Phone Number Standardization Change Management & Launch plan

[Agile6MSkinner]

There will be a slight change to the way that editors enter phone numbers in three locations in Drupal. The new pattern in used other places in drupal, so it should not be a source of confusion for editors.

Tasks

Pre-deploy comms

• Notify Helpdesk
• Edits to relevant KB articles are saved as Draft and approved for Publish after launch (Note: Cardinality is 1. Add to KBs if not already mentioned.)
  • How to create or edit a VAMC Billing and insurance page
  • How to add or edit a VAMC facility mental health phone number
  • Note: No changes needed to staff KB
• Send content to Justin for a Teams message in VAMC Editor channel to warn that a change is coming, along with timing:
  • Explain the change & why (Accessibility and data standardization)
  • Note that extra extensions will not carry over
  • Note that no action required unless we reach out via email with instructions.
  • Things like instructions (e.g., "press option 2") were not previously rendering on the FE and will not carry over.
  • Possibly mention how many were impacted by non-migration of info. -- [Jill] this assumes a pre-step of running the migration / providing that info, before where we have it listed as a post-deploy task. When do we need to do this data part, actually?

Dev

• In Drupal integration branch: Add a CMS feature toggle that will merge to prod. (Proposal = phone_number_migration)
  • Conditional logic for the toggle in Drupal will be: On = show new phone fields, hide old phone fields; Off = old phone fields show, new phone fields hide. (instantaneous change in Drupal UI; front-end field hide/show will need a content-release)
• All FE code changes should merge to an integration branch
• In the content-build branch: the old and new phone number are wrapped in conditional logic using the CMS feature toggle: if the CMS feature toggle is off, show the old field data. If it's on, show the new field data.

Drupal QA

• After Drupal testing passes, integration branch merges to main with toggle off
• CMS successful prod deploy

Integrated FE QA in Tugboat

• Content-build and CMS changes are tested in Tugboat for all scenarios:
  • Phone number migration runs
  • Migration phone number view shows both old and new, post migration
  • CMS feature toggle off: Drupal & FE shows the old fields
  • CMS feature toggle on: Drupal & FE shows the new fields
  • Flip it back off to verify rollback works: CMS feature toggle off, FE shows the old fields
  • Confirm passing result on all of this
• After QA passes: Content-build integration branch merges, behind disabled feature toggle
• Content-build successful prod deploy

Editor-facing Launch Day(s)

• Comms are sent to VHA DM, CMS devops to recruit help, and to Helpdesk, with timing for launch
• CMS Devops team runs Drupal migration (~40mins)
• Migration phone number view shows both old and new phone values, post migration
• CMS feature toggle is enabled, which turns on Drupal new fields in Drupal and in FE
• Phone numbers are verified in Drupal
• Content-release runs - https://github.com/department-of-veterans-affairs/content-build/actions/workflows/content-release.yml 17148 should contain the change
• Phone numbers are verified in the FE

Post-deploy tasks

• Compare number lists to see who has lost extra extensions or other data

Post-deploy comms

• Email outreach to affected Editors via email, telling them what was lost for users with:
  • Extra Extensions
  • 800 numbers
  • Phone tree instructions

Future tickets and fast follows

Future cleanup:

• Add server-side validation on ext field in phone paragraph in Drupal #17863
• FE: Remove use of CMS feature toggle #19968
• Remove CMS feature toggle: FEATURE_TELEPHONE_MIGRATION_V1 #19967
• Remove old telephone field numbers from Staff Profiles, B&I, VAMC Facility MH #19969

[jilladams]

Service Location launch plan and editor comms tickets for reference
#16825

#18145

[jilladams]

From launch call that is now rescheduled:

• Facilities hasn't historically used feature toggles, bc our staged launches (service locations, etc) were wildly too complex for it to work. So we need some help verifying how CMS feature toggles can / will work for this, from Daniel.
• For this project: it's much simpler. In the FE, we are gonna hide some old phone number fields, and display some new ones.

I took a pass at a very explicit set of steps, and updated the ticket body, FYSA @dsasser @SnowboardTechie @omahane @eselkin in case you care to sanity check, but we'll def review it live in the meeting next week. For now, @SnowboardTechie the main flag is: your PHone number related work should merge to an integration branch for now, and that integration branch will merge during launch.

