[CMS COLLAB CYCLE INTAKE] Facilities VBA regional office product

[dsinla]

Intake questions

### What type of request are you making? - [ ] Update to an existing CMS feature (including product iterations, updating DS components or page layouts and nav changes) - [X] New CMS feature (New content types, DS components, workflows or products) - [ ] Content audit (either one time audits or resuable tools) - [ ] Change Management review (for any visible changes to the CMS, workflow or content model) - [ ] Other ### Please choose the team that is requesting the Collab Cycle kickoff. Facilities ### When did/will you start working on this product/feature? Discovery started 8/12/2022 ### When will your feature need to launch? End of Q4 2023 ### Are you doing research with VA.gov users or editors? Yes ### Will your work involve changes to...? CMS content model ### Please add a link to your product outline issue. https://github.com/department-of-veterans-affairs/va.gov-team/tree/master/products/facilities/regional-offices ### Additional Information The Facilities team is continuing our progression of modernizing legacy sites. First VAMC's were migrated, then Vet Centers, and now VBA locations. This initiative should leverage and build upon already established architecture and design patterns, and should benefit from previous lessons learned. This is an MVP effort executing on an aggressive schedule. What is the minimum product necessary to retire the Teamsite VBA pages? Dave C has often characterized it as "Vet Centers + Events" to quantify the scope. We'll be conducting research with Veterans, the proposed editors at each location, and business stakeholders. One unique aspect of this product,: we have a goal of retiring the existing VBA Facility Database (sometimes referred to as _Sandy's Database_) and making Drupal the Source Of Truth for VBA Facility data. This means our VBA editors will be responsible for maintaining the VBA Facility data in Drupal, which will be provided to the Lighthouse team as the source for the Facilities API. Regarding _Will your work involve changes to...?_ I think it involves all 3: CMS design system (not quite sure? might there be a need for a new or modified component?) CMS content model - most certainly CMS features that span multiple products or work streams - coordination with PW team/Benefits hub, Content team, Lighthouse team, Support team, etc **Design:** [VBA Content Specs Figma](https://www.figma.com/file/aKdT4weNNthDxb3r6MolEh/VBA-Content-Specs?type=design&node-id=208%3A714&mode=design&t=b028CaFdI569Vfo8-1) ### Notify the Sitewide CMS team of this ticket in the cms-support Slack channel. - [X] I acknowledge that I must notify `#cms-support` after submitting this issue.

Artifacts for Design Intent

Front end designs

These designs have gone through Platform Midpoint review and have been updated to reflect findings from Usability testing.

• VBA Regional/Satellite Benefit Office page
• Drupal legend for Benefit Office page
  • This design might be a little out of date, but it's a great way to see which FE elements are driven by which Drupal fields/content types
• Service Accordion interiors

Drupal CMS editorial interfaces (Local Editors)

VBA Facility Service - Figma design

Details

- **Drupal entity type:** Content type - **New or pre-existing?** New - **Primary users:** Local VBA editors - **Example in prod:** [Create VBA Facility Service](https://prod.cms.va.gov/node/add/vba_facility_service)

Service Location - Figma design

Details

- **Drupal entity type:** Paragraph Type - **New or pre-existing?** Pre-existing - **Primary users:** VBA and VAMC editors - **Example in prod:** The changes to Service Location are in an Integration Branch

VBA Facility - Figma design (will be created in #14888)

Details

- **Drupal entity type:** Content type - **New or pre-existing?** New - **Primary users:** Local VBA editors - **Example in prod:** [San Juan VA Regional Benefit Office](https://prod.cms.va.gov/node/4288/edit)

Drupal CMS editorial interfaces (National Editors)

Service Region - Figma design

Details

- **Drupal entity type:** Content type - **New or pre-existing?** New - **Primary users:** National VBA editors - **Example in prod:** [Regional Loan Center in Cleveland](https://prod.cms.va.gov/node/61786/edit)

Centralized Content for VBA - Figma design

Details

- **Drupal entity type:** Single node - **New or pre-existing?** New node / Pre-existing content type - **Primary users:** National VBA editors - **Example in prod:** [Centralized Content | VBA -- benefit office content](https://prod.cms.va.gov/node/61744/edit)

VBA section VA Service taxonomy - Figma design

Details

- **Drupal entity type:** Taxonomy - **New or pre-existing?** New group of fields on an existing taxonomy - **Primary users:** Content Admins - **Example in prod:** [Home Loans](https://prod.cms.va.gov/taxonomy/term/1131/edit?destination=/admin/structure/taxonomy/manage/health_care_service_taxonomy/overview)

[ContentBrewmaster]

Would Change Management for this work need to be checked as well?

