Onboarding: Jill Adams

[jilladams]

Welcome to the VFS-CMS Team! 👋

We're thrilled to have you join us on this journey! 🎆🎉🙌

Our vision is to build and maintain a best-in-class Content Management System that meets the needs of editors, application development teams, and consuming applications in order to empower our users to help Veterans.

The onboarding materials below are organized by 1) chronological time to complete (day one, week one, week two, month one); and main category (why, how, who, what). There's a lot to digest but don't worry, your delivery manager will guide you, you'll have an onboarding buddy to provide support, and we'll also introduce you to your workstream's lead to help with specific things related to your discipline (UX, DevOps, Drupal Engineering, etc). In addition, you'll have the support of the entire team, who have all gone through this process before and are eager to answer any questions that arise. Come back to this ticket any time to refresh your knowledge on a specific topic covered below.

Have fun and we look forward to getting to know you! 😊

Project start date: 4/5/22

• Onboarding buddy (short check-in meetings the first week): @ethanteague
• Team name: Site-wide CMS
• Delivery manager name: @cmaeng
• Product manager name: @wesrowe
• Discipline lead name: @cmaeng

Day one

How?

• [x] Read through our team norms, which will also give an overview of how we apply the USDS playbook and VA.gov platform code of conduct.

  Who?

• [x] Who is on the VFS-CMS team? Read your team members' user manuals and copy the template to add your own.
• [x] My manual: https://docs.google.com/document/d/1DNbmRGOqo27ifpDJM2rHK1WoxuxsJ4Ke7227stnfNco/edit

  What?

• [x] Onboarding questionnaire (what do you already know in regards to tooling, context, history, etc)
• [x] Contract - Discuss with your delivery manager.
• [x] Read the VA.gov platform mission and goals.

Week one

The goals of this week are: 1) get background paperwork completed as quickly as possible and 2) start gaining context for what we're doing and why

• [x] Requesting secure access to the VA systems you need: PTEMS paperwork is through Liberty and VFS-CMS paperwork through A6. If you're not sure which you should fill out, ask your delivery manager. Federal contractors are required to complete many of the same forms as federal employees.
• [x] e-QIP, the online version of the federal standard investigation form, SF 86, will require a lot of background information. Review page 7 of the SF 86 guide for the list of information you'll need to collect to complete e-QIP

  Why?

• [x] Why is VA.gov using Drupal CMS and how is our success measured? Read the objectives and key results.
• [x] Watch the Drupal GovCon presentation about the project.
• [x] Why are Vet Centers important to Veterans? Watch the 2-minute YouTube video.
• [x] Why are VA Medical Centers changing their websites? Watch the 2-minute YouTube video.

  How?

• [x] How does the VFS-CMS team work in an agile environment?
• [x] How do Agile 6, CivicActions, and Friends From The City work together on this project? Discuss with your delivery manager or product manager.
• [x] How does the VFS-CMS team fit into the larger OCTO ecosystem? View this Mural diagram
• [x] How does OCTO fit into the VA universe? And how is VA structured? View this Mural diagram

Who?

• [x] Ensure that your info on the official team roster is correct.
• [x] Let's start introducing you to the team and key stakeholders. If you're on a meeting where you don't know someone, feel free to kickstart an introduction. Everyone in the ecosystem is friendly and interested in connecting.

  When?

• [x] Familiarize yourself with our team's shared calendar and add in any known dates. This is where we coordinate upcoming out of office (OOO). Choose "Calendar" = OOO and "Event type" = whatever is relevant.

Week two

The goal for this week is to get you set up with the tools you need to be successful. We will pair you up with a buddy on the project that is in your same discipline to help inform which ones are relevant and which aren't. The most important thing is to get set up is SOCKS as it will give you access to our systems so try to prioritize that.

When?

• [X] Check your calendar for invitations to team ceremonies.
  • [X] Scrums
  • [X] Sprint Planning sessions
  • [X] Refinement sessions
  • [X] Demos
  • [X] Retros

    What products do we support?

• [x] Review the editor onboarding slides.
• [X] Read the product sheets (PDF download).

