Epic 5: Activity Reports in MVP

[pamlo412]

Epic user story:
As a Regional TTA or Program Specialist, I want to create and edit activity reports with more standardized structures and a more central location so that there is broader awareness and understanding of my own and other specialists' activities, which awareness will in turn enable a more productive sharing and learning from one another so that we can improve the TTA services we provide and ensure the success of Head Start grantees.

This epic user story is deliberately general. More specific user stories live in the user stories under this epic.

MVP scope:

• create a new activity report Create a new report #153
• delete activity reports Deleting an unapproved Activity Report #147
  • can only delete reports that have not yet been approved
  • deleted reports are still in the database; they just don't display to the users in the UI
  • only the original author (or a manager or system admin) can delete report
• save reports in progress Saving an Activity Report #98
• system autosave for reports left unsaved - also Saving an Activity Report #98
• system generation of unique report IDs in the same format as those in the Smartsheet version of activity reports Assigning report IDs to Activity Reports #145
• prefiltering of selectable options:
  • topics - filtered by role Selecting Topics from a list filtered by role #161
  • grantees and grant IDs - filtered by region Filter the grantee options based on region #162
  • allow entry of grantee name as free text for cases in which the grantee has been moved to Region 13 (CDI) Handle display and permissions for Region 13 grantees #96
• report on a grantee and specific grant
  • select the grantee and grant ID (rather than free text entry) Display Grantee Names and Grant Numbers pulled from database #163
  • select multiple grantee+grantID combinations per report Select multiple grantees or non-grantees for one activity report #166
• report on a non-grantee activity Display non-grantee options pulled from database #164
  • select multiple non-grantees Select multiple grantees or non-grantees for one activity report #166
• select predefined options (rather than free text entry) for:
  • Non-grantees Display non-grantee options pulled from database #164
  • Program type Enter predefined Grantee program types  #170
  • Reason(s) Capture reasons for a TTA activity #171
  • Kind of TTA and how it was provided Section 1 of Activity Report creation #81
  • Topic(s) Selecting Topics from a list filtered by role #161
  • Participant(s) for grantee activities Enable entry of grantee participants #172
  • Participant(s) for non-grantee activities Enable entry of grantee participants #172
  • Target populations addressed Enable selection of predefined options for target populations #173
• document multiple goals per activity report Create a new goal in an Activity Report #101
  • select from goals established in the Grantee TTA Plan Smartsheet Pull goals & related data entered in Grantee TTA Plan SmartSheets into the Smart Hub database #57 Enable selection of existing Goals in the Activity Report  #117 Dev chore/task: One-time pull of Goals and related data from SmartSheet TTA Plans  #119
  • create new goals Enable selection of existing Goals in the Activity Report  #117
• document multiple objectives per report Create a new goal in an Activity Report #101
  • associate each objective with a specific goal or goals
  • capture a status for objectives
• document multiple participants per activity report Enable entry of grantee participants #172
• enter multiple duration days per activity report Section 1 of Activity Report creation #81
• tag another user (collaborating specialist or a manager) to give them read and edit access to a draft report Add collaborators to draft Activity Reports #109
  • Help of some kind (type-ahead at least but may need to filter by region) to ensure the correct collaborating specialist is found and selected
• enter resources used: Activity Report navigation (stepper replacement) #140
  • enter URLs pointing to ECKLC
  • attach files
• approve/reject reports Review and submit a report for approval #135 Manager approves an Activity Report #137 Manager Note for Activity Report #138
  • users with manager roles can approve/request changes/reject the report
  • manager users can comment where revisions are needed (minimal indicator okay: e.g. highlighting or even a separate field for comments)
• export activity reports to a format that can be shared outside the system. Print/Share Activity Report #108 (We want to keep the scope minimal, but a screen shot of as-is fields will not cut it. This need is also mentioned in Epic 4; it's the same need here, just a different launch point.) Design is still in progress and may settle on this capability being in only one of these places.

Out of MVP scope:

• UX-motivated filtering of other fields based on role (exceptions are listed in the in-scope section)
• reporting on multiple TTA activities in one report; a report may mention multiple events but they all add up to one TTA activity
• selecting from goal objectives entered in the Grantee TTA Plan Smartsheet. With the work under Epic 6 Epic 6: Import SmartSheet data into the Smart Hub #37, we will get activity objectives into the Smart Hub. We have research to do before deciding how to handle goal objectives.
• documenting each day of a several-day activity separately in the report. They can either write out mention of each day in the narrative or we can train them on when to start a separate activity report.
• seeing actual revisions (e.g. “track changes”) entered by collaborators. (We do want to see revision requests for a submitted report that is rejected, but the changes made to drafts by collaborators prior to submitting for approval need not be called out in any way.)
• assign each goal an ID Assigning IDs to goals  #151

Work included in this epic:
In epic 5 Issue is a child in the indicated parent epic

[pamlo412]

Updated epic with decisions made at Product Planning.