[CAIA Intake] Memorials Self-Service: Apply for a medallion in a private cemetery and multiple signatures

[barron-charles]

Content, accessibility, information architecture (CAIA) new initiative collaboration request

Use this ticket to request collaboration on a new initiative with the sitewide content, accessibility, and information architecture (CAIA) team.

About your team

• Team name: Memorials Self-Service
• OCTO product owner: Matt Self
• Product name: Apply for a medallion in a private cemetery
• Product manager: Catherine Hughes
• Slack channel: #sitewide-content-accessibility-ia
• Dedicated content writer on your team (if you have one): N/A, UX Team
• Dedicated a11y specialist on your team (if you have one): N/A, UX Team

About your initiative

Which of these descriptions best fits the work we’ll partner on?

Select all that apply.

• [x] Digitizing a new form
• [x] Creating a new digital tool
• [ ] Updating an existing form or tool
• [ ] Translating a form or tool into Spanish
• [x] Adding new unauthenticated content to VA.gov
• [ ] Updating existing unauthenticated content on VA.gov
• [ ] Something else: insert description

What's the nature of your initiative and desired outcomes?

Tell us briefly about your work and the outcomes you’re aiming to achieve.

We hope to have accessibility and content specialist analyze the work we've conducted so far regarding VA Form 40-1330M, Apply for a medallion in a private cemetery form. In this form, we create a new digital form applying for a medallion to fix to a private headstone or marker.

We hope to have the content team analyze the content decisions we've made so far, and provide recommendations for further improvements. This includes the entire medallions form, and the two potential solutions we have so far for multiple signatures. You can add comments in the Figma file as needed.

We hope to have accessibility team members assess the entire medallions form, and provide accessibility recommendations for further improvements. We ask the accessibility team to look over this DocuSign link to test for accessibility for ongoing feedback, DocuSign link. If the accessibility team could prioritize this DocuSign effort, it would be much appreciated.

Note: There will be another DocuSign link to add to the ticket to assess this week. Update: The link has been added and updated.

Collaboration timeframe

Note: We work on nearly every OCTO product and manage all unauthenticated content on VA.gov, so we will need to prioritize intake requests based on overall workload and VA and OCTO priorities.

Is this work tied to a Congressional mandate, change in law or policy, or upcoming event with a specific deadline?

• [ ] Yes
• [x] No
• [ ] I’m not sure

Where are you at in your timeline?

Tell us briefly about what you're working on now (such as initial discovery, wireframing, or usability research planning) and add any known dates for upcoming milestones or deadlines.

Initial discovery, wireframing

Will you release this new product incrementally (for example, release to 25% of users to start)?

• [ ] Yes

• [x] No

  *Note: **If you check yes, we’ll reach out to discuss details about the content in the react widget. We use these widgets to display entry points for new products to a certain percentage of users who visit our static pages. Please refer to this GitHub reference for dynamic content.

• [x] I acknowledge that if I change the launch to be incremental, or change it from incremental to 100%, I must notify CAIA of this change as there is additional work involved that may impact deadlines.

Collaboration cycle

Which phases of the collaboration cycle have you completed?

Select all that apply.

• [ ] Design intent
• [ ] Midpoint review
• [ ] Staging
• [ ] None. This initiative isn’t going through the collaboration cycle.

We have not started the collaboration cycle for this effort yet.

Collaboration cycle ticket

If you’re going through the collaboration cycle, provide your ticket number and link:

• Ticket Number: xxxxxx

I will update when we have the ticket number.

Supporting artifacts

Provide links to any supporting artifacts that can help us better understand your initiative and begin collaboration. Include artifacts like your product outline, user flows, mockups and prototypes, or any draft content.

• Supporting artifact Medallions and multiple signature mockups
• Supporting artifact Medallions research plan
• Supporting artifact DocuSign link

Next steps

• [x] Post a link to this issue in the #sitewide-content-sitewide-content-accessibility-ia slack channel and tag @Naomi Eke, and we’ll then acknowledge receipt. We'll then review the artifacts in more detail and work with you to determine timing for collaboration. Depending on the work, we may schedule a kickoff meeting to better understand how we'll partner together.
• [ ] Review the remaining next steps in the VFS team tasks section here.
• [ ] If you also need engineering support from the public websites team, fill out their intake request form as well: Open a public websites intake request
• [ ] If you're requesting a page/URL redirect, a URL change, or a vanity URL, submit an additional request for this work: Open a redirect, URL change, or vanity URL request
• [ ] If you're creating an experimental design, also contact the design system team: Read more about experimental designs
  Suggest an addition or update to the design system team
• [ ] If you're requesting a11y support for usability research, submit a research support request next: Open an a11y research support request
• [ ] If you are requesting content support, please share your content source of truth (preferably as a SharePoint document).