[EWashb]

@ContentBrewmaster I haven't worked in for CM checks in collab cycle just yet, but my hope is that it will come when the work begins. I would like for you to be in this collab cycle kickoff as well.

@dsinla who all needs to be included in a kickoff meeting?

[ContentBrewmaster]

Sounds good @EWashb when is kick-off? Should there be a ticket for this work this sprint?

[EWashb]

@ContentBrewmaster I'm not sure when the official VBA kickoff is for the facilities team. This will just be for the CMS collab cycle portion. David should have a bit more understanding about priority/timeline.

[EWashb]

Still identifying the pilot group. Will need certain artifacts as they roll it out.

[EWashb]

Kickoff scheduled 8/23 at 2:00 CST

[dsinla]

@EWashb @ContentBrewmaster I'm currently working on the larger, platform-wide Collab Cycle. I have to get the Product Brief and some other details in shape first.

[EWashb]

No problem at all @dsinla. This can work on whatever timeline is best for your team. No rush from us at all. We are here when you're ready.

[EWashb]

we need to pause this meeting. There will be some internal meetings that need to happen first. Also, I failed to invite our PO to this meeting that was scheduled for 8/23.

[EWashb]

@dawnpruitt, @JQuaggles or @davidmpickett, what's the current status of this initiative? Is there anything designed/ready for a CMS collab cycle review?

[davidmpickett]

We have just completed our second round of research and will be discussing the MVP scope at the onsite next week. This is likely the #1 priority for Facilities in Q1. Might be worth a touch point once MVP scope is locked and a timeline of dependencies is established so we can make sure ya'll are looped in at the right moments

[EWashb]

@davidmpickett do you have an update on this? I was unsure of Dotti's username to add her to the thread

[davidmpickett]

Update is that VBA MVP is the #2 priority for Q1 and we haven't discussed it in any meaningful detail with the new team. Definitely looking like more of a February conversation cc @Dottisea

[kmariepat-cityfriends]

Hello Everyone,

We would like to schedule our kickoff meeting for the effort detailed in this card. Ideally for this week Wednesday at 3 pm CT because we have the time slot saved and open.

How do I go about scheduling this and who should be in attendance from the CMS team side @dawnpruitt @productmike ?

[kmariepat-cityfriends]

@EWashb we have a visual content model done, the detailed spec has not been started, are we at the appropriate deliverable stage for a kickoff

[dawnpruitt]

Confirmed with team on availability: please invite me, Mike, Jo, Laura, and Tim. Thank you!

[kmariepat-cityfriends]

kickoff meeting has been scheduled

[kmariepat-cityfriends]

Hello Everyone,

We would like to schedule another collab cycle touchpoint. According to this confluence doc: https://va-gov.atlassian.net/wiki/spaces/VAGOV/pages/1791459333/CMS+Collaboration+Flow

it appears the next touchpoint is a draft review. During this session we would like to review all content models for this VBA modernized product. All content models are complete and the team has prepared a series of questions to ask the CMS collab cycle team as we review these content models (questions are below)

How do I go about scheduling this and who should be in attendance from the CMS team side @productmike? (proposed attendee list is below). Also let me know if you are not the owner of the CMS collab cycle I am making an assumption there.

[kmariepat-cityfriends]

Proposed attendees:

• Dave Pickett
• Kamari Patrick
• Steve Wirt
• Christian Burk
• Erika Washburn
• Dawn Pruitt
• Laura Flannery
• Michelle Middaugh

Question for CMS Collab Cycle

VBA Service Region

• Primary VBA Facility
  • Should the Field/Form Widget be an Autocomplete?
• VBA Facilities in this region
  • Should the Field/Form Widget be an Autocomplete?
  • Does the Primary VBA Facility also need to be on this list?

