TWE: Template Issue: Research: Interview Transcription: Set Up

[bradyse]

Overview

We need to create a template issue for TWE: Research: Interview Transcription: Set Up so that we have a consistent, transparent, defined and self-supporting structure for people creating them.

Action Items

Customize this issue

• Customize this issue by adding the Name of Issue Template.
  • Note: An issue template's name is different from the issue title created from the template.
  • Search for TWE: Research: Interview Transcripts: Clean up and De-identify by using the browser search (Mac: ⌘+F; PC: Ctrl+F)
  • Replace the keyword string (including text and the brackets) below with the name of your issue template according to the template naming convention: TWE: Role: Direct object: Action verb
    • The role is the primary owner of the issue template (e.g., Research, Design, Product)
    • Direct object should be the item that we're updating or working on (e.g., Wiki, Interviews, Roadmap)
    • Action verb should be the main descriptor of the action items (e.g., Update, Create, Transcribe)

Customize the issue settings (located in right sidebar)

Change the issue settings to ensure the issue is properly categorized and easy to manage.

• Under Assignees, assign yourself.
• Under Projects, choose gear, choose Repository, and choose TWE Project Management.
• Add the milestone: Project Management
• Add a feature label specific to what the template is related to, if available. If not clear what you should use, ask product.

Customize template draft

Create a draft of new template, which will be known as our "draft".

• Copy resource 1.01 Content to copy for draft to a new comment on this issue.
• In your draft, fill out the top part (called front matter) with the following information. See resource 1.02 Front Matter Resources section below for definitions and examples.
  • Name
  • About
  • Title
  • Labels
• Define any Dependencies (or remove the dependency section if there is no dependency)
• Customize the Overview section
• Fill out the Action Items section (in your draft) by defining the steps that are required to be done, keeping the following in mind:
  • The person working on this issue might be new to the org, so the issue should be able to be worked on without any prior knowledge
  • If the person needs to add links, or put documents in specific locations, the place where they can do that action must be linked in the resources section
    • The links in the resources section provided by the issue creator should be in the same order as the Action Items
    • Refer to resource 1.03 Example Action Items for Finding Wiki Page and Template for an example of how to write clear instructions that avoid compound steps (steps within a step).
  • Number each resource in the order each resource appears in the Action Items
    • Group resources into numbers and decimals (e.g., Resource 1.01, Resource 2.01)
    • Group the resources based on whether they are available when making the issues or they need to be created from this issue
      • If the resource is available, then group it under the Resources for creating this issue section (e.g., Resource 1.01, Resource 1.02, Resource 1.03)
      • If the resource will be delivered or created from this issue, then group it under the Resource links gathered during the making of this issue section (e.g., Resource 2.01, Resource 2.02, Resource 2.03)
• If documents or folders (sheets, docs, presentations, dashboard, etc.) will be created, find the document template that should be used by checking resource 1.04 WIKI Templates by role pages.
  • If there is a template
    • Add a link to the template into the #### Resources for creating this issue section of your draft
  • If there is no template yet
    • Put a placeholder into the #### Resources for creating this issue section of the draft [TWE: Template Issue: [Role]: [Replace ACTION VERB][Replace DIRECT OBJECT]
• Get sign-off by Product on the draft

If this is for a template draft that needs testing at a later stage, please use the following handoff steps:

• Add feature: template creation (step 1) to this issue
• Once the template draft is finished, assign a team member or yourself to create testing issues
• Once the testings issues are completed, get sign-off by Product on the template draft
• Create or update the template issue on the repo
• Add the link to the new issue template once created to resource 2.01. Find by clicking on the Get started button to the right of the new template listed on new issue page
• Update the appropriate place in the wiki for your template (see resources section)

Resources/Instructions

Resources for creating this issue

• 1.01 Content to copy for draft

Draft of template issue for `[Replace NAME OF ISSUE TEMPLATE]`
---
**name:** TWE: Template Issue: [Replace ROLE]: [Replace ACTION VERB][Replace DIRECT OBJECT]
**about:** This issue helps you structure your template issue to be consistent with our other template issues in [Replace DIRECT OBJECT]
** title:** TWE: [Replace ROLE]: [Replace DIRECT OBJECT]: [Replace ACTION VERB]
**labels:** 'feature: board / google drive / tools, feature: missing, milestone: missing, role: missing, size: missing', 'Participant Type: missing', 'complexity: missing'
**assignees:**

