Mentorship Matching Tool Creation Guidance for HRIT.pdf

Mentorship Matching Tool Creation Guidance for HUD’s OCHCO Human Resources Information Technology (HRIT) Division

Step 1: Define Requirements Clearly outline the requirements for the Mentorship Matching and Tracking app. Identify the key features, such as user registration, skill input, skill matching, and notifications. Mentorship Program Managers have been working diligently to solidify the Mentorship Application which provides these inputs.

Step 2: Create a Data Source Choose a Data Source: Decide where the best place to store data will be. Common choices are SharePoint, SQL Server, or Dataverse within Power Apps. We need to understand which will be the best place given the PII that this data will be comprised of.

Create a Data Table:

Set up a table to store user data, including information on their skills. Include columns for user details, skills, and any other relevant information. The Mentorship Application is the primary source to understand how to best create this data table. Does this become one continuous data source or do need to create separate tables for each start and stop period (cohort)?

Step 3: Design the Power App Open Power Apps:

Go to the Power Apps portal and create a new canvas app. Work with the Mentorship Program Managers to understand what the best graphical use interface (GUI) will be effective. Best way forward is to provide two options to start from and go from there.

Design User Interface:

Design screens for user registration, skill input, and skill matching. Use controls like text inputs, galleries, and labels. Work with the Mentorship Program Managers to understand what the best graphical use interface (GUI) will be effective. Best way forward is to provide two options to start from and go from there.

Connect to Data Source:

Connect the Mentorship Matching and Tracking app to the data source created in the previous steps. The Power Apps connectors can be used to establish this connection.

User Registration:

Create a registration screen where users can enter their details and skills. This can be a Tab created in the Mentorship Program SharePoint site.

Skill Input:

Allow users to input their skills. A form or individual input fields can be used based on the design.

Skill Matching:

Implement logic to match skills. This would involve comparing user skills with a database or using algorithms to find relevant matches.

Display Matches:

Design a screen to display matched skills to users. Use galleries or other controls to present the information. Work with the Mentorship Program Managers to develop the most effective screen display.

Consider providing two options to choose from.

Step 4: Implement Skill Matching Logic Use Formulas (primary option):

Leverage Power Apps formulas to implement the logic for the Mentorship matching. This might involve using functions like Filter or LookUp to find relevant records.

Custom Logic (alternative):

If the matching requirements turn out to be too complex, may need to write custom logic using Power Apps formula language. This might require a mid-level programmer to work this out.

Step 5: Set Up Notifications with Power Automate Create a Flow:

Open Power Automate and create a new flow.

Trigger:

Set up a trigger, such as "When a new record is added" in the data source.

Actions:

Define actions to be taken when a new record is added. This might include sending notifications to users about matched skills. This will include sending a notification to an applicant’s supervisor for approval.

Connect to Power App:

Connect the flow to the Power App to trigger it when needed.

Step 6: Testing Test the App:

Test the app thoroughly to ensure that user registration, skill input, and matching are working as expected. We can run a beta test with internal TDWP employees providing inputs by completing the application via this Mentorship Matching and Tracking Tool.

Test Power Automate:

Verify that the flow triggers correctly and notifications are sent appropriately. Keeping this testing Internal to TDWP will enable us to as relevant questions to “applicants” and their “supervisors” to see if notifications are going out.

Step 7: Deployment Publish the App:

Publish the app to make it available for users once testing and modifications are complete.

Share Permissions:

Configure permissions to ensure that only authorized users can access and use the app.

Configure Flow:

Ensure that the Power Automate flow is set up correctly and accessible to the necessary users.

Step 8: Monitor and Maintain

Monitor Usage:

Keep an eye on how users are interacting with the app and make improvements based on feedback.

Update as Needed:

Update the app and flow as your requirements evolve.