### a11y Tasks
- [ ] Attend CAIA's Internal Pre-Kickoff Meeting Tuesday, July 9 at 1:45 p.m. - 2 p.m. ET
- [ ] https://github.com/department-of-veterans-affairs/va.gov-team/issues/87533
- [x] Critical and Major Issues Reported in A11Y Audit added to Kickoff Agenda

### Content Tasks
- [ ] Attend CAIA's Internal Pre-Kickoff Meeting Tuesday, July 9 at 1:45 p.m. - 2 p.m .ET
- [ ] Attend Kickoff with MSS Team Wednesday, July 10 at noon ET
- [ ] https://github.com/department-of-veterans-affairs/va.gov-team/issues/87873

### IA Tasks
- [ ] Attend CAIA's Internal Pre-Kickoff Meeting Tuesday, July 9 at 1:45 p.m. - 2 p.m. ET
- [ ] Attend Kickoff with MSS Team Wednesday, July 10 at noon ET

### CAIA Ops Tasks
- [x] Send out invites for the KO and Pre-KO
- [ ] Attend CAIA's Internal Pre-Kickoff Meeting Tuesday, July 9 at 1:45 p.m. - 2 p.m. ET
- [ ] Attend CAIA's Internal Pre-Kickoff Meeting Tuesday, July 9 at 1:45 p.m. - 2 p.m. ET

[laurwill]

Hey @barron-charles , could you give us a bit more info about the use case for the Docusign form you linked here, and how the Docusign form relates to the online form you're building on VA.gov?

From a quick glance, it looks like Veterans and family members would use the VA.gov online form in your Figma designs to request a medallion. And then cemetery staff would get a Docusign link that pulls in the info from the Veteran or family member's submitted online form, and they would use that link to confirm the info. But I also see this screen where the VA.gov form user can say that they are cemetery staff.

[barron-charles]

Hi @laurwill, that's correct. We are actively looking into two solutions for obtaining multiple signatures for with this form, one for the applicant and one for the cemetery official. The first multiple signature solution is the alternate form solution and the second is the DocuSign solution. We will soon narrow these options down to one.

The DocuSign solution pulls in only fields and data necessary for the cemetery official to see, review, and in some instances edit (if applicable specifically to the cemetery official). The order of those fields and how they are arranged might be slightly different with the applicant section. That screen you shared is the relationship to Veteran screen for the applicant, and based on what they select, would impact where the user goes next in the form. It also dictates what the cemetery official will review later on in the DocuSign portion.

[laurwill]

Thanks @barron-charles ! So in the Docusign option, does that mean that a cemetery official can select the relationship "cemetery" in the VA.gov form and fill in all the info themselves, and then go review that same info in the Docusign? Or would the Docusign option also remove the option to select "cemetery" or "funeral home" in the relationship screen?

[barron-charles]

No problem @laurwill! UX is still actively working through this, but if the cemetery option is selected from the relationship question for the applicant, there is discussion whether there would be a second signature for the cemetery official, so they wouldn't see the DocuSign or alternate form part at all. If the cemetery official still had to sign with DocuSign or the alternate form, the user wouldn't be able to edit that relationship question. It would be a read only field.

[aprocik1]

@barron-charles, are you available for a kickoff meeting with our team on Wednesday 6/26 from 12-12:30 pm ET?

If you decide to move forward with DocuSign, our accessibility specialists will need to review it. We can start reviewing everything else (accessibility, content, and IA) in your form flow before then.

[barron-charles]

@aprocik1 we have a key team member with a meeting conflict at that time. Would you all have any availability Wednesday 6/26 between 1-2 p.m. ET? If not, we have some availability Friday afternoon.

[strelichl]

@barron-charles since our content team is out next week, let's start with an accessibility review and then regroup for a kickoff the following week. Would 12-12:30 or 12:30-1pm ET on Wednesday 7/12 work for your team?

@sara-amanda Naomi/I will follow up with you on the a11y review aspect!

[barron-charles]

Hi @strelichl 12-12:30 works well for us. I'll look out for that meeting invite.

[barron-charles]

@aprocik1 We've actually got quite a lot going on this week. Would you be able to meet 7/8 Monday, 2-3 p.m. or 7/9 Tuesday, 11-12 a.m.?

[SarahKay8]

@barron-charles Hi! @coforma-jamie and I have completed both our desktop and mobile audit for VA Form 40-1330M. We uploaded the audit to your team folder which also contains supporting videos in reference to the issues we found! https://drive.google.com/drive/folders/1m_WKRlkQIhlxeKf_TLuzOlid1rSNvaIp Thanks in advance! cc: @sara-amanda @CatherineHughes202 @NaomiPMC

[barron-charles]

@SarahKay8 A quick question. I'm getting a message "Web Application Blocked" opening the link. It says open a VA ServiceNow ticket or contact the Enterprise Service Desk. Are there other options in terms of sharing the audit and supporting videos?

[coforma-jamie]

@barron-charles let us know if you're able to open this: Accessibility audit_ Memorials Self-Service, Apply for a medallion DocuSign form.xlsx

[barron-charles]

@coforma-jamie That one is great! Thank you.

[coforma-jamie]

@barron-charles We were able to look at the sign and submit process as well. We didn't have the time to poke at everything, but found some issues we wanted to make you aware of:
Accessibility audit_ Memorials Self-Service, Apply for a medallion (sign and submit) DocuSign form.xlsx

[barron-charles]

@coforma-jamie Appreciate this. Yeah that part of the process is unique with DocuSign. Our team will review the spreadsheets and if there are any follow-on questions, let you know.