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Decision | Date | Parties | Rationale | Options Considered | ||||||||
Project Operations | ||||||||||||
Team name: | Nov 27, 2023 | Scrum team - decision makers | Democratic voting | Talent Cloud, ROSTER, Disaster Relief Champions, Emergency Response Task Force | ||||||||
Product name: |
| Scrum team - decision makersFebruary 13, 2024 | Executive Governance Committee | CORE Team as part of the engagement with the public servants. | ||||||||
Documentation storage: | December 1, 2023 | Scrum team - decision makers | GitHub Wiki | |||||||||
Version management is done via … |
| January 5, 2024 | Scrum team - decision makers | |||||||||
Vanity URL |
| Product Owner - Dea De Jarisco | February 13, 2024 | Scrum Master - Katie Menke | https://coreteam.gov.bc.ca | Shifted to POST MVP change due to governance | ||||||
Environments: dev, test, prod | December 5, 2023 | Scrum team - decision makers | Given the tight timelines, we only chose to go with 3 environments. Dev for developers to code and break, test for QAs, and prod. | Staging | ||||||||
Infrastructure and Tooling | ||||||||||||
Open Shift | December 5, 2023 | Scrum team - decision makers | Cost effective. We are okay going with OpenShift for MVP, where we’ll talk to the OpenShift team about failovers and backups in case the BC data centres are affected. There is an accepted risk that emergencies that affect the data centres the private cloud uses could affect the application. | AWS | ||||||||
RDS: Postgres | December 1, 2023 | Scrum team - decision makers | Team knowledge and comfort, familiarity with data structure | |||||||||
KeyCloak |
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| colour | Yellow | title | PendingDecember 1, 2023Scrum team - decision makers | We are using through the common single sign on (CSSO) - IDIR login | ||||||||
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User Experience | ||||||||||||
Reduce the manual work load for regional EMCR TEAMS coordinators by improving the process of handling data and removing the need to use spreadsheets. | November 29, 2023 | Scrum team - decision makers | Considering the nature of an emergency teams system, where timely and accurate information is crucial, addressing the problem of reducing manual work for service coordinators is a higher priority concern. Coordinators struggle to organize and deploy applicants. They rely on a shared Excel sheet for availability, marking trainings and conducting email checks every 3 months. Spreadsheet difficulties force reliance on alternatives like physical boards, resulting in frequent redeployments instead of prioritizing new applicants. MVP: Focus user group will be RegionalEMCR TEAMS/TEAMS coordinators. |
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Dashboard to use acronyms for ministry | Jan 3, 2024 | Scrum team - decision makers | As per the ticket criteria acronyms will be used for the ministry names in order to save space on the Dashboard for better user exp. | Full name of ministry vs acronym | ||||||||
Single EMCR/BCWS intake form | Jan 10, 2024 | Unclear/unknown scope and risks on integration with BCWS. For MVP, we decided to take the least risky path and go with EMCR. The risk of integration for MVP is too high considering that BCWS is using a legendary system for high emergency risk situations. We are building with flexibility for future scope of integration with BCWS and creating a service blueprint for post MVP integration. | BCWS | |||||||||
Improved EMCR Intake Form (in collaboration with CHEFS) | Jan 18, 2024 | PO Dea De Jarisco and PSA development team | Exploring the option to use PSA forms and development team to build a new EMCR intake form. The ER Avengers team will need to create RestAPI and tokens in order to pull in the data to the TEAMS database so that TEAMS coordinators can view applicant data on the TEAMS dashboard. Using PSA forms enables connection to CHIPS which would reduce time for an applicant to complete an intake form. There is a risk with timelines. PSA sprint for support starts February 7th. PO is meeting with PSA PO to further understand risks and timelines before a final decision is reached. | |||||||||
Improved EMCR Intake Form (in collaboration with CHEFS) | Jan 18, 2024 | PO Dea De Jarisco and CHEFS Director | Exploring viability of CHEFS form common component to create improved EMCR intake form. CHEFS does not connect to CHIPS but does pull in basic IDIR related information (name, IDIR, email, employee number). Timeline for collaboration with CHEFS team supports our March 2024 MVP deliverable. | |||||||||
