How do we create a connected community that can learn and improve together?

• Sharing our experiences is an important piece of this puzzle, and Weeknotes are an accessible way to achieve this

• The Weeknotes goal is to share lessons learned and product updates using a consistent and easy-to-scan template every two weeks

• They are a first step to working in an open way that can enhance learning and continuous improvement
  

CHEFS Team Weeknotes 7

Explore the CHEFS roadmap progress, Proof of Concept Tenant Manager app, BC Services Card integration opportunities, and meet Bhuvanesh - the problem-solver making CHEFS more accessible for everyone (2- min read)

Our roadmap guides our purpose, shaping our team's goals and vision for a clear and united future.

New to you

The Proof of Concept (POC) for the Tenant Manager Web App was successfully presented at our last Sprint Review by Robinson, Chris MOTI:EX, Sethuraman, Shankar JEDI:EX, and Pattanashetti, Bhuvanesh CITZ:EX. This POC enables seamless role-based access control (RBAC) across ministries and is key to building a scalable, user-friendly system.

Delivered ahead of schedule, the POC demonstrates how Scrum@Scale drives team efficiency and time savings.

The team is entering the final sprint to refine:

• Additional roles and functionality

• External availability preparation

• Final usability testing

• Ongoing user engagement

Let’s Collaborate! 

Many people are eager to use the BC Services Card as a credential in their forms, but if that requirement has held you back from using CHEFS, we want to hear from you!

We're looking for partners to collaborate on solutions together. Connect with Duncan Strong, Product Owner, on MS Teams to discuss how we can move forward.

Want to Use the BC Services Card for Your Forms? Let’s Collaborate! Are you holding back a great CHEFS project because it requires BC Services Card integration? You're not alone! Many teams are looking for this functionality.

Let’s connect! Contact Duncan Strong on MS Teams to explore how we can integrate your project with CHEFS and make your vision a reality.

What’s next

We will be able to share what the Value team is doing with the results from the Architecture Forum usability testing sessions in the next quarter.

Team Spotlight

Meet Bhuvan Pattanashetti, the problem-solver behind CHEFS! As a Client Success Analyst and Technical Architect, Bhuvan transforms challenges into user-friendly solutions that enhance the accessibility of CHEFS services. His work ensures clients can easily create, manage, and optimize forms, ultimately improving service delivery across British Columbia. 

Thanks for reading!

 Want to create Weeknotes for your team? Use our Weeknotes Structure (below) and start sharing today!

CHEFS Team Weeknotes 6

Your feedback is driving important changes—enhanced CHEFS security and new collaboration opportunities across ministries. Learn more about the updates and meet Minshen Wang, who’s turning your feedback into action! (2-min read)

Our roadmap guides our purpose, shaping our team's goals and vision for a clear and united future.

Using External Content in CHEFS? Read This!

We're enhancing CHEFS security by adding a Content Security Policy (CSP) header. This means external media like scripts or images won't load automatically, improving your data security.

If this affects your work or you have questions, join the conversation in the MS Teams Channel. We're here to help!

New to you

Usability testing results: The Architecture Forum conducted usability testing with 250 online participants to identify users' pain points. Twenty percent of the feedback received from our audience was positive. Our UX Designer reviewed all nine breakout room videos to extract key insights.

Key findings from the testing include

1. Expected vs Actual Time with Productivity Loss Graph

   

2. Frequency vs Impact Grid

   

• Read the Executive summary to learn more

Update on the Proof of Concept from the workshop held on Tuesday, March 4.

Tenant Manager's Potential:

• Most panellists recognized the potential benefits Tenant Manager (multitenancy) could benefit their areas.

• One participant requested a more visual explanation, which led to a personalized outreach from Shannon, Minshen, and Shankar to provide a deeper understanding of the concept.

Impact: (Former CHEFS teammate) Lucas O'Neil - CITZ:EX 

• Posed insightful questions and quickly identified broader potential beyond CHEFS.

• His contributions helped participants connect the dots toward a vision of a "common components ecosystem," which generated excitement.

Collaboration Between Ministries:

• Attendees appreciated that this initiative would facilitate collaboration among ministries regarding CHEFS forms.

• For example, funding programs like Unity could streamline processes, reducing excessive manual work and administrative back-and-forth.

Excitement for Workflow in Enterprise CHEFS:

• Participants look forward to workflow features enhancing data review and approval processes.

• Many see significant use cases that would benefit from more accessible and structured approval methods. 

What’s next

In Weeknotes #7, we will share what the Value team plans on doing with the results from the Architecture Forum usability testing sessions.

Team Spotlight

Meet Minshen Wang, a Service Designer on the CHEFS team who’s passionate about turning user insights into meaningful improvements. Discover how unexpected paths and gardening fuel her creativity and drive!

Your Voice Matters!

