lianilychee commented 2 years ago

User story

As a Platform website contributor, I need to know what docs I need to update so that the Platform website remains up-to-date. Up-to-date docs allow VFS teams to clearly understand Platform offerings.

As a Content team member, I need to quickly understand a page's "health" so that I can make recommendations to Platform teams' documentation roadmaps.

As a Platform customer, I need to clearly understand Platform's offerings so that I can develop my Veteran-facing app smoothly.

Tasks

Acceptance criteria

Reference info

Ideas:
- Metadata: Authors, updated by, last updated
- Confluence plugins
- Naming conventions
- Keyword tags or labels
Governance = Maintaining the overall health
Scope
- Everything on the Platform website?
- Or only docs that we’re transforming rn (ie, QAST docs currently)
- Overall governance approach should scale for different scenarios; QAST would want to see the same info we would, though we would act on the info differently
Ideas:
- Something that visualizes the health of the documentation set at a glance
- Document properties to allow ppl to make decisions about where a doc has been and where it’s going: Date created, Created by, Edited by, Last updated – how do that by multiple groups
Previous governance experiences:
- Some kind of content management system (CMS)
- XML editor + database to store final pages and auto-generated metadata
Potential pieces of work for this initiative:
- Explore options – 3rd party management systems, or hacky homegrown solution. Don’t want to recreate a workflow mgmt system
- Integrate into current documentation set
- Find the metadata page
- Desired outcomes for all the types of audience – who it’s for determines where we put it (ex: we like spreadsheets; higher ups likes boards
- Content team
- Chelen
- Partner PMs/TLs
- Program leadership
- VFS teams
- Other content authors
Customize for Platform’s needs
Document tracker – this is part of governance
- What is the problem we’re trying to solve?
- We / OCTO-DE / SMEs don’t have an at-a-glance way of seeing who’s on the hook for what during a transformation effort.
- A publishing workflow tool takes care of this for us
- Name?
- Labels?

Problem Statement

In a couple of sentences, describe the Who, What, Why, and Where of the challenge / pain point you seek to address.

Follow your problem description up with a "How might we... ___" statement re-framing that challenge as an opportunity. Don't hint too much at what the solution might be, you should have enough of a focal point here to guide your ideas, but plenty of freedom to think laterally and innovatively as you experiment and prototype later.

Hypothesis or Bet

How will this initiative impact the quality of VFS or VSP teams' work? How will this initiative be easy for VFS or VSP teams? Or how will it be easier than what they did before?

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

What requirements does this project need to meet for you to finish this initiative?

Known Blockers/Dependencies

List any blockers or dependencies for this work to be completed

Projected Launch Date

When do you expect to be completed rolling out this initiative*

Launch Checklist

### Is this service / tool / feature... ### ... tested? - [ ] Usability test (_TODO: link_) has been performed, to validate that new changes enable users to do what was intended and that these changes don't worsen quality elsewhere. If usability test isn't relevant for this change, document the reason for skipping it. - [ ] ... and issues discovered in usability testing have been addressed. * _Note on skipping: metrics that show the impact of before/after can be a substitute for usability testing._ - [ ] End-to-end [manual QA](https://github.com/department-of-veterans-affairs/va.gov-team/blob/master/platform/quality-assurance/README.md) or [UAT](https://github.com/department-of-veterans-affairs/va.gov-team/blob/master/platform/research/planning/what-is-uat.md) is complete, to validate there are no high-severity issues before launching - [ ] _(if applicable)_ New functionality has thorough, automated tests running in CI/CD ### ... documented? - [ ] New documentation is written pursuant to our [documentation style guide](https://vfs.atlassian.net/wiki/spaces/AP/pages/622264362/Style+guide) - [ ] Product is included in the [List of VSP Products](https://docs.google.com/spreadsheets/d/1Fn2lD419WE3sTZJtN2Ensrjqaz0jH3WvLaBtn812Wjo/edit#gid=0) * _List the existing product that this initiative fits within, or add a new product to this list._ - [ ] Internal-facing: there's a [Product Outline](https://vfs.atlassian.net/wiki/spaces/PMCP/pages/1924628490/Product+Outline+Template) - [ ] External-facing: a [User Guide on Platform Website](https://vfs.atlassian.net/wiki/spaces/AP/pages/1477017691/Platform+website+guidelines) exists for this product/feature tool - [ ] _(if applicable)_ Post to [#vsp-service-design](https://dsva.slack.com/channels/vsp-service-design) for external communication about this change (e.g. VSP Newsletter, customer-facing meetings) ### ... measurable - [ ] _(if applicable)_ This change has clearly-defined success metrics, with instrumentation of those analytics where possible, or a reason documented for skipping it. * For help, see: [Analytics team](https://depo-platform-documentation.scrollhelp.site/analytics-monitoring/Analytics-customer-support-guide.1586823275.html) - [ ] This change has an accompanying [VSP Initiative Release Plan](https://github.com/department-of-veterans-affairs/va.gov-team/issues/new/choose). ### When you're ready to launch... - [ ] Conduct a [go/no-go] (https://vfs.atlassian.net/wiki/spaces/AP/pages/1670938648/Platform+Crew+Office+Hours#Go%2FNo-Go) when you're almost ready to launch.

Required Artifacts

### Documentation * **`PRODUCT_NAME`**: _directory name used for your product documentation_ * **Product Outline**: _link to Product Outline_ * **User Guide**: _link to User Guide_ ### Testing * **Usability test**: _link to GitHub issue, or provide reason for skipping_ * **Manual QA**: _link to GitHub issue or documented results_ * **Automated tests**: _link to tests, or "N/A"_ ### Measurement * **Success metrics**: _link to where success metrics are measured, or where they're defined (Product Outline is OK), or provide reason for skipping_ * **Release plan**: _link to Release Plan ticket_