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hackforla / ballotnav

A repository for HackforLA's BallotNav project
https://BallotNav.org
GNU General Public License v2.0
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Onboard & Offboard: UX Research #479

Open layneam opened 2 years ago

layneam commented 2 years ago

Overview

We need to have a checklist of items to do when a UX researcher onboard and offboards so that the process can be consistent and fast.

Date Updated

Created date: 2022-03-11

Action Items

#### Onboard
- [ ] Slack channel membership
  - [ ] #ballotnav
  - [ ] #ballotnav-design
- [ ] Add to Google calendar invites
   - [ ] Tuesday 6PM PST - All-team meeting
   - [ ] [DAY- - UX Research meeting TBD]
- [ ] Tag PM to request for you to team page on Wiki
- [ ] Google Drive
   - [ ] Add to drive as Contributor 
- [ ] Request roster from PM team 
  - [ ] Team member adds themselves
  - [ ] Check for 2FA and note in roster
- [ ] GitHub
     - [ ] Add to team write team
     - [ ] Add to read vault
- [ ] Figma
  - [ ] invite
  - [ ] acceptance
- [ ] 1password 
     - [ ] invitation
     - [ ] acceptance
     - [ ] add to vaults
- [ ] Add to team invite 

#### Offboard
- [ ] Remove from Google calendar invite
   - [ ] Tuesday 6PM PST - All-team meeting
- [ ] WIKI
  - [ ] move to new place on team page
  - [ ] 1password setup
    - [ ] remove from team vaults
       - [ ] [REPLACE with name of primary vault]
       - [ ] [REPLACE with name of secondary vault]
       - [ ] Zoom vault
- [ ] Google Drive
   - [ ] demote to viewer
- [ ] Roster
  - [ ] mark as inactive
- [ ] GitHub
     - [ ] demote member to read only team and remove from write team
- [ ] Figma
  - [ ] remove from team
- [ ] Help them delete the desktop shortcut to email address if they made one.
- [ ] Remove from email address(s)
   - [ ] ballotnav@hackforla.org
- [ ] Remove from Social Media Accounts with role assignment
   - [ ] Facebook

Resources/Instructions

staceyrebekahscott commented 2 years ago

@layneam Assigning to both of us and moving to In Progress. I want to get this finalized and assign to the 2 new UX researchers to test the process. I'll review and add my feedback shortly.

layneam commented 2 years ago

@jonlam27 @fedelandini Can one of you please update the template with the current details of the UX team meeting?

  • [ ] Add to Google calendar invites

    • [ ] Tuesday 6PM PST - All-team meeting

    • [ ] [DAY- - UX Research meeting]

fedelandini commented 2 years ago

@layneam could you link the document? thanks

staceyrebekahscott commented 2 years ago

Discussed with Karen the logic behind keeping the on boarding process within the same issue (copying tasks from the overview section and creating as a new comment for each person).

I thought it would be cleaner and easier to understand if it was created in the same way as the UX Experience Profile in the CoP. It would also be easier to search for the issue if looking for a particular person and when they were on boarded.

UX Experience Profile Guide for UX Experience Profile

An issue template would need to be created with all the steps to get on boarded to the project, and each new team member would use the template to create their own issue and work through the steps.

To be discussed further at the next PM Meeting.

staceyrebekahscott commented 2 years ago

@kcoronel I see we also have Airtable and Miro accounts for BallotNav. Do you have any insight into how these have been used by the team? The UX team has mentioned Miro, and I am looking into learning more.

@layneam I think it would be helpful to add a sentence or 2 about the applications the team is getting access to. How do you make changes to the section we are to copy/ paste?

kcoronel commented 2 years ago

@staceyrebekahscott we used Airtable for the national civic day of hacking and tried to use it for our issue of collecting all the data but it didn't work. It looks like we used miro for a user journey and for the board of advisor persona (Jon is a good person for Miro). You can access both thru the ballotnav gmail account, I wonder if there is another way to have the ui/ux team access, maybe it is our responsibilities as PM's to add their personal emails to the project.

staceyrebekahscott commented 2 years ago

Offboard: Lihui Zhang

staceyrebekahscott commented 2 years ago

@layneam @kcoronel Lihui messaged me on Slack and said she is leaving the team due to starting a new job. I created an Off boarding checklist in the comment above, and I'll check off what I have permission to do. She did not go through a structured on boarding so I think this off board should be simple, but this will be a good chance to test the checklist and make sure we included everything.

staceyrebekahscott commented 2 years ago

@layneam @kcoronel Is one of you able to take lead on the off boarding of Lihui? I mentioned in the comment yesterday that I would check off what I could, but I could use your help here.

staceyrebekahscott commented 2 years ago

@kcoronel Do you have time to start this off boarding process for Lihui (see comment above)? For the protection of the data for BallotNav and the team members, this should be addressed as soon as possible.

staceyrebekahscott commented 2 years ago

@kcoronel Will you have a chance to make this a priority this week? I don't think we should leave this as an open issue as Lihui has been away from the project for a month now.

kcoronel commented 2 years ago

@staceyrebekahscott Lihui has been removed from everything except slack channels, I don't seem able to do this :(

staceyrebekahscott commented 2 years ago

@kcoronel Please off board Irina, Gayathri and Federica by creating a comment in this issue for each team member and following the off board template in the overview above. (Add the boxes for Miro to the comment, as it is not part of the template.

Once completed, please move issue to Prioritized Backlog.

staceyrebekahscott commented 2 years ago

I feel that these on boardings should be handled as separate issues, as it would be easier for tracking purposes, but I do not want to overcomplicate the process now for the team members we need to off board immediately. Once in Prioritized Backlog, I'll address all of the off boarding issues as a whole.

staceyrebekahscott commented 2 years ago

Gayathri should be off boarded from issue #468

kcoronel commented 2 years ago

Also need to offboard Seyoung