CHEFS - Transition Plan

Fider

• Grant access, assign roles to Forminatiors team (Admin role: Matthew, Emir)
• Transfer ownership

SHOWCASE

• Hosted same as CHEFS

• Several different gov teams use Fider as a customer feedback tool.

• Transfer ownership is possible

• Fider API exists

• Fider is available to Keycloack realm users (IDIR, BCEID)

• Fider subscription - 30$

• Feedback is prioritized in the Jira backlog

• Custom confirmation email priority feature - review the backlog

https://chefs-fider.apps.silver.devops.gov.bc.ca/?view=trending

Fider

• Get familiar with the Fider tool Emir Hanic (Deactivated)
• Assign team roles to Forminators
• Remove Showcase team members after transition

FORMINATORS

https://chefs-fider.apps.silver.devops.gov.bc.ca/?view=trending

MS Team Channel

• Maintain the same channel and redirect users to CITZ's new MSTeam channel
• Update information under the CHEFS MS Team channel wiki

SHOWCASE

• It belongs to NR, and it's used for different products

• No data on SharePoint behind the channel

https://teams.microsoft.com/l/team/19%3aqztmPpuePgw_2JUN20Q41vhFSP0RNuu1aSal0br0WxY1%40thread.tacv2/conversations?groupId=bef8086f-20c7-43a4-bd07-29ce764e818c&tenantId=6fdb5200-3d0d-4a8a-b036-d3685e359adc

MS Team Channel

• Create a new channel under CITZ or move to a different solution
• Create a Wiki landing page with all info links (SharePoint)

FORMINATORS

• Maintain the same channel until the new strategy is developed

https://teams.microsoft.com/l/team/19%3aqztmPpuePgw_2JUN20Q41vhFSP0RNuu1aSal0br0WxY1%40thread.tacv2/conversations?groupId=bef8086f-20c7-43a4-bd07-29ce764e818c&tenantId=6fdb5200-3d0d-4a8a-b036-d3685e359adc

Rocket Chat (dev)

• Maintain the same channel and redirect users

SHOWCASE

• Used for all Showcase team products

https://chat.developer.gov.bc.ca/channel/nr-common-services-showcase

Rocket Chat (dev)

• Create a new channel specifically for the CHEFS (decision required)

FORMINATORS

CHEFS Office Hours

• Prepare transition content/announcement Jordan Reed (Deactivated)
• Create a team introduction page Emir Hanic (Deactivated)
• Co-facilitate and prepare Showcase Hours with Sharolyn
• Setup Mural board - collaborate with Sharolyn Emir Hanic (Deactivated)
• Create CHEFS users list Emir Hanic (Deactivated)

FORMINATORS

• David and Sharolyn are facilitating and maintaining the office hours

https://app.mural.co/t/dds5274/m/dds5274/1634147922145/db05c5b0cb30f04eb710c5dd15d7713d1153cf1e?sender=uaa29cb2fb692250eeb130310

CHEFS Office Hours

• Prepare transition content/announcement
• Showcase to inform users about the transition (email)
• Co-facilitate and prepare Showcase Hours with forminators
• Setup Mural board - collaborate with Forminators
• Prepare transition content for NR users (Base content from Jordan)

SHOWCASE

NRM Business Service Desk

• No action required

N/A

• Listed as Service Level Support channel

• Only available to NR users

https://apps.nrs.gov.bc.ca/int/jira/servicedesk/customer/portal/1/user/login?destination=portal%2F1

StackOverflow

• No action required

N/A

• Didn't use as an official channel

https://stackoverflow.developer.gov.bc.ca/

NR Common Service Showcase email

• Create a new contact email
• Create CHEFS user group
• Create/send an email announcement
• CHEFS user list to be provided by Sherolyn (note: only IDIR)
•  

FORMINATORS

NR.CommonServiceShowcase@gov.bc.ca

Platform Services Community Meetup

• Prepare content and inform the community about the transition

FORMINATORS

Confluence

• Move valuable artifactsEmir Hanic (Deactivated)
• Follow-up with Sharolyn

FORMINATORS

• Content: CHEFS tech debt backlog, CHEFS Zap Scanning, UX,CHEFS UX Updates,CSS Discussion Forum,CSS Master Library.fig

https://apps.nrs.gov.bc.ca/int/confluence/display/SHOWCASE/CHEFS+-+Common+Hosted+Form+Service?

