Governance Team actions

• Update this ticket with the Zoom recording
  • Recording link
  • Passcode:
• Accessibility
  • Feedback ticket attached
  • No feedback
• Design
  • Feedback ticket attached
  • No feedback
• IA
  • Feedback ticket attached
  • No feedback

VFS team actions

• Review feedback tickets. Comment on the ticket if there are any questions or concerns.

Architecture Intent 👉🏽 Passed

Toggle Architecture Intent instructions

Before the meeting

VFS team actions

• Review Architecture Intent Guidance to understand what this touchpoint involves.
• Schedule your Architecture Intent (with at least 2 business days lead time from now):
  • Open the Calendly Architecture intent calendar
  • Select a date and time and click "Confirm"
  • Add your name and email
  • Click "Add Guests" and enter the email addresses for VFS team attendees
  • Click "Schedule Event"
• Link all artifacts in the Architecture Intent artifacts for review section below at least two business days before the scheduled Architecture Intent. Please don't add artifacts in the comments section.

Architecture Intent artifacts for review

See guidance on Architecture Intent artifacts. Feedback is based on the artifacts provided here as well as information provided during the meeting. Please provide links to artifacts at least two business days before the scheduled meeting.

Required:

• Fully completed Architecture Intent Meeting Template
• [N/A] User data flow diagram, if your application accepts data from a user.

Platform Team actions

• Meeting date/time: Monday October 28, 4:30pm ET

After the meeting

Platform Team actions

• Update this ticket with the Zoom recording
  • Recording link
  • Passcode:
• Engineering feedback

  • Feedback ticket attached to milestone

  • Feedback added below

    Strong recommendations:
      - Use a timer to clear the state of the wizard after a reasonable period of inactivity (suggest 5 minutes)
    
    Also consider: 
      - Add Cypress tests to check external site links
    

  • No feedback

• Mobile Engineering feedback
  • Feedback ticket attached to milestone
  • No feedback
• Security feedback
  • Feedback ticket attached to milestone
  • No feedback

VFS team actions

• Review feedback tickets. Comment on the ticket if there are any questions or concerns.

Research Review 👉🏼 N/A

• This review is being skipped because we aren't conducting veteran research, and this is not an experimental design.

Toggle Research Review

(N/A)

VFS actions

• Complete the research review process

Midpoint Review 👉🏽 Skipped

Toggle Midpoint Review

Before meeting

VFS actions

Navigate to reference link: Midpoint Review Guidance

• Schedule your Midpoint Review when ready:
  • Open the Calendly midpoint review calendar
  • Select a date and time and click “Confirm”
  • Add your name and email
  • Click "Add Guests" and enter the VFS meeting attendees email addresses
    • Invite all relevant VFS team members, including accessibility support, product owners, and other VA stakeholders
  • Click "Schedule Event"
• Check this box if you'd like this review to be asynchronous (Please refer to the Midpoint Review guidance for the difference between a synchronous meeting and an asynchronous review)
• Link all artifacts ONLY in the Midpoint Review artifacts section below at least two days before the scheduled Midpoint Review. Do NOT add artifacts to Comments section

Midpoint Review artifacts

See Platform guidance on Midpoint Review artifacts. Platform feedback is based solely on the artifacts provided, as reviewed during the two days before the Midpoint Review meeting. Any work not included in the artifacts below or any ongoing work taking place during the review period may not be reflected in that feedback.

Required artifacts

• Design prototype or high-fidelity mockup (must include mobile prototype/mockup)
  • Specify which pages are included in the review
• Up to date user flow
  • Guidance on user flows
• If working with Sitewide CAIA, link to CAIA intake ticket.

