Sharing FDF Veteran Usability Research With VA Teams

Nov 24, 2025 by Alex Johnson 53 views

Understanding the User Need

As designers and researchers dedicated to improving the veteran experience, a crucial step in our process is sharing research findings with relevant teams. In the case of the FDF (presumably a form or process related to veteran services), it's essential to disseminate the research readout to the Employee Experience and VBMS (Veterans Benefits Management System) teams. This shareout aims to foster alignment on key learnings and facilitate discussions around the recommendations stemming from the usability study. By ensuring everyone is on the same page, we can collaboratively prioritize efforts and implement effective solutions that directly benefit veterans.

To ensure the success of any project focused on improving veteran services, especially those involving digital interfaces or processes, user research is paramount. Conducting thorough usability studies allows us to gather invaluable insights into how veterans interact with our systems, identify pain points, and understand their needs and expectations. Once this research is complete, it is our responsibility to not only analyze the data but also to effectively communicate our findings to the teams responsible for implementing changes and improvements. This is where the research readout becomes a crucial tool. This readout serves as a comprehensive summary of the research methodology, key findings, and actionable recommendations. It's designed to be easily digestible and informative, enabling stakeholders to quickly grasp the essence of the research and its implications. A well-crafted research readout can be a powerful catalyst for change, driving informed decision-making and fostering a shared understanding of the challenges and opportunities at hand. The focus on usability ensures that the services designed are not only functional but also intuitive and user-friendly, making the process of accessing benefits and resources as seamless as possible for veterans.

Ultimately, the goal is to create a collaborative environment where research findings are not simply presented but actively discussed and integrated into the development process. By engaging with the Employee Experience and VBMS teams, we can ensure that the recommendations are thoroughly vetted, potential challenges are identified, and the next steps are clearly defined. This collaborative approach not only improves the quality of the solutions we develop but also fosters a sense of ownership and shared responsibility among team members.

Description of the Process

The core of this initiative involves presenting the research readout to the Employee Experience and VBMS teams after the study concludes and the findings are synthesized. The purpose is to present key learnings and discuss the recommendations derived from the research sessions. This presentation will pave the way for conversations about next steps concerning the FDF and the prioritization of efforts to address the recommendations. This process is not just about disseminating information; it's about initiating a dialogue that will shape the future direction of the project and ultimately improve the services provided to veterans.

Effective communication of research findings is a critical step in translating insights into action. A well-structured presentation can highlight the most important aspects of the research, ensuring that the audience understands the context, methodology, and key takeaways. It also provides an opportunity to address any questions or concerns, clarify ambiguities, and foster a shared understanding of the implications of the findings. By presenting the research in a clear and concise manner, we can maximize its impact and ensure that it informs the decision-making process. Furthermore, the discussion that follows the presentation is equally important. It provides a platform for stakeholders to share their perspectives, challenge assumptions, and contribute their expertise. This collaborative exchange of ideas can lead to innovative solutions and a more comprehensive understanding of the challenges and opportunities at hand. In the context of the FDF, this means that the Employee Experience and VBMS teams will have the opportunity to weigh in on the recommendations, identify potential roadblocks, and suggest alternative approaches. This collaborative process ensures that the final decisions are well-informed and reflect the collective wisdom of the team.

Moreover, this process of sharing and discussion also serves to build consensus and alignment among the various teams involved. By engaging in open and transparent communication, we can ensure that everyone is on the same page and working towards the same goals. This is particularly important in large organizations where different teams may have different priorities and perspectives. By fostering a shared understanding of the research findings and the recommendations that flow from them, we can create a unified front and maximize our collective impact on the veteran experience. This collaborative approach is not only beneficial for the specific project at hand but also helps to build stronger relationships and improve communication across teams in the long run.