Please share your thoughts in our quick two-minute poll—your insights directly shape the future of Weeknotes. We’re listening! Make sure to respond by Wednesday, April 12.

Thanks for reading!

Want to create Weeknotes for your team? Use our Weeknotes Structure (below) and start sharing today!

CHEFS Team Weeknotes 5 

Discover how your feedback is shaping our future projects and meet one of our team members driving these exciting initiatives!

Our roadmap guides our purpose, shaping our team's goals and vision for a clear and united future.

New to You

• Insights from the Architecture Forum’s usability testing are on the way! Minshen and Shannon are diving into nine videos packed with feedback from participants, uncovering valuable takeaways. We can’t wait to share what we’ve learned in Weeknotes #6—stay tuned!

• Team Spotlight: Meet the faces and stories that make our team special! Each Weeknote, we pull back the curtain to introduce you to the talented individuals working behind the scenes. Our 'Team Spotlight' series helps you connect with the people you collaborate with, understanding what they do and who they are. This week, we're excited to introduce Shannon Farguson, our Senior UX Designer.

What’s Next

• Proof of Concept Kickoff: Highlights & Key Takeaways:

  This week, our Service Designer, Minshen Wang, and Product Owner, Daniel Pizarro, led interactive sessions to kick off our upcoming Proof of Concept (POC) initiatives.

  We explored the role of POC participants and gathered valuable insights:

  ·       Most excitement: Workflow

  ·       Curious but cautious: FormsGPT

  ·       Most questions: Tenant and Team Manager

  ·       Naming feedback: Participants suggested clearer names for some initiatives.

  Strong engagement so far:

  ·       9 sign-ups for Workflow

  ·       7 for FormsGPT

  ·       4 each for Tenant & Team Manager

  We’re excited to move forward with user-driven testing—stay tuned for updates!

Weeknotes #7: Our Next Steps for Usability Testing Results

Are you curious about what's next for the Architecture Forum's usability testing results? In Weeknotes #7, we'll reveal our plans for turning your insights into action.

Join us for the March 6 CHEFS Workshop on Road Use Permitting

This interactive session allows team members to explore and provide feedback on how CHEFS (Common Hosted Forms Service) can support the Road Use Permitting project. We’ll cover:

• CHEFS overall capabilities – How it streamlines form management

• CHEFS Mapping Component – How it enhances location-based services

Please share your comments and thoughts on the work below and how we can enhance the Weeknotes experience. We are listening.

Thanks for reading!

Want to create Weeknotes for your team? Use our Weeknotes Structure (below) and start sharing today!

CHEFS Team Weeknotes 4 

Creating a connected community that can learn and improve together  

Please share your comments and thoughts on the work below and how we can enhance the Weeknotes experience. We are listening. 

Our roadmap guides our purpose, shaping our team's goals and vision for a clear and united future.

New to the User

• Origin Story: CHEFS started as a necessity during the COVID pandemic, allowing for the submission of return-to-work forms at testing stations. It has developed into more than just a basic solution through ongoing innovation. By its third iteration, CHEFS transformed into a scalable and flexible system that supports a diverse range of government services.

Future Focus

• Learning and Value Team: To improve cross-team collaboration, feedback from Exec and team members led to team optimization. Two independent focuses merged, creating the Learning from Users and Value to Users streams within CHEFS, ensuring seamless, effective teamwork and a stronger focus on user needs.

Thank you for Collaborating at the Architecture Forum

We were thrilled to welcome 852 attendees to the morning and afternoon sessions. The CHEFS team shared our new roadmap and connected with the audience to discuss how it aligns with their use cases.

Morning Session - The New CHEFS Roadmap: How does it fit your use case?

·       Video - 51 mins

·       Summarized transcripts - 5 mins

Afternoon Session - Delivering scalable, sustainable and configurable solutions

·       Afternoon – 31 mins

·       Summarized transcripts – 6 mins

We had 59 people express interest in connecting with our product owners to discuss the opportunity to partner with them on proof of concepts and current products. You will be hearing from us shortly.

If you missed the session and would like to discuss proof of concepts or current products with CHEFS for your team, please write your name and what you want to talk about in the chat, and we will arrange a call.

Want to create Weeknotes for your team? Use our Weeknotes Structure (below) and start sharing today!

CHEFS Team Weeknotes 3 

Creating a connected community that can learn and improve together  

Please share your comments and thoughts on the work below and how we can enhance the Weeknotes experience. We are listening. 

Has been fixed  

• Fixed a bug where forms closed too early when using the scheduling feature, ensuring they now close as planned.  
  - You can find the details in our TechDocs Form Schedule and Reminder notification 

• Fixed a security issue to meet safety guidelines, ensuring the system aligns with STRA and SoAR standards. 
  - You can learn more in the JIRA ticket Fixing the timing of the scheduler and the messaging 

New to the user  

• CHEFS is introducing a new service to give form owners real-time updates and insights about their forms and submissions. 
  - You can find the details in our TechDocs CHEFS Event Stream Service 

• The new map tool is now in production! It allows you to place pins, draw circles, or outline areas to indicate locations or gather geographic information. 
  - For more information, please refer to the current documentation on our TechDocs Map Component 

Has been improved 

• The CHEFS team completed the Scrum Inc. Scrum at Scale Practitioner certificate to empower the team to work more efficiently, communicate better, scale Agile effectively, and deliver improved results. 

