Determine VBA Facility change request process

[mmiddaugh]

Description

• In the current state, Sandy's DB is the source of truth for VBA facilities. requests for change come through a data call or one-off email requests which can lead to prolonged back and forth communication.
• In the future state, when CMS becomes the source of truth for VBA facilities (rather than VAST), we will not want field editors to be able to create new facilities, archive existing facilities, or make certain other changes to existing facilities (i.e. naming).

We need to determine a process for VBA editors and VBA Comms office to request these changes.

Use cases

• new VBA facility
• VBA facility closure/archive
• VBA facility name change
• change in VBA facility address, phone number, or hours of operation -Also: what degree of change requires an existing location to be archived and a new location created
• change to list of associated services
  • for a location with published modernized page
  • for a location with legacy Teamsite page

Acceptance Criteria

• [ ] the specific steps to create this new runbook have been created with input from VBA OFO and CMS support team
• [ ] runbook(s) have been created
• [ ] supporting KB articles are created

[xiongjaneg]

@xiongjaneg For next refinement, question for Steve/Christina: For Drupal, what degree of change requires an existing location to be archived and a new location created?

[xiongjaneg]

What dictates that it becomes a new facility versus a change to an existing facility?

We could follow the VAST model:

• If an address change comes through VAST, it needs a new facility.
• If a phone number change comes through VAST, it doesn't need a new facility.

We could also decide in Drupal how to handle changes.

• The biggest issue is a name change, but this doesn't mean it has to become a new facility.
• If Drupal is the source of truth, are we unlocking the address field? Do we let them be able to change the phone number?

Consider consistency for support experience.

Questions from Dave: What other products use VBA facility data?

When would we archive existing facility IDs and create new IDs due to some significant change? This would affect satellite office assignments.

VBA IDs are different in that they are created in the existing CSV, not VAST.

Next steps: Michelle will consider use cases for further consideration. We also need to know who else relies on VBA facility information.

[mmiddaugh]

Email inquiring about consumers of VBA facility data sent to Office of Field Operations and OIT today, 1/11/2024.