VBA Facility Service

• Title
  • Is it translatable?
• Facility
  • Should we allow editors to change this field after save/publish?
• Service name
  • Should we allow editors to change this field after save/publish?
• VBA service description
  • Should this field have a character limit of 200?
  • Do we actually want this field?

VBA Facility

• GovDelivery
  • Does VBA use GovDelivery?
• Local social media
  • Do facilities (or regions) have their own social media accounts?
• Top Tasks
  • Can VERA or Ask VA accept query parameters, allowing us to send the type of facility with the link?
• Other Nearby VA Locations
  • Should this be a field on the facility or by using a locations list? Or should it be handled as a radius-based programatic query? If so, should editors be able to add a desired radius setting?
• Operating status
  • Is this translatable?
  • Will this include supplemental status or will we be making supplemental status the actual operational status?
• Operating status - more info
  • Is this translatable?
  • What will go here? (See question above)
• Page introduction
  • Is this translatable?
• Facility photo
  • Is this translatable?
• Classification
  • Is this translatable?
• Hours
  • The design shows multiple time ranges per day for lunch break, sleep study clinic. And timezone. Should it?
• Location services
  • Is this translatable?
• Services
  • Is this translatable?

Service Location

• Service locations help text
  • Should the field type be "HTML element + Markup"?
• Service Delivery Method(s)
  • Should the field type be "List (text)"?
  • Should the cardinality be 1 or unlimited?
  • Is this the right place to gather this information? What's the change management plan for all the existing Service Locations on VAMCs?
• Address
  • Is this translatable?
• Appointments
  • What is this field for: New paragraph type to capture all scheduling information?
  • How much do we want this to solve for all products?
• Other phone numbers
  • Is this translatable?
• Email contacts
  • Is this translatable?

VA Services taxonomy

• Type of care
  • What are some examples of this?
• What to bring to your appointment
  • Should this be Rich Text Limited, or is there a more limited we would want to create and use (ask Laura)?

[productmike]

@kmariepat-cityfriends Please invite myself, @dawnpruitt, @joagnitti, @BlakeOrgan, @laflannery, @tonytaylor and @timcosgrove from the CMS team. Can you also include any relevant artifacts and the agenda/your desired goals within the meet as well (at least 4-5 days in advance) so we can review prior?

[kmariepat-cityfriends]

@productmike the meeting has been scheduled for next week Thursday 6/7, all relevant artifacts are in the meeting invite.The goal is to receive feedback from the CMS team by way of talking through and answering the questions posed in the meeting invite. Prep for this meeting should include review of those questions and refreshing on the project overall by viewing the product outline here: https://github.com/department-of-veterans-affairs/va.gov-team/tree/master/products/facilities/regional-offices and linked above in this ticket

[laflannery]

@kmariepat-cityfriends I have reviewed the content spec prior to the Collab cycle meeting and I have additional comments/feedback that are not covered in the meeting agenda questions. I am putting that feedback here to be sure it is noted as there may not be sufficient time in the meeting later:

Overall/General:

• Watch the casing on on the labels. I'm seeing have a lot of labels that have each word capitalized but that if we are following VA content guidelines I believe we should be using sentence casing (i.e. Regional service description vs. Regional Service Description)
• Would we be able to change help text on already existing fields? Or add help text where it might not exist on existing fields?
  • For example there been a lot of chatter on images and helping our editors upload better photos. Could we use this opportunity to update the help text for the VBA facility image help text rather than just taking what we have now?

VBA Service Region

• Regional service description
  • Text format (plain text) and help text (asking them to add bullets) is in conflict. Plain text does not allow bullets:
  • If the help text is accurate, text format must be limited rich text
  • If the text format is accurate, help text must be modified
  • Recommendation to remove "or edit" from the help text. We don't tend to put that into the help text we have across the CMS.

VBA Facility Service

• VBA service description
  • What you have in Regional service description sounds better, recommendation to it to be more in line with that "Add a short paragraph and up to six bullet points detailing how your VBA Facility provides this service."