Specific Tasks Involved

To ensure the successful dissemination and discussion of the research findings, several key tasks need to be completed. These tasks are designed to ensure that all relevant stakeholders are informed and have the opportunity to contribute to the next steps. The specific tasks include:

Presenting the research readout to the Employee Experience Team: This presentation is crucial for ensuring that the team responsible for employee satisfaction and well-being understands the implications of the research findings for their work. By sharing the insights gained from the usability study, the Employee Experience Team can better understand the challenges faced by employees who interact with the FDF and identify opportunities to improve their experience.
Presenting the research readout to the VBMS Design Team: The VBMS Design Team plays a critical role in shaping the user interface and overall experience of the Veterans Benefits Management System. By presenting the research readout to this team, we can ensure that they have the necessary information to make informed design decisions that align with the needs and preferences of veterans. The insights from the usability study can help the design team identify areas for improvement and create a more intuitive and user-friendly system.
Presenting the research readout to the VBMS Technical Team: The VBMS Technical Team is responsible for the technical implementation and maintenance of the Veterans Benefits Management System. By presenting the research readout to this team, we can ensure that they understand the technical implications of the research findings and can develop solutions that address any technical challenges identified during the study. This presentation also provides an opportunity for the technical team to share their expertise and insights, ensuring that the final solutions are technically feasible and sustainable.
Documenting Next Steps Coming Out of the Presentations: This is a crucial step in ensuring that the discussions translate into concrete actions. By documenting the next steps, we can create a clear roadmap for implementation and ensure that everyone is aware of their responsibilities. This documentation should include specific action items, timelines, and assigned owners, ensuring accountability and progress tracking.
Sharing the Research Readout and Next Steps in the FDF Slack Channel: This ensures transparency and keeps all stakeholders informed of the progress. The FDF Slack channel serves as a central communication hub for the project, allowing team members to easily access the latest information and updates. Sharing the research readout and next steps in this channel ensures that everyone has access to the same information and can stay informed of the project's progress.

It's worth noting that the first three tasks—presenting to the Employee Experience Team, VBMS Design Team, and VBMS Technical Team—do not necessarily need to be conducted in separate meetings. The goal is to ensure that all parties have been presented to, and this can be achieved through a combination of meetings, presentations, and written materials. The key is to tailor the approach to the specific needs and preferences of each team, ensuring that they receive the information in a way that is most effective for them.

Acceptance Criteria for Success

To measure the success of this research shareout and discussion process, we have established specific acceptance criteria. These criteria will serve as benchmarks to ensure that the objectives of the process are met. The acceptance criteria include:

The research readout has been presented to all groups (Employee Experience Team, VBMS Design Team, and VBMS Technical Team): This criterion ensures that all relevant stakeholders have received the information and have had the opportunity to engage with the findings. The presentation should cover the key aspects of the research, including the methodology, findings, and recommendations. It should also be tailored to the specific needs and interests of each team, ensuring that they understand the implications of the research for their work.
The research readout and next steps have been shared in the FDF Slack channel: This criterion ensures that the information is readily accessible to all stakeholders and that there is a central repository for project-related communications. The Slack channel serves as a valuable tool for keeping team members informed and facilitating collaboration. By sharing the research readout and next steps in this channel, we can ensure that everyone is aware of the project's progress and can easily access the information they need.

Meeting these acceptance criteria is essential for ensuring that the research findings are effectively disseminated and that the discussions translate into concrete actions. By clearly defining the criteria for success, we can ensure that the process is focused and that the outcomes are aligned with the overall objectives of the project.

Definition of Done

In project management, the "Definition of Done" (DoD) is a crucial concept. It represents a formal agreement among stakeholders on the criteria that must be met for a task or deliverable to be considered complete. In this context, the Definition of Done for sharing the research readout includes:

Meets acceptance criteria: This is the primary requirement. If the acceptance criteria outlined above are met, it signifies that the core objectives of the shareout have been achieved.
Reviewed and approved by product and/or design: This ensures that the deliverables meet the required quality standards and align with the overall product vision and design principles. The review process provides an opportunity for feedback and ensures that the final output is polished and professional. The approval from product and/or design signifies that the deliverable is ready to be used and can be incorporated into the broader project workflow.

By clearly defining the Definition of Done, we can ensure that everyone is on the same page regarding the expectations for the task. This helps to avoid misunderstandings and ensures that the final output is of the highest quality.

Engineering Considerations

While the primary focus of this task is on communication and collaboration, there are also engineering considerations to keep in mind, particularly if the research findings lead to recommendations that require technical implementation. These considerations ensure that any code changes or new functionalities are thoroughly tested and meet the required standards:

All tests pass: This ensures that any new code or changes to existing code do not introduce bugs or break existing functionality. Thorough testing is essential for maintaining the stability and reliability of the system.
New functionality is covered by unit tests: Unit tests are a crucial part of the software development process. They help to ensure that individual components of the system are working correctly and that changes do not introduce unintended consequences. By covering new functionality with unit tests, we can reduce the risk of errors and improve the overall quality of the code.
Logging and monitoring are implemented (if applicable): Logging and monitoring are essential for tracking the performance of the system and identifying any potential issues. If the research findings lead to the implementation of new functionality, it's important to ensure that appropriate logging and monitoring mechanisms are in place to track its performance and identify any problems that may arise.

