Transition Plan Requirements

Project Title	Apigee Teams Feature Requirements
Target Release
Epic
Document Status	DRAFT
Document Owner
Document Sign-Off
Subject Matter Expert(s)
Technical Expert(s)

Background & Business Value

In order to use the Teams feature, we need to transfer the existing Functional Accounts into Team accounts. This transition will require coordination with all the development teams that have already created functional accounts. We will also need to development documentation for the switch over, along with redeveloping documentation on how to create and manage accounts.

Goals

Plan Transition Process
- Determine steps and control points
Develop Transition Documentation
Redevelop New User Documentation

Assumptions

Will use apigee_nonmint_company feature.

Out of Scope

Requirements

Title	User Story	Priority	Notes
Documentation - Create Team Account	As a Developer Portal User, I would like a How To Create a Team Account.	MUST HAVE	Add a new documentation page: Documentation > Developer > Creating Your Team Should include info on how to Manage a Team. Adding/Inviting Team Members Setting Others as Owners Contacting support@developer.ucsb.edu for troubleshooting This should information about why Teams are Great and our Policies around them. Shared Maintenance of Applications Applications belong to groups and not people Application Access Request forms will need to come from Groups/Teams/Departments and not individuals Potential Future Security Policy: We may not grant Prod access to individual / proof-of-concept accounts
Documentation - Create an Application with a Team	As a Developer Portal User, I would like a How to Create an Application	MUST HAVE	This might be a part of the above page: Documentation > Developer > Creating Your Team This should have information about how Applications are owned by Teams It should also include information on Data Access Reqeusts (currently, the Box Data Access Request Template). This might be a Documentation > Developer > Creating an Application page which focuses on both creating the application and Data Access Request Process.
Documentation - Update "New User" Docs	As a Developer Portal User, I would like a Quick Start Guide.	MUST HAVE	We should rework the "Getting Started" pages, especially Creating Your First App to talk briefly about the difference between Proof-of-Concept applications and Team applications. The Quick Start Guide shouldn't ask people to create a Team first; but instead should focus on creating a Proof-of-Concept app. But, the Team stuff should be mentioned. Any place where the Functional Accounts are mentioned should be updated with Team Account information instead. The FAQ page should have a new entry for "What happened to Functional Accounts?"
Documentation - Transition from Functional Account	As an existing Functional Account User, I would like a page which describes the process I am going to need to take in order to transfer my Functional Account and it's Applications over to a Team.	MUST HAVE	Add a new documentation page: Documentation > Teams > Transitioning from a Functional Account to a Team. Should be a timeline of When the API Team will contact Functional Account Owners What we will be asking for Team Names Coordinated time we can perform the migration What we expected to get back and in what timeframe What will happen when their Application is migrated to the new Team New API Keys will be generated for the new Application They will need to put the new keys in place within a reasonable time frame so we can close out the old API Keys Be sure to include how this is going to be soo much better than before and you will love it
Create Team Accounts	As a API Team member, I will need the ability to create Team accounts for the Functional Account Users. Since this will be confusing for them, we need to communicate the changeover process to them and be able to handle any stumbling blocks they might have with our own tool set.	MUST HAVE	Generate list of functional accounts and email group about creating company accounts. We will need to email this group with the same information that will be in Documentation - Transition from Functional Account. Will need to use @apibot commands for creating Teams. (Slack Commands to Manage Teams Requirements)
Move applications	As a API Team member, I will need the ability to create Applications associated with Team accounts. Since this will be confusing for them, we need to communicate the changeover process to them and be able to handle any stumbling blocks they might have with our own tool set.	MUST HAVE	This will most likely create new API Keys, so we will need to create the "duplicated applications" for them and give Functional Account Users enough time to update their application to use the new API Keys. Will need to use @apibot commands for creating Teams. (See Slack Commands to Manage Teams Requirements)
Drop Functional Accounts	AS a API Team member, I will need to remove unused Functional Accounts to clean out the system.	MUST HAVE	More of a reminder checklist item. This should be done as part of the Transition of each Team (see Documentation - Transition from Functional Account) Remove from system once no applications are associated with them

User Interaction, Design & Architecture

Examples and References

Potential Email to Functional Accounts

Hello <functional-email> Team!

