Create new runbook for New VAMC system

[mmiddaugh]

Description

The best time to document the steps necessary for creating a new VAMC system in CMS may be when the situation actually occurs.

Items to address from #19271

Beta Give feedback

1. Indicate which items need manual URL aliases and which can be auto
2. Consider Moving menu settings from VAMC sitemap in sharepointt into the runbook instead
3. move enable Menu Breadcrumbs module step up higher in runbook
4. Explain add menu to CONTENT BUILD FILE step better
5. "Create users if need / assign users to the appropriate section [link to KB article]" - need to find the KB if it exists, or write a ticket to make one if it doesn't
6. UPdate "Do all the things listed here" to "Do all the things listed in the VA Medical Centers (VAMCs) Knowledge base article
7. "Do we have an editor facing checklist for content entry / tasks that gate publishing like we do for VBA?" - answer this and update in the runbook
8. We need to figure out how to help Helpdesk or Editors know where to copy from to generate all the random un-hardened pages (e.g. Programs, etc.). There used to be template pages from 2021, we think, but they've aged and content isn't up to date. Can we say: copy from the most recently edited version from another VAMC / fix links? What's reasonable?
9. Sidenav: we say to use the Services/Locations and Events fake headers in the menu, BUT: a11y has said we want to move away from that paradigm. So: the runbook is advising an old pattern.

Artifacts produced

• Sitemap of a VAMC system in sharepoint.
• Static copy for convenience VAMC Sitemap.xlsx
• Runbook template file

Acceptance Criteria

• a new runbook has been created in the form of a github issue template
• Distinguish between steps that need Drupal admin user vs engineering support vs editor tasks
• Review with help desk
• supporting KB articles are created and/or updated https://prod.cms.va.gov/help/vamc/managing-vamc-sites-as-a-content-admin
• Update content model documentation
• https://github.com/department-of-veterans-affairs/va.gov-team/blob/master/products/facilities/flagged-facilities.md is updated with runbook link / notes

[mmiddaugh]

This is blocked until the situation arises

[jilladams]

Noting https://github.com/department-of-veterans-affairs/va.gov-team/blob/master/products/facilities/flagged-facilities.md for new VAMCs currently states:

Systems are not present in VAST, and do not get flagged.
(flag new config). No associated runbook. (Runbook creation ticketed: #15264. Some notes in #3754 may be useful to create a runbook if needed.)

[jilladams]

Noting that we've added this ticket to the VA Manila epic, since this will be technically a new facility that is a new system.

[davidmpickett]

As part of my work on Manila I created a excel sheet of the typical sitemap of a VAMC system. I've placed it in sharepoint.

Static copy for convenience
VAMC Sitemap.xlsx

[davidmpickett]

Shared status on slack

I merged an initial draft of the runbook to the Issue Templates
This is a CHONKY runbook. It involves creating ~40 drupal entities
I am unsure on the level of detail needed, but tried to focus on unique aspects of the meta process (like menu configuration) rather than the details of fields on individual entities.
This probably needs a little more polishing before we share with the Help Desk.
From our experience with other runbooks, the best way to test/iterate on this draft will probably be while we do this (slightly modified) for Manila.

[jilladams]

Moving back to Ready, per https://dsva.slack.com/archives/C0FQSS30V/p1724886294559659?thread_ts=1724883189.380759&cid=C0FQSS30V

[jilladams]

Menu updates required, this will progress in Sprint 13 as we go through publishing Manila.

[davidmpickett]

Repointing to a 2 to reflect remaining work

[jilladams]

I made #19271 as a test drive of the stubbed runbook and am stepping through. Will flag questions there for Manila, and we can close loop on the runbook template itself when that's done.

Questions rounded up here: #19271 (comment)

[davidmpickett]

Note to self to update runbook for this #19271 (comment)

[davidmpickett]

Mid-sprint update: Had a good conversation with @jilladams and @Agile6MSkinner today about Manila and which items we should update in the VAMC system runbook. Have added those as a task list to this ticket. Unsure if I will have time to get to them this sprint given CA retreat next week and other work in progress.

[davidmpickett]

End of Sprint Update

@jilladams @Agile6MSkinner @mmiddaugh I updated the runbook to address the items that Jill found during this sprint. There are likely to be more discoveries as we continue with Manila, so I think we should probably keep the ticket open until Manila is launched, but I don't think there's anything else to do at this time

[davidmpickett]

Unassigning myself until this is actionable again

[davidmpickett]

@jilladams Does this belong in Progress? There's no current actionable work identified here. Suggest moving back to Admin/Workflow

[jilladams]

@davidmpickett thanks for flagging - I might propose we go over this runbook with Helpdesk at the next Flagged Facilities touchpoint (Thurs 11/7 11:35a CT, I'll invite you) and then call it closed, since Manila is all but shipped and we know now what we will know about the runbook. Thoughts?

[davidmpickett]

Works for me.

[jilladams]

Reviewed with Helpdesk today. Closing