CHEFS Landing page

• Create a new promo video or edit the existing one
• Update “get started” URL under CHEFS How-to Videos
• Follow-up with Sharolyn

FORMINATORS

https://chefs.nrs.gov.bc.ca/app/

Youtube NR channel

• Create a CITZ Youtube (CHEFS) channel (decision required)
• Add existing training modules/videos to Youtube or Confluence
• Update wiki and catalogue with new URLs

FORMINATORS

• Training modules currently only available to NR users https://trainingmodules.nrs.gov.bc.ca/

https://www.youtube.com/watch?v=YweTJMEpzO8

Youtube NR channel

• Export/share training modules with Forminators
• Follow-up with training specialist (introduction video to be updated with Forminatiors team information)

SHOWCASE

Digital Government

• Update Service Level Support info (Greg/Matthew)
• Update app URL (Start Using Now) - (Greg/Matthew)

FORMINATORS

https://digital.gov.bc.ca/common-components/common-hosted-form-service

Common Services Wiki GitHub

• Lukas to provide recommendations on which content should be moved 

SHOWCASE

• An option is also to add Forminators as team collaborators

https://github.com/bcgov/nr-get-token/wiki

Common Services Wiki GitHub

• Move suggested content under CHEFS wiki or Confluence? Emir Hanic (Deactivated)

FORMINATORS

CHEFS Wiki GitHub

• Update contact information and review links
• Training with Showcase team

FORMINATORS

• Transfer ownership (it comes with a repo)

https://github.com/bcgov/common-hosted-form-service/wiki

CHEFS Wiki GitHub

• Showcase to provide training - tips & tricks
• Assist in updating documentation as necessary

SHOWCASE

https://github.com/bcgov/common-hosted-form-service/wiki

SharePoint

• Move valuable artifacts to CCP confluence
• Follow-up with David or Sharolyn

FORMINATORS

• Old documentation

link

Common Services Showcase Catalogue

• Move/host this page somewhere else (follow-up with Tim) (decision required)

FORMINATORS

• After the transition, Showcase to delete this page

https://bcgov.github.io/common-service-showcase/services/chefs.html

Common Services Showcase Catalogue

• Showcase to update page and redirect users

SHOWCASE

https://bcgov.github.io/common-service-showcase/services/chefs.html

ShowCase Jira Backlog

• Review backlog and gain an understanding of user stories and planned features
• Investigate how to move issues from Jira server to cloudEmir Hanic (Deactivated)
• Follow-up with Sharolyn
• Arrange Peer program (showcase & forminators)

FORMINATORS

ShowCase Jira Backlog

• Export Showcase backlog to excel Sharolyn Hurley

SHOWCASE

ShowCase Jira Backlog

• Add Showcase backlog to Confluence for analysisEmir Hanic (Deactivated)

FORMINATORS

• Reminder for Sharolyn to discuss closed ticket #2687 with Forminators as only Open tickets will be transferred.

