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Section 2 | Design: Host Intake Profile - Registration Form (aka Application Form)

Open londondkim opened this issue 1 year ago • 7 comments

Dependency

  • Awaiting completion of #906 & #907

🧩 Overview

  • This issue is for tracking design work related to #509. This project has been worked on prior to ticket creation. Work currently in progress with Figma linked to #456. We need to design a comprehensive Host Homes application form that captures all required host information for the Home Unite Us platform.

🧠 Context / Background

  • Currently, the Host Home Program operations are managed manually by coordinators using Google Sheets, Excel, Word, and other disparate tools, leading to inefficiencies, data inconsistencies, and increased administrative burden. The Home Unite Us application aims to streamline the operation of pairing at-risk, homeless youth with host families or individuals.
  • The Host application form is a critical component that replaces the current manual intake process. This form must capture comprehensive host information including housing details, background requirements, commitments, and personal information to facilitate proper matching with guests and ensure program safety standards.

🎯 Problem Statement

  • Hosts currently lack a streamlined, digital application process for the Host Home Program. The current manual process using disparate tools creates confusion, delays, and incomplete applications, impacting the ability to efficiently match hosts with guests and maintain program quality standards.

👤 Target User(s)

  • Primary Users: Potential Host Home applicants (Adults over 25, owning or renting homes with extra space, motivated by community support) Secondary Users: Host Home Program Coordinators who will review and process applications

🎯 Goals & Objectives

  • Goal: Create a comprehensive yet user-friendly digital application form that captures all required host information without overwhelming applicants
  • Business Objectives:
    • Replace manual Google Sheets/Word document process with digital workflow
    • Increase application completion rate and reduce abandonment
    • Reduce coordinator administrative time by 40%
    • Ensure all compliance and safety requirements are captured
  • User Objectives:
    • Complete application process efficiently with clear guidance
    • Understand requirements and commitments upfront
    • Track application progress and status
    • Easily provide required documentation and information
  • Expected Outcomes: Streamlined host onboarding process that maintains program quality while improving user experience
  • Business Goals: Automate manual workflows and improve operational efficiency
  • User Goals: Simplified application submission with clear requirements and progress tracking

✅ Success Criteria (Design-Specific)

*Validates that the design work itself is complete and meets quality standards (completed by PM) *

  • [ ] Addresses the core user problem
  • [ ] Addresses the core user problem of complex manual application process
  • [ ] Aligns with Home Unite Us product vision and accessibility guidelines
  • [ ] Meets accessibility standards (WCAG 2.1 AA)
  • [ ] Can be handed off to Engineering with clear assets and specs
  • [ ] Incorporates all required data fields and compliance requirements
  • [ ] Provides clear user flow from start to completions

📋 Functional Requirements (if applicable)

  • Required Data Capture Fields:
    • [ ] Date of Application (auto-captured on signature)
    • [ ] Personal Information: Name, Birth Date, Gender Identity, Contact Information
    • [ ] Housing Information: Address, Type, Insurance Details, Private Space Availability
    • [ ] Background Information: Employment History (5 years), References (2 minimum)
    • [ ] Lifestyle Information: Language abilities, Smoking/Drinking/Substance use
    • [ ] Host Preferences: Full-time vs. Respite hosting, Youth capacity, Pet policies
    • [ ] Commitment Acknowledgments: Training requirements, Monthly meetings, 3-6 month commitment
    • [ ] Safety Requirements: LiveScan background check process
    • [ ] Profile Creation: Host introduction for guest matching
  • Required Integrations:
    • [ ] Digital signature capability
    • [ ] Progress saving/resuming functionality
    • [ ] Application status tracking
    • [ ] Document upload capability (for insurance, references)
  • Compliance Requirements:
    • [ ] All host minimum requirements must be captured
    • [ ] Background check instructions and acknowledgment
    • [ ] Training commitment acknowledgments
    • [ ] Insurance verification fields

🧩 Functional Constraints

  • List any constraints or guidance from Product or Tech:
    • [ ] Must capture all fields specified in the Host Minimum Requirements document
    • [ ] Must integrate with existing digital signature workflow (confirmed with Tyler - Engineering)
    • [ ] Must include LiveScan background check instructions (reference: Page 7/28 12A example)
    • [ ] Mobile-first design approach for accessibility
    • [ ] Must accommodate multi-section form with progress saving
    • [ ] Form sections must align with dashboard organization (Section 1 commitments, etc.)
    • [ ] Must include file upload capability for insurance documentation
    • [ ] Application must conclude with legally binding signature and certification
  • Sectional Organization Requirements:
    • [ ] Section 1: Commitment-related fields (training, hosting duration, meetings, environment)
    • [ ] Dashboard Integration: Insurance verification, background check status
    • [ ] Profile Creation: Host introduction for guest matching process

