TCP Upgrade Builder Huddles (PM Notes)

[TracyLinder]

Documentation

Documentation needed only for the build:

• Github working issues
• Builder notes (notion is ok)

Documentation needed to maintain the app:

• Status
• System generated emails
• Miro workflow

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Builder Methodology

[KaroEngstrom]

TCP Case Management Huddles M 11/13/23 and Th 11/16/23


Things we need in general:

• written documentation for the workflow 
• status mapping - what are the triggers (automations; auxiliary actions)
• system emails mapping 



Discussion: 



CUSTOMER SIDE

Accounts

• When to login? Must log in to submit a new application or to view existing records
• If no existing account, customer creates it before applying
• How to hand over cases/requests when the original applicant leaves the company?
  • Might include an action button - people related to that company; sharing somehow through a company affiliation
  • Will build a parent company/organization table/object to connect to child account records
  • ❓ What's the current process?
• Google SSO - a nice to have; may add it later

Existing Users - currently w/o an account:

• Option 1 - applicants create their own accounts; ROW staff connects these account to their existing cases
  • Maybe a feature to make this connecting process easier?
  • Manage customer expectations and understand the turnover time with connecting accounts to existing records
  • Bumpers:
    • 1st - overall accounts table to show prospective case connections (starting with all faux accounts, replacing with real accounts as we go) - ROW staff makes connections as the new accounts are created
    • 2nd - case details - flag: this user has an account but it's not yet connected to this case; button to make that connection
  • Need to use this option because we cannot/will not manage passwords - users will have to create the accounts fresh
  • faux account solution - placeholder account for each existing applicant; when the applicant creates their own account, the faux account is replaced with that account to formalize the connection to the correct records
• Option 2 - we create account for existing applicants and connect these accounts to their existing cases

Customer Portal Updates

• Unified customer portal experience for the customer on TCP and CSWZ - single space to manage it all
• All of this will be a new build, hidden (what is needed back here?)
• Need to add a login page (note roles)
• Still show application details info but need to be logged in to start an application
• Asking the applicant to login
• 🚨 Wireframe the login page and customer landing page plan from the existing customer portal before build > https://github.com/cityofaustin/atd-data-tech/issues/14668

BACK OFFICE SIDE

• Foundation exists - copy views on every page where a view needs to change (map what needs to change)
  • These views visible only to Knack admins
  • Tag these views with NEW to identify build views

Specific Scenes and Views:

• Landing Page - Cases/Requests Table

  • Not anticipating changes here -
Case/Request Details Page
  • Copy top Details view
  • Copy Menu view
  • Copy Submissions table

• Submission Details Page

  • Copy Details view
  • Copy Menu view (adding multiple new buttons)
  • Submission attachments might stay the same, for now
  • Retain manual add new submissions

• Objects have everything they need for this update

Next Steps:

• Scheduling Customer Side plan-through for Thursday 11/16 ✅

[TracyLinder]

Builder Standup Fri 12/1/23

Identify tasks to chew off next week

• Mapping the (new) objects
• Build any new views/pages - or begin setting up the various view structures
  • https://github.com/cityofaustin/atd-data-tech/issues/14825

Mapping the (new/updated) objects

• Organizations object
• View the connected children (from the accounts object)
• ABC User ID

• ABC Email Address

  Existing Account Object

  • Add new user role for external customers
  • Connect to parent record
  • People details (first, last, company, phone, email, alternative email)
  • ABC User ID
  • ABC Email Address

Messaging/Communications

• attributes?

[KaroEngstrom]

Tue 12/5/23

• I had put this in the wrong issue on Tue 🤦‍♀️

Mapping the TCP case/CSWZ request menu:

• combining these buttons as shown
• 🚨 Sprint Review Q: what can we call the Edit _____ button to apply to all cases/requests? Edit Case?

@KaroEngstrom to do for Thu:

• [x] Update the shadow menu on the CSWZ Request Details page per notes above

New menu (in the prep area for case mgmt; not live to users):

Assigning the case (request) and adding notes functions are now at the top of the Edit Case form (in prep only, not live to users):

[KaroEngstrom]

Thu 12/7/23

• given the schedule this week and early next (Discovery Day, OOO appts, demos for other apps, and wrapping up this sprint's tasks), I propose:
  • moving Tue 12/12 standup to Thu 12/14
  • Karo and Chrispin do a collab working session on Wed 12/13 to get going on the customer portal piece, from Miro map to the actual app!

