Add field for BVA Receipt Date to Lit Support Queue table

[allyceh]

Lit support team leads use the "BVA Receipt date", or the date when BVA received the mail item, when assigning work to Motions Attorneys. They assign the task with the oldest mail items first.

We need to display the BVA Receipt Date in all Lit Support users' queue tables so that they can prioritize work accordingly.

Open questions:

• Is this creating a "custom queue" for one team, and is this not an optimal approach?
• If there is enough of a need for custom queue tables across Caseflow, is creating a system where users can customize their queues a better approach? This would be higher effort.
• Need to explore how we get this data point. Can we pull it from the mail portal or do mail team users have to manually add it to the mail task they create? If they have to add it to the mail task, this would mean that we have to add a field to mail tasks.

[marvokdolor-gov]

Thinking through some of Allyce's questions above:

Is this creating a "custom queue" for one team, and is this not an optimal approach?

In a post-AMA deadline world, I think creating a "custom queue" is a solid approach. Particularly since this is likely to help these teams feel less apprehensive about doing their work in Caseflow and leaving VACOLS behind. As I look back at the original proposal for generic queues, we outlined that generic queues were built to speed up delivery, and we expected to come back and address specific users' needs.

If there is enough of a need for custom queue tables across Caseflow, is creating a system where users can customize their queues a better approach? This would be higher effort.

My hypothesis: customizing queues for specific teams would give us enough user satisfaction while saving on development effort. Is there user research we can do to explore this? From there we could perhaps rope in an engineer or two for their take?

Need to explore how we get this data point. Can we pull it from the mail portal or do mail team users have to manually add it to the mail task they create? If they have to add it to the mail task, this would mean that we have to add a field to mail tasks.

The sketches all the way to the way to the right of the Mail - sketches mural appear to capture BVA Mail Receipt date.

• Is what was used to build out Mail functionality?
  • If so, would this mean that the Mail team is already manually adding the receipt date to any Mail Task and we need to focus on surfacing this to Lit Support?

[allyceh]

The sketches all the way to the way to the right of the Mail - sketches mural appear to capture BVA Mail Receipt date.

Is what was used to build out Mail functionality? If so, would this mean that the Mail team is already manually adding the receipt date to any Mail Task and we need to focus on surfacing this to Lit Support?

The mail team is instructed to manually add BVA receipt date in to each mail task. The user can see this when they expand the "View instructions" link on the task. What Nina and team were requesting is the ability to see BVA receipt date on their queue table. Since they are adding it "free form" and there's not a dedicated field for it (those sketches were aspirational), I am not sure that we could pull it from the field.

Does that answer your question, or did I misinterpret?

[lpciferri]

If we have document receipt date data, we could add it as a configurable column (queue configurations ideas tracked here - https://github.com/department-of-veterans-affairs/caseflow/issues/8423)

Data sources for document receipt date:

1. VBMS receipt date (what we display in Reader)
2. manual data entry by person on the mail team

It would be nice to automatically pull document receipt dates to reduce this manual step, which brings me back to this idea to automatically create tasks after documents are uploaded to VBMS - https://github.com/department-of-veterans-affairs/caseflow/issues/5950

Think it's worth getting new opinions on?

If not, we should probably go back to adding document receipt date when the user creates the mail task

[allyceh]

Assuming the "Receipt date" in Reader is the day that BVA receives the mail. For my own verification, I just checked a case and confirmed that that date is not when the received mail was postmarked.

Does anyone know how Reader gets "Receipt date"? Is it the day that the letter is uploaded to VBMS from the mail portal, OR the day that it's added to the mail portal queue?

[lpciferri]

Reader gets receipt date from VBMS. I believe it's the date BVA received the document, the date on the letter or document itself, not necessarily the date of upload to VBMS (which could be later).