UC Folder Resubmittal Features EPIC

[TracyLinder]

Utility Coordination reviews are iterative; users need better features for managing resubmittals.

Identified as high priority during UC prioritization on 6/8/23

• [ ] Update redistribution features on BO #12631
• [ ] Allow customers to use portal to initiate resubmittals #13366

[TracyLinder]

Scoping Mtg Scheduled

6/20/23

[TracyLinder]

Scoping Mtg Notes

• [x] We need a high-level overview of the UC process as it relates to resubmittals.
• [x] We need to understand the current state of AMANDA UC
• [ ] Identify the gaps

Hi-level overview of UC resubmittals: Opening a new review cylce for anyone who rejected Who do the resubmittals go to for distribution?

• It depends on the subtype validations, some need to go back to everyone and sometimes just to those who rejected in the previous review cycle.
• Currently the case manager makes the decision as to how/who it re-distributes to. If it goes to all they use "Complete" attempt on the Initial Distribution process, if not the case manager manually inserts each review process. 😫
• Possible Solution: Create a process attempt/info so the user can identify if it should go to everyone or just the rejected reviewers.

Resubmittal Requirements:

• Updated plan set: they can attach it via ABC portal, then they submit via SmartSheet to notify the case manager.
  • What are the valid folder status'?
• If any project info changes, the applicant lets case manager know and it is updated manually.
• Then the case manager updates the UC number.
• Does it go back on the agenda?
• Then uses Adjust Review dates process and saves resubmittal attempt. Only using this to update the folder status to In Review. The system then updates the due date for the open review processes.

Correct way: Permit Case Manager Review process. Reject it. Manually write in the rejected reviewers. Manually copy paste something... Status updates to Awaiting Update (Should it be Awaiting Customer Update?)

[TracyLinder]

UC Folder Processes

Adjust Review Dates

• Update the folder status to In Review
• Update the To End dates on all open review processes (based on the process info date)

Permit Completeness Check

• Keeps track of the design stage.
• It was supposed to change something on the info tabs for the data workbook. Not sure if this is working as intended.
• Sends an automated email to the customer.
• Changes the folder status to pending (maybe)

Initial Distribution

• Needed to keep track of the 1st distribution (per Pepper)
• Tracy said the data of the 1st distribution can be captured in better ways than a specific folder process.
• Using to redistribute to all reviewers again.
• Updates folder status to In Review

Permit Case Manager Review

• Using to close the 1st distribution cycle.
• Using to record the permit approval date.
• Only inserts once during the life of the folder.
• On rejection, to close all open review processes.

Web Acceptance

Application Review

[TracyLinder]

Immediate need to automate redistribution processes.

Update Initial Distribution Process:

• [ ] Rename process to Distribution
• [ ] Update Process Attempts
• [ ] Hide/remove Complete attempt

Process Attempts:

1. Initial Distribution - Goes to all w/ yes on info and all the franchise reviewers
2. Initial Distribution No Franchise: Goes to all w/ yes on info tab, no franchise reviewers
3. Redistribute All - Same as Initial Distribution
4. Redistribute No Franchise - Same as Initial Distribution No Franchise
5. Redistribute Rejected - Distributes only to previously rejected review processes. (For Initial distribution No Franchise and Redistribute No Franchise: Needs Validation on work type or Sub and if validated it goes to the city reviewers/disciplines done in AMANDA)

• All process attempts should update the folder status to In Review
• Processes should not show up on anyone's task list
• Keep the process status in Open
• To Start date = today's date
• To End date
  • For initial distribution, it should be the same value as the AULCC meeting date
  • For redistribution, the end date should equal the folder info redistribution date

How does process get closed? - However the review completion happens, it should close this process. (Kyle is researching)

Existing:

• (hide) Complete: Inserts review processes for everyone on the info tab, using the info tab dates, and all franchises.

New process info:

• Redistribution End Date

[TracyLinder]

We got the email content today; I will clean it up and put it in a doc for Subha.