[Gitbook] Update Apps Walkthrough

[susannegov]

Google doc: https://docs.google.com/document/d/1n277cKoPm_8PBGMnnjZbAvQM4OkptgUJWv-pM4h7cik/edit#

Folder for videos (2.5 years oldish): videos

Videos

• [x] Signs and Markings App
• [x] Finance and Purchasing
• [x] Human Resources App
• [x] AMD Data Tracker Pt 1
• [x] AMD Data Tracker Pt 2
• [x] Parking Enterprise Reporting
• [x] Residential parking Permit Portal
• [ ] Transportation Development Services

[susannegov]

Notes

Going through the Google Doc to watch the videos.

Signs and Markings video (summer 2020)

Workflows are in G:\ATD\ATD_GIS\02_ENT_APPLICATIONS\app_Signs_and_Markings as PDFs Video

• My Work Orders (3:50)
  • The two tables for New Work Orders | Signs and New Work Orders | Markings
• New Work Orders (7:00)
  • What division the user is from will pull the requester group
  • Set regulation as yes/no
  • DIG TESS Number is system for who it goes to if signage poles get installed when drilled to the ground
  • User can put in task number
  • Location/Streets are from the GIS dataset
  • Street segments for GIS analyst to put in street segments
  • SCHOOL filed to prioritize work done
  • Location details to specify location
• Work Order Created (12:50)
  • Set to ON HOLD until Plans are attached > After Plans are attached set to NEEDS TO BE ISSUED (Conditional Rules on Builder)
  • SMD doesn't do work until plans are attached (except 311 CSR and Utility Cuts from SBO)
  • Plans must be the attachment Type and a PDF under 500MB to remove the ON HOLD status
  • If Regulation is "Yes", must also attach a REG. The REG is attachment type Regulation as a PDF.
  • Can put the Work Order ON HOLD or CANCEL
  • Can add Comments to communicate to the team
  • Location ability: Signs is from tablet GPS points Signs Technicians at SMD. Markings is Segment IDs from smb-gis
• Work Order NEED TO BE ISSUED status (21:20-22:01)
  • Issue: User (Supervisor role) will issue work to individual technician person
• Technician | ISSUED (23:50)
  • Can drop location points for Signs from a custom web map (created by dev team)
  • Add time with listed people, vehicles used, materials
  • Submit for Review when done. It gets removed from technician queue > goes to supervisor queue
  • Daily Operations Safety Assessments (DOSA) are located in the Jobs page: Check if Traffic Control Setup, PPE Equipment, and to note any hazards present and to discuss hazards
  • Supervisor looks at work order and then it is closed
• Markings | My Work Orders (33:20)
  • Show all jobs grouped by Status
  • Buttons to show by Workgroup type
• Markings | Create Job (37:10)
  • Able to issue all jobs
  • Can create jobs
  • Jobs are removed by cancelling jobs
  • Job details: Add times, specifications, materials
  • Markings specifications are what was done (crosswalk,words,stop bars) versus signs specifications is the asset itself
• Service Request (38:30)
  • 311 CSR system integration with Signs/Markings service request
  • Converts to a work order through this system
  • Can complete job > Can put work completed notes
  • Work Order is a separate record. the Work completed notes will show up in the service request system as well
• Service Request Backend Builder (50:30)
  • Service request table
  • activities
  • flex notes automatic that needs to be deleted every month
  • DOSA is related table
  • vehicles is choice field in time log
• Accounts (51:40)
  • Contact SMD for account creation
• Attachments (54:40)
  • Used to notify cancellation of attachments in case of plan configuration
• DOSA (56:20)
• Managing Hardware (56:46)
  • Manage tracking tablets and technology
  • Built-in for lost/broke/stolen tablets
  • Another reason is trading tablets with other people
• Add new materials (57:40)
• Delete records (58:00)
  • Used for deleting training records for any reason
• Add Specifications (59:00)
  • Add vehicle records
• Add Vehicles
• Work Schedule (59:35)
  • Transparency for requester to know when there work order will be completed
• Manage Schedule (1:00:35)
  • Only supervisors have access to this page
  • Can schedule date/time for jobs
• Reports (1:02:00)
  • Self service for performance measures
  • Project Reimbursements
  • Work history to lookup time for different work groups (for ROW/ROWPACT/AMANDA)
  • Reimbursements to tracking materials/labor/invoicing
• GIS QA (1:20:50)
  • Status as Yes/No field
  • Looks at specs/materials/attachments
  • Puts in street segment IDs

