Document Status Definitions: VA Initiative

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Document Status Definitions: VA Initiative

Introduction

Hey guys! Today, we're diving deep into a critical initiative aimed at enhancing user understanding of document statuses within the Department of Veterans Affairs (VA). This initiative, spearheaded by the BMT-Team-2 (Bee’s Knees), focuses on providing clear and concise definitions for the various document statuses that users encounter. The goal is simple: to eliminate confusion and empower users with the knowledge they need to navigate their documents effectively. Let's break down the feature, the team involved, and the steps we're taking to make this happen. This article will discuss the feature, the team involved, and the steps we're taking to make this happen. The feature is focused on document-status to clarify the meanings behind Pending review, Reviewed by VA, and On file statuses.

Feature: Document Status

The core of this initiative revolves around the document status feature. Users often interact with various documents on the VA platform, each marked with a specific status. However, the meanings of these statuses may not always be clear, leading to frustration and uncertainty. To address this, we are creating easy-to-understand definitions for each document status, ensuring that users can quickly grasp the current state of their documents. Imagine you're a veteran checking the status of your benefits claim. Seeing a status like "Pending review" without a clear explanation can be unsettling. Our aim is to provide that explanation, offering peace of mind and clarity. This improvement is really important for users to easily understand the difference between different document statuses. We want to make sure that all users know the definitions of each document status. Users should understand the difference in statuses. The design should be reviewed/collaborated with a11y to ensure the solution meets standards.

Team: BMT-Team-2 (Bee’s Knees)

The BMT-Team-2, affectionately known as Bee’s Knees, is at the forefront of this initiative. This team is dedicated to improving the user experience on VA.gov, and this project is a testament to their commitment. By focusing on clear communication and user-centered design, Bee’s Knees is working to make the VA platform more accessible and intuitive for all veterans and their families. This team includes designers, content strategists, and developers, all working together to create a seamless and informative experience. The BMT-Team-2 ensures the definitions have been created and reviewed by VBA and enablement team partners, and also ensures that the designs have been created and reviewed by necessary internal teams. They are also responsible for ensuring the Enablement team has reviewed and approved the designs. Bee's Knees team ensures the definitions have been created and reviewed by VBA and enablement team partners. This team ensures the designs have been created and reviewed by necessary internal teams. The team works closely with the Enablement team to ensure designs are approved.

Problem Statement

The current lack of clear definitions for document statuses creates confusion and anxiety for users. Without a solid understanding of what each status means, users may be left guessing about the progress of their claims or the validity of their documents. This not only diminishes the user experience but can also lead to unnecessary inquiries and support requests. The problem we're trying to solve is straightforward: users need to know what each document status signifies without having to jump through hoops to find out. The goal is to provide users with easy-to-understand definitions for each of the following document statuses: Pending review, Reviewed by VA, On file. We need to create designs to incorporate the document status definitions to support the user to understand the state of their document(s).

Proposed Solution

Our solution involves creating concise, user-friendly definitions for each document status. These definitions will be readily accessible to users, integrated directly into the document status display on the VA platform. To ensure accessibility and effectiveness, the design will be a collaborative effort, incorporating feedback from accessibility experts and stakeholders. The definitions will be created and reviewed by VBA and enablement team partners. The designs will be created and reviewed by necessary internal teams. The Enablement team will review and approve the designs. The proposed solution includes:

  1. Clear and Concise Definitions: Crafting definitions that are easy to understand and free of jargon.
  2. Integrated Design: Incorporating these definitions directly into the document status display on the VA platform.
  3. Accessibility Focus: Ensuring that the design meets accessibility standards, making it usable for all users.
  4. Collaboration: Working closely with accessibility experts, VBA, and the enablement team to ensure the solution meets everyone's needs.

Design Details

To bring this solution to life, we're working within the Document Status Initiative Figma file. This file serves as the central hub for our design efforts, allowing us to collaboratively create and refine the user interface. The design will focus on making the document status definitions easily accessible, likely through tooltips or expandable sections that provide additional information when needed. The design process includes reviews and collaborations with accessibility experts to ensure compliance with all relevant standards. We will create designs to incorporate the document status definitions to support the user to understand the state of their document(s). Users should be able to find more information about the document status easily and understand the difference in statuses. The design should be reviewed/collaborated with a11y to ensure the solution meets standards. The Figma file can be found here.

Accessibility Considerations

Accessibility is a top priority in this initiative. We are committed to ensuring that all users, regardless of their abilities, can easily understand the document statuses. This means adhering to WCAG guidelines, using clear and simple language, and providing alternative formats where necessary. Our accessibility experts will play a crucial role in reviewing the designs and providing feedback to ensure that the final product is fully accessible. The design should be reviewed/collaborated with a11y to ensure the solution meets standards. We need to make sure the solution meets standards.

Acceptance Criteria

To ensure the success of this initiative, we have established clear acceptance criteria:

  • [ ] Definitions have been created and reviewed by VBA and enablement team partners
  • [ ] Designs have been created and reviewed by necessary internal teams
  • [ ] Enablement team has reviewed and approved the designs

These criteria will guide our work and ensure that we deliver a high-quality solution that meets the needs of our users.

Risks and Dependencies

Currently, there are no identified risks or dependencies that could significantly impact this initiative. However, we remain vigilant and will proactively address any challenges that may arise. Regular communication and collaboration will be key to mitigating any potential risks. Continuous monitoring will help us quickly resolve new risks and dependencies that can impact our project.

Related Epic

This initiative is closely related to Epic #120479, which provides the broader context and strategic alignment for our work. By staying connected to the larger epic, we can ensure that our efforts are contributing to the overall goals of the VA. The related epic is #120479.

Estimate

We estimate that this initiative will require approximately one week of effort. This includes the time needed to create and review the definitions, design the user interface, and obtain the necessary approvals. This is considered a bigger effort, about a week.

Conclusion

In conclusion, this initiative represents a significant step forward in improving the user experience on the VA platform. By providing clear and accessible definitions for document statuses, we are empowering users with the knowledge they need to navigate their documents confidently. With the dedicated efforts of the BMT-Team-2 (Bee’s Knees) and the collaboration of various stakeholders, we are confident that this project will be a resounding success. This project aims to enhance user understanding, reduce confusion, and improve overall satisfaction with the VA’s digital services. Providing clear definitions for document statuses is a critical part of this effort. This initiative underscores the VA's commitment to user-centered design and continuous improvement. Stay tuned for more updates as we continue to refine and implement this important feature!