All team members need to review the following (note that with the exception of SOCKS, most of the tools will have been setup for you or requested by your delivery manager. This list is for you to verify along the way):

• [X] Github for issue tracking and document sharing

  • [X] VA.gov request instructions - Your delivery manager should have already requested this for you so double check with them before submitting a new request.
  • [X] Intro to CMS Team Github
  • [X] CMS team list - Same as above.
  • [X] New to Github and markdown? Learn about writing on Github or watch a tutorial video
  • [X] Zenhub extension instructions - You'll need to install this on your preferred browser.

• [x] SOCKS proxy request to access some VA network tools. The VA network is required for Drupal CMS and other VA tools and usually requires a VA ID card (PIV or Smartcard). Until you get your paperwork approved and ID card, SOCKS proxy is a back door to some of these tools. This is the first priority for week two. For the request, select the label for our team, currently "cms" -- https://github.com/department-of-veterans-affairs/va.gov-team/issues/39824

  • [X] Request a Github personal access token first. You only need to do the "repo" panel in that form and leave the other panels as is. It may take a day or two for the SOCKS proxy request to be fulfilled before you can complete the rest of the SOCKS process. This can be a complex process. Post in CMS-Team Slack channel is you need help from a current member - we're happy to help.
  • [x] Optional Core Tunnel set up for SOCKS proxy on all browsers on Mac
  • [x] When you have SOCKS proxy set up, contact the instructional designer for a Drupal and demo environments overview.

• [x] Tugboat demo environments

  • [ ] Tugboat for engineers

  • [X] Tugboat for non-engineers SOCKS required

  • [x] Request approved, standup a demo env for practice

  • [X] VA.gov tools overview

  • [x] Slack for instant messaging. Your delivery manager should have already requested this for you, but if not, view the request instructions in the link above.

  • [x] Review Slack etiquette.

  • [x] Update your profiles in Slack (in the A6 and DSVA workspaces), add a calendar link

  • [x] DM to add to appropriate Slack alias groups for the DSVA workspace

    • [ ] @cms-engineers-group
    • [ ] @cms-helpdesk
    • [ ] @platform-cms-team
    • [ ] @sitewide-cms-team
    • [ ] @cms-devops-engineers

  • [X] You should be in the following slack channels:

    • [X] A6 workspace = #proj-vagov-team
    • [X] DSVA workspace = #cms-team
    • [X] This is a description of other channels that ought to be on your radar. Note that many are going to be dependent on which workstream you're in (DevOps, Helpdesk, UX, etc.). Feel free to join whichever you think will aid you and your work.

• [x] Learn about the different Drupal environments

  • [x] If you are using a non-VA laptop for development you will need follow the instructions on Github to trust the VA Root Certificate Authority (CA) in your browser(s)
  • [x] Drupal production environment access (SOCKS or VA network required) - ask your delivery manager, product manager, or CMS Team helpdesk to set up an administrator account for you for prod.cms.va.gov

• [X] Confluence for team resources and calendar

• [X] Google Drive for team documents. Generally, VA doesn't use Google products. Use Github or downloadable files when sharing with VA.

• [X] Trello for project management

• [X] What do I need to know about my discipline on this team (DevOps, Engineering, Helpdesk, ID, UX)? Discuss with your discipline lead.

• [ ] What applications or discipline-specific tools are needed? Discuss with your discipline lead.

Discipline specific onboarding (UX, developers, helpdesk, etc..)

<Keep only the discipline that applies to you below, delete the other disciplines.>

Onboarding for Developers

• [ ] Access to dev & staging to be able to replicate the SSO piece of the login experience (SOCKS or VA access with PIV card required)
• [ ] Datadog to access monitoring metrics
• [ ] Review the VA.gov Design System which includes how to provide feedback

Onboarding for DevOps members

• [ ] IAM/SSO lower environment access
• [ ] Jenkins (SOCKS required)
• [ ] Grafana (SOCKS required)
• [ ] Sentry (SOCKS required)
• [ ] AWS (SOCKS required)
  • [ ] And request to be added to the adhoc-vetsgov-devops group.
• [ ] sshuttle
  • [ ] Contact CMS helpdesk on cms-team Slack for an administrator account on the Drupal production environment (SOCKS or VA access with PIV card required)
  • [ ] Access to dev & staging to be able to replicate the SSO piece of the login experience (SOCKS or VA access required)

