[30k]: Co-Design Group planning

[widal001]

Key links

• Deliverable specification
• Simpler Grants.gov full roadmap
• 10k milestones

Description

• What: Define scope, target underserved communities, and invite representative individuals necessary to build a co-design group around the Simpler.Grants.gov initiative
• Why: Ensures that Simpler.Grants.gov HHS decision makers design with the most underserved communities in the grants ecosystem and create continuous feedback loops to ensure equitable product development. This includes framing strategic problems, roadmap development, designing solutions, and iteration.
• Who
  • The most underserved applicant individuals/groups within the grants ecosystem
  • Internal Simpler.Grants.gov stakeholders

[!NOTE] For more information about this deliverable, please refer to the deliverable specification linked above.

[widal001]

Promoting this to its own 30k deliverable

[EOKENAVA]

Weekly Update

What has been done?

• Deliverable spec meeting
• Deliverable date planning session

Status Planning

Risk None

Deliverable Date TBD

What will be done?

• Start to define underserved user groups through PAC interview
• SME interview with Stacey Grant for PAC
• SME interview with Maria Lopez Nunez
• Finalize PAC timeline
• Finalize tool for viewing and storing PAC member contact information and affiliation

[lucasmbrown-usds]

What's our plan for "Start to define underserved user groups through PAC interview"? Did we end up getting that meeting with the USDS equity team? Do we think this will be wrapped up next week?

What information does the team need to determine set a target delivery date?

[EOKENAVA]

Weekly Update

What has been done?

• Continued Planning Session for Deliverable date
• Determine rough estimate for deliverable date

Status On Track

Risk None

Deliverable Date July 9th

What will be done?

• Discuss timeline with SGG Leadership
• Legal and security requirements defined
• Define scope of PAC member involvement in activities such as hackathons and participatory budgeting
• Determine budget, compensation strategy
• Finalize the name of the PAC

[EOKENAVA]

Weekly Update

What has been done?

• Determined rough estimate for deliverable date
• Discussed timeline with SGG Leadership

Status On Track

Risk None

Deliverable Date July 9th

What will be done?

• Legal and security requirements defined
• Define scope of PAC member involvement in activities such as hackathons and participatory budgeting
• Determine budget, compensation strategy
• Finalize the name of the PAC

[margaretspring]

Weekly Update

What has been done?

• Determined rough estimate for deliverable date
• Discussed timeline with SGG Leadership
• Investigated roadmap for user research opportunities

Status On Track

Risk None

Deliverable Date July 9th

What will be done? (Much the same as Risha is back from PTO as of 3/20 and picking up)

• Legal and security requirements getting clarified and drafted for approval
• Define scope of PAC member involvement in activities such as hackathons and participatory budgeting
• Determine budget, compensation strategy
• Finalize the name of the PAC

[margaretspring]

Weekly Update

What has been done?

• Related to the PAC work: worked on the user feedback/engagement strategy
• Alignment on budget approval requirements for HHS to determine if there are any proposals or supporting information we need to put together for HHS approval
• Risha was OOO at a conference

Status

• In progress

Risk

• Ethnio procurement, budget, and approvals from legal and execs on the agreements will impact the progression of this work

Deliverable Date July 9th but still TBD

What will be done?

• Reviewing and rescoping PAC work as needed to finalize a delivery date
• Budget approval requirements
• Draft of the statement of expectations
• List of PAC names sent to the appropriate stakeholders

[andycochran]

Weekly Update 4/3

What has been done?

• Drafted Community Feedback Proposal
• Drafted Participant Statement of Expectations
• Drafted Participant Agreement
• Continued meetings with applicant SMEs for discovery and recruiting purposes

Status In progress

• handoff of the above docs to MH and comms for feedback
• Final decision on PAC name - howabout 'Community Feedback Group?' Let's gettit done!

Risk

• (Same as last update) Ethnio procurement, budget, and approvals from legal and execs on the agreements will impact the progression of this work

Deliverable Date July 9th but still TBD for what can be delivered as a package for 5/14

What will be done?

• Draft participant screener
• Draft research process guide for gitbook
• SME meetings for discovery and recruiting

[margaretspring]

Weekly Update 4/10

What has been done?

• List of names proposed to leadership and relevant stakeholders for approval
• Final name proposed: 'Co-Design Group'
• GitHub Milestones refined to better track work
• determined no in person activities for first cohort
• SME meeting(s)
• Decided at onsite to descope the PAC from this hackathon

Status In progress

Risk

• Ethnio procurement, budget, and approvals from legal and execs on the agreements will impact the progression of this work

Deliverable Date July 9th but still TBD for what can be delivered as a package for 5/14

What will be done?

• Final name to be confirmed with comms
• Draft participant screener
• Draft research process guide for gitbook
• Continue SME meetings for discovery and recruiting
• Timeline and scope of what will be delivered by 5/14 to be provided to HHS by Wed 4/17

[widal001]

Updated ticket format to reduce discrepancies with the deliverable spec.

[margaretspring]

Weekly Update 4/17

What has been done?

• Currently drafting & editing recruitment forms: a description of what the Co-deign Group is, screeners, agreement form
• Forms are all going thru approval process (some still in pre-approval w/ MH)

Status In progress

Risk

• Blocker: how are we handling compensation
• Blocker: deciding what activities will happen first that can be listed in expectations

Deliverable Date July 9th but still TBD for what can be delivered as a package for 5/14

What will be done?

• Draft, finalize, and approve the messaging going out to participants (screener, acceptance email, etc.)
• Resolve crucial blockers: compensation, framing expectations

[margaretspring]

Weekly Update 4/24

What has been done?

• Participant-facing communications completed (drafts)
• Drafts approved by MicroHealth, sent to HHS Design/Comms Leads for feedback

Status

• In progress

Risk

• Need missing information to fill in communiques.
  • @rishalee Please identify what you need & ramifications if not received

Deliverable Date

• Finalizing review of Co-Design Group Planning Deliverable Spec to commit to all DoD by end of Sprint 23/May 13th

What will be done?

• Holding on sending each document separately, we will package them up for holistic review for project leads (Lucas and Julius)
• Finalize & approve communications

[sarahknoppA6]

Date on ticket has been updated to reflect the expected 5/13 end date. Team to review changes to the Co-Design Group planning scope at the 30k review meeting on 5/1 to ensure all are in agreement on the scope and what is expected to be delivered at the end of the PoP.

[margaretspring]

Weekly Update 5/1

What has been done?

• Public comms documents approved by HHS Design/Comms Leads — Adriana sent to Lucas/Julius and will make any subsequent changes per leadership
• Co-Design Group planning 30k descoped for May 14 deliverable — Kickoff 30k (draft) separated from "Planning"
• All must-have DODs are completed — spec updated, implementation log documenting completion, reviewed at May 1 "SG 30K Review" meeting

Status

• Done (pending review with Lucas)

Risk

• n/a (Remaining blockers will be rolled over to #1822)

Deliverable Date

• May 14, 2024

What will be done?

• @andycochran, @sumiat, and @rishalee to refine and migrate remaining issues to the new Co-Design Kickoff deliverable (clarifying the blockers and flagging for @widal001 / @sarahknoppA6)
• We aim to close out this 30K at the next "SG 30K Review" meeting (with Lucas)

[andycochran]

Weekly Update 5/8

Closed! 🏁