Document Onboarding External Agencies

[data-sync-user]

Review existing documents

• [2023 | External agency brief for web projects|https://docs.google.com/document/d/18pr-8DvvSHr6FZo46eu4DNhUlHt4jAKLvdKB-qJ9MP8/edit?usp=sharing]
• [2023 | List of external contractors|https://docs.google.com/spreadsheets/d/1ammsLm8ROE24mlrPZMSY_ze0mjqSMoZA7Xo6WljL7J0/edit?usp=sharing]

Examine onboarding processes of past/current agencies

Revise or write documentation for onboarding agencies

┆Issue is synchronized with this Jira Story

[data-sync-user]

➤ Sabrina Ng commented:

Looking at the “External Agency Brief for Web Projects ( https://docs.google.com/document/d/18pr-8DvvSHr6FZo46eu4DNhUlHt4jAKLvdKB-qJ9MP8/edit?usp=sharing )” doc, I have some questions to get a better understanding of the context of use and have some general feedback overall before I get into the details:

• When does this brief get used? We could lean into using the PRD to focus on the problem space and statements to define the project together with stakeholders rather than stakeholders coming in with solutions/requirements to also help frame projects to be less specific for their team
• With our 2024 priorities of no new microsites, the second heading can be rephrased “feature” or “product” instead (not to use “microsite” language)
• The doc could include overall goals, audience and org/business value (why go external, budget, intended ROI/goals, how can others in the org benefit etc.) but not sure if this context is captured or covered elsewhere in the request
• Has this been currently paired with an intake process? How has it been like?
• Is this suppose to be a standalone template doc like the PRD? (some placeholder text is useful but doesn’t feel generic enough currently)
• The review/approval timeline can be more specific with who is involved to include a RASCI (like the PRD)

For the “List of external contractors ( https://docs.google.com/spreadsheets/d/1ammsLm8ROE24mlrPZMSY_ze0mjqSMoZA7Xo6WljL7J0/edit?usp=sharing )”, I left comments and have some overall feedback:

Regarding file organizing, maintenance and ownership,

• Both can be updated to 2024 and the spreadsheet can moved outside of “Design team” folder to “MoFo Web Platforms” location
• Who should be the contact person for this list? Which contractors get added and who is adding/maintaining this list?

[data-sync-user]

➤ Sabrina Ng commented:

Abigayle Fidler I left some questions/feedback in the previous Jira comment and would like to get your perspective on this ticket. If there have been any other reflections/retros on how onboarding agencies has been let me know as well.

[data-sync-user]

➤ Abigayle Fidler commented:

Sabrina Ng Sorry for the delay!

• When does this brief get used? I would definitely love to lean on the PRD and honestly limit the amount of large scale projects that happen with external vendors without us being involved! If there is a need for an external vendor, then we should have process for either using one we currently have, or onboarding someone new with this doc.
• With our 2024 priorities of no new microsites, the second heading can be rephrased “feature” or “product” instead - YES
• The doc could include overall goals, audience and org/business value (why go external, budget, intended ROI/goals, how can others in the org benefit etc.) but not sure if this context is captured or covered elsewhere in the request-I think somelike that should be in the PRD, as it would be defined by the stakeholder/team before we need an external vendor, but I’m open to suggestions on where this info is most useful!
• Has this been currently paired with an intake process? How has it been like? No takers yet:-)
• Is this suppose to be a standalone template doc like the PRD? I would say for the vendor yes, but there should already be a PRD for the overal project.
• The review/approval timeline can be more specific with who is involved to include a RASCI- Timeline can absolutely change based on the project.

For the “List of external contractors ( https://docs.google.com/spreadsheets/d/1ammsLm8ROE24mlrPZMSY_ze0mjqSMoZA7Xo6WljL7J0/edit?usp=sharing )”, I left comments and have some overall feedback:

Regarding file organizing, maintenance and ownership,

• Both can be updated to 2024 and the spreadsheet can moved outside of “Design team” folder to “MoFo Web Platforms” location- YES
• Who should be the contact person for this list? Which contractors get added and who is adding/maintaining this list? - I think this is a piece of housekeeping we need to define. Generally I would expect whoever is point on the contract is responsible for updating, but maybe we work with Sarah Schneider to make sure we’re in the loop on any dev contracts that make it her without our knowing.

[data-sync-user]

➤ Sabrina Ng commented:

Genevieve Baldassano I applied minor updates to these docs but there are some broader onboarding processes questions that this relates to. Can you review these and let me know how to best wrap this ticket?