Please find attached the agreed draft content/wording. We would like to split this information over 2 ‘pages’ whereby the main information around what the team does and how the programme will run from April onwards is the focal point, with further information around the findings of the pilot etc available for people to click through to if they’d like to read this. I have added comments to the attached to try and explain the vision for this. I have also included some ideas around diagrams and click buttons to break up the otherwise heavy text. Any suggestions you have regarding layout etc are greatly appreciated. If it is possible to get some sort of draft version of what the page/s will look like, that would be brilliant.

• The second thing we would like help with is having a TO button on the JAC homepage that I am told Shan can work her magic on.

In terms of timeframes, we need to have the new webpage live ahead of the official re-launch on Monday 3rd April. To allow for any teething problems, it would be ideal to have it go live around Wed 29th / Thurs 30th April at the latest.

I have asked the Comms team to undertake this work for us as my understanding is that they have ownership of the website and therefore this should sit with them. They are aware of the timeframes involved but I do have some slight concerns over their capacity at this time. Please may I kindly ask you to let me know what you are able to support with so that I can relay this to the Comms team – to avoid doubling up of work for anyone!

https://app.zenhub.com/files/201485031/09b3fb0e-3304-4c5a-9e5d-fba3bb37857c/download

Update data models docs

(ideally useful)

(adapted after a Miro Tech Brain Dump)

Create documentation website using Github Pages and GDS/MoJ template

This Epic will capture all the Documentation needs for the project.

1. Decide on what system we will use.
2. Capture tickets for the various types of documentation and pages that the project needs.

We are looking to pool all our documentation into one location.

It is simple to write markdown files for content and have Github Pages present them as a public website.

There are many pre-built templates to choose from or you can build your own. We would like to follow the GDS template.

This task is about adopting one of the below approaches to set up our Github Pages site or building our own template so it follows the GDS look and feel.

The following sites make use the GDS template, or MoJ variant, to give the site a consistent GDS look and feel.

• https://ministryofjustice.github.io/technical-guidance/#moj-technical-guidance
• https://gds-way.cloudapps.digital/

See the corresponding repositories here:

• https://github.com/ministryofjustice/technical-guidance
• https://github.com/alphagov/gds-way

The actual content of our site will be created separately, via markdown files. We should expect a navigation menu linking to pages such as:

• Developer guidance
• Release history
• Roadmap
• Decision register
• Architecture
• User stories

We should support two levels deep of navigation - e.g.:

• Page 1
  • Page 1.1
  • Page 1.2
• Page 2
• Page 3

Propose a plan for secondary backups

• Use another cloud provider?
• Use another region within GCP?
• Google Drive?
• Use JAC/MoJ servers?
• Use a physical disk/computer located in JAC offices?

Update this table on the website - https://judicialappointments.gov.uk/selection-exercises-completed-in-the-last-year/ using the information attached below

Hi Andrew

Hope all is good with you, further to our conversation last Friday regarding the request below I can confirm that the teams have now added the relevant information to the Closed Exercises Spreadsheet and this is now up to date.

The exercises that are not already showing on the JAC website are below : (Row 76 onwards) - See attachments.

I’ve not included RUCA on this as although it has reported we are still awaiting a response from the AA but let me know if you want me to add this one too.

Let me know if I can be of any further help with this

https://app.zenhub.com/files/261473485/a65d1ea7-3859-4d79-a61f-959db39f8ac7/download

https://app.zenhub.com/files/261473485/96e63870-5a2d-45b1-825c-cde25e4d7ee8/download

The Corporate Services Team have asked if the following page can be updated to reflect the attached document - https://judicialappointments.gov.uk/equality-and-diversity/diversity-and-equality-measures/reasonable-adjustments/

https://app.zenhub.com/files/261473485/0cbad765-bc55-46a7-8a2b-d8ad6c9e5634/download

https://app.zenhub.com/files/261473485/f33c2c38-cc21-4e74-aa05-5c94e6ca03ed/download

The comms team have requested two questions on the practice QT be updated and that the answers are given at the end of the test to candidates.

