Create Consultation - Ministry Coordinator

[m-prodan]

• As a Ministry Coordinator
• I want to be able to create a consultation request
• so that I can track consultations received by my Ministry

Assumptions & Scope

• Consultations should be considered a new request type.
• Consultations should have no impact on statistics related to FOI performance analytics
• This will be a manual process, similar to the intake function of "creating" a request.
• Certain components present in FOI requests should also be available for consults (eg. Attachment log, comment log)
• For now: Request IDs will be generated in AXIS and manually entered in new system
• Free text fields include: Request ID; IAO Analyst; Request Description; Public Body - Other field (See AC 9/10 for more info"

**A valid Request ID follows the format of XXX-####-##### (X's = letters, #'s = numbers)

What is IN scope? Ministry team manually creating a consult for tracking Consultation appearing in Ministry queue

What is NOT in scope? State updates to the consultation Comments log for a consultation Attachment log for a consultation Notifications related to consultations View Consult Screen after Creation

Acceptance Criteria

Scenario 1: Create a Consultation

• GIVEN a Ministry Coordinator is on their request queue
• WHEN they click on the "Create a Consult" button https://jacklyn808742.invisionapp.com/console/share/3W2O64AP5C/768088422
• THEN they will be taken to the "Create Consult" page https://jacklyn808742.invisionapp.com/console/share/3W2O64AP5C/844636637

Scenario 2: Mandatory fields

• GIVEN a Ministry coordinator has clicked on the Create Consult button
• WHEN the page loads
• THEN the following fields will be mandatory: Ministry Assigned to; Consult ID number; Response Due Date; IAO Analyst; Public Body Selection; Applicant Category; Request Description

Scenario 3: Create Consult Button Inactive

• GIVEN a Ministry coordinator is on the create consult page
• WHEN all Mandatory fields have NOT been filled
• THEN the create consult button will be disabled

Scenario 4: Ministry Assignee

• GIVEN a Ministry coordinator is on the create consult page
• WHEN they click on the Ministry Assignee drop down
• THEN they will see the names of all users on the user's team
• AND the name they select will be assigned to the request upon save.

Scenario 4: Calendar Pickers - Response Due Date

• GIVEN a Ministry Coordinator is on the create consult page
• WHEN they click on the calendar picker for Response Due Date
• THEN they will have a calendar date picker pop out
• AND They can select any date
• AND the date selected will populate in the response due date field

Scenario 5: Calendar Pickers - Request Description - Start Date

• GIVEN a Ministry Coordinator is on the create consult page
• WHEN they click on the calendar picker for Request Description - Start Date
• THEN they will have a calendar date picker pop out
• AND They can select any date, except for a date in the future
• AND the date they select can not exceed the date selected for End Date
• AND the date selected will populate in the response due date field

Scenario 6: Calendar Pickers - Request Description - End Date

• GIVEN a Ministry Coordinator is on the create consult page
• WHEN they click on the calendar picker for Request Description - Start Date
• THEN they will have a calendar date picker pop out
• AND They can select any date, except for a date in the future
• AND the date they select can not precede the date selected for Start Date
• AND the date selected will populate in the response due date field

Scenario 7: Public Body - Make Selection

• GIVEN a Ministry Coordinator is on the create consult page
• WHEN they check the box of a public body on the public body portion
• THEN they will be unable to select another box

Scenario 8 - Public Body - Change Selection

• GIVEN a Ministry Coordinator has selected a public body on the create consult page
• WHEN They uncheck their selection
• THEN they will be able to make a new selection

Scenario 9 - Public Body - Other Field

• GIVEN a Ministry Coordinator is on the create consult page
• WHEN the public body is checked as "Other"
• THEN the text field will become editable

Scenario 10 - Public Body - Uncheck Other Field

• GIVEN a Ministry Coordinator has Filled in the "Other" field for public body
• WHEN they uncheck the selection
• THEN the text will be removed from the field
• AND the user can make another selection

Scenario 11 - inValid Request ID Entered

• GIVEN a Ministry Coordinator is on the create consult page
• WHEN they enter an valid request ID
• THEN the box will remain red, and a message will appear above the box "Format must be XXX-####-##### (e.g. CTZ-2021-12345)"

Scenario 12 - Applicant Category Dropdown Options

• GIVEN a Ministry Coordinator is on the create consult page
• WHEN they click on the drop-down for applicant category
• THEN the following options will be available: Business; Individual; Interest Group; Law Firm; Media; Political Party; Researcher; Other Governments; Other Public Body; Unknown/Other

Scenario 13 - Divisional Tracking

• GIVEN a Ministry Coordinator is on the create consult page
• WHEN they activate the divisional tracking drop down fields
• THEN the options and functionality will be the same as with divisional tracking in FOI Requests