---
#### Instructions for creating this issue
The person who creates this issue should use these links to add links to the resources section and customize this issue
- Customize the issue
    - [ ] Copy and paste entire template text in this issue into text editor (ie., "TextEdit" on _Mac_, "Wordpad" on _PC_)
    - Use Find/Replace (**Mac:** ⌘+F or **PC**: Ctrl+F) to search for and replace the keyword strings (including text and the brackets) below with the appropriate values 
    - [ ] Search for `[Replace`
    - [ ] Replace with whatever the keyword or information is asking for.
- Customize the issue settings (located in right sidebar)
    - [ ] Under Labels, add labels for any labels identified as missing
    - [ ] Remove the corresponding missing labels
    - [ ] Under Projects, choose gear, choose "Repository," and choose TWE: Project Board.
    - [ ] Add the milestone: [Replace MILESTONE]
    - [ ] Add a feature label specific to what the template is related to, if available. If not clear what you should use, ask product.
- Customize dependencies 
    - [ ] If no dependencies, delete dependency section
    - [ ] If dependencies, add the dependencies (any issue or reason that would prevent the action items from being completed)
- Remove this section.
    - [ ] Delete this section when all the checkboxes above are complete (i.e., the issue assignee will never see this part)

### Dependencies

### Overview
We need to [Replace ACTION VERB] [Replace DIRECT OBJECT] for [Replace REASON].

### Action Items
A STEP BY STEP LIST OF ALL THE TASK ITEMS THAT YOU CAN THINK OF NOW EXAMPLES INCLUDE: Research, reporting, coding, etc.

### Resources
#### Resources for creating this issue
- 1.01
- 1.02

#### Resources gathered during the completion of this issue
- 2.01
- 2.02

• 1.02 Front Matter Resources

  Front Matter Fields and Meaning

  • name: (name that appear on the new issue tab)
  • about: (is the description that appears next to the issue template on the new issue tab)
  • title: (the title that appears when the issue is created. User then customizes this title for their issue)
    • Use the naming convention: TWE: Role: Direct object: Action verb
    • If more than one word should go into the direct object spot, use multiple square brackets with the keyword (see example below)
  • labels: (choose the labels that will be the same each time, and choose missing labels for the ones that depend on content)
  • assignees:
  Front Matter Field Example

  • name: 'TWE: Template Issue: Research: Create Roadmap'
  • about: This issue helps you structure your template issue to be consistent with our other template issues in roadmap
  • title: 'TWE: Research: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF RESEARCH METHOD]: Roadmap : Create'
  • labels: 'feature: research', 'feature: roadmap', 'milestone: missing', 'role: UI/UX research', 'Participant Type: missing', 'Research 000: missing', 'complexity: missing'
  • 'size: 0.50pt'
  • assignees: ''

• 1.03 Example Action Items for Finding Wiki Page and Template

  Example Action Items

  ### Action Items
  - Customize wiki page
       - [ ] Go to link 1.01 Internship Wiki, Join the team page
       - [ ] Find wiki page for this issue by looking at role pages.
       - [ ] Copy the link for the wiki page.
       - [ ] Add the link to Resource 2.01
          - [ ] Add the name of the link in square brackets
          - [ ] Add the URL in parenthesis without a space between the square bracket and parenthesis
  - Customize document template.
      - [ ] Go to link 1.02 Design Process Overview
      - [ ] Find document template that should be used in this issue.
      - [ ] Copy the link for the template.
      - [ ] Add the link to Resource 2.02
          - [ ] Add the name of the link in square brackets
          - [ ] Add the URL in parenthesis without a space between the square bracket and parenthesis
  

  Example Resource Lists

  ### Resources for creating this issue
  - 1.01. [Internship Wiki, Join the team page](https://github.com/hackforla/internship/wiki/Joining-the-Team)
  - 1.02. [Design Process Overview](https://github.com/hackforla/internship/wiki/Design-Process-Overview)
  
  ### Resource links gathered during the making of this issue
  - 2.01. [Wiki page for [Replace TYPE OF ROLE]]
  - 2.02. [TWE: Template: [Replace NAME OF TEMPLATE]]
  