Create teams and permissions for JAC github.

• different permission levels
• remove accounts no longer needed to be attached
• create teams
• assess who should have what level access

We should document the data models we use in Firestore and Realtime database. Consider the following options:

• JSON Schema
• Javascript Class Objects
• Typescript

We should keep a simple log of when we make changes to our data models. For example lets capture the following data:

1.35.0 epic/563
Introduced applications.characterInformationV2 to replace applications.characterInformation

NOTE: we could break this down into two tasks: a spike for data model; a task to start logging data model changes

The following is a Power Point Presentation - https://judicialappointments.gov.uk/wp-content/uploads/2021/11/Guide-to-JAC-Selection-Process.pdf

https://judicialappointments.gov.uk/wp-content/uploads/2021/05/final.png

Targeted Outreach have asked for this to be created into a web page for the website and remove the presentation

As admin l want to view the testing policy document.

@tomlovesgithub @mbrookeswebdev Can you put together a detailed documentation for testing policy pls. This is needed before the next digital board meeting.
https://jac-uk.github.io/documentation/testing/testing-policy.html

Expected Outcome

Shut down JARS

Deliverables

• Document steps to load JARS data for querying it (see #26)
• SQL query of lookup data (see #25)
• Excel spreadsheet of lookup data (see #24)
• End the hosting contract with existing hosting company (Business Analyst & Product Owner will instruct hosting company)

We need to agree a suitable data model for Panels along with how we store the relationship between Panels and Applications.

In particular we need to support the following:

1. Assign candidate to a panel
2. List all candidates in a panel
3. Know which panel a candidate is in
4. List all candidates & the panels they are in
5. List candidates which aren’t in a panel
6. Support multiple types of panel (sift, selection)
7. Support custom types of panels

There are a number of important tasks to help enable external suppliers, and the in-house team, to work productively and safely.

Firebase

• Permissions test: set up new supplier and check assigned permissions. Follow-on task being written up by @KateMJAC
• Remove old/unused projects
• Remove old/unused collections from Staging database

Github

• Permissions. Set up new supplier and test assigned permissions
• Remove/archive old repos

Documentation

• Intro for new developers
• Document firebase permissions
• Document github permissions

Perhaps use c4 model

https://c4model.com/

Admins currently complete a selection day tech call via teams for every candidate invited. The teams would like to move this onto word press via the website research project and need designs to see how it would look and feel for a candidate

Attached is the wording, but there is also a need for videos and information from Microsoft on how to download MS Teams and use it.

https://app.zenhub.com/files/201485031/5a554442-488d-485e-a561-e6bff9edf4fb/download

This is currently some of the information given to candidates - https://judicialappointments.gov.uk/guidance-on-the-application-process-2/selection-day/

This is the YouTube channel which hasn't be updated for a long time - https://www.youtube.com/channel/UCejOzLmdtpIkyy6gp3gLx3A

There was a proposal to record new videos for it and examples of how interviews would run.

Policy and Operational colleagues are reviewing and editing templates on Gov Notify to ensure all content is relevant and up to date. They also want Digital to move the templates used in automated processes (like IAs and Character) to a folder only the Digital Team can access as currently anyone can edit those templates.

The following needs to completed as a first step:

• A List of all templates in Notify used by the platform and where they are located

Document our infrastructure

Document and ensure no vital things are tied to personal accounts

e.g. domains, github, sentry

Who is admin for what?

Make this public?

To create a web page (wordpress site) on the Targeted Outreach area using the attached document and to make sure a PDF version is available on the page

We need to provide a draft version of the excel spreadsheet for review.

Note: There are live exercises on JARS so the data could change between the draft export and when JARS has been shut down.

Could we come up with a definite list of all the software and apps we use, and who the owner (or equivalent) is. Andrew Isaac should always be the owner and if we can add more than one, then we add Matt Howley too .

