Section 2 | Coordinator Epic

[randelbrot]

See this comment for draft rewrite proposal to be reviewed.

Problem Alignment

Context:

This epic covers functionality included in Section 2: Application and Onboarding from the HUU Major Flows Figma. User stories will be attached to this epic as Issues.

The Problem:

Coordinators do not currently have an online way to view and manage guest/hosts through the application and onboarding process.

User scenarios:

Invite Guest

Send Invite

1. As a Coordinator, I want to send an invitation to Guests so the Guest can create their account and start their application (Intake Profile)

List of Guests/Hosts

View List of Guests/Hosts

1. As a Coordinator, I want to see a list of all Hosts who have submitted an application (Intake Profile) and Guests who have been invited to the application so that I can manage their application and onboarding experience.

Filter List of Guests/Hosts

1. As a Coordinator, I want to filter the list of Guest/Hosts by key fields so that I can find a specific Guest(s)/Host(s).

Coordinator Assignment

Automatic Assignment of Coordinator to Invited Guest

1. As a Coordinator, I should automatically be assigned to any Guest I invite.

Assign Myself as Coordinator

1. As a Coordinator, I can assign myself to Hosts that do not have a coordinator assigned.

Assign to other Coordinator

1. As a Coordinator, I can assign Guests/Hosts to another coordinator.

General Guest/Host Notes

Add Note

1. As a Coordinator, I want to add a note to a specific Guest/Host so I or a potential future Coordinator will have access to any relevant details.

View/Edit Note

1. As a Coordinator, I want to view and edit the note on a specific Guest/Host so I can reference it and keep it up to date.

Guest/Host Application(s) (Intake Profile(s))

View Application(s) (Intake Profile(s))

1. As a Coordinator, I want to view the Guest/Host application (Intake Profile) so that I can review the application and make a decision

View Status of Application (Intake Profile)

1. As a Coordinator, I want to view the Guest/Host application (Intake Profile) status so that I can follow up on pending applications (Intake Profiles).

Update Status of Application (Intake Profile)

1. As a Coordinator, I want to update the Guest/Host application (Intake Profile) status so that I can approve or deny the application (Intake Profile) or notify the applicant to revise and resubmit.

Application (Intake Profile) Notes

1. As a Coordinator, I want to add notes for reference on a specific application (Intake Profile) so I or a potential future Coordinator will have access to any relevant details for that specific application (Intake Profile) so they can take appropriate action.

Onboarding Event Management

Mark Events as Completed

1. As a Coordinator, I want to record whether a specific Guest/Host has completed key onboarding events, such as Interviews, Training, and Home Inspection.

High Level Approach:

Dashboard Page

1. Link to Invite Guest
2. Link to view Intake Profile submitted by Guest/Host
3. Link to view Matching Profile once Guest/Host Intake Profile is approved
4. Add/Edit notes option to record important information regarding the case
5. Option to assign the case to another coordinator if required
6. Option to Filter applications/Cases based on Type, coordinator assigned and status
7. Option to sort application based on updated timestamp, status or name.
8. Option to record that Training, interview and host inspection status
9. Option to open application(clone) in case more info is required from Guest/Host to approve the application(Intake Profile)

Solution Alignment

• Coordinator is able to invite guest to submit an application
• Coordinator is able to see the applications that are submitted by Guest/Host.
• Co-ordinator selects and reviews an application - and either approves or ask for more information(pending)or decline the application.
• When the Coordinator takes a action on application, the particular case gets assigned to the co-ordinator and the guest/host can see the coordinator info in their dashboard
• Coordinator is able to assign the application to another coordinator
• Coordinator is able to add Notes
• Co-ordinator is able to track the application for the entire lifecycle . Actually status are available in this doc -https://docs.google.com/document/d/1mksBNqE9hc-bAW49mdHQDImkk8f92YewtwENNpqvFHc/edit

Considerations:

• Host and Guest is matched only with 1 co-ordinator for easy communication
• When Host and Guest are matched they can have different coordinators but one of the co-ordinator will take both of them via the matching process. At this time the co-ordinator associated with the guest or host will be reassigned.

For future phases

• Solution needs to be scalable to multiple organizations
• Relationship Management for the tenure of the contract
• Pictorial representation of the application status of Guest and Host ( moved to future release)
• Calendar- Upcoming Events and option to add New Event ( Moved for future release)

Goals & Success:

Success is if coordinator can view application information of Guest and Host, so that coordinator can take action on the application and manage the cases throughout the lifecycle

Key Features:

Dashboard/Overview - Tabular column -All tabs are in vertical view. First 3 tabs should be viewable - ALL, Guest and Host

• Invite an Guest to submit an application( In MVP - Top right hand side)
• Add notes
• Assign coordinator
• View and Take action on Application(Intake Profile)
• View Matching Profile
• Record the status of Interview, Training and host Inspection

On Top Right hand side

• Profile
• Settings
• Messages

Columns
Participant's name
Status
Coordinator Assigned
Last Updated
Notes

Key Decisions:

• The application will be responsive and supported on desktop, tablet, and mobile.
• Listing page shows the applicant's name, status and noted by the coordinator
• Account creation invitation links will expire after 2 weeks. Coordinator is able to resend the link any number of times
• Dashboard/Overview should show the status of all applications sorted in ascending or descending order. Filter can be done for today, this week, this month, this year or custom range,
• To start, admin functionality can be limited to essential user provisioning for the HUU internal team
• In the future, it should be possible to provision external users as admins as needed
• Delete account functionality is needed in case there are duplicate applications.

