How NFPA Is Bringing Paper Processes Online With Drupal 8
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Transcript of How NFPA Is Bringing Paper Processes Online With Drupal 8
©2017 Acquia Inc. — Confidential and Proprietary
Firewise 2.0 Bringing a paper process online with Drupal 8
Nov 9, 2017
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Speakers
Aron Anderson
Associate Project Manager, Wildfire Division
NFPA
Nick Switzer
Development DirectorElevated Third
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Empowering neighbors to work together to reduce the wildfire risk in their communities since 2002.
What is Firewise?
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What is Firewise?
The Firewise USA program teaches people how to adapt to living with wildfire to help save lives and property.
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What is Firewise?
Using a five-step process, communities develop an action plan guiding their residential risk reduction activities that helps residents build a safer place to live.
● The five-steps (communities must renew annually):
○ Obtain a wildfire risk assessment.
○ Form a board or committee, and create an action plan.
○ Conduct a “Firewise Day” event.
○ Invest a minimum of $2 per capita in local Firewise actions.
○ Submit an application to your state Firewise Liaison.
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What is Firewise?
The Firewise USA Program Approval Process
● Work is done at the local level
● New applications are submitted to the state for review and approval
● State approved applications are forward to NFPA for final approval
and onboarding
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Firewise Online
The original Firewise Program application was a PDF document, all data filled in and entered into a database by hand
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Firewise Online
The new Firewise Program app has been moved online, built in Drupal 8
We were open to any technology and proposals. Our priorities were cost effectiveness, product flexibility, and the developer’s ability to be UX focused and keep our target audiences in mind.
Deciding on Drupal
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Deciding on Drupal
Firewise had a few hurdles for this project:
● No in-house developers or IT
Drupal support
● We were moving away from
existing contracts
● Convincing Leadership
(NFPA had never used
Drupal)
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Deciding on Drupal
Going from an idea to an RFP
● Re-evaluated the program and created a Firewise life cycle.
● Research and outreach with key stakeholders.
● Developed a Functional Requirements Document (FRD) which lead to
the RFP.
● Long process: Nearly two years from starting Firewise 2.0 to selecting
a developer.
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Deciding on Drupal
Drupal 8 is a perfect fit for Firewise
● Multiple, complex user roles with custom permissions (D8 Core).
● Siloed access based on role in a state and/or community (Groups).
● Multi-step application process with nested data (Form API and
Paragraphs).
● Reliable uptime, even during deployments (CMI).
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Why is Drupal a good fit for Nonprofits?
● Out of the box responsiveness- Everything is Drupal 8 supports
responsive design
● Flexibility- modules, integrations, customizations
● Security- large security team, constant monitoring
● Multilingual Capabilities- Quickly translate sites into any language.
Drupal 8 is multilingual throughout.
Drupal 8 for Nonprofits
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Discovery Phase
Elevated Third’s in-depth discovery phase begins with a two-day discovery meeting that includes the entire Elevated Third project team and all client stakeholders.
● In this meeting, we cover everything from low-level requirements
and task priority, to big ideas such as how to improve the Firewise
application process from a UX and development standpoint
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Initial UX
The Elevated Third team combined all of the notes from discovery and spent an afternoon creating an affinity diagram to help reveal patterns in the application process.
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Personas
You can't write user stories if you don't know who your users are.
During discovery, we identified three main user personas that represented five different Drupal roles.
Pat, The State Liaison
Jim, The Property Manager
Dave, The Organizer
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Site Architecture and Estimation
● Content types, entities, users and roles started to take shape based on wires and flows.
● Implementation estimate, based on user stories, wires and flows.
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This final Discovery deliverable defines the project vision.
It combines all deliverables in one place and includes a full feature list and build estimate.
The Blueprint
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An Agile Mentality
Continuing a collaborative process
● The team chose to continue the collaborative process from discovery
that aided them well in understanding the project scope and
uncovering strong solutions.
● Dev and design worked together in sprints to quickly produce
working features.
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Sprint Planning
Initial sprint planning involved the whole team, product owner included, to determine the plan and priorities for the duration of implementation.
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Sprint Structure
An incremental development process
● The project was broken out into Two week sprints.
● Included three, 15-minute standups each week, one of which was a
progress review.
● Progress and new features were demoed live with the product owner
at the end of each sprint.
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Implementation Must-Haves
The things that are essential to a successful implementation process are:
● Focused, organized meetings● Clear, honest communication● The right ratio of tools and docs to shared understanding.● An eye for the details without losing site of the big picture.
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Drupal 8 Workflow
● Simplified thanks to tools available to Drupal 8.
● Configuration managed through CMI, along with the Config Read-Only module.
● Composer used to manage dependencies and packages.
Screenshot
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QA & Functional Testing
● All testers need to work from the same test plan.
● Bugs should be reported and managed the same way across all teams.
● Releasing fixes on schedule in a dedicated testing environment is key to reducing confusion.
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Phased Rollout
This may not work for every scenario, but we had the luxury of this being a brand new site. Our rollout included:
● A closed, beta style launch.● Lots of testing and review in the production environment before the
new system was rolled out to the general public.● Some features needed to be in production to be fully tested (SSO).
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Admin Training
Product owner and Firewise team learned the system gradually through sprint reviews, with one larger training after the end of the final development sprint.
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PDF Manuals
PDF training documents targeted at specific user roles were produced and distributed. Documents were created with both new and current users in mind.
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Video Tutorials
To make the app as easy to use as possible, we developed screencasts providing detailed walkthroughs of key user flows and made these videos publicly available.
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Firewise
We helped Firewise transform a cumbersome paper process into a powerful digital workflow that was designed to simplify processes for internal admins and customers alike.
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Track Everything
All projects float on a sea of uncertainty.
Try to limit that uncertainty by identifying all assumptions as early as you can.
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Plan for Contingencies
Things will come up that you just didn't plan for.
Have a plan for unexpected contingencies.
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Track Everything
Manage team expectations by tracking everything.
Meticulous documentation helps keep your team on the same page and avoid things like scope creep.
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Straight Talk
Clear communication and honesty will always benefit the project.
Even when the news hurts a little, don't pull punches. Dig in and find a solution as a team.
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Environment Parity
Push to make your dev, stage and production environments as similar as possible. Software stack is important, but don't forget things like users, SSL certificates, migration data and files.
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Staying on Budget is a Team Effort
Project budget and burn rate should be communicated frequently to everyone involved with the project
This awareness of time allocation helps narrow the possible solutions.