We a happy to announce a new Teams feature at https://developer.ucsb.edu. This new feature will replace the need for Functional Accounts (link needed ... after the documentation is updated). Instead your individual email accounts will be able to be associated with Teams. And, your accounts can be a part of multiple teams, if you work with multiple groups on campus.

To make this change possible we would like your help in handling a change over. Below is an outline of how we would like to do this, with pieces we would like you to do in bold.

We are sending these emails to all Functional Accounts.
For each email sent we would like to get a response back that includes the Team name that you would like to replace the Functional Account with.
- We would like you to reply to this email with the new Team Name.
We would also like to know the list of people that will be on the new Team.
- The reply should also include the Team members Individual Email Accounts that are setup in https://developer.ucsb.edu.
  - For Team members that don't already have accounts at https://developer.ucsb.edu, please ask them to create individual accounts.
- The system requires an individual Team Owner. This is the person that always has the ability to Add/Remove Team members. They can also grant other Team members the ability to Add/Remove Team members.
We will use the information provided to create a new Team and add Members to it.
We will also Copy (not Move) all Applications associated with a Functional Account over to the new Team.
- The Copied Applications will have new API Keys
Once we have the Applications copied over, we will send a reply email back to you letting you know that the new Team is setup and you are ready to try it out (Yeah!!).
At this point, we would like you to try it out by logging into https://developer.ucsb.edu (using your Individual Account) and follow the guidance to find your Team application and it's new API Key. (link needed)
We would like for your Team to update your applications to use the new API Keys within about a month of the Copied Applications being created.
Once you've verified the new API Keys and updated your Applications to use them, please reply to the most recent email and let us know you are using the new API Keys (and you are no longer using the old API Keys).
Once we've received confirmation that the old API Keys are no longer being used, we will remove the old Functional Account.
That's It! Everything's transferred over and you can enjoy using Teams to manage your Applications!

Sample Response:

This is Awesome!

Team Name: Chemistry-IT

Members:

Name	Developer Portal User Email	Team Owner
Carrie-Ann Blanket	cblanket00@ucsb.edu	x
Ashish Singh	ashish.singh@chem.sa.ucsb.edu
Steven Maglio	steven.maglio@chem.sa.ucsb.edu

Current Email When a User is Added to a Team

Subject: You have been added to a new Company
From: "UCSB API Developer Portal" <noreply@developer.ucsb.edu>

Hello,

You have been added to a new company on https://dev.developer.ucsb.edu/.

To accept the invite to join this company please visit https://dev.developer.ucsb.edu/api_company/companies/list

You will need to create an account on this site to be able to accept the invitation.

Thanks,

UCSB API Developer Portal

Potential Email When a User is Added to a Team

Subject: UCSB Developer Portal: You have been added to Team <team-name>
From: "UCSB API Developer Portal" <noreply@developer.ucsb.edu>

Hello,

You have been added to a new team on the UCSB Developer Portal.

Team Name: <team-name>
Owner: <owner-name> <owner-email>

To accept this invitation please visit here.
(Please be aware, that you will need to create an account for <email-address> if you don't already have one (link needed).)

Joining a team will allow you to manage the applications which that team maintains. Including creating new applications and requesting new API access.

Thanks,

UCSB API Developer Portal

If you have any questions or thoughts please let us know at support@developer.ucsb.edu.

Thank You!

UCSB Campus API Gateway Team
support@developer.ucsb.edu

Questions

Below is a list of questions to be addressed as a result of this requirements document:

Question	Outcome	Decision Date