Quarterly Inventory Account Validation

## Description

We need to complete the quarterly validation of Inventory.data.gov user accounts.

This task should be completed by the Program Management Office, specifically a government employee engineer or Product Owner.

One month before the end of each quarter, we need to send an email to all users who have more than "member only" / read-only access to Inventory.data.gov. The purpose is to validate that elevated access is still appropriate.

Users with organization roles can be found here:

https://inventory.data.gov/user/user-org-roles

Users will respond using the Touchpoints form "Inventory DataGov User Account Validation":

https://touchpoints.app.cloud.gov/admin/forms/9145dd7e

This is also the form new users use to request new Inventory.data.gov user accounts.

## Requested outcome

Validate Inventory.data.gov accounts for the quarter by contacting users with elevated access, tracking responses, and documenting or completing any required account changes.

## Responsible party

- Program Management Office
- Government employee engineer or Product Owner

## Relevant links

- Inventory.data.gov user organization roles: https://inventory.data.gov/user/user-org-roles
- Email draft: https://docs.google.com/document/d/17Zbe_nv9Y98pEM4DcJ-YHiQI1hY0dzQR3JGZUL5uQC0/edit?usp=sharing
- Response tracking spreadsheet: https://docs.google.com/spreadsheets/d/1YfN-mFQidbyHE63OvlBGZFsEuRjBi96vXAHqcdeUBeo/edit?usp=sharing
- Touchpoints form, "Inventory DataGov User Account Validation": https://touchpoints.app.cloud.gov/admin/forms/9145dd7e

## Timing

This should be started one month before the end of the quarter.

After the response due date, users with elevated access who have not responded should be converted to "member only" / read-only access.

Users should not be deleted unless their email bounces as undeliverable.

## Tasks

- [ ] Identify all Inventory.data.gov users with more than "member only" / read-only access.
- [ ] Review the list of users and roles here: https://inventory.data.gov/user/user-org-roles
- [ ] Prepare the quarterly account validation email using the approved draft: https://docs.google.com/document/d/17Zbe_nv9Y98pEM4DcJ-YHiQI1hY0dzQR3JGZUL5uQC0/edit?usp=sharing
- [ ] Confirm the email directs users to respond using the Touchpoints form: https://touchpoints.app.cloud.gov/admin/forms/9145dd7e
- [ ] Send the validation email to all users with elevated access.
- [ ] Track user responses from the Touchpoints form in the response tracking spreadsheet: https://docs.google.com/spreadsheets/d/1YfN-mFQidbyHE63OvlBGZFsEuRjBi96vXAHqcdeUBeo/edit?usp=sharing
- [ ] Follow up with users who do not respond by the required deadline.
- [ ] After the due date, convert non-responding users with elevated access to "member only" / read-only access.
- [ ] Do not delete users solely for not responding if they have valid email accounts.
- [ ] Delete users only if their email bounces as undeliverable.
- [ ] Identify any users whose access should be changed or removed based on responses or undeliverable emails.
- [ ] Coordinate required access changes with the appropriate system administrator or support process.
- [ ] Document completion of the quarterly account validation.

## Acceptance criteria

- [ ] All Inventory.data.gov users with more than "member only" / read-only access have been identified.
- [ ] The quarterly account validation email has been sent.
- [ ] The email directed users to respond using the Touchpoints form.
- [ ] Responses submitted through the Touchpoints form have been tracked in the designated spreadsheet.
- [ ] Non-responses have been followed up on, as needed.
- [ ] After the due date, non-responding users with elevated access have been converted to "member only" / read-only access.
- [ ] Users with valid email accounts have not been deleted solely for failing to respond.
- [ ] Users whose emails bounced as undeliverable have been reviewed for deletion.
- [ ] Any required access changes have been identified and documented.
- [ ] The quarterly validation process has been completed and recorded.

## Notes

This is a recurring quarterly account validation task.

The email should be sent one month before the quarter ends to allow enough time for users to respond and for any required account updates to be completed.

Users will respond using the Touchpoints form "Inventory DataGov User Account Validation": https://touchpoints.app.cloud.gov/admin/forms/9145dd7e

This is also the form new users use to request new Inventory.data.gov user accounts.

Users should not be deleted solely because they did not respond. If a user has a valid email account but does not respond, convert the account to "member only" / read-only access after the due date. This avoids the known difficulty of re-adding a user whose account was previously deleted when the user may have simply missed or forgotten to respond.

Only delete users when their email bounces as undeliverable.