Glossary
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This is a recent addition to the Guide to Digitizing VA Forms and we’re still working on hyperlinking use of these terms from the guide to this page. If there are terms missing from this glossary or you have other feedback, please submit an issue ticket for the Veteran Facing Forms team.
Terms mentioned throughout the Guide to Digitizing VA Forms.
OMB: Office of Management and Budget
OMB Control Number: OMB numbers are assigned to forms by the OMB. Each is a unique number comprised of two four-digit codes separated by a hyphen. “The first four digits identify the sponsoring agency and bureau, and the second four digits identify the particular collection.”
The Paperwork Reduction Act (PRA) mandates that all federal government agencies receive approval from the OMB before creating and distributing a paper form; this approval is displayed as the OMB Control Number. This site offers a quick lookup of OMB Control Numbers.
Information Collection Request: “An ICR is an agency request for OMB approval of an information collection. It includes a description of the collection and its planned use as well as other information that demonstrates that the agency has met the requirements of the PRA. It may also include an information collection instrument (e.g., a form, survey, script, etc.) and supporting documentation that has been sent to OMB for review and approval under the PRA.” (from RegInfo.gov)
User flows: Maybe not a new term, but keep in mind that these:
look at the interaction across the whole task, from the user’s perspective
don’t need to be screens or high fidelity
can be done in any tool
User journey: A user journey is high-level, holistic view across channels; unlike a user flow, user journeys do not outline specific steps nor need to use wireframes or mockups of screens
Forms Library: Be familiar with the Forms Library and how to work with it. Start with VA Forms Library 101 for a quick intro.
Design System: The VA.gov Design System features form components and patterns
Component Patterns: Explore pattern demonstrations here
Multi-user form: Some forms may be filed out by multiple users (a Veteran plus a caregiver, for example), which may affect your use case and user flow work
Experimental Design Process: This is an iterative process, in collaboration with the Governance Team, to help teams evaluate whether they need to build a new pattern or component to meet the needs of this digital form and/or its users. Final decision on whether to proceed with this new item is up to the Design System Council.
Interaction flow: Different from user flows. A user flow maps out paths the users take from their context of decisions, whereas an interaction flow maps out the logic and visual components needed to support the user flows. Keep in mind that the goal is to reduce the effort for the user at each step. A mature interaction flow can help developers deliver more rapidly and with fewer iterations needed.
Mockup: At early stages, there’s no need for high-fidelity prototypes; use easily changed/discarded artifacts to work on testing and iterating interaction flows
Content, Accessibility, and Information Architecture (CAIA) Team: This team helps teams create and refine the content of the form, provides IA direction, and accessibility support.
Schema: The data structures and formats used in the form
Collaboration Cycle: A process owned Platform’s Governance Team, this consists of a process where teams who are building products/features get feedback and guidance on their product/feature to ensure it meets experience standards for design, content, information architecture, quality assurance, accessibility, and research. Teams engage with the Collaboration Cycle throughout their product’s/feature’s lifecycle.
Collaboration Cycle ticket: The Collaboration Cycle ticket resides in Github and outlines and drives the extended process. Your team may be used to shorter-term or smaller-scope tickets, so as with IKEA furniture, be sure to read through the instructions and entire ticket before taking action.
Product Outline: A ticket that guides you through setting KPIs, OKRs, assumptions, risks, and other metrics and statements used both in the Collaboration Cycle and in helping your team set goals for your product. A valuable tool for communicating both in the Collaboration Cycle and with stakeholders.
Experimental Design Process: This is an iterative process, in collaboration with the Governance Team, to help teams evaluate whether they need to build a new pattern or component to meet the needs of this digital form and/or its users. Final decision on whether to proceed with this new item is up to the Design System Council.
Go/no-go: List of items required to be ready in order for the launch to be a “Go”
Launch-blocking issue: During staging review, accessibility, design, and QA will note issues that don’t meet their guidelines, which are launch-blockers. These must be fixed before the form can launch to production. Other issues can be fixed after launch if agreed to. Launch blocking issues should be fixed before seeking approval in the PO and Form Owner review.
Domo: The primary data visualization/dashboard tool. All team members might need access and a familiarity with creating visualizations.
Notification: Your digitized form will need to work with the VA Notification system, which creates triggers and notifications for users of the form.
Flipper widget: This feature toggle is required in digital forms, to replace links in PDFs.
Datadog: A cloud monitoring tool. Responsibility for working with this falls to developers and management on the team. As this monitors technical, not user-centered issues, designers may not need access.