Onboarding for User Support members

• [ ] Review the helpdesk Github repo.
• [ ] Review the helpdesk Google Drive.
• [ ] Jira Service Desk
• [ ] Discuss Drupal CMS account administration process with instructional designer, delivery manager or product manager
• [ ] Get access to training, staging, and prod environments with instructional designer
• [ ] Discuss broken links process with instructional designer
• [ ] Discuss Jira reporting with instructional designer
• [ ] Discuss Knowledge Base with instructional designer
• [ ] The following trainings and additional videos can be found on the Knowledge Base on the Drupal CMS prod and lesser environments that require VA network or SOCKS proxy access. They can be watched without VA network or SOCKS access at the links below.
  • [x] Watch the Drupal CMS editorial experience video for all users.
  • [ ] Watch the training video that VA Medical Center (VAMC) editors have to complete.
  • [ ] Watch the training video that Vet Center editors have to complete.

Onboarding for Instructional Design members

• [ ] Audio/video recording tools
• [ ] YouTube channel for training videos
• [ ] Discuss Drupal CMS account administration process with instructional designer, delivery manager or product manager
• [ ] The following trainings and additional videos can be found on the Knowledge Base on the Drupal CMS prod and lesser environments that require VA network or SOCKS proxy access. They can be watched without VA network or SOCKS access at the links below.
  • [ ] Watch the Drupal CMS editorial experience video for all users.
  • [ ] Watch the training video that VA Medical Center (VAMC) editors have to complete.
  • [ ] Watch the training video that Vet Center editors have to complete.

Onboarding for Product Management members

• [x] Review onboarding docs

Onboarding for UX members

• [ ] Attend design onboarding call 1: You are here
  • The CMS and the products we support
  • Who are our users?
  • Research
• [ ] Attend design onboarding call 2: Project history and opportunties
• [ ] Attend design onboarding call 3: Design processes
  • Wireframing elements
  • Airtable database
  • Required documentation for design at VA
• [ ] Get oriented with the stuff of design
  • Log in to make sure you have access to the design tools used on this project
  • [ ] Mural
  • [ ] Figma
  • [ ] Airtable
  • Review existing design assets to get a feel for where things are at
  • Make sure you have the following font families on your machine:
    • Lucida Grande download from fontsgeek.com
    • Source Sans Pro download from Google Fonts
    • Bitter download from Google Fonts
• [ ] Build empathy with our users
  • Complete a CMS simulation (you’ll need SOCKS proxy access first)
• [ ] Attend 1:1 w/ Kauff (maybe Clarence and Kev too)
  • Let’s talk about your skillsets and interests and which project initiatives you might want to take over.
• [ ] Attend the Platform Crew's orientation to VA.gov research. Ask your DM for details or ping in #vfs-platform-support

Month one

By this point you should have enough context and access to be able to start contributing. Work with your team to identify specific issues to focus on.

Who?

• [x] Who are our VA points of contact? Discuss with your delivery manager or product manager.
• [ ] Who should we know on the platform teams? Discuss with your delivery manager or product manager.
• [x] Background history of the ecosystem

  What?

• [ ] After your background check is complete, you will get an email to get your Personal Identify Verification (PIV) card. Contact your local VA office (where you got your fingerprints taken) for information about getting your PIV card.
  • [ ] Review a video about the benefits of the PIV card and VA network access.
  • [ ] PIV card will help you get remote VA network access. See VA network remote access options
  • [ ] Azure virtual desktop is recommended for Windows
  • [ ] Mac users should follow these Citrix Access Gateway (CAG) download instructions
• [x] What is Drupal?
• [x] Google Analytics: Request access to Google Analytics
  • [x] Opt out of Google Analytics collection on VA.gov.
  • [x] Opt out of analytics for Platform's website. You will not get a confirmation message and will have to do this for every browser and every time you clear cookies.
• [x] View short presentations on specific topics. Topics include site alerts, release and deploy, Facility API, etc.
• [ ] Browse the VA Drupal CMS Knowlege Base articles.

Month two

What additional tools do you need access to?

• [ ] Mainly for helpdesk folks: CMS Support distro group

[jilladams]

https://youtu.be/OnBhO3FVTTg?t=194 when access request is approved

[jilladams]

Tugboat demo env request: https://va-gov.atlassian.net/servicedesk/customer/portal/3/VAHELP-3992

[jilladams]

GA access req: https://github.com/department-of-veterans-affairs/va.gov-team/issues/39913

[cmaeng]

closing this out for reporting purposes. feel free to refer back as needed.