Back Office Updates (Chrispin) - moving to https://github.com/cityofaustin/atd-data-tech/issues/14891

• ROW_organization object created

  

• 🚨 once a user is logged in with org account, applicant/requester address details will autofill from their account - they just need to application fields

• Account type field on the account objects

  • Primary Account toggle Y/N
  • will show on the organization if a primary user exists for that organization
  • each user should be connected to an org; each org should have a primary user

• 🚨 Primary User has two extra abilities:

  • manage accounts and their associations
    • invitation to login - account is created already, user sets their password
  • manage organization information
    • updating address, etc.
  • Customer account role added

[TracyLinder]

Task Mapping 1/3/2024

Tracy, Karo, Chrispin

• We combined project things into one Miro Board
• Chrispin suggesting a spike to explore using user names for logging in vs email addresses. Tracy isn't sure what the benefit is in having user IDs; people should remember their org/work email address. This is extra to be done at the apps team level vs this project.
• Chrispin to catch Karo up on work done while she was on VCU.
• Each epic should have individual issues per app. For example for application updates, we will need an issue for both TCP and CSWZ.
• Chrispin and Karo will meet this Friday 1/5 to add potential task/issues to each epic in the comment below.

Sub-Epic Level

1. Customer Portal Scaffolding
2. Application pages and workflow updates
3. Case specific pages updates
   • Task Board Testing and Refinement
4. System generated emails (new and updates)

[TracyLinder]

Epic Breakdowns

For @KaroEngstrom and @ChrispinP to work on

SUB-EPIC - Customer Portal Scaffolding

Issue 1: My Projects Customer Display for TCP and CSWZ Projects - https://github.com/cityofaustin/atd-data-tech/issues/15184

  - 🔷 Need a decision on display options: 
       1. Parallel tabbed pages 
           - pro - seamless toggle, always visible menu on both pages 
           - possible con - tabbed menu visible on each child page (Manage Case/details page); maybe not too distracting
       2. Single page with side-by-side or top-down tables   
           - pro - single page, simple
           - con - managing the visual with lots of cases; side by side view might not work for each display; scrolling down for CSWZ cases could get cumbersome 
       ![image](https://github.com/cityofaustin/atd-data-tech/assets/100615928/a5d79239-050d-4298-b6c8-066ecb913c8d)

 **TASKS**
  - @KaroEngstrom build quick samples to review Monday ✅ 

Issue 2: Messages Customer Pages and Functionality ◀️ 🧱 Return to this when Reviewer side is set up https://github.com/cityofaustin/atd-data-tech/issues/15357

 - Send Message option from Manage Project (specific case details) page 
 - View Messages from Manage Project page - automatically connects to that page's case
 - View Messages from Messages hub page - how to connect to a specific case since we do not want allow unassociated messages? 
      -  Messages hub - can only reply to existing message threads 
      - To launch a new message thread, go to Manage Case initiate a case-associated thread
      - Messages associated on the Case level and Send Message button is on the Manage Case page
      - View Customer Actions from Messages hub page - how do messages play together with the new Customer Action object? 
           - Message can create an action but not necessarily  
      ![image](https://github.com/cityofaustin/atd-data-tech/assets/100615928/f61eb60c-ca04-45b6-a18f-a4fbc8358ece)

 **TASKS**
 - When creating an email, we need a record rule to create a message to replicate the content here in the portal 
      - existing: application confirmation email 
      - new items: all communications out of the portal 

Issue 3: Manage Project page https://github.com/cityofaustin/atd-data-tech/issues/15358

 - Will there be a need to edit on the project level? 

 **TASKS** 
  - Add Details (different for TCP and CSWZ)
       -  build TCP ✅ 
       -  build CSWZ ✅ 
  - [x] Add Messages table on both TCP and CSWZ side
  - [ ] Add Create New Submission (exact name TBD) both TCP and CSWZ side - enabled or disabled button shown by page rules based on status (not just hiding the button; showing clearly that user cannot submit while the current cycle is under review)
      - [x] Add Submission Type field to the Submission objects in TCP 
      - [x] Add Submission Type field to the Submission objects in CSWZ
      - [x] Add Submission Type to Submissions tables for TCP and CSWZ
      - [x] Add Create Submission button and Form 

Issue 4: Submissions pages -https://github.com/cityofaustin/atd-data-tech/issues/15184

- Customer will initiate a new submission cycle; has the ability to add content and save it without submitting; ability to submit once submission is complete 

 **TASKS**   
  - @KaroEngstrom - Add Submission Details page from the Submissions table - duplicate from Reviewer side example for now
       - [ ] TCP 
       - [ ] CSWZ  
  - @KaroEngstrom  - Add Submission Edit functionality - allow adding attachments and editing them until submission cycle is Sent 
       - [ ] TCP 
       - [ ] CSWZ  
 - @KaroEngstrom - Add Submission Send button - as an action button from the Submission page and from the Case Details Submissions table 
       - [ ] TCP 
       - [ ] CSWZ  
 - @KaroEngstrom - Add Attachments table
       - [ ] TCP 
       - [ ] CSWZ  

