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department-of-veterans-affairs / va.gov-team

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Platform Orientation - Launch new experience to support future scale #13709

Closed andreahewitt-odd closed 2 years ago

andreahewitt-odd commented 4 years ago

Problem Statement

Our orientation is almost exactly the same as it was when we kicked off VSP. The current problems orientation faces are the following:

  1. VFS teams struggle with retaining information shared in Orientation.
  2. There is no reliable process for Platform to be notified of new VFS team members.*
  3. It is challenging to keep the content in the slide decks up to date.*
  4. Not having separate platform processes for new teams vs. new team members is inefficient.
  5. Platform team members spend a significant amount of time hosting 1:1 orientation meetings.
  6. Content that VFS teams would find valuable is not included in orientation.
  7. The current orientation process is not scalable.
  8. VFS teams struggle to find information shared in orientation.*
  9. (assumption) VFS teams get too much information too quickly.
  10. (assumption) VFS teams don't know what VA.gov is and how it works prior to general orientation.*
  11. VFS Product Owners are not familiar with Platform processes and policies.

How might we improve the orientation process to better prepare VFS teams to develop on VA.gov?

*Priority problems to be solved for in MVP

Hypothesis or Bet

Each hypothesis is mapped to the problem statements above

  2. If we build a reliable process for VFS to notify Platform of new team members, then we can ensure all new team members receive orientation and have the information they need to build on VA.gov. If we create a process for new teams and/or new team members to follow that is accessible from Platform Website, then Platform can ensure all new teams and new team members are oriented consistently.
  3. If we publish the current slide decks on Platform Website, they we will create accountability with Platform teams to ensure they keep their slide decks up to date. If we modify internal Platform processes to be cognizant of Platform Orientation documentation, then we will have more reliable/less outdated Platform orientation content.
  4. If we split out new team orientation from new team member orientation, then Platform team can use our resources effectively and continue to ensure new VFS teams are getting the necessary information.
  5. If we create a Platform Orientation site that is self-service, the Platform team members will not be burdened by hosting multiple orientation sessions and can support future scale.
  6. If we build a solution based off existing research from VFS teams and input from Platform teams, then Platform Orientation will include more content that VFS teams need/want to see.
  7. If we create a Platform Orientation site that is self-service, the Platform team members will not be burdened by hosting multiple orientation sessions and can support future scale.
  8. If we publish the current slide decks on Platform Website, then VFS teams will have access to all information shared during orientation.
  10. If we integrate a VA.gov overview into our orientation process, then new team members will have a better understanding of the site and be more prepared to develop on VA.gov.

Potential Topics to be covered.

Improvement opportunities identified from Platform Orientation - Current State Service Blueprint

  1. Communication of new team/team member varies depending on program (AKA no consistent form of intake).
  2. VFS users need GitHub read/write access to view/complete the orientation ticket. Platform is no longer provided with the VFS user's GitHub handle, so new users are not reliably being assigned the ticket.
  3. Because many new VFS users aren't seeing the GitHub orientation ticket, they aren't signing up for other orientation sessions other than General orientation.
  4. Currently General orientation is a pre-req to Design & all other orientations. We may need to be flexible now that orientation sessions are offered monthly.
  5. There is not a replacement process for notifying Platform teams to schedule role-based orientation sessions (design, FE, BE, etc.) for a new VFS user, so users are likely not attending them.
  6. Platform doesn't have a process for adding new VFS users to the roster during orientation. They do have an off-boarding process to remove users from the roster.
  7. Should Platform General Orientation be mandatory before granting vets-gov-write access?  VFS users can't be assigned the ticket if they don't have access.

We will know we're done when... ("Definition of Done")

Launch Checklist

Is this service / tool / feature...

... tested?

... documented?

... measurable

Required Artifacts

Documentation

Testing

Measurement

TODOs

cmaeng commented 3 years ago

The current CMS onboarding process has some overlaps that may be more efficient to do together:

Could the CMS team piggy-back off of the Platform's version of these so that the information is coming from the source? Or at least collaborate together on what information Platform deems important for all folks working in the ecosystem to know, so that we ensure it gets covered?

Would love to do some sort of review on where overlaps may exist.

shiragoodman commented 3 years ago

Current Orientation process: https://app.mural.co/t/adhocvetsgov9623/m/adhocvetsgov9623/1621540297622/94e7421ea7c560ea7dcaa1ca54cd6920731f48ae

shiragoodman commented 3 years ago

idea: include in Initiative Launch checklist - will this work need to be included in Platform Orientation?

shiragoodman commented 3 years ago

idea: 2 processes/solutions. 1) face-to-face process for brand new teams. 2) self-service site on PLatform Website available to individual newcomers (and all)

shiragoodman commented 3 years ago

Getting Started Workshop: https://docs.google.com/document/d/1S6w7mZHtI6m51JicYKkQWJSOft4ZTChXsKZUIKeoDEQ/edit