• 1.04 WIKI Templates by role pages

  • TWE: WIKI: UX Research Guides Templates
  • Design
  • Product
  • [Business Analyst / Data Science]
  • [Software Engineer]
  • [Marketing]
  • default document templates, in case you don't have one yet, can be found on the Design Process Overview page

Resources gathered during the completion of this issue

• 2.01 TWE: Research: Interview Transcription: Set Up

[bradyse]

@pandanista

When you get to the step where you copy the draft template into a new comment, edit the template with the following issue in mind:

• TWE: RP001: Interview Recordings: Transcribe #324

To write instructions on how to change the replace plan number, see the following issue (note where it says RP[Replace 000]:

• TWE: Create Template Issue: Research: Interviews: Make Issues #321 (comment)

For the first action items in the top comment, add user testing notes to the issue below:

• Create a template structure for new issue templates #311

For an example, of a resource referenced on the UI/UX CoP, see this wiki page:

• UI/UX CoP: How to Conduct a Peer Review

[pandanista]

• This template needs to be revised
  • Need to add a section to illustrate how to "Set up two spreadsheets to track stakeholders being mentioned in the interviews other than the interviewee and interviewer themselves in the De-identified Transcripts folder (Resources # 2.06) and PII drive"
  • Will refer to this comment and two spreadsheets in this comment for the revision
• A question on the last steps in this template:
  • Should we have the assignee create new issues for de-identifying the transcripts once they are done with this issue since it will be the next step? Or should we have UXR lead create the new issues for de-identifying the transcripts?

[pandanista]

The template has been updated, and will be tested by team members when we need to transcribe more interview sessions.

[pandanista]

@sunannie27 @KC-skc @ExperimentsInHonesty

• The testing issue has been created. See issue Research: Test: Issue Template: Set Up the Transcription Phase of User Interview #628.
• This template draft issue has to stay in review column because the template draft above needs to be revised based on feedback on the testing once testing starts.
  • If moving to icebox column, it won't allow constant revisions on the template draft.
• This template will need org rep to subscribe to Otter.ai or a different transcription software because we need to transcribe IS22's intern intake and exit interviews.

[ExperimentsInHonesty]

Break this into two issues

The parts before and after this bullet
Rename Uploaded Recording Video Files If Needed

The reason for this change is that it would allow us to create the folder structure and tracking spreadsheet at any time after the research plan is approved and the transcription could then be done separately, on an interview by interview basis, if needed.

Sometimes we do a group of interviews at the same time (e.g., intake)
Other times we schedule interviews conducted by only a few researchers, over a longer period of time.

[pandanista]

This set up template has been updated by removing the renaming recording files, transcribing the recordings, and updating the recording and transcript tracking sheet sections. However, I decided to keep the Set Up A Folder for De-identified Transcripts in the RP[Replace 000] folder, Update the Wiki Page, and Review and Hand-off sections in this template as they are necessary steps to the set-up phase of the transcription.

The transcribe template can be found in #631.

• Again, we will test this template and incorporate more changes if needed. This template is step 1 and step 2(b);
• Testing issue has been created in Research: Test: Issue Template: Set Up the Transcription Phase of User Interview #628 , which is Step 2a;
• Tester will create a test, which is Step 3.
  • Tester has completed the test in TWE: IS22: RP012: Intern Exit Interview Transcription: Set Up  #633, and didn't run into any issues.

[pandanista]

• We need to review this set up template after the transcribing template gets tested because we might need to update the set up template by adding the renaming files section back.
  • Research: Test: Issue Template: Transcribe User Interview Recordings: TurboScribe #632
  • Research: Test: Issue Template: Transcribe User Interview Recordings: Otter #634
• Renaming recording files is important to identify which recording needs to be transcribed during the transcribing stage. Might be easier to set up transcribing issues when the renaming is done during the set-up phase.
• Need to check in with the tester on their preferences on the workflow.

[KC-skc]

moved to in progress column because you are both the assignee and the person to follow-up on question above.

[pandanista]

• The template draft has been tested and revised
• The template has been deployed, so time to close this issue. See issue template below:
  • TWE: Research: Interview Transcription: Set Up