These engineering considerations are crucial for ensuring that any technical changes resulting from the research findings are implemented effectively and do not negatively impact the system's performance or stability. By adhering to these guidelines, we can ensure that the technical aspects of the project are well-managed and that the final solution is robust and reliable.

Code Review & Pull Requests

For any technical changes that arise from this research, a rigorous code review process is essential. This process ensures code quality, maintainability, and security. The following elements should be included in the code review and pull request process:

PR includes Local testing steps: This ensures that reviewers can easily verify the functionality of the code changes in a local environment. Providing clear and concise testing steps makes it easier for reviewers to understand the purpose of the changes and to identify any potential issues.
PR includes Flipper/testing state details (if applicable): If the code changes involve feature flags or testing states, it's important to provide details about these configurations. This allows reviewers to understand how the changes will be deployed and tested in different environments.
PR includes Author's local proof of submission screenshot: This provides visual confirmation that the author has tested the changes locally and that they are working as expected. The screenshot should clearly demonstrate the functionality of the changes and should be taken in a representative environment.
Copilot review completed and feedback addressed: Copilot is an AI-powered code review tool that can help identify potential issues and suggest improvements. Completing a Copilot review and addressing any feedback it provides can help to improve the quality and maintainability of the code.
Internal reviewer approved: An internal reviewer, typically a senior engineer or a member of the technical leadership team, should review the code changes and provide their approval. This ensures that the changes meet the required standards and that they are aligned with the overall project goals.
Internal reviewer added local proof of submission screenshot: The internal reviewer should also add their own screenshot demonstrating that they have tested the changes locally and that they are working as expected. This provides an additional layer of verification and helps to ensure that the changes are thoroughly tested.
Code functionality verified on Staging after merge: After the code changes are merged into the main branch, it's important to verify that they are working correctly in the staging environment. This is the final step in the code review process and helps to ensure that the changes are ready for deployment to production.

By following these guidelines, we can ensure that the code review process is thorough and effective, and that any technical changes resulting from the research are of the highest quality.

Refinement Checklist

To ensure that the tasks related to this research shareout are well-defined and ready for execution, a refinement checklist should be used. This checklist helps to ensure that all necessary information is included and that the tasks are properly scoped and estimated. The refinement checklist includes:

Added description, tasks, and acceptance criteria: This ensures that the task is clearly defined and that everyone understands the objectives and the criteria for success. A well-written description provides context and helps to ensure that the task is properly understood.
Added estimate: Estimating the effort required for a task is crucial for planning and resource allocation. The estimate should be based on the complexity of the task and the expertise of the team members involved.
Labeled with Practice Area (engineer, design, product, data science): This helps to categorize the task and ensure that it is assigned to the appropriate team members. Labeling the task with the relevant practice area also makes it easier to track progress and identify any potential bottlenecks.
Labeled with issue type and characteristics of the ticket (bug, accessibility, request, discovery, documentation, research, content, ux testing, front-end, back-end, datadog, etc.): This provides additional context and helps to prioritize the task. Labeling the task with the appropriate issue type and characteristics makes it easier to filter and sort tasks and to identify any patterns or trends.
Added any other relevant project fields (team, OCTO priority...): This ensures that all relevant information is captured and that the task is properly integrated into the project management system. Adding relevant project fields helps to track the task's progress and to ensure that it is aligned with the overall project goals.
Added an Epic or Super Epic: Epics and Super Epics are used to group related tasks and to provide a higher-level view of the project. Adding the task to an Epic or Super Epic helps to ensure that it is aligned with the overall project strategy and that its progress can be tracked at a higher level.

By using this refinement checklist, we can ensure that the tasks related to this research shareout are well-defined, properly scoped, and ready for execution. This helps to improve the efficiency and effectiveness of the project and to ensure that the research findings are translated into meaningful action.

By adhering to these guidelines and processes, we can ensure that the research readout is effectively shared with the relevant VA teams, leading to informed discussions and the implementation of solutions that improve the veteran experience. Remember to visit the Department of Veterans Affairs website for more information.