Work Locations options populated from CHEFS form | Jan 31 | The Frontend filter for work locations will be populated from the backend. The backend will return a list of locations base on a query from the personnel table. The work location in the personnel table will be inserted without validation from the Chefs intake form) - WHY? This allows for the list of locations to be dynamically set without the need for a developer to update the list. | ||||||||||
RBAC - Role Based Access Control | Feb 13 | In order to restrict certain actions/views to those users logging in as a logistics officer we have decided to include an additional role in our application/Keycloak instance. Logistics Officers:
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Key Features | ||||||||||||
EMCR Log in page | December 5, 2023 | Scrum team - decision makers | For MVP, we are focusing on authorizing TEAMS/Regional Resource Coordinators to log in successfully using their IDIR credentials. | Multi-user log in - TEAMS Member, Logistics Assistant | ||||||||
EMCR Data ingestion | December 5, 2023 | Scrum team - decision makers | As a developer, I want to ingest the master roster TEAMS data, so that I can migrate the data to our app and database. | |||||||||
EMCR Dashboard - view | December 5, 2023 | Scrum team - decision makers | As a resource TEAMS/Regional coordinator, I want to be navigated to the dashboard screen after logging in, so that I can view the existing TEAMS members. | |||||||||
Filter EMCR Search & sort filter features | December 5, 2023 | Scrum team - decision makers | As a resource TEAMS/Regional coordinator, I want to be able to search and filter and sort TEAMS members by various options so I can easily find members to deploy to the emergency response crisis. | |||||||||
EMCR TEAMS user profile - view feature | December 5, 2023 | Scrum team - decision makers | As a resource TEAMS/Regional coordinator, I want to view a user’s profile so I can quickly find their information. | |||||||||
EMCR TEAMS user profile - edit feature - limited to certain fields | December 5, 2023 | Scrum team - decision makers | As a resource TEAMS/Regional coordinator, I want to edit a TEAMS user’s info so I can update their availability and interests. | Multi-field edit | ||||||||
Deployment Strategy and Timelines | ||||||||||||
MVP - deploy to production on January 18, 2023 | December 5, 2023 | Product Owner - Dea De Jarisco EMCR Region/Work location filters | January 12, 2023 | SME | The coordinator can only select values in the region OR work location filter at a given time, and the other will be auto-populated with the corresponding values. For example, if a user selects HQ then only those work locations belonging to HQ will be auto populated in the work location drop-down and vice-versa. The user can narrow down the search results by selecting certain work locations within HQ, for e.g. The user can clear the filters if they wish to select another option. | |||||||
EMCR Improved Intake Form data | January 18, 2024 | PO and UX | Based on user research, improve the existing structure and questions on the EMCR intake form. This UI and data structure will inform the intake form developed using either PSA form or CHEFS. | |||||||||
EMCR TEAMS user profile - roles and experience levels | February 14, 2024 | Scrum team - decision makers | We currently do not have concrete definitions of each classification level within each role, this is being done ad-hoc, and through some form of meet and greet. Decision is to allow TEAMS Coordinators and/or Logistics Officers to be able to alter someone’s functions and experiences after talking to the applicants/members in the user profile. We will then, add to the intake form whether an applicant is interested in performing the role vs. they have experience in that role. So a simple “No experience” and “Experience”. | |||||||||
EMCR Approving pending applicant | March 14, 2024 | PO & Scrum Team - decision makers | We did not have a way of tracking new applicants who recently applied for the program and how we will approved them in CORE Team. This situation would have created another manual process for EMCR TEAMS Coordinators, such as creating another excel sheet to track of pending applicants in the system. We want to reduce that manual work and creating multiple disparate excel sheets as much as possible. Hence, we have decided to create this new feature. This is especially critical once we “open” the gates for public servants to join the program. | |||||||||