User Stories

• Section 2 | Coordinator: Invite Guest #520
• Section 2 | Coordinator: Add Notes  #519
• Section 2 | Coordinator: Assigning Coordinators to Guests/Hosts #518
• Section 2 | Coordinator: View and Approve Applications (Intake Profiles) #635
• Section 2, 3, 4 | Coordinator: Dashboard - Table of Guests/Hosts #501

[randelbrot]

Hi @rpradheap, I updated this issue with the correct link for the Major Flows Figma - thanks for letting me know the link had changed.

[randelbrot]

3 14 23 Meeting Notes:

Takeaways from the team discussion on the existing page layout designs:

• Nav bar functionality shown in the left side menu (e.g., My Profile, Settings) in the existing designs can be moved to a top nav bar. Activity is not critical and be omitted for now. Rationale is that this functionality can be collapsed behind the profile in the top nav bar (versus taking up space by default)
• Suggest to move the tab navigation to the left hand side, to support the list of options potentially getting longer in the future. The idea is that a vertical, collapsible menu can support a longer list of options than a horizontal tabular navigation
• Open question on the position of the Add Guest button. The trades the team discussed are making the button obvious to the Coordinator, versus displaying the button only within the Guest tab
• The Notes functionality to annotate an application is needed (e.g., as shown on the Application tab). A Notes option to track immediate tasks (e.g., as shown on the Coordinator Home Page) is not critical for this phase

cc @rpradheap @itzflowa

[randelbrot]

Hi @rpradheap, sharing a question from @edela0015:

"When guests receive an invitation code from a coordinator, they would have already filled out a different application to get said invitation code right? and then they would fill out our online application? I guess I am asking how guests are picked and given invitation codes. would they already be in the system (i imagine HMIS). I am just worried that guests would get discouraged from filling out two applications."

Ed raises a good point. Guests will either be new host home program applicants (i.e., no existing/paper application) or existing host home program applicants (i.e., they have an existing/paper application).

For existing host home program applicants (both Guests and Hosts), going through the same application process again would be frustrating and could create a barrier to using this platform. Allowing Coordinators to create applications on behalf of Guests and Hosts is one possible solution.

Putting this on your radar as a use case to consider for the section 2 user stories.

cc @sanya301 @pardhama

[sanya301]

@rpradheap could we please link all the user stories relating to this epic in the original issue description?

[rpradheap]

@rpradheap could we please link all the user stories relating to this epic in the original issue description?
@sanya301 - I have added the user stories

[sanya301]

@rpradheap can you add all the new user stories here

[sanya301]

Please use account management epic for reference #439 @rpradheap

[lasryariel]

DRAFT Proposed Rewrite:

Context:

This epic covers functionality included in Section 2: Application and Onboarding from the HUU Major Flows Figma. User stories will be attached to this epic as Issues.

The Problem:

Coordinators do not currently have an online way to view and manage guest/hosts through the application and onboarding process.

High Level Approach

A Dashboard which allows Coordinators to easily work through the Primary Flow and Supportive Features described below.

Primary Flow

• #520 | Coordinator can invite a Guest who has not used the platform before, which allows the Guest to create an account and submit their application (Intake Profile).
  • #520 | The Coordinator who invites the Guest is automatically assigned as that Guest's Coordinator.
• #501 | Coordinator can see any Hosts who have signed up (no invite for Hosts needed) and submitted their application.
  • #518 | Coordinator can assign themselves as Coordinator to Hosts that have submitted their application.
• #501 | Coordinator can see a list of all Guests/Hosts who have created accounts.
• #635 | Coordinator can view the submitted application for any Guest/Host.
  • #635 | If the application is filled out incorrectly, the Coordinator can deny the application, allowing the Guest/Host to resubmit.
    • #635 | Each time the Guest/Host submits/resubmits an application, a new version is created.
  • #635 | If the applicant is not suitable for being a Guest/Host, the Coordinator can deny the application outright, with no option for the Guest/Host to resubmit
  • #635 | Once the Coordinator determines the application is filled out correctly, they can approve the application.
  • #635 | Coordinator can leave a comment alongside their approval/denial for each version of the application.
• #N/A (POST MVP) | Once an applicant is approved, Coordinator will schedule onboarding events (trainings, inspections, interviews) with the applicant.
• #TBD | Coordinator can mark each onboarding event as completed once they are actually completed by the applicant.

Supportive Features

• #519 | Coordinator can record notes on each applicant. These notes are not tied to a specific application, but rather to a specific applicant.
• #518 | Coordinators can be reassigned.
• #501 | Coordinator can find Guests/Hosts by Filtering/Sorting based on applicant fields (Name, Status, Type, etc.)

Considerations:

• Solution needs to be scalable to multiple organizations
• Responsive and supported on desktop, tablet, and mobile.
• Each Guest/Host will only have 1 Coordinator assigned to them at a time

User Stories

1. Section 2 | Coordinator: Invite Guest #520
2. (Rewritten) Section 2, 3, 4 | Coordinator: Dashboard - Table of Guests/Hosts #501
3. (Rewritten) Section 2 | Coordinator: Add Notes  #519
4. (Rewritten) Section 2 | Coordinator: Assigning Coordinators to Guests/Hosts #518
5. (Rewritten) Section 2 | Coordinator: View and Approve Applications (Intake Profiles) #635
6. (New) DRAFT: Section 2 | Coordinator: Confirm completion of Onboarding Events  #731

Future Considerations

• Calendaring - Onboarding Event scheduling and management
• Permissions: In the future, some functionality may be limited to an Admin role. Also some functionality may be limited to only the assigned Coordinator or an Admin.

[sanya301]

@lasryariel Problem description is meant to give a couple sentence overview of what the epic is trying to solve without going into details.

Also why we usually don't have stories in multiple places is so that if we update something we don't have to update in multiple places. If you do want to keep it next to the bullets, can we move it to the end of the bullet so it's less distracting