Street Banners Program (in Signs and Markings video) 1:08:25

• Over the street (wooden post) or Over the street (metal post)
• People request as long as not for profit/organization
• Lamppost reservations (1:10:00)
  • permit number
  • name of organization
  • status of banner
  • install/removal dates
  • design/payment/delivered/picked-up
• Link organization page (1:11:00)
  • AGOL map (district location)
• Invoice Page populated
• Availability Search (1:15:30)
  • Advanced search screen to query whether something is available

[susannegov]

Finance and Purchasing video (summer 2020)

Workflow is in G:\ATD\ATD_GIS\02_ENT_APPLICATIONS\app_Finance_and_Purchasing_System\workflow Video

• Admin and User for finance side (4:19)
• Staff turn in a purchase requests and supervisor is the approver
• On "Accounts" there is a field for "Approver" as yes/no
• Workflow (5:40)
• Before they can get access to the site, they have to go through training
  • Housed in SharePoint
• Quiz link (7:00)
  • Create account
  • After reviewing the slides they will do the quiz
  • After quiz submitted finance person would manage
  • Finance person will say will pass/fail with percentage.
  • Finance person needs to send the quiz link (not the user create the quiz)
  • If passed, edit account details and change user status from inactive to active
• Create Purchase Request (11:40)
  • My Purchase Requests - See status of purchase request
  • Workflow (12:25)
    • Goes to Reviewer/Approver role
    • Goes to Budget Review or a new person who reviews
    • depends on size of purchase request (larger purchase might go to director or assistant director)
    • Business Justification = who,what,when,where, and why purchase
    • Needed By
    • Purchase type
    • Contract Agreement (from COMPtroller office)
    • Vendor Contact Information
    • Advantage 3 link (AIMS search) to find vendor contact information that is certified
    • Office Location Code
    • Notes to purchasing
    • Add Items (15:55)
    • Inventory Item selection if Yes
    • If not inventory, it will put in commodity, quantity
    • Can inline edit the Items table
    • Approval level is dependent on unit cost of item
    • About Items button: Shows thresholds for approval level, object codes descriptions
  • Assign Reviewer (17:40)
    • Reviewer needs to be person different from person making PR request
    • Reviewer receives email to approval authority, your decision, and submit for budget review
    • If Submit for budget review is no, set to next reviewer
    • Once approved goes through processing
  • Budget Review (21:10)
    • Whoever approves it gets an email
    • It shows up a queue for different statuses in the back end
    • Select all custom option to associate line items to the invoice
    • They cannot delete an invoice because of associated items. They have to delete the line item first to delete the invoice or remove association with the line item
    • Knack Builder (31:40)
    • Purchase records = Parent record
    • received items (frontend) to invoice items (backend)
    • objects : object tables drop down
    • contracts: contracts table drop down
    • units: unit id for finance
    • vendor: list of vendors
    • miscellaneous_payments: reimbursements for things. for things not purchase requests
  • Removing items (36:50)
  • Copy Purchase Request (39:00)
    • Does not include: attachments, invoices
    • Includes: Purchase request item, information
    • Modal pop-up saying it will take some time
    • Can find it as the exact name but in "Not Submitted" status
  • Can copy line item as a custom thing (41:00)
  • PPE Inventory (44:00)
    • For hand sanitizer, masks, gloves
    • CTEC emergency response group doing a PR to see what was on-hand for the department
    • PPE Help (51:00) shown as instructions and step by step videos
  • Warehouse and Inventory (52:00)
    • Integrated with Arterial Management
    • Inventory and Warehouse function integrated with Arterial Management Data Tracker
    • Done because it is considered financial inventory and has a lot of high value items
    • Any inventory item goes to inventory table
  • Status (1:01:00)
    • New -needs item
    • Issued - Item was issued to somebody
    • Returned - Item returned
  • Transactions (1:21:00)
    • Restock of inventory item
    • Move from one warehouse location to another
    • Return Items
    • Purchase Request can be done on the warehouse side and connect to financial inventory side
    • Warehouse app account and financial app account are separate. Just because someone has access to the financial app does not necessarily mean they have access to the warehouse app

[susannegov]

Human Resources app

video

• Collecting Covid-19 time log (1:00)
  • Employee working in capacity support COVID efforts
  • Another way to aggregate information for FEMA
  • Populate name time log information
  • Has default times but may be changed in the system
  • Added equipment operated and hours
  • Log is stored in submitted table. Can edit record
  • Supervisor View (4:48)
  • Help guide on Covid Time Logs and Telework Request form
  • Review Time Logs. Filter to name
  • Click Review icon to show the time log was reviewed
• Telework Request Form (7:45)
  • Have week 1/ week 1
  • Any work schedule notes
  • Remote Computer access
  • Telework Equipment
  • Employee Acknowledgement
  • Supervisor signature
• HR view (17:38)
  • Cannot edit the record. Just a viewer
  • Can monitor which ones need supervisor requirements
  • Turned on a task that sends an automatic email to the supervisor for telework request
  • Can change the manager name
  • Print preview not available in Firefox but is available in Chrome
  • HR reports (part time/full time | facility | class)