🔁 Feedback Loops & Collaboration

*(completed by Design) *

  • [ ] Design kickoff meeting scheduled
  • [ ] Begin wireframes or discovery
    • Review Cycles: [e.g., Weekly syncs, async feedback]
    • Designer: Add screenshots of design and link to Figma page in comments
    • [ ] Iteration 1 - Add to Figma with explanation/comments
    • [ ] Iteration 2 - Add to Figma with explanation/comments
    • [ ] Final iteration - Add to Figma with explanation/comments

📋 Deliverables

  • [ ] User flows for complete application process
  • [ ] Wireframes for each form section and overall structure
  • [ ] High-fidelity mockups for all form pages and states
  • [ ] Interactive prototype for user testing (if needed)
  • [ ] Design specifications for Engineering handoff
  • [ ] Component specifications for form elements
  • [ ] Responsive design specifications (mobile/tablet/desktop)
  • [ ] Error state and validation designs
  • [ ] Progress indicator designs

⚠️ Known Risks or Open Questions

  • Design Direction Uncertainties:
    • How to balance comprehensive data collection with user experience (form length vs. completion rates)
    • Optimal sectioning strategy for long-form application
    • Integration approach with existing Figma work (#456)
  • Stakeholder Input Needed:
    • Final approval on LiveScan instruction integration approach
    • Confirmation of file upload requirements and supported formats
    • Review of legal language for signature and certification sections
    • Validation of sectional organization with coordinators
  • Technical Considerations:
    • Digital signature implementation approach (integration requirements)
    • Progress saving frequency and data persistence strategy
    • File upload size limits and security requirements
    • Application status communication method
  • Compliance & Legal Questions:
    • Final legal review of certification language
    • Insurance verification process requirements
    • Background check result integration workflow

📎 Resources & References

🔗 Related Issues

  • Research findings: [Link if applicable]
  • Technical constraints: [Link if applicable]

Action Items

  • Assign and Prep
    • [ ] Designer: Review User Story and self-assign
    • [ ] Designer: Conduct the necessary research (if applicable), clarify any questions
    • [ ] Designer: Work with PM and Design Lead to clarify any questions about the User Story
    • [ ] Designer: Designer work with Engineer team Lead to assign the appropriate size & complexity
    • [ ] Designer/Design Lead: determine if work should be split into multiple issues, if so, create issue(s) and link them in this issue (if applicable) or create as standalone.
  • [ ] Designer/Design Lead: determine and provide "start and end date" for Product to update.
  • [ ] Designer: Work with Design Lead to determine appropriate place/page to Draft Design in Figma
  • Draft and Review:
    • [ ] Designer: Draft Design
    • [ ] Designer: Change Issue Status to "For Review/Feedback Needed"
    • [ ] Designer: Add Label "Ready for: Design Peer Review"
    • [ ] Design 1st Level/Peer Review: Review and compare against Acceptance Criteria, provide feedback in comment section below, tag assignee.
    • [ ] Design 1st Level/Peer Reviewer: Change Issue Status to "Questions/Clarification" and add label "Ready for Dev Team"
    • [ ] Designer (Assignee): Change Issue Status to "In Progress"
    • [ ] Designer (Assignee): Review issue comment(s) and resolve accordingly
    • [ ] Repeat above steps until all Acceptance Criteria are accounted and comments are resolved
    • [ ] Design 1st Level/Peer Reviewer: Change Issue Status to "For Review/Feedback Needed" and add label "Ready for: Design Lead"
    • [ ] 2nd final/Design Lead: Review and compare against Acceptance Criteria, provide feedback (if any) in comment section below, add label "Ready for Design Team Member"
    • [ ] Repeat above steps until all Acceptance Criteria are accounted and comments are resolved
  • Let Product know that the design is ready for review
    • [ ] Designer: Change Issue Status to "For Review/Feedback Needed"
    • [ ] Designer: Add Label "Ready for: Product....Persona"
    • [ ] Designer: Tag the PM of the related User Story in a comment below and let them know that a draft is ready for review
    • [ ] Product: Review Design Screenshots and provide feedback
    • [ ] Repeat above steps until design is approved

🚀 Handoff Requirements

What needs to be completed before this moves to engineering?