Scenario 14 - Create Consult Button Activation

• GIVEN a Ministry Coordinator is on the create consult page
• WHEN all mandatory fields have been entered
• THEN the Create Consult Button will be active

Scenario 15 - Create Consult

• GIVEN a Ministry Coordinator has filled in all mandatory fields on the create consult page
• WHEN they click on the Create Consult Button
• THEN a modal will pop out asking: "Are you sure you want to create this consult?" With the options of Continue and Cancel

Scenario 16 - Create Consult - Continue

• GIVEN a Ministry Coordinator has activated the "Create Consult" button
• WHEN they click continue on the modal
• THEN the page will refresh and change to the consultation review page
• AND the consultation will appear in the user and Ministry team queue as a new filetype called "Consultation"
• AND the state of the consultation will be "Open"
• AND the request ID on the Queue will be the same as the valid request ID entered
• AND all other fields will match up with the current Ministry Coordinator Queue
• AND the Response Due Date will be the legislated due date for the consultation

Scenario 17 - Create Consult - Cancel back to Create

• GIVEN a Ministry Coordinator has activated the "Create Consult" button
• WHEN they click Cancel on the modal
• THEN the modal will close and the applicant will be back on the create consult page

Scenario 18 - Navigate Away while Changes made

• GIVEN a Ministry Coordinator is on the create consult page with any fields filled in
• WHEN they navigate away from the page in any way
• THEN a modal will pop out with the unsaved changes warning

Dependencies? What is the impact of this dependency? (If so, link dependency in the ticket, make it visible in a team´s backlog)

Validation Rules? (If yes, list here)

Design @xxx - please link the Design here

Definition of Ready

1. [ ] Is there a well articulated User Story?
2. [ ] Is there Acceptance Criteria that covers all scenarios (happy/sad paths)?
3. [ ] If there is a user interface, is there a design?
4. [ ] Does the user story need user research/validation?
5. [ ] Does this User Story needs stakeholder approval?
6. [ ] Design / Solution accepted by Product Owner
7. [ ] Is this user story small enough to be completed in a Sprint? Should it be split?
8. [ ] Are the dependencies known/ understood? (technical, business, regulatory/policy)
9. [ ] Has the story been estimated?

Definition of Done

1. [ ] Passes developer unit tests
2. [ ] Passes peer code review
3. [ ] If there's a user interface, passes UX assurance
4. [ ] Passes QA of Acceptance Criteria with verification in Dev and Test
5. [ ] Confirm Test cases built and succeeding
6. [ ] No regression test failures
7. [ ] Test coverage acceptable by Product Owner
8. [ ] Ticket ready to be merged to master or story branch
9. [ ] Developer to list Config changes/ Update documents and designs
10. [ ] Can be demoed in Sprint Review
11. [ ] Tagged as part of a Release
12. [ ] Feature flagged if required
13. [ ] Change Management activities done?

[m-prodan]

Another monster story... 18 scenarios :) I believe I've captured all the functionality I could see from @JHarrietha-AOT designs. One thing to note - I made it so date range is NOT mandatory - this is to cover off issues where a consult for requests that may not have a date range.

Will need some additional designs, like the "Create consult" button to be present on the Ministry queue view (similar to Intake's view to create a request)

Please review for comments, unsure if it makes sense to split this one up at all @arielleandrews @lmullane @mpilchar

Aiming to get this into this friday's refinement.

[mpilchar]

19 scenarios because there are two #4s ;) I will take a closer look, but suggest it probably makes sense to split once we get to this size, or it becomes a task in itself to make sure we've met all A/C!

[mpilchar]

Stellar job - you win the prize for most thorough story writer hands down

[arielleandrews]

Your hands must've been tired after this one! Re the date display of the calendar picker: we've heard from the devs previously it would require some customization effort to have the display be MMM DD YYYY since those are already preset. I think it's fine to leave in the AC for now but good to clarify when refining this story. And for the Public Body selection, does it make sense to restrict this so only one can be selected? Radio buttons instead of check boxes? Consults are typically sent and tracked individually.

[m-prodan]

Thanks for the feedback! I removed the date format, and re: restrictions - I did write it so that only one PB can be selected, but a radio button might be better, since a consult can only come from 1 location. Would need a design update as well.

As I was drafting up other stories, a thought came to me around the attachment log. Ministry coordinators may use it to store records, redline and responses. This could theoretically include protected C data. If this will have implications for the production launch and conversations we've been having, then we should forgo that functionality for consults. Thoughts on that @lmullane ?

[lmullane]

Likely need the "Add Request" button to change to a drop down with these options: Consult, FOI Request, Proactive Disclosure

cc @JHarrietha-AOT