Issue 5: Profile hub page

 **TASKS** 
 - @ChrispinP - Test reset login to see how the password reset works 

[KaroEngstrom]

Notes for Mon 1/8/24

Work Notes

• We huddled on the first segment content and mapped out tasks for this week - Customer Portal Scaffolding Issues 1-5 above
  • ❓ Need to decide on My Projects display options (tabbed views or single page) above

Timeline

• The above epics as sprints? Build each segment and show and iterate
• 📆 Thinking towards a timeline draft - this would be pretty ambitious/optimistic:
  • Customer Portal Scaffording - build and huddle on next segment plan by Fri 1/12
  • Application Pages and Workflow Updates - build and huddle on next segment plan by Fri 1/19
  • Case Specific Pages Updates - build and huddle on next segment by 1/26
  • System Generated Emails (New and Updates) - build and huddle on testing by 2/2
  • User Testing and Final Tweaks - February
  • Go-Live - March 4? Mid-March? Early April?

[TracyLinder]

Huddle Mon 1/8/24

• Discussed updated methodology to continue adding potential issues to the identified epics.
• Looked at the my projects page designs
• Where does external user account features fit into the epics? --- tbd
• 1st sprint review? --- 2nd week of February
  • Sync week prior to wire frame anything we need to show that isn't ready in KNACK

[TracyLinder]

• We need to document all the things devs can't do until go-live. Should we have a single issue for this? Where to keep it?
• Do karo & chrispin have a reoccurring build meeting for this? --- Fridays at 2pm
• No obstacles currently
• Syncing on Mondays with me works best ✔️
• We need to plan out how to update existing records with the new case status schema

[KaroEngstrom]

Wed 1/17/24

• completed first sub-epics doable pieces
• Thu 1/18 - Karo will start documentation on go-live pieces + Miro board for tracking
• Fri 1/19 - Huddle time to address next Sub-Epic - Application Pages ⬇️

---

---

SUB-EPIC - Case specific reviewer pages updates

• Issue 1
• Issue 2

---

SUB-EPIC - System generated emails (new and updates)

• Issue 1
• Issue 2

[KaroEngstrom]

SUB-EPIC - Application pages and workflow updates -- new version here https://github.com/cityofaustin/atd-data-tech/issues/15348

• we will direct from the Customer Dashboard to the existing "New Application" pages for each sides of the program
• change of Status at submittal will need to be a go-live change

Issue 1: Review and Update Existing New Applications Pages

TCP

• @ChrispinP will have custom code to auto-submit the initial page now that submitter is coming directly from the portal
• 🚨 Submitter dilemma - discuss with Tracy on Monday - most of the fields on this page should not be entered manually each time
• Options:
  • could ask user to enter again - could get really problematic if we have competing data (data integrity issue) 🗑️
  • could prefill from logged in account automatically
  • could prefill from logged-in account per user request (check box: use my account details)
• 🚨 PE Numbers - personal and firm's - need to ask ROW stakeholders
• Fee Information page - what should remain? (options: enter from scratch each time and can keep using this page OR populate these from the existing profile where they live [would require user to enter all that information in profile prior to being allow to start application])
  • ABC details same across application; auto-populated?
  • FDUOAWS etc. fields?
• ⏸️

CSWZ

Issue 2: Scoping User Account System for Initial Submittal 💡

• could have user account itself be an "application" with significant detail collected
• these details would them be populated into the applications generated by the logged-in user, which would results in a much lighter application each time and would eliminate human error when entering the same details over and over again
• in addition, this would eliminate user work and speed up application performance
• might need to maintain old system in parallel while we transition over

[TracyLinder]

Core Team Sync 1/22/24

• Discussed a new approach 'Create Project' then add submission
• Discussed the need to collect the project contact b/c the user accounts won't include the individual per ROW's request
• Scheduled a few more building sessions

[TracyLinder]

Sync Notes 1/30/24

• Need a feature for user to add a new contact record to an organization
• Need edit feature on applicant project details view

[TracyLinder]

2/8/24 Sync

Our demo is next week Tues 2/13 at 3pm.

• We are huddling the day before at 3pm.

Q: What do we need to do to feel prepared?

• Quick "Think out loud" with Tracy as the user?

---

Question for ROW: For the Begin Review button, should the system look for an 'Assigned To' to be sure it's assigned to somebody before review can begin? Should it override it there already is a person assigned?

[KaroEngstrom]

@TracyLinder - we started this doc in Google Drive to catch questions. If you had one already, we can easily merge.

[TracyLinder]

Prep for Demo 2/12/24

What haven't we built?​

What do we need wire frames for?​

Screenshots of pages for pre-demo expectation setting

[TracyLinder]

Demo Debrief 2/22/24

Rethinking Attachments & Messages?

