Steps at CC Kickoff when no Governance-owned touchpoints are recommended (aka track 5 of custom tracks)

[shiragoodman]

User Story

As a Governance team member, I want to understand that when I schedule a Collaboration Cycle Kickoff and follow the Custom tracks flow and realize that none of the recommended Collaboration Cycle touchpoints are Governance team owned and are not going to go through a Design Intent, Midpoint review, or Staging review, I can take the appropriate action and inform the VFS team in the #vfs-platform-support channel that they are going through non-Collaboration Cycle touchpoints only. I can then close the ticket as there is no further action needed from the Governance team as we will not track their process.

Assignee: @CherylEvans Peer Reviewer: @briandeconinck

Description

On a few occasions, Governance team has responded to questions at kickoff in the Collaboration Cycle Request ticket and followed the Custom tracks flow only to recognize that none of the recommended Collaboration Cycle touchpoints are Governance owned. The Collaboration Cycle request template is only used by the Governance team. When Governance-owned touchpoints are not recommended, the Collaboration Cycle Request ticket doesn't flow through the Collab Cycle Reviews Zenhub board as expected. VFS teams are also unsure how to respond, as every other CC touchpoint requires the VFS team to open another GitHub ticket and/or take action outside the CC Request ticket.

We need to determine how to handle these tickets and update our operational process to give better direction to VFS teams.

Impacted Artifacts

Collaboration Cycle Kickoff - Moderator Responsibilities

Tasks

• [ ] ~~In Collaboration Cycle Kickoff Moderator Responsibilities, add a NEW Step 6 "If the only recommended touchpoints are Privacy & Security Review, or an Analytics Request, and do not include a Design Intent, Midpoint review, or a Staging review, schedule the recommended touchpoint and notify the VFS team in the #vfs-platform-support channel that they are going through non-Collaboration Cycle touchpoints only, and no further action is required on their part, and you may close the ticket." ~~ Note: @CherylEvans I thought about this and I think we should still update the Collaboration Cycle Request ticket to include PSIRR and the Analytics Request. I think our action should differ when we communicate back to the VFS team via the #vfs-platform-support Slack thread. So this is why I crossed out the task above.
• [ ] Modify existing Step 5 to Step 5a. Add/alter the text, "When all recommended touchpoints have been added to the Collaboration Cycle Request ticket" to "If the recommended touchpoints include a Design Intent, Midpoint Review and/or Staging Review and have been added to the Collaboration Cycle Request ticket, ..."
• [ ] Add new Step 5b. It should be similar guidance to 5a, however it should state, "If the recommended touchpoints DO NOT include a Design Intent, Midpoint Review and/or Staging Review (AKA Track 5 of Custom Tracks) and have been added to the Collaboration Cycle Request ticket, respond with “Your Collaboration Cycle Request ticket has been updated with recommended touchpoints. Please note that no Governance-owned touchpoints have been recommended as your product/feature does not include any changes to the user experience. Feel free to close the Collaboration Cycle Request ticket after reviewing the recommended touchpoints as the ticket is not required for tracking purposes. Please also note that the Privacy, Security, Infrastructure Readiness Review is required for launch to the VA.gov Platform."
• [ ] In Collaboration Cycle Kickoff Moderator Responsibilities, add a NEW Step 7 "You may close the ticket as no further action is needed from the Governance team as we will not track their process."
• [ ] Placeholder task

Peer Review

To be completed by peer reviewer

• [ ] User story and acceptance criteria are met

Acceptance Criteria

• [ ] Governance team has a process to follow if/when no Governance-owned touchpoints are recommended at kickoff
• [ ] VFS teams understand what Collaboration Cycle touchpoints they need to have
• [ ] VFS teams understand what action to take in the Collab Cycle Request ticket

How to prepare this issue

Refinement

• [ ] Ticket has user story, description, tasks, and acceptance criteria
• [ ] Ticket has additional appropriate labels, if applicable
• [x] Ticket has been sized
• [ ] Once all above items are checked, add the 'Ready' label.

  Planning

  If this ticket is picked up from the Backlog mid-sprint, connect with Shira to ensure the below items are completed correctly

• [x] Ticket has been discussed as a team at Planning
• [x] Ticket has been assigned to appropriate initiative or quarterly epic
• [x] Ticket has been assigned to a Sprint
• [x] Ticket has been moved to the Planned pipeline in the Governance team board
• [ ] Ticket as an assignee and peer reviewer

[shiragoodman]

@CherylEvans please attempt to complete this ticket. Thank you!

[shiragoodman]

@CherylEvans @briandeconinck I started updating this ticket and got stuck. Unfortunately, I think we'll want to hold off on implementation of this ticket. Right now, in the Collaboration Cycle Request ticket we have our "Recommended touchpoints." We use the same language when we respond to the VFS team kickoff via Slack. However, Staging is not recommended, it's required. Same thing for PSIRR.

Feel free to take a look at the updated tasks above and you may see where I'm having trouble. I think we need to pivot to work on #53084, as well as implement the PSIRR changes before we can come back to this ticket. For now I'm putting back on the backlog. Let me know if you have questions and/or want to discuss further.

[CherylEvans]

@shiragoodman Thank you for the update, Shira!