Project and Version Update/Release management

From 5/1/24 office hours - Jaya and Knute were seeking existing info on new workflow publication, processes, checklists, and tracking of updates/versions. We learned there is:
A. existing guidance on the step of publication to production from pre-production:

1. a checklist within this training https://learn.simpligov.com/how-to-transfer-a-workflow-from-one-environment-to-another

2. there is a script available at training above that can batch-process a number of things needed

3. a past video of a session in which this was discussed. https://learn.simpligov.com/march-1-2024-nj-friday-office-hours/1891233

B. A workflow we can import that others have used to accept new workflow or existing workflow change requests. (will be added to our Pre-prod environment)

C. A spreadsheet used as a project tracking tool which can help in understanding time investments (to be emailed to Knute which he will attach to this project)

soft roll-out to LTCs (and others) 4/17/24.

Demo of first production workflow - New Employee Network Access (#354).

Review of platform and processes, plus central role of LTC’s a) clear participants b) clear any production ideas/projects. Emphasized patience and need for dedicated time for developers. Uncertain as a group about readiness for a DEP-wide broadcast, although nobody objected provided caveats were clear.

See link for 1/31/24 meeting where SimpliGov addressed a solution for reservations.

https://sonj-my.sharepoint.com/:v:/g/personal/neal_krause_dep_nj_gov/EcxGFmApn11JpSC6ms0zUb0BdqEdUnYApRRsLf0_mm7EuA?referrer=Teams.TEAMS-ELECTRON&referrerScenario=MeetingChicletGetLink.view.view

Neal has last piece of AD needed prior to publishing our first workflow. Will provide link to Knute when ready to publish.

see spreadsheet of initial flow SimpliGov Workflow List.xlsx

Weekly check meeting:

Neal will proceed to have the SimpliGov Help Desk team put in place. Semu/Knute to get a tutorial from Wen on viewing/using ISM.

Knute awaiting input on flow list for posting to web and will develop draft messaging and roll-out plan

Neal has a draft quick-start guide (roll-out) now in the channel.

Discussion today of how/where to post the links that will be for customers and reviewers. Knute to get with Rich and Neal to review options to re-work existing access to Online DEPnet front door.

Rudy is ready to post his reservation for Hearing Room. But competing work has his estimate at Jan 1. Jaya is ready to post to Testing.

Most of the DEP COE sat through 2 hr admin training on 7/25/23. Follow-up notes here. Recording to be stored with other resources with location TBD, likely the SimpiGov channel in our IT Proj, Portfolio Team.

DEPnet page and guidance is published Citizen Development – NJ DEP | Division of Information Technology (state.nj.us)

As of 7/18/23, we are still awaiting connection to Active Directory through NJOIT. This is a critical piece holding up all development currently.

We have refreshed our request to DOT to publish their workflows to the COE sharepoint page as well so we can consider some for re-use.

meeting with NJOIT 6/29/23

Kurt: Azure AD integration and logins.

My NJ for SSO - firs/last/email by default. Function in background by SG allows for us to grab whatever we want from AD per workflow. Current status - up for other agencies. Working on testing of process. NJDEP needs to identify the Ad fields/attributes (and where to land them) it expects to need that can be put into workflows.

There is a built ability to provision authorization codes within MyNJ

API - not matured very much. Just working on SimpliGov APIs for now. Some use of straightforward incorporation of published data libraries. Looking for an API engine, possibly to copy DOT’s work.

NJStart is an early target. Looking at Periscope to develop connection. DOIT is funding it. Already doing connection with CFS.

Neal: OIT web guide - what is the theme-ing to be used for workflow? Brian is building CSS files. Look and feel? Font bigger, contrast higher, and no hover tips, use subtitles (accessibility issues)

Multiple CSS files? (Brian)- this is meant to be mix and match. add them per stage as needed.

Neal: Training hours? - yes, run them through Roger, engage with SG.

There is a workflow of workflows we can borrow. (OITs front door of requests for new DOIT agency workflows.

Nobody else is sharing workflows. Knute chasing DOT.

MVC is ready to launch public facing requests for handicapped tags.

Internal procurement process is in place with DOIT and they can demo it for us.

Multiple level approvals outside the agency are possible 2 ways: In MyNJ, or build a flow with external roles (like for a county clerk and manager, using emails). Roger has an example he showed us. This uses the first user’s entered emails for next level approvers.

Neal- Automation? sort of, you can condition rules and execute things on them.

Outside activity questionnaire example. If all “No’s” he wanted to auto-certify. We did this in DEP (all No’s is automatic).

Pete contacting Roger for access to DOT or other agency workflows and for AD connection info.

Neal/Kurt to work toward deliverable dates for the 4 pilot flows. Generally, agreed to a 6-week target to develop all 4. If not on targete , we can access help from SimpliGov, but may need to also clear staff time.

Weekly Check-in 5/23/23 -Team is set on building DOIT workflows, as a group, once a week for 1-1.5 hrs. Also to document design stds as we go:

Express Deployment - Jaya
New Employee Access Request - Neal
Training Room Scheduling - Rudy
Loaner Equipment Request/Managing - Mike Moticha

Pete, Kurt, Neal and Knute met. Will set up recurring meetings. Can’t start hands on yet - no access from OIT. Form a team to meet regularly. Kurt adding Mike Moticha and Kassak, possibly Jaya with dedicated time per week.

Governance for Knute to work up - what is eligible? What would need to be done by who? What training is needed? What are the steps to sit with DOIT? Pete sees this as a plan. (“create fusion teams”). Envision a DEP SimpliGov DEPnet page. Consider a SimpliGove form for the IT project sheet.

Neal to gather the new team regularly for making progress. Sketching a plan and bulleting the major things to be done, following this from Pete:

Full Licensing acquired in March 2023 as part of multi-agency purchase supported by NJOIT. NJOIT to host initial “new agency” orientation and introduction sessions in April 2023