Living Streets 2.0 Updates from Staff Testing #2 [LSRB]

[KaroEngstrom]

Mon 7/15/24

• met with LS Staff (Jonathan S. and Carmen W.) to assess results from Testing Round 2, with added existing 1.0 records imported into the system

[KaroEngstrom]

Cosmetic Updates

1. Initial resubmittal by applicant: Lets add something on at the end here -> “If you are approved for renewal, your activation will remain continuously installed.” ✅

• [x] Add verbiage in TEST
• [x] Add verbiage in PROD

2. Hide lone LS Ambassador field for the Additional Contact

• [x] Update display rule to hide the Ambassador field when no Additional Contact is included

TEST

• [x] Reviewer Details - Application
• [x] Reviewer Details - Activation - already hidden as above
• [x] Reviewer Edit Activation Cycle form
• updated Rule 3
• [x] Applicant Details - fine as is
• [x] Applicant Edit form
• updated Rule 6 to Hide from Hide/Show > not working
• This may not be hideable since it's a read-only field
• [x] Check Resubmit form

PROD

• [x] Reviewer Details
• [x] Reviewer Edit form
• [x] Applicant Details
• [ ] Applicant Edit form - N/A
• [ ] Check Resubmit form - N/A

3. Hide empty fields from Applicant Portal Details and Edit views for Additional Contact and Sponsor

TEST

• [x] Applicant Details view
• [x] Applicant Edit form PROD
• [x] Applicant Details view
• [ ] Applicant Edit form - N/A

4. Update Submit form title from Activation to Application at go-live

5. Clean up extra options from the Play Streets days and hours dropdowns from import error

• [x] Delete extra options from Play Streets Days where applicable
• [x] Delete extra options from Play Streets Hours where Applicable
• these were largely caused my mismatch on import which can be avoided despite new clunky Knack interface (double-check automatic matches)
• the duplicated time fields were caused by a mismatch between having an additional space after the start time and not having it in other fields, producing a duplicate when added
• ^ add these to go live notes to avoid and/or solve for the issues on import or manually thereafter
• as a precaution, deleted all test cycles in PROD and updated the Start Time fields to reflect the exact appearance of the Application version in Cycle field to avoid mismatch and duplication
• test this out before actual go-live import 🚨

6. Add a column to show Activation Cycle to the Reviewer tables

• [x] Healthy Streets EOIs
• [x] Healthy Streets Applications
• [x] Play Streets EOIs
• [x] Play Streets Applications
• [x] Add the above to the go-live plan! 🚨

7. Remove the word Full from Edit Activation form name

• [x] Apply in TEST
• [x] Apply in PROD

[KaroEngstrom]

Configuration Updates

1. Reconfigure rules around Invitation to Apply

• [x] Check current rules on hiding the button
  • This is configured to be hidden when the Invitation to Apply Sent Date is not blank
• [x] Ensure button is hidden if invitation has been sent
• Check various test applications for this (week of go-live prep)
• Check crosswalk template for this field to transfer at go-live from parent application to the cycle records (week of go-live prep)
• [x] As a backup, configure a warning to Invitation to Apply button to show if the reviewer attempts to re-send an invitation to apply

2. Configure resubmittal rules for Play Streets hours

• [x] Check current rules for the 12 cap daily and weekly
• [x] Update where required - since this is a one-off form to resubmit, we can't control for the hours, other than disallowing daily values over 12 hours with a conditional rule > Added a note under Weekly Duration field : Total Weekly Duration must not exceed 12 hours. Please ensure the daily hours add up to no more than 12 hours.
• [x] Apply in TEST
• [x] Apply in PROD

3. Reconfigure Date Submitted column in the Reviewer tables to reflect the latest submittal

• [x] Check the current configuration for updating this on the parent
  • EOI Submitted Date and EOI Submitted Timestamp
  • current EOI: directly from Finalize and Submit forms for HS and PS respectively into Application
  • new EOI: directly from Finalize and Submit forms for HS and PS respectively into Application and into Activation (Cycle Submitted Date and Cycle Submitted Timestamp)
  • resubmit override:
    • adding Cycle Submitted info
    • adding roll-up to parent to override previous EOI submitted (to show most recent in the EOI/Application tables); included Submitted By > Logged in account for the Application and Activation
      • rolling these to parent Application; the original EOI submitted date is retained in Cycle 1
• [x] Configure resubmittal to roll up to the parent in TEST (see notes ^) - both HS and PS
• [x] Configure resubmittal to roll up to the parent in PROD - both HS and PS

[KaroEngstrom]

Non-Testing Items Discussed

• FYI @patrickm02L
• staff question: could the Play Streets hour selection be a dropdown instead of a number field?
  • A: this would result in a huge dropdown for each day; from .5 hours to 11.5 hours in 30 min increments; these would also have to be translated back to numbers to do the weekly hours math; this is not ideal so tabled this idea
• staff question: can we prevent applicants from submitting a Play Street date for the same day, or for overlapping hours?
  • A: this is not currently configured and would require a more complex model of counting days used and then configuring blockers based on that; other alternative would be dev work; if this is only an occasional issue, no action is recommended as effort would outweigh the benefit
• staff had wanted to control the timing of when the Resubmit button was available
  • we discussed options and the easiest was to simply hide it until they are ready for resubmittals if that time would be one that applies to all applicants in Approved or Deferred status
  • if this needs to be individual and apply a specific number of days or months from decision, we need to both capture the decision date and configure the trigger for showing the button
  • LS staff agreed that one date for all will be the way to go for now; for example: we will hide the Resubmit button until a specific date, and then make it available to every application in Approved or Deferred status; we can also similarly hide it again when needed
• where did we end up on the additional signatures issue last week?
  • Per our last meeting, LS staff will review their process with Matt and finalize the proposed requirement; we are not changing the build at this point and the reviewer has the option to require a new RAF
  • we discussed the option of maybe adding clarifying language to the resubmitted cycle Invitation to Apply email to explain this change to the resident
• Outgoing emails from LS Knack - Karo shared a PDF of the process with emails flagged; Carmen will update emails and write new ones as necessary; the LS staff has time over the next two weeks to create and update emails towards LS 2.0 launch

[patrickm02L]

@KaroEngstrom thanks!

Just wanted to recap on a few items:

• Play Streets Hour Selection: Agree, let's keep the manual time entry to avoid data type conversion.
• Scheduling Conflict Warning: It would be nice-to-have a warning for scheduling conflicts. Could be a neat addition. But not a deal breaker.
• Resubmit Button Timing: Will we need to manually hide the button for each cycle? Or will we schedule it based on a date and time frame?
• Additional Signatures: These should be handled through email as discussed. Agree, no changes needed to the current build.
• Outgoing Emails: LS staff are responsible for updating and creating new emails.

[KaroEngstrom]

@patrickm02L thank you

re: resubmit button - the current build is to show it based on application status immediately, as discussed throughout development. It sounds like manual reveal/hide is what we will do at launch to allow them to control the visibility further. It did not seem like the LS team wants an individually calculated rule for this (ex. three months from approval or install date, or similar). I suspect there's a process decision that needs to be established and maybe budget reasons that will determine the longer-term model for this.