  • [ ] Designer and Product: Review with Engineering for questions
  • [ ] Designer: Add link to Figma and Screenshots to a comment in the linked User Story
  • [ ] Design review and approval completed
  • [ ] Engineering handoff issue created
  • [ ] All design assets uploaded and documented

Overview

Details

This issue is for tracking design work related to [#509 ]. This project has been worked on prior to ticket creation. Work currently in progress with figma linked to #456

Host Minimum Requirements:

  • [x] **HOUSING: Host has an extra bedroom or private space in their home
  • [x] **HOUSING: Host provides Guest with access to a kitchen in which to prepare meals, store food and access to shared or private bathroom
  • [x] **HOUSING: Host preferably lives on the westside of Los Angeles or within reasonable distance to public transportation in order to support drop-in service participation at SPY required from youth Guests
  • [ ] **LIVESCAN: Host passes a LiveScan background clearance check - Here's an example of Live Scan in Application, Page 7/28 12A (Example of Live Scan Instruction within Application) - To be included in DASHBOARD?
  • [x] Host has homeowners/renters insurance
  • [x] Host has verifiable renters/homeowners insurance
  • [x] Host completes an application, interview and home inspection Could be addressed in dashboard
  • [ ] **COMMITMENT: Host attends a 3-hour SPY Volunteer Orientation and a 1-day Host Home Orientation Training - To be included in SECTION 1
  • [ ] **COMMITMENT: Host commits to hosting youth Guest for at least 3-6 months - To be included in SECTION 1
  • [ ] **COMMITMENT: Host commits to attending monthly meetings with SPY staff and other hosts - To be included in SECTION 1
  • [ ] **COMMITMENT: Host commits to providing a welcoming, safe, non-judgmental environment and to supporting the self-determined goals of youth Guest - To be included in SECTION 1

Action Items

##Application form asks for following data:

  • [x] Date of Application
    • [x] 2/18/25 Confirmed with Tyler (engineering) that date of signature is captured upon signing document
  • [x] Applicant's Name - To be included in SECTION 1
  • [x] Birth Date
  • [x] Gender Identity
  • [x] Information of other adults/children living in host's home w/ Name, relationship, date of birth
  • [x] Do any pets live with host?
    • [x] If yes, please specify which pets
  • [x] Contact information (cell phone, home phone, email address)
  • [x] What is the best way to contact you?
  • [x] Housing address (street address, city, state, zip code)
  • [x] Housing Type (check all that apply): owned, rented, single family house, multi-unit, mobile home, apartment
  • [x] Do you have homeowner's renters insurance? Yes or no
    • [x] If Yes, what is the name and policy # of your carrier
  • [x] Are you able to provide an extra/private space for youth? yes or no
  • [x] Tell us about your employment for past 5 years, starting with current job. (Place of employment, position, start date, end date)
  • [x] Passion/Interest/Hobbies: tell us about your passions, interests or hobbies
  • [x] Reference: List two personal references who have known you for at least 1 year. A SPY staff member will reach out to these individuals to learn more about you. (Name, relationship, phone number, email)
  • [x] Are you bilingual or multilingual? yes or no
    • [x] If Yes, what languages do you speak?
  • [x] DO you smoke?yes or no
    • [x] If yes, do you smoke in your home? yes or no
  • [x] Do you drink alcohol? yes or no
    • [x] If yes, do you have any concerns about your drinking? yes or no
      • [x] If yes, please explain why you're concerned:
  • [x] Do you use any other substance for example, prescriptions, etc.? yes or no
    • [x] If yes, do you have any concerns about substance abuse? yes or no
      • [x] If yes, please explain why you're concerned:
  • [x] Are you interested in serving as a Full Time Host (3-6 months) or a respite host (weekend or week long intervals)? Full time host, respite host
  • [x] How many youth are you able to host at one time?
  • [x] Are you willing to host a youth with a pet? yes or no
    • [x] If yes, are there any restrictions around the type of pet you can have in your home?
  • [x] Are you willing to host a parenting youth? Yes or no
  • [x] Are you willing to host youth who are in relationship with one another? yes or no
  • [x] Please describe any other additional characteristics you are hoping to find in a guest you house:
  • [x] Please share why you are interested in hosting a young person experiencing homelessness in your home:
  • [x] Please share any strengths, skills or experiences that you have that you believe will help make you a successful host:
  • [x] Please describe any challenges you foresee encountering in your role as Host:
  • [x] All potential Hosts will be asked to put together a profile of themselves, their family and their home. Youth accepted into the Host Homes program will have the opportunity to review each Host profile in order to decide with which Hosts they would like to meet in person and explore potentially being matched with. As a way of starting your Host profile, we ask that you take some time to write an introduction to yourself that you would feel excited to share with a potential Guest. Feel free to talk about your passions, your family, the values that hold together your home, or anything else that feels important to you.
  • [ ] Signature consigning: I heareby certify that the facts contained in the Host Homes Pilot Application are true and complete to the best of my knowledge
  • [ ] Applicant Signature
  • [ ] Applicant Signature Date

Designs:

  • [x] Review existing designs on Figma

  • [x] Edit existing designs as needed

  • [x] Designs are edited and ready for engineering. Link to the Figma: (share Figma link here when ready)

  • Engineering Handoff

    • [ ] Designer and Product: Review with Engineering for questions
    • [ ] Designer: Add link to Figma and Screenshots to a comment in the linked User Story

Resources/Instructions

Figma Google doc of Host application

londondkim avatar Feb 01 '25 00:02 londondkim