API Specification

• Update contact information

FORMINATORS

• Dev should be familiar with the transition workflow for API

https://chefs.nrs.gov.bc.ca/app/api/v1/docs

 README file

• Update contact information

FORMINATORS

• Part of the repository - comes in the package. 

https://github.com/bcgov/common-hosted-form-service/blob/master/README.md

Github Repository

• Transfer ownership
• Training as necessary

SHOWCASE

https://github.com/bcgov/common-hosted-form-service

STRA/PIA transfer

• How does this transfer?
• Forminators to investigate where the STRA/PIA is stored and to update contact information

FORMINATORS

• https://www2.gov.bc.ca/gov/content/governments/services-for-government/information-management-technology/information-security/security-threat-and-risk-assessment

• https://www2.gov.bc.ca/gov/content/governments/services-for-government/information-management-technology/privacy/privacy-impact-assessments

Keycloak Realm

• Sanitize CHEFS keycloak realm to remove other Showcase products
• Add new Forminator admins
• Demo, document, knowledge transfer

SHOWCASE

• Provide information to Forminators on how the team currently migrates data, so that we can upgrade from keycloak silver to gold. (Would this just be a database migration script that uses the idir guid instead of the keycloak id?) This is future state and will be on Forminators to figure out.

Keycloak Realm

• Take over the keys; remove Showcase team
• Document Keycloak knowledge transfer regarding CHEFS Jai Dhaliwal (Unlicensed)

FORMINATORS

S3 Object Storage

• Investigate how to copy objects; work with Security
• Reconfigure CHEFS to use new bucket
• Copy objects in prod to new bucket (ignore dev/test)

SHOWCASE

S3 Object Storage

• Get new bucket; get credentials to Showcase team to do the copy
• Validate objects in the bucket to make sure that they are in sync with the ShowCase team bucket Ayobami Idowu
• End user testing to make sure that they can access objects
• Document bucket transfer process Jai Dhaliwal (Unlicensed)

FORMINATORS

Domain name change

• Get new domain; ensure it routes correctly
• Inform clients to change their links on their individual forms
• Build and send a survey to verify work completion
• Follow up with Showcase on safe procedure to update live data in postgres to automatically update embedded links in forms (http://chefs.nrs.gov.bc.ca -> submit.digital.gov.bc.ca)

FORMINATORS

• Inform/update links by December

Domain name change

• Point new domain name to silver OpenShift load-balancer
• create route in CHEFS namespace
• redeploy certbot with Helm chart
• remove ‘certbot-managed’ annotation from NRS CHEFS route
• Redirect NRM route (caddy) (only until cert expires which is Jan 10/2023) . Depending on readiness of new URL, we would have to manage the caddy redirect and routes differently…important to know early if we have to renew our cert. Forminators will own/manage the nrs cert in the meantime - how does this work with Security?? (Teams need to discuss and flush out logistics)
• Inform users to update links that direct to CHEFS (Only if Forminator has not taken communication channels)

SHOWCASE

Github

• Add new owners; remove old owners
• Update code in repo to remove emails and contacts related to https://github.com/bcgov/common-hosted-form-service/search?q=nr .

SHOWCASE

Fider

• Same namespace - demo only - give Fider secret

SHOWCASE

CSS Catalogue

• Update to add redirects to Forminator catalogue

SHOWCASE

CHEFS Metabase

• Same namespace - demo how we support and use - give secret FORMS-242 - Getting issue details... STATUS
• Notifications to our shared inbox need to be changed

SHOWCASE

CHEFS Metabase

• Follow-up to gain understanding
• Create support documentation
• Provide email inbox to Showcase

FORMINATORS

Metabase - analytics (sql)

OpenShift namespace transfer

• Add Jason Chung as admin
• Update OpenShift registry contacts
• Remove fluent-bit and our docker logon secret from the namespace
• Rewrite pipeline to GitHub Actions FORMS-241 - Getting issue details... STATUS
• Transfer access to the namespace (need list of admins from Forminators)
• Cert management; deploy new Certbot/Entrust (Forminators need their own cert)
• GETOK Client transfer

SHOWCASE

Observability

• Uptime Robot - change where it is sent; (In sprint)
• Change any alerts and dashboards (In sprint)

SHOWCASE

Will need to work with Forminators on where they want this sent etc.

Architectural Diagrams

• Review existing documentation and move to CC confluenceEmir Hanic (Deactivated)

FORMINATORS

No need for content moving - It’s available under Architecture (CHEFS GitHub wiki)