Not required, but nice to have artifacts

• Accessibility annotations included as part of your design
• Research plan
• Links to specific CAIA artifacts:
  • IA spec
  • Content source of truth
• Any other artifacts you have so far

Platform actions

• Slack thread with VFS team
• Meeting date/time:

After meeting

Platform actions

• Accessibility
  • Feedback added to milestone
  • No feedback
• Content
  • Feedback added to milestone
  • No feedback
• Design
  • Feedback added to milestone
  • No feedback
• IA
  • Feedback added to milestone
  • No feedback
• Update this ticket with the Zoom recording
  • Recording link
  • Passcode:

VFS actions

• Review feedback tickets and comment on the ticket if there are any questions or concerns

Analytics Request 👉🏽 Submitted

Toggle Analytics Request

VFS actions

• Complete the analytics request process
• Link to the Analytics Implementation and QA Request ticket below
  • Analytics Ticket

Contact Center Review 👉🏽 Passed

Toggle Contact Center Review

VFS actions

• Complete the Contact Center review process
• Link to the Contact Center review request ticket below
  • Contact Center Review for Public Websites - Discharge Upgrade Wizard #93785

Staging Review

Toggle Staging Review

Before meeting

VFS actions

• Navigate to reference link: Staging Review Guidance
• Schedule your Staging Review when ready:
  • Open the Calendly staging review calendar
  • Select a date and time and click “Confirm”
  • Add your name and email
  • Click "Add Guests" and enter the VFS meeting attendees email addresses
    • Invite all relevant VFS team members, including accessibility support, product owners, and other VA stakeholders
  • Click "Schedule Event"
• If this product contains any experimental design, add the experimental-design label and schedule a meeting with DSC to present the research findings.
• Link all artifacts ONLY in the Staging Review artifacts section below at least four days before the scheduled Staging Review. Do NOT add artifacts to Comments section
• I confirm the environment is available and test users have been provided.
• Please verify your product information in the Product Directory.

Staging Review artifacts

Links to Staging Review artifacts must be added to this ticket 4 business days ahead of the scheduled meeting. Please do not make changes to the product or artifacts during the 4-day review period.

Required artifacts

• URL(s) to review the product
  • The product should be available on an approved staging environment.
  • List pages, sections of pages, and/or user flows impacted by this work.
• Drupal or Staging URL for updated primary entry point: the main way Veterans will access the tool through site navigation (not search)
  • If the primary entry point is not a page on VA.gov, include information about how to view it. Reach out to @platform-governance-team-members on Slack with any questions.
• Test users and scenarios (when applicable)
  • Store test user information, passwords, and tasks in a .md file in the va.gov-team-sensitive repository.
  • Make sure all user scenarios can be tested, i.e.: in-progress form, submitted form, new form.
• Link to Sitewide CAIA intake ticket, if applicable.
• Completed accessibility testing artifact: see instructions and link to accessibility testing template.
• QA Artifacts: artifacts that correspond to each of the QA Standards.
  • Regression test plan
  • Test plan
  • Coverage for References
  • Summary (Defects) reports
  • E2E tests
  • Code coverage
  • Endpoint monitoring playbook
  • Logging silent failures

Not required, but nice to have artifacts

• Content source of truth: link to CAIA Content feedback, such as a content source of truth.
• Information Architecture spec: link to CAIA IA feedback, such as an IA spec.

Platform actions

• Slack thread with VFS team
• Meeting date/time:

After meeting

Platform actions

• Update this ticket with the Zoom recording
  • Recording link
  • Password:

VFS actions

• Review the findings tickets and comment on the ticket if there are any questions or concerns
• Close individual findings tickets when the issue has been resolved or validated by your Product Owner. If a team has additional questions or needs Platform help validating the issue, please comment on the issue ticket.
• After launch, request an accessibility audit from the VA 508 Office. This is required even if no accessibility issues were found during the Staging Review.
  • Share ServiceNow ticket number here: Confirmation REQ35686854
• Close ticket once Privacy, Security, Infrastructure Readiness Review has been completed, VA 508 Office audit is requested, and all other post-Staging actions are complete
• Complete Collaboration Cycle feedback survey

