Collaboration Cycle for Ask VA Integration - Ask VA

[shiragoodman]

VFS team name

Ask VA Integration

Product name

Ask VA

Feature name

Ask VA

GitHub label for product

ask-va

GitHub label for feature

No response

Kickoff questions

Toggle kickoff questions

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

June 2023

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

Yes

Are you doing research with VA.gov users?

Yes

Will your work involve changes to...

Tools, applications and dynamic pages

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

Product outline

https://github.com/department-of-veterans-affairs/va.gov-team/blob/master/products/ask-va/products/Ask-VA-MVP-1-Product-Outline.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

Notify the Collaboration Cycle team of this ticket in the vfs-platform-support Slack channel.

• I acknowledge that I must notify #vfs-platform-support after submitting this issue.

Kickoff Slack thread

Recommended Collaboration Cycle touchpoints

Design Intent

Toggle Design Intent

Before meeting

VFS 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

See Platform guidance on Design Intent artifacts. Platform feedback is based solely on the artifacts provided, as reviewed during the two days before the Design Intent 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.

• Health category user flow
• Content flow spreadsheet
• Proposed names for categories, topics and sub-topics
• Research plan

Platform actions

• Design Intent Slack thread with VFS team: Slack link
• Meeting date/time: Friday, July 28 at 2:00p ET

After meeting

Platform actions

• If you have feedback, create feedback tickets and link to this epic. Once you have completed you review, check the box next to your practice area
  • Accessibility has completed the review
  • Design has completed the review
  • IA has completed the review
• Update this ticket with the Zoom recording
  • Recording URL: LINK
  • Password: lW^m@64.

VFS actions

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

Sitewide CAIA Intake Request

Toggle Sitewide CAIA Intake Request

VFS actions

• Complete the Sitewide CAIA intake request process
• Link to the Sitewide CAIA Intake Request ticket below
  https://app.zenhub.com/workspaces/sitewide-content-accessibility-and-ia-63a1d63232beba0011a7833f/issues/gh/department-of-veterans-affairs/va.gov-team/60696

Research Review

Toggle Research Review

VFS actions

• Complete the research review process

Midpoint Review

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.

Provide links or documents for the following:

• [Sketch: Chapter 1-2: Category and topic; Your question (all pages included)
• Chapter 3: Personal information (all pages included)
  - Sketch: Chapter 3.1 (if My own VA benefits)
  - Sketch: Chapter 3.2 (if Someone else's VA benefits)
  - Sketch: Chapter 3.3 (if General question)
• Sketch: Chapter 4: Review and submit (all pages included)
• Sketch: Dashboard
  • Please review the workspace titled, "Flow." But if you're looking for more information, you can also review the workspaces titled, "Dashboard" and/or "Details" which include more details.
• Sketch: Search by reference number (all pages included)
  • We probably won't have time to cover this synchronously during the review, but if you're able to give feedback async on this we'd appreciate it. This lets users search for the status of their inquiry while they're not authenticated. This functionality current exists (review on ask.va.gov).
• Research plan
• Conversation guide

Accessibility artifacts

• CAIA a11y feedback: 2023-11-02

Content artifacts

• Category, topic and subtopic labels in order
• CAIA ticket: Content support on Ask VA category labels
• CAIA ticket: Content support on Ask VA tool integration

IA artifacts

• IA spec dec

Platform actions

• Midpoint review Slack thread with VFS team
• Meeting date/time: Friday, December 1, 2023 at 11:30 AM ET

After meeting

Platform actions

• If you have midpoint review feedback, create feedback ticket and link to this epic. Once you have completed your review, check the box next to your practice area
  • Design has completed the review
  • Accessibility has completed the review
  • IA has completed the review
  • [x ] Content has completed the review
• [x ] Update this ticket with the Zoom recording
  • Recording URL: Zoom link
  • Password: %e3ArX&r

VFS actions

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

Analytics Request

Toggle Analytics Request

VFS actions

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

Contact Center Review

Toggle Contact Center Review

VFS actions

• Complete the Contact Center review process
• Link to the Contact Center review request ticket below

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)
• 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

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

• Update this ticket with the Zoom recording
  • Recording URL:
  • 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: ______
• 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

Privacy, Security, Infrastructure Readiness Review

Toggle Privacy, Security, Infrastructure Readiness Review

VFS actions

• Complete the Privacy, security, infrastructure readiness review process
• Link to the Readiness Review ticket below

Platform actions

• Privacy, security, infrastructure readiness review is complete

[joehall-tw]

Linked to department-of-veterans-affairs/ask-va#167.

[ruchishah29]

@sterkenburgsara - design intent meeting is scheduled for July 28th - could you please update the status?

[sterkenburgsara]

@ruchishah29 Hi! We typically confirm collaboration cycle touchpoints via Slack, but to record it here as well, the design-intent is fully scheduled. I have updated the corresponding design-intent section in your ticket above & your preferred time of Friday, July 28 at 11:30am ET is reflected under "Platform Actions." Let me know if you have any questions. Thank you!

[ruchishah29]

Hi Sara, On my calendar - the meeting is on July 28th friday at 2pm EST. Please confirm.

…

On Thu, Jul 20, 2023 at 12:17 PM Sara Sterkenburg ***@***.***> wrote: @ruchishah29 <https://github.com/ruchishah29> Hi! We typically confirm collaboration cycle touchpoints via Slack, but to record it here as well, the design-intent is fully scheduled. I have updated the corresponding design-intent section in your ticket above & your preferred time of Friday, July 28 at 11:30am ET is reflected under "Platform Actions." Let me know if you have any questions. Thank you! — Reply to this email directly, view it on GitHub <#62304 (comment)>, or unsubscribe <https://github.com/notifications/unsubscribe-auth/BAGGXPD6E4TSGZB3ZVZFW2DXRFKZVANCNFSM6AAAAAA2RPSOXI> . You are receiving this because you were mentioned.Message ID: ***@***.*** .com>

-- Sincerely, Ruchi

[sterkenburgsara]

@ruchishah29 My apologies! You are correct. I will update the time in the ticket and in the on-support channel. Thank you!

[ruchishah29]

thank you

…

On Thu, Jul 20, 2023 at 1:45 PM Sara Sterkenburg ***@***.***> wrote: @ruchishah29 <https://github.com/ruchishah29> My apologies! You are correct. I will update the time in the ticket and in the on-support channel. Thank you! — Reply to this email directly, view it on GitHub <#62304 (comment)>, or unsubscribe <https://github.com/notifications/unsubscribe-auth/BAGGXPBXG3ZBFXZYLLX65WLXRFVC5ANCNFSM6AAAAAA2RPSOXI> . You are receiving this because you were mentioned.Message ID: ***@***.*** .com>

-- Sincerely, Ruchi