• Case Level messaging: let's discuss the value of this feature and the risks with the project team. Lots of potential risks with this feature in terms of losing messages, poor response time, ability to know what you've read/responded to outside of the case view, needing to create a landing page for all communications. This could be a big lift. ROW will have to build some type of SOP to manage this properly. (The build is simple; Tracy is worried about the administration of this feature and customer expectations.)
• Submission Level Messaging: We have added a communication table to the cycle/submission details. Currently it's only built for reviewer use.
  • Discuss when to allow customers to input messages; when to not allow?
  • Recommend not allowing attachment on the message table due to creating 2 attachment objects that aren't related/connected in a way that users might expect. Recommend coming back to this feature after staff has used the messaging features for a few months and being sure this is a feature we will use and find value from.
• Discuss design/features for a messaging landing page for staff and customers.

Cadenced Meetings

1. Project Reviews (biweekly) - Tracy will schedule
2. Weekly DTS builder huddle/standup - Mondays at 3:30
3. Builder Huddle - Friday 2-3pm

[TracyLinder]

DTS Sync

• Sprint review next week, we will prepare the agenda on Monday

Builders are working on:

[TracyLinder]

3/11/24

• Tracy out for sprint review next week.
• We will cancel next weeks sprint
• Karo has created a go-live schema page on Notion and gave Tracy access
• Devs were planning to update the case statuses next monday the 18th, however Karo has to be out at the end of this week and Tracy will be out next week, so we are discussing rescheduling to 3/25/24
• Builders will be working on prepping for the status updates, the go-live list, and planning the next chunk of work.

[KaroEngstrom]

Notes for Monday 4/1/24 - things to cover in Sprint Review

• statuses updated successfully Mon 3/25/24 - two statuses retired from TCP (Completeness Check; and Inactive)
• submission-level messaging added to reviewers
  • related question: should view link go to submission details where available?
• remaining items in the review questions document
• a major building block: how much (largely) unchanging information can be contained in the account record so the organization users don't have to keep re-entering that info?

[KaroEngstrom]

New Issues Created 4/3/24

• 16632 - @ChrispinP

• 16634 - @ChrispinP

• 16637 - @KaroEngstrom

• [ ] ➡️ TO DO - Pull questions arising from these issues for the next sprint review
  • Later: which email to send emails to? Organization Object email (optional) and/or Organization Account object email (required)?
  • How to connect cases to organizations?
  • Actions issue?
  • Project level edits - initial submit and during the life of the project?

For Sprint 4/17 ➡️ LATER

• Connecting Accounts and Cases
  • [ ] Organizations GRID -- location: App Admin tab task board; ❓ users with no App Admin access needing handle connections?
    • [ ] GRID of requests form FROM the customers to connect org account/org object
      • the connection needs to be made both way (from each of the objects: org object and org account object)
    • [ ] Additional request if any cases are missing from the org object (we will have connected case to org object for previous records)
  • Need to map out this process in Miro
  • Create a new object for connection request
  • A customer form to request account/case connection
  • Reviewer-side request view with cases table for easy connection (try to pre-filter to request info)
  • Unconnected cases view - catching any unclaimed cases to address
    • Staff button to send an email for customer to create an account
  • [ ] Edit ROW Contact (initial ROW Contact will be pre-populated with the org name; to be edited by Organization user)

May / June - launch reviewer side updates

• Staff starts using new views
• Monitor and support

June / July - launch customer portal ❔

• Customers create accounts
• Cases are connected to customer accounts
• Customers begin to use the portal - view, resubmit, create new cases...

[KaroEngstrom]

Mon 5/6/24 DTS Sync

• latest updates to #16959
• next: existing org information > Organization records

[TracyLinder]

5/14/24 DTS Sync

• [x] (T) Roadmap/Go-live?
• Our next project review is 5/28
• Created new sub-epics
• @KaroEngstrom do you mind adding a note about what you decided you'll work on next?

[KaroEngstrom]

ROW TCP CMU - Tue 5/28/24

• see sprint review notes

Rejecting an account

• Track rejections -YES
  • What are these reasons?
• Do we remove their ability to log into the system? - Yes, remove this
• Email going out to this customer
  • Insert reason for rejection
    • Duplicate
    • Other, specify
• Account inactive - show warning / error message
  • ROW will discuss and let us know
• How will we manage the rejected user? Allow to login for further details?
  • We’ll come back to discuss this

Organization object (reconciling current Submitting Agency and Applicant Company or City Dept records)

• mixed use of Applicant Company so far (sometimes used for submitter company, sometimes for client company submitter is submitting on behalf of)
• need to add "Project Owner" field to capture that information more explicitly
• do we want to include LLC and such in the company name?
  • A: yes, sometimes that is a distinguishing factor so we need to include them
• the "Other" entity in TCP Submitting Agency has 2700 records; we need to solve owners
  • primary focus on the "in-flight" pieces: anything pending, in review, active status