BCWS Log in page | April 04, 2024 | Scrum team - decision makers | For MVP, we are focusing on authorizing TEAMS/Regional Coordinators to log in successfully using their IDIR credentials. | Multi-user log in - TEAMS Member, Logistics Assistant | ||||||||
Data ingestion | April 29, 2024 | Scrum team - decision makers | For MVP, we want to be able to migrate BCWS data (current members) to CORE Team to ensure a single source of truth for their list of members. As a developer, I want to ingest the master roster TEAMS data, so that I can migrate the data to our app and database. | |||||||||
BCWS Dashboard - view | April 04, 2024 | Scrum team - decision makers | As a TEAMS/Regional coordinator, I want to be navigated to the dashboard screen after logging in, so that I can view the existing TEAMS members. | |||||||||
BCWS Search & filter features | April 04, 2024 | Scrum team - decision makers | As a TEAMS/Regional coordinator, I want to be able to search and filter TEAMS members by various options so I can easily find members to deploy to the emergency response crisis. | |||||||||
BCWS user profile - view feature | December 5, 2023 | Scrum team - decision makers | As a TEAMS/Regional coordinator, I want to view a user’s profile so I can quickly find their information. | |||||||||
TEAMS user profile - edit feature - limited to certain fields | December 5, 2023 | Scrum team - decision makers | As a TEAMS/Regional coordinator, I want to edit a TEAMS user’s info so I can update their availability. | Multi-field edit | ||||||||
Region/Work location filters | January 12, 2023 | SME | The coordinator can only select values in the region OR work location filter at a given time, and the other will be auto-populated with the corresponding values. For example, if a user selects HQ then only those work locations belonging to HQ will be auto populated in the work location drop-down and vice-versa. The user can narrow down the search results by selecting certain work locations within HQ, for e.g. The user can clear the filters if they wish to select another option. | |||||||||
Improved EMCR Intake Form data | January 18, 2024 | PO and UX | Based on user research, improve the existing structure and questions on the EMCR intake form. This UI and data structure will inform the intake form developed using either PSA form or CHEFS. | |||||||||
TEAMS user profile - roles and experience levels | February 14, 2024 | Scrum team - decision makers | We currently do not have concrete definitions of each classification level within each role, this is being done ad-hoc, and through some form of meet and greet. Decision is to allow TEAMS Coordinators and/or Logistics Officers to be able to alter someone’s functions and experiences after talking to the applicants/members in the user profile. We will then, add to the intake form whether an applicant is interested in performing the role vs. they have experience in that role. So a simple “No experience” and “Experience”. | |||||||||
BCWS Approving pending applicant | March 14, 2024 | PO & Scrum Team - decision makers | We did not have a way of tracking new applicants who recently applied for the program and how we will approved them in CORE Team. This situation would have created another manual process for EMCR TEAMS Coordinators, such as creating another excel sheet to track of pending applicants in the system. We want to reduce that manual work and creating multiple disparate excel sheets as much as possible. Hence, we have decided to create this new feature. This is especially critical once we “open” the gates for public servants to join the program. | |||||||||
BCWS creation of API Endpoint for integration with e-Diaries | April 15, 2024 | PO & Scrum Team - decision makers | This is to create an endpoint so E-Diaries (BCWS) will be able to pull new applicants that have been recently approve to become a member. | |||||||||
PSA creation of API Endpoint for integration with CHIPS Data | April 29, 2024 | PO & Scrum Team - decision makers | This endpoint will enable us to gather the data from CHIPS which will become the source of truth. In addition, this will help with improving potential members' experience because we would be able to shorten the questionnaire. However, due to our tight timeline to deliver and also the adherence to compliance that doesn’t match with our tight deadline - we won’t be able to deliver on this for May 31st. We will pick it up in June. | |||||||||