Privacy, Security, Infrastructure Readiness Review 👉🏽 Passed

Toggle Privacy, Security, Infrastructure Readiness Review

VFS actions

• Complete the Privacy, security, infrastructure readiness review process
• Link to the Readiness Review ticket below
  • https://github.com/department-of-veterans-affairs/va.gov-team-sensitive/issues/1981

Platform actions

• Privacy, security, infrastructure readiness review is complete

[jilladams]

@FranECross @aklausmeier (cc @thejordanwood) Discharge Upgrade Wizard collab cycle ticket here is recommending some touchpoints we need to figure out / maybe talk to Governance folks about:

1. Design Intent: We're using the DS subtask pattern the same way we did for Income Limits and PACT Act wizards, and we don't have a design artifact other than our user flow for that reason. So: we likely need to talk to Governance folks about what's required here from their perspective.
2. Research review: Same. We aren't currently planning to run research, because we're moving from a deprecated pattern to a DS pattern.
3. Midpoint: Same. We won't have any additional artifacts for this touchpoint. I think we might be able to propose skipping Design Intent and Research Review, and jump right to requesting an async Midpoint.

Thoughts?

[FranECross]

@coforma-terry I'm not sure how or who to approach regarding Jill's points above. Would I just note things in the ticket in the appropriate sections as to why we believe that particular review wouldn't be relevant/the info we have would be sufficient, and then do the async when I request a midpoint review? Thanks in advance for your guidance!

[jilladams]

@shiragoodman ^^ These might also be questions for you.

[shiragoodman]

@FranECross @jilladams Both the Design Intent and Midpoint Review are optional touchpoints, so if you'd like to skip them for any reason, you're welcome to. The Research Review is only required if you're planning to do research with Veterans or if you're doing any experimental design. We won't allow proposed component changes/uses to be published to VA.gov unless the solution has been tested. LMK if you have any other questions.

[FranECross]

@shiragoodman Regarding the Architecture Intent touchpoint needed for Discharge Upgrade Wizard, can someone please add that to the ticket so I ensure I have all that's required for it? BTW I have the checklist from Matt already and am preparing that info, but just want to ensure all tasks are ticked off as needed. Thanks in advance!

[jilladams]

Because Zenhub is likely going away, Sitewide may hit our Github Projects issue cap (1200), and may not be able to port all our issues in right away, logging which issues in this ZH epic are still open, so we can later build parent/child relationships in GHP as needed. I'll update this comment through EOY with any new tix that arise from Collab Cycle, or until we get migrated into GHP fully.

• Analytics Implementation or QA Support for Sitewide Public Websites - Discharge Upgrade Wizard #93966

[shiragoodman]

@FranECross Architecture Intent has been added.

[DonMcCaugheyUSDS]

Architecture Intent Meeting results:

Strong recommendation:

• use a timer to clear the state of the wizard after a reasonable period of inactivity (suggest 5 minutes)

Also consider:

• add Cypress tests to check external site links

[FranECross]

Architecture Intent Meeting results:

Strong recommendation:

• use a timer to clear the state of the wizard after a reasonable period of inactivity (suggest 5 minutes)

Also consider:

• add Cypress tests to check external site links

@DonMcCaugheyUSDS Do you mind adding your feedback, etc. to the Architecture Intent section, so folks will know at a glance the outcome and our next steps? Thanks in advance!

[FranECross]

@shiragoodman Just a quick note to say I noticed all the information (from me and ya'll) that was in the Staging section of the ticket is gone. 😮 I just added the 508 Audit confirmation info to that section, but all else is missing. cc @jilladams

[shiragoodman]

@FranECross thanks for the heads up. On occasion, we have to update the content in the SR section to meet our latest requirements, and we have a script that does that. There was an issue this last time around and a few tickets got overwritten on accident. Since you're post SR for this, it's not an issue. Apologies for any inconvenience!