Section 2 | Coordinator Epic

[randelbrot]

Dependencies

• This epic has been re-handed off to the new Coordinator designers. Work is being tracked on this Design Epic: Design Epic for #454 Section 2 | Coordinator Epic #784

User Stories (dependencies)

• Section 1 | Coordinator: Invite Guest #520
• Section 2 | Coordinator: Dashboard - Table of Guests/Hosts #501
• Section 2 | Coordinator: Coordinator Internal Notes Feature #519
• Section 2 | Coordinator: Assigning Coordinators to Guests/Hosts #518
• Section 2 | Coordinator: Communication Notes to Applicants (Hosts or Guests at Intake Profile Approvals) #635
• Section 2 | Coordinator: Confirm completion of Onboarding Events  #731

Context:

This epic covers functionality included in Section 2: Application and Onboarding from the HUU Major Flows Figma. User stories will be attached to this epic as Issues.

The Problem:

Coordinators do not currently have an online way to view and manage guest/hosts through the application and onboarding process.

High Level Approach

A Dashboard page where a Coordinator can see all Guests/Hosts, so the Coordinator can manage guest/hosts through the application and onboarding process.

Primary Flow

• #520 | Coordinator can invite a Guest who has not used the platform before, which allows the Guest to create an account and submit their application (Intake Profile).
  • #520 | The Coordinator who invites the Guest is automatically assigned as that Guest's Coordinator.
• #501 | Coordinator can see any Hosts who have signed up (no invite for Hosts needed) and submitted their application.
  • #518 | Coordinator can assign themselves as Coordinator to Hosts that have submitted their application.
• #501 | Coordinator can see a list of all Guests/Hosts who have created accounts.
• #635 | Coordinator can view the submitted application for any Guest/Host.
  • #635 | If the application is filled out incorrectly, the Coordinator can deny the application, allowing the Guest/Host to resubmit.
    • #635 | Each time the Guest/Host submits/resubmits an application, a new version is created.
  • #635 | If the applicant is not suitable for being a Guest/Host, the Coordinator can deny the application outright, with no option for the Guest/Host to resubmit
  • #635 | Once the Coordinator determines the application is filled out correctly, they can approve the application.
  • #635 | Coordinator can leave a comment alongside their approval/denial for each version of the application.
• #N/A (POST MVP) | Once an applicant is approved, Coordinator will schedule onboarding events (trainings, inspections, interviews) with the applicant.
• Section 2 | Coordinator: Confirm completion of Onboarding Events  #731 | Coordinator can mark each onboarding event as completed once they are actually completed by the applicant.

Supportive Features

• #519 | Coordinator can record notes on each applicant. These notes are not tied to a specific application, but rather to a specific applicant.
• #518 | Coordinators can be reassigned.
• #501 | Coordinator can find Guests/Hosts by Filtering/Sorting based on applicant fields (Name, Status, Type, etc.)

Considerations:

• Solution needs to be scalable to multiple organizations
• Responsive and supported on desktop, tablet, and mobile.
• Each Guest/Host will only have 1 Coordinator assigned to them at a time

Future Considerations

• Calendaring - Onboarding Event scheduling and management
• Permissions: In the future, some functionality may be limited to an Admin role. Also some functionality may be limited to only the assigned Coordinator or an Admin.

[randelbrot]

Hi @rpradheap, I updated this issue with the correct link for the Major Flows Figma - thanks for letting me know the link had changed.

[randelbrot]

3 14 23 Meeting Notes:

Takeaways from the team discussion on the existing page layout designs:

• Nav bar functionality shown in the left side menu (e.g., My Profile, Settings) in the existing designs can be moved to a top nav bar. Activity is not critical and be omitted for now. Rationale is that this functionality can be collapsed behind the profile in the top nav bar (versus taking up space by default)
• Suggest to move the tab navigation to the left hand side, to support the list of options potentially getting longer in the future. The idea is that a vertical, collapsible menu can support a longer list of options than a horizontal tabular navigation
• Open question on the position of the Add Guest button. The trades the team discussed are making the button obvious to the Coordinator, versus displaying the button only within the Guest tab
• The Notes functionality to annotate an application is needed (e.g., as shown on the Application tab). A Notes option to track immediate tasks (e.g., as shown on the Coordinator Home Page) is not critical for this phase

cc @rpradheap @itzflowa

[randelbrot]

Hi @rpradheap, sharing a question from @edela0015:

"When guests receive an invitation code from a coordinator, they would have already filled out a different application to get said invitation code right? and then they would fill out our online application? I guess I am asking how guests are picked and given invitation codes. would they already be in the system (i imagine HMIS). I am just worried that guests would get discouraged from filling out two applications."

Ed raises a good point. Guests will either be new host home program applicants (i.e., no existing/paper application) or existing host home program applicants (i.e., they have an existing/paper application).

For existing host home program applicants (both Guests and Hosts), going through the same application process again would be frustrating and could create a barrier to using this platform. Allowing Coordinators to create applications on behalf of Guests and Hosts is one possible solution.

Putting this on your radar as a use case to consider for the section 2 user stories.

cc @sanya301 @pardhama