[susannegov]

AMD Data Tracker In Depth (Pt 1)

video Note that a lot of design changes occurred since this recording

• TMC/MMC Service Request section (3:50)
  • Kimley Horn contracted for monitoring/dispatching service requests
  • These service requests are dispatched
  • Status: New , In Progress, Engineer Review, Signal Request Review
  • Have citizen information, flex notes
  • Activities log
• Assign Asset API (8:30)
  • View only available to system admin
  • Possible ability to reassign the asset on the front end
• Work Orders (10:00)
  • Open text field of Problem found and action taken (11:00)
  • Difficult to do reporting
  • No subtypes
  • Project to refactor work order
  • Connected to Inventory system (12:20)
  • Finance group to go over inventory process in work order
  • Can add Images
• Locations (14:00)
  • They have an x,y component for every application
  • Ties every work order to the location
  • One location intersection can have multiple assets

[susannegov]

AMD Data Tracker In Depth (Pt 2)

video Wondering if some is outdated (?)

• Asking to track new things (1:00)
  • Trying to get that information maintained
  • Importing spreadsheet data example
  • Has Pedestrian and Construction information
  • Signal details
• Work Order (3:30)
  • Assets connected to location to work order
  • Flashing beacons to various beacons
  • Pole attachments the transmission (TARA) - Group in CTM that deals in telecommunications
  • Using our asset map to find out what infrastructure is out there
  • Used smart sheets, AMANDA to track assets from other datasets
  • Mobile Signals - Given to signal technicians to give work orders from tablet
  • Work Orders were redone to create work order step 1 and schedule work as step 2
  • The mobile version has a page view for mobile users or classic view (same result but one might be easier)
• Button for My Work Orders if associated (11:00)
  • Details page
  • Add Data
  • Time Log
  • Follow-up Needed button that will generate a work order related to current work order
  • Can add inventory
  • Shows inventory items
    • Can cancel inventory to remove from request
• Work Order Signals (14:00)
  • Link to Damage Report button
  • See images and work completed fields
  • Problem reported and action taken
  • If empty will be hidden
• Link to Damage Report (16:30)
  • Linking to damage report in arterial management group
  • If somebody is in an intersection and takes out signal pole, APD report is created and to track that asset lost
  • APD Report? is Yes/No field if APD made report
  • Every damage report should be connected to a location ID
  • Can associate work order to damage report
  • Can edit cost and reimbursement of damage report. Can be sent to Legal
• Cameras (23:30)
  • Fields on the camera object are seen on the details page
• Construction Cost Estimate (26:00)
  • For when building/enhance a new signal
  • Add new record to the contract and detail
  • Parent is Construction Cost estimate -> Related Table of Contracts -> Child Record is Cost estimate items from the related records of contracts
  • Add Cost Estimate Item
  • Add City Items
  • Import of construction items (old version)

[susannegov]

Parking Enterprise Reporting Portal

video

• Dispatch tracking (0:50)
• Reporting page
• Parking Citation Numbers - Used for performance measures (?)
• Update per the month to pull the report
• Update the violation category or description
• Officer Citation Tracking
• Dispatch tracking is (what happened that day)
• SharePoint (from dispatch call)
• Browser issues (45:00) no internet explorer

[susannegov]

Residential Parking Permit

Continuation of video at 55:00

• Applicant inputs information, day passes, and required documents
• There is the Apply page that redirects to child page (required doc) -> review page
• If no attachment, it skips required documents and skips to input
• If no decal input, it will take them to a different review page in the back end. (it expedites not having to input some information
• If they forgot to add attachment, it redirects to review document page.
• Three instances of the same page to address these scenario for the applicant
• Make a record to close it
• If someone turns in a paper form and it would be processed in a "Not submitted" status
• If customer submits form it would be set to "Needs Review" status
• Backlog Permit Application - Created internally to check records and manually issue records
• When RPP is all imported the Backlog Permit Application table is not needed
• Customers record (1:15:00) Used to remove people who are duplicated in the system
• Can Edit Apps to associate to permit
• To delete permit application need to remove customer person first to allow deletion on the front-end
• "Reviewed and Approved - Pending Payment" status where the email gets sent to user
• If adding a person for cashier, (1:20:00) can click on payment button and how they paid (permit mailed out or pick up in office to user