• We are developing automated tests known as Cypress scripts to ensure our form management features function smoothly and reliably. 

Future focus 

• We are designing a Team Manager tool through collaborative design workshops to meet everyone's needs.  
  - You can learn more in the JIRA ticket Socialize and adjust design for 'Team Manager' 

• We are improving our internal team processes by implementing a service design approach, beginning with Product Release reviews. We are holding workshops that promote teamwork and encourage collaborative problem-solving. These workshops' strong participation and positive feedback have fostered a more open and inclusive culture, making our team more efficient. As a result, we are better positioned to deliver improved products and greater value to our users. 

Thank you for Collaborating 

Deployment of HLTH’s ESS LiveStream Service:
Product Owner Daniel Pizarro and his team—Walter Moar, Jason Chung, and Jason Sherman—successfully deployed HLTH’s ESS LiveStream Service. Working closely with HLTH ministry members, CGI, and the Polysomnography team, the project was delivered on time through exceptional collaboration. 

Service Improvements:
The team incorporated feedback from HLTH’s Polysomnography team, significantly enhancing the CHEFS service and user experience. 

Client Appreciation:
The client greatly valued the dedication, communication, and teamwork, contributing to the project's success. 

Want to create Weeknotes for your team? Use our Weeknotes Structure (below) and start sharing today!

CHEFS Team Weeknotes 2 

Creating a connected community that can learn and improve together  

Has been fixed  

• Follow the guidelines outlined in the Security Threat and Risk Assessment (STRA) Statement of Acceptable Risks (SoAR) to ensure safety. 

New to the user  

• Enhancing transparency for our users by consistently monitoring and reporting across all channels. 

Has been improved 

• Enhanced support for multiple languages, making the platform more accessible and user-friendly for diverse speakers.  

  • You can find the details in our TechDocs Form Multilanguage. 

Future focus 

• The map component is nearing its release and now features polylines for enhanced functionality. 

  • For more information, please refer to the current documentation on our Map Component. 

• Tenancy Groups enable product teams to designate which team members can change their product's configuration. 

  • You can find an overview of the Tenancy Group. 

  • You can view a recorded discussion about the Tenancy Group from our Architecture Forum. 

Thank you for Collaborating 

Thanks to @Russell Vinegar's suggestions, we have made updates to enhance our Weeknotes. 

• Prevent Post-Submission Edits: Created a Weeknotes posting checklist 

• Shorter Titles:  

  • Weeknotes #1: 15.75 words per title 

  • Weeknotes #2: 3.2 words per title 

Want to create Weeknotes for your team? Use our Weeknotes Structure (below) and start sharing today!

CHEFS Team Weeknotes 1

1. Has Been Fixed (Broke No More): Broken things that we fixed  

• The search tool for adding team members now works with BCeID users using just 4 characters in the search. 

• Fixed missing tools in our software updates to keep deployment systems working smoothly. For more information on JIRA, click here. 

• All backups now run on BCDevOps version 2.9.0, and verified backups have been successfully completed. For more information on JIRA, click here. 

2. New To The User (Brand New, Secondhand): These are the most exciting because they are new

• Users can now customize table columns on the previous submissions page, and these settings are saved, per the Ministry of Health's request in FIDER. For more information on JIRA, click here. 

• A new feature lets Form Designers call an External API securely without storing sensitive data like passwords or tokens in plain text. For more details, click here. 
  

3. Has Been Improved (Continuous Improvement Bucket): A conversation about anything and everything that makes the product faster and better 

• Thanks to the Ministry of Energy, Mines and Low Carbon Innovation (EMLI) and Responsible Mining and Competitiveness Division (MCAD), the original developers of this script, a standalone Python script is now available for downloading submissions with an API key. 

• The front-end Vue components have been upgraded to the Composition API for better organization, flexibility, and handling of complex components. 

• Cypress scripts were created to test form creation, role visibility, submissions, and status updates by mimicking user actions. 

4. Future Focus (Boldly Go Where No Common Component Has Gone Before) Feedback on things we have started building  

• The new map tool lets you place pins, draw circles, or outline areas to show locations or collect geographic information. To test this feature, click here. To look at the techdoc on Git Hub, click here. 

• We held our first Common Components Architecture Forum this quarter; click here for more information, including a summary of the morning and afternoon sessions. 
  

Want to create Weeknotes for your team? Use our Weeknotes Structure (below) and start sharing today!