TDS Portal Enhancement: Allow SIF customers to provide updated attachments after submittal

[atdservicebot]

New features to allow SIF customers to provide updated attachments after submittal without using Outlook.

TDS Reviewer Portal

• Access Code Feature
  • Add the access code info to Case Details
  • Resend code button on Case Details
  • Resend code system email
  • Use SIF naming convention for the access code
• New Attachments Object/Table
  • Columns: File Name, Created/Upload Date, View file link, Remove/Delete
  • Add new attachment button
• Keep the current SIF Worksheet field on Case Details. Be sure the system email with the file link still works. Will the same link work if the attachment is overwritten/replaced?

Customer Portal

• New 'Manage My Case' page for SIF Cases
• Button to add attachments
• Ability to view & download the completed (current) version of the SIF Worksheet
• Content/messaging updates (screenshots captured with details)
  • Before you start, 2nd point.
  • Attachments page

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DTS Request Form Submittal:

What application are you using?

Transportation Development Services (TDS)

Describe the problem.

Would like to discuss the addition of 2 things:

1. Be able for customers to upload Street Impact Fee "Offset Agreement", which would be a sub-process for the existing SIF functionality within KNACK.
2. Be able to upload supporting documentation for a SIF calculation.

Describe the outcome you'd like to see when this feature is implemented.

We will have the ability to intake requests and applications in KNACK, instead of only via email, which is the current system.

Describe any workarounds you currently have in place or alternative solutions you've considered.

We currently have customers email us supporting documentation, instead of uploading with their street impact fee application on KNACK.

Is there anything else we should know?

Dependent on availability.

Requested By Nathan A.

Request ID: DTS23-108375

[TracyLinder]

This looks like it will be mostly adding new attachment types. Q: Will the user workflow need to change at all?

[TracyLinder]

Refinement 10/25/23

• Building this will require updates to the final approval email to the customer that links them to the SIF attachment. Otherwise it will break.
• Will the customer need to be able to see the additional docs, or still just the current SIF worksheet? If yes, we'll need to build out a user view for the entire case where the user can access all of the docs.
• We likely need to build an attachments object.

[TracyLinder]

Meeting scheduled for 11/1 with Nathan and Matiur to clarify questions and solidify the final state.

[TracyLinder]

Discovery Notes

• Nathan, Matiur, Tracy, Chrispin on 11/1/23

Misc Notes:

• Customers only need to see the attachment they are currently seeing - so the current email functionality will still work.
• Ultimate goal: Get all the expected attachments submitted via the portal vs outlook.
• KNACK does accept ZIP files; we tested successfully.
• TDS doesn't need to keep track of the attachment types individually

Features Needed:

• Customers need the ability to upload new attachments during the review, when the case already exists. Requires Access Code Feature
• Reviewers need the ability to manage multiple attachments internally
• Q: Do users want to overwrite existing attachments when a new one is submitted? --- No, they want to see all attachments regardless of versioning.
• Reviewers need to identify which SIF Worksheet is the completed (approved) version.

Build Details

TDS Reviewer Portal

• Access Code Feature
  • Add the access code info to Case Details
  • Resend code button on Case Details
  • Resend code system email
  • Use SIF naming convention for the access code
• New Attachments Object/Table
  • Columns: File Name, Created/Upload Date, View file link, Remove/Delete
  • Add new attachment button
• Keep the current SIF Worksheet field on Case Details. Be sure the system email with the file link still works. Will the same link work if the attachment is overwritten/replaced?

Customer Portal

• New 'Manage My Case' page for SIF Cases
• Button to add attachments
• Ability to view & download the completed (current) version of the SIF Worksheet
• • Update Before You Start on SIF Services (Customer Portal)
• Update attachments upload page
• Content/messaging updates (screenshots captured with details)
  • Before you start, 2nd point.
  • Attachments page

[TracyLinder]

• My notes are complete.
• I updated the issue description with the build criteria/notes.
• I added this to apps refinement for next week 11/8.

[TracyLinder]

Conversation during TDS Review on 11/7/23

• Nathan asked if we could go ahead and implement multiple uploads on the initial application - Chrispin said yes.
• Nathan said staff can keep rejecting the "case" until the customer submits a correct one, as an interim approach before iterative review cycles.

[TracyLinder]

Update

• 14583 created for the multiple attachments at submittal piece of this work.

• I need to update the criteria of this issue to remove this piece.

[TracyLinder]

Apps Refinement 4/10

• Chrispin didn't attend so I scheduled a meeting for this Friday, 4/12.

Update: Chrispin declined the meeting and asked to discuss it during sprint planning.

[TracyLinder]

Apps Planning 4/17

• Chrispin isn't sure we should go with the approach in the current criteria (upding the SIF mod) and suggested we might move the program to the TIA model.
• I created spike #16873 and put it on deck.

[TracyLinder]

Update provided by @ChrispinP:Reached out to Nathan & Matiur, asking: Is it still the case that y'all would like review cycles for SIF so customer can re-submit documents? And if so, do y'all still want to keep SIF data separate from Transportation Study/TIA data?

The TDS team conferred and responded that SIF resubmittals are not needed at this time and that instead, there may be a stronger case for TIA Determinations to have iterative review cycles so they can track customer time for them.

Therefore, we do not need to build iterative review cycles for SIF worksheets at this time and that the multiple attachments enhancement has been a successful improvement for customers.

[TracyLinder]

TDS Prioritization Conversation 5/7/24

• Determination worksheet needs iterative process, SIF doesn't for now