We had an issue with Sentry where the admin was a leaver from 2 years ago that couldn't be removed/updated and resulted in us loosing access because our payment card expired

Document our release history

You should have a disaster recovery plan in place to reduce the impact on the
availability of the platform in a variety of circumstances. A service interrupting
event can be caused by the release of a bug or some kind of outage on the Google
Cloud infrastructure. Firstly we would recommend that you have daily backups of
your Firestore data.

It is important to ensure that this data is stored in a different region to that of your
Firebase project, this gives you additional protection against any network
interruption. The optimum approach here would be to have a combination of daily
backups, and backups that are run each time a new release is pushed. Both of these
can be configured as Github Actions.

One additional consideration is that if an interruption to service is due to an
infrastructure issue such as a Google Cloud region being down you may want to
create a copy of the platform on a separate region, and in the event of a disaster
your backups can be restored to this alternate region.

Recommendation.

Create backups of your Firestore configuration and datastore, these can be easily
further backed up to cloud storage.

Document our roadmap

Write a query to return the following data:

    candidate name
    exercise name
    exercise id/ref
    application ref
    date

Existing JARS interface can be found here: https://jars.judicialappointments.gov.uk

The JARS source files and database dump are stored on google drive

Document guiding principles & rules

To do

• Update google sheets we are going to use for testing
• Include a couple of examplar suites in the google sheets
• Document our manual testing plan in the documentation repo

Note
We use the following google sheets:
Admin: https://docs.google.com/spreadsheets/d/1BAyEPjLIOQcVFfSCRTsBzDL-lKeQscuFkTAWLJelcvU/edit#gid=0
Apply: https://docs.google.com/spreadsheets/d/1ui5XkroLH1UHUgahLuaVrFLQr6afIuAXo1r9cQZRgeE/edit#gid=0
Assessments: https://docs.google.com/spreadsheets/d/155ATAY-f0UOntsbmsy4ngX6KlA2EEcxuh3o9FAaY3KU/edit#gid=0

Hi Matt,

As you might recall from our conversation last week we need some revised content uploaded to the JAC website to take into account the revised approach for the scoring of qualifying tests.

Having now agreed the wording, it is apparent it will need to be incorporated into the current content, rather than being a straight addition to what is already there.

The attached document is therefore a revision of the entire page, and that content as a whole should replace the text already on the https://judicialappointments.gov.uk/guidance-on-the-application-process-2/qualifying-tests webpage.

• Replace page in link above with the content in the attached

documenthttps://app.zenhub.com/files/261473485/9cb634ab-32bb-4b68-ac0f-bc067361ff68/download

Website with new QT weighting information will need to be updated. Charlotte Evans has the copies being updated.

We need to outline the approach for automating the transfer of handover data to the Judicial Office.

The results of this ticket will update epic admin#1167 as well as provide documentation

Currently on Slack when an issue is raised Tom or Andrew has to manually acknowledge it and often write stock replies asking for further information

Slack has an API where an automated message can be integrated into the channel. Can this be explored and the following message put on the "Change Requests" and "Urgent Issues" Channels

JAC Digital Team

Thank you for contacting the JAC Digital Team.

We are here to help you with any issues you may be having with our website, platform or applications. To ensure that we can provide you with the best possible assistance, please provide us with the following information:

- Links to the pages where the issue is present
- A description of the expected behavior
- Screenshots of the issue
- Whether the issue affects a candidate or an exercise
- The number of people affected by the issue

Urgent issues are those that affect 10 or more candidates and require a fix within 24 hours. If you are experiencing an urgent issue, please let us know as soon as possible.

If you are unable to provide the above information, or if your issue is not urgent, we may be unable to assist you.

The JAC Digital Team does not contact or speak directly to candidates.

Thank you for your understanding.

We should agree and document our policy around package health - e.g.

• We aim for 0 vulnerabilities on production dependencies (npm audit --production => 0)
• We aim for 0 high priority vulnerabilities in our dev dependencies (npm audit => 0 high priority)
• We check production dependencies for every new pull request
• We check dev dependencies manually

@jac-uk/jac-developers have assigned to you but can you co-ordinate with both @jac-uk/digital-suppliers so that we reach a consensus