[jilladams]

Noting: Daniel had thought we could merge FE code behind a feature toggle before the phone migration branch merges. I suspect that will break content build, if we have GraphQL for fields that don't exist in prod yet, even if it's behind a toggle. I suspect content-build will have to merge after the CMS branch. We can discuss next week - I could def be wrong.

=> We updated launch steps to: create > deploy the feature toggle, before we use it to wrap FE code.

[davidmpickett]

@Agile6MSkinner I'm copying over case from the QA ticket that may need editor outreach or follow up

Needs follow up

Node Title	Nid	Section	Bad Number	Changed to	Follow Up
Mary Newell	63667	VA Cheyenne health care	970-013-2818	N/A	This is an invalid phone number, but there's not an obvious typo comparing it to other Cheyenne VAMC phone numbers
Jerry L. Pettis Memorial Veterans' Hospital	1746	VA Loma Linda health care	909-583-6164or909-825-7084, ext. 6164	909-583-6164	Confirm that this is the preferred number.
Florence VA Clinic	1407	VA Columbia South Carolina health care	803-776-4000-55266	803-776-4000	Consider ext 55266

Possible follow up based on if we want to use extension field for phone menu items

Node Title	Nid	Section	Bad Number	Changed to	Follow Up
Brownsville VA Clinic	63084	VA Texas Valley health care	855-864-0516press2thenpress5	855-864-0516	Consider ext 2,5
Corpus Christi VA Mobile Clinic	56777	VA Texas Valley health care	855-864-0516press2thenpress5	855-864-0516	Consider ext 2,5
Corpus Christi West Point VA Clinic	51869	VA Texas Valley health care	855-864-0516press2thenpress5	855-864-0516	Consider ext 2,5
McAllen VA Mobile Clinic	2315	VA Texas Valley health care	855-864-0516press2thenpress5	855-864-0516	Consider ext 2,5
Laredo VA Clinic	2311	VA Texas Valley health care	855-864-0516press2thenpress5	855-864-0516	Consider ext 2,5
South Enterprize VA Clinic	2312	VA Texas Valley health care	855-864-0516press2thenpress5	855-864-0516	Consider ext 2,5
Corpus Christi VA Clinic	2310	VA Texas Valley health care	855-864-0516press2thenpress5	855-864-0516	Consider ext 2,5
McAllen VA Clinic	2309	VA Texas Valley health care	855-864-0516press2thenpress5	855-864-0516	Consider ext 2,5
Harlingen VA Clinic-Treasure Hills	2308	VA Texas Valley health care	855-864-0516press2thenpress5	855-864-0516	Consider ext 2,5
Harlingen VA Clinic	2307	VA Texas Valley health care	855-864-0516press2thenpress5	855-864-0516	Consider ext 2,5
LaGrange VA Clinic	2224	VA Central Texas health care	254-743-2867option3	254-743-2867	Consider ext 3
Temple VA Clinic	2223	VA Central Texas health care	254-743-2867option1	254-743-2867	Consider ext 1
Bryan VA Clinic	2221	VA Central Texas health care	254-743-2867option	254-743-2867	Consider ext 3
Brownwood VA Clinic	2220	VA Central Texas health care	254-743-2867option3	254-743-2867	Consider ext 3
Palestine VA Clinic	2219	VA Central Texas health care	254-743-2867option3	254-743-2867	Consider ext 3
West Lakeland VA Clinic	2206	VA Tampa health care	863-701-2470press4	Updating phone number format	Consider ext 4
Zephyrhills VA Clinic	2201	VA Tampa health care	863-701-2470press4	Updating phone number format	Consider ext 4
Staunton VA Clinic	2106	VA Salem health care	540-886-5777option2	540-886-5777	Consider ext 2
Wytheville VA Clinic	2107	VA Salem health care	276-223-5400option2	276-223-5400	Consider ext 2
Lynchburg VA Clinic	2105	VA Salem health care	434-316-5000option2	434-316-5000	Consider ext 2
Danville VA Clinic	2104	VA Salem health care	434-710-4210option1	434-710-4210	Consider ext 1
Lyle C. Pearson Community Based Outpatient Clinic	1820	VA Minneapolis health care	507-387-2939option4	507-387-2939	Consider ext 4

[Agile6MSkinner]

Decision Log (LF, ES, DS, MS) - Preview server not respecting feature toggles in not launch blocking.

[Agile6MSkinner]

All emails have gone out to editors with non-standard data that requires their input. That is tracked in Jira tickets. Closing!