Project: AMD Project Intake Work Orders

atdservicebot commented 1 year ago

This new AMD Data Tracker feature allows Arterial Management to accept project requests from consultants and other divisions directly in their work order system, significantly streamlining a previously email-based process.

Background

Arterial Management is currently using an email resource account for project intake requests. They would like to streamline the project intake effort and be able to transparently track projects that AMD staff is working on, the durations of project, and transfer information to/from other applications like Moped.

The solution in mind is similar to Right of Way project intake portal and some elements of Development Services portal.

Scope & Deliverables

The scope of this project consists of:

Project intake request form to be used by COA partners, traffic signal designers, Travis County, and TxDOT.
Feature for each of the Arterial Management work groups to complete reviews of the requested project
Ability to create work orders for the various work groups within the project request
Ability to bring in information from Moped for scenarios where the project request originated in Moped

Desired Outcomes

All projects are recorded within a project intake work order and AMDs workload is well documented/easy to report on. Efficient allocation of resources and better customer service to internal and external customers. Increase accountability and improved communication with partner and external customers. Improved reporting for performance reports and budget/resources planning.

Crosswalk

AMD Moped Milestones Project Request Tracking Spreadsheet

Request ID: DTS23-108160

Request details

Requested by: Ivonne N
Executive sponsor: Brian C
Date: 7/12/2023

This Github issue represents a project of Transportation Public Work's Data & Technology Services team. Project status is documented regularly in the comments below.

ChristinaTremel commented 1 year ago

9/19 Notes

Could a form to generate Project Intake WO from Moped -> AMD Data Tracker

Who will use it?

TPW Partners (SRTS, ATSD)
Consultants (Current Process: reaches out to Scott saying they’ve been hired to design this signal and we need AMD to review)
- New developments
- Usually reviews ties somewhere in the development
- Context is probably within the DSD
- Is it DSD that reaches out or consultants?
- Do these project always go through TDS? Could we link this process?
Some stuff comes directly from TDS
Internal projects
- Bond projects
- Misc

What is needed to do reviews?

Who is submitting the request
Category of requester
- TPW
- Consultant
- TDS
- AMD
Case number from TDS
Way for people to upload CADD files for the signal design
- CADD file or PDF file?
When do you need this review back?
- Note a minimum timeline needed
Timeline of the signal

TPW partner projects:

Would like to bring some information in directly from Moped
- Moped Project ID
- Overall project description
- AMD scope
- Timeline of the project
- Timeline of the AMD task
- Funding
  - Need ability to add several FDUs and the funding can be complicated
- Requester
- Requesters Division

After submittal needs to go to:

Do an Initial Review
- Brian G to do Signal Timing Review
- Brian G might notice that it requires a signal head or something and will need to involve Scott
- Sometimes things can just be sent directly to the Inspector
Jorge to do cost estimate
- Maybe this can fix the cost estimate issues?
- Want to be able to add contingencies to specific aspects of the project
- Want the ability to make sure that several people ok the cost estimate
- Move the assignment to multiple people to check and confirm they’re okay with it
- Something visual
Cost Estimate goes back to who ever requested for approval
- Would be awesome if we could do the approval there as well
Financial Setup Checklist: DO, FDU, TK, eCapri
Next steps - overall we need to associate work orders to these high level projects

Next Meeting

Schedule follow up discussion with Ivonne and start looking at what Ivonne is tracking in Moped vs what should be tracked in the Project Intake

Other Notes

Timeline that exists in Moped works really well for Ivonne, but no one else is updating Moped and they can’t extract this information - find out if we can get this data exportable

Example wanting to export all projects that are 60% designs and currently can’t do it with the searching functionality in Moped now

ChristinaTremel commented 1 year ago

10/11 Project Intake Meeting Notes

Current spreadsheet for AMD Project Request Tracking

Category of work (requester)
- TPW
- Consultant
- TDS
- AMD
Created By (direct point of contact)
Group (who the created by works with)
Created Date
Project ID Info:
- If Moped project, moped project ID
- If TDS project, TDS case number (need to clarify with Brian the scope)
PM Portion
- Once info is all set up (TKs, DOs, Signature and send to Goldberg)
Milestone for PM
- Send Requester acknowledgement email when work order is submitted
  - Would like this to be automated when the work order is created
    - New installation - a couple of weeks
    - Smaller projects - as soon as we review data
- general timeline, DO, and expenses and the project is now in the implementation queue
Statuses
Type of Request (MOD, New Traffic Signs/PHB/Design Review, Flashing Beacon, etc)
Location field (not tied to an asset, Ivonne's team will add this information to the work ticket)
For some signal design reviews, there should be an expiration date for the approvals (if the signal hasn't been built in 3+ years)

ChristinaTremel commented 1 year ago

Schedule meeting to scope out project intake, contractor, and inspector work orders together because they will be connected.
- Invite: Brian, Ivonne, Erin, Scott, Jorge, Diana

ChristinaTremel commented 1 year ago

Will schedule a project evaluation with the Apps team and create a work flow in Miro prior to meeting so we can discuss together.

ChristinaTremel commented 2 months ago

We expect to be ready for a soft roll-out by the end of September.

The project intake feature begins as an external project request form that requesters can submit to Arterial Management (AMD). These requests move into a project request management page that AMD's project management team can use to navigate to the request details and complete a variety of tasks based on the type of request.

The project management team does the first assessment of the request and captures additional details missing from the request. Once they have an understanding of the scope of work, they identify the AMD work groups that need to complete project reviews and request reviews from the team leads. AMD staff have a personal project review page that they can submit and approve/not approve the project based on the information the requester provided.

Along with the project review component, the project management team has an activities module where they can track the status of the project at the level of detail required for their team. They are tracking activities such as: drafting and revising cost estimates, paying invoices, tracking scope changes, and other items.

The last component that AMD would like us to look into is the potential functionality of generating work orders for projects that require work to be completed from the operations, construction services, communication and signal engineering teams.

cityofaustin / atd-data-tech