VBA Facility

• Timezone
  • I'm pretty sure "Time zone" should be 2 words (seems mildly unclear and both might be accepted in life but the VA uses 2)
  • The FE will be smart enough to take the selection in this field and turn it into the correct format (i.e. New York becomes ET), right?
  • The number of options in this field seems excessive? Are all these options really needed? Is there any way to limit this to what is actually used?
  • Or perhaps this doesn't matter because it will come from the Facilities API and the editor will never need to actually manually select an option?

VA Services taxonomy

• None of these fields have help text indicated. Recommendation to take a look at this and add appropriate help text to each field.

[BerniXiongA6]

Hey @EWashb -- I'll request to have you help triage this ticket since it predates Mike and me. We can sync up about this, but wanted to make sure this was on your radar too as we prepare for our next sprint. Thanks! cc: @productmike @xiongjaneg

[EWashb]

@BerniXiongA6 can we meet about this one? There's a lot of historical context here I would like to share with you.

[EWashb]

@xiongjaneg and @mmiddaugh it might be helpful for the 4 of us to meet now that I think about it. From the CMS perspective and this ticket, I think our big concern as a group would be the plans for the CMS editorial experience. I'm just interested in learning more about what yall have planned and see how our team can support you on this important work.

[xiongjaneg]

@EWashb @BerniXiongA6 @mmiddaugh Will get a meeting for the 4 of us together.

[xiongjaneg]

@BerniXiongA6 @EWashb

Requesting a collab cycle touchpoint. We had a number of suggested changes to centralized content based on our VBA work as documented in

14899

14889

and comments in the VBA Figma file, VBA Centralized Content page

[davidmpickett]

We've also created some brand new Content Types for VBA. @thejordanwood created Figma files specifically so that they could be brought to a CMS Collab Cycle touch point for @BlakeOrgan to review for alignment with the CMS Design System (per his guidance to us in August).

VBA Facility Service

• 14887

• 14897

Service Region content type

• 14845

• 14856

There are more entities going through this process now/soon, so in theory we could wait until all of them have gone through @thejordanwood and @laflannery and then have a single touchpoint to review, but given that this the whole process is new, we wanted to check in on how/when this should happen.

[BerniXiongA6]

Sorry for the delay.... hey @EWashb let's discuss today and then I'll schedule the touchpoint.

[BerniXiongA6]

Hi @xiongjaneg , based on your request and the information your team has provided, CMS Team is recommending a Design Intent touchpoint. Before I schedule the touchpoint meeting, here's what you need to know:

CMS Team required participants: @BlakeOrgan @EWashb @BerniXiongA6 (shared a11y resource: @laflannery )

Facilities required participants: @thejordanwood @mmiddaugh @xiongjaneg (shared a11y resource: @laflannery )

Facilities optional participant: @davidmpickett

Preparing for the touchpoint: Please include any design artifacts that need to be reviewed by CMS team within this ticket at least 2 days before the scheduled touchpoint meeting (e.g. user flow, lo-fi prototypes or wireframes, research plan, any other relevant artifacts, etc.)

Meeting invitation: A 30-minute meeting invitation will come to your emails shortly. Thank you!

[BerniXiongA6]

Design touchpoint has been scheduled for Wednesday, November 8, 2023 at 3:05pm ET to accommodate schedules. Since @thejordanwood will be out of office next week when scheduling was the best for most participants, we've instead added @davidmpickett as a required UX participant to present on behalf of Facilities. Let us know if there are any questions.

[thejordanwood]

I've added a link to the VBA Content Specs Figma into the ticket body for better visibility.

[davidmpickett]

Can we please add @ALogsdon3 to this meeting? She is starting to take ownership of some Facilities Product Design tasks from Jordan and is more directly involved than I am in tickets around these Figma files.

[xiongjaneg]

I added Alexis to the invitation this morning. Thanks for thinking of it. @ALogsdon3 Please let me know if you didn't get it.

[ALogsdon3]

@xiongjaneg got it, thanks. I may or may not be able to attend, depending on whether I can reschedule an appointment that conflicts.

[BlakeOrgan]

CMS Design Intent meeting held November 8 2023 and CMS team design feedback has been recorded in ticket #16073