Enhancement: Centralize Badge Access for TPW

[maccallump]

As a TPW Employee I want enhance the existing Badge Access Management to include all TPW Facility access requests.

Related to a problem?

Centralize data for requesting facility access.

**Current Knack app that tracks badge access for Cameron Road facilities. Creating a standard process for facility access for all TPW locations with the requests captured in a centralized place. The process would be initiated by the supervisor, identifying badge and facility SPOC's and ensuring that the access has been provided.
Phase 2: New Employee Request Form to kickoff the badge request and facility access.

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Acceptance criteria

• [ ] TPW Facilities access criteria. ]
• [ ] [Expand the existing form to include requests for all TPW facilities]
• [ ] [Documentation that ensures that the access has been granted]

[dianamartin]

8/29 Meeting Notes

Participants: Gilda, Adan, Peggy, Diana

• Document created

Summary

• Adan will become SPOC for badge requests for all of TPW
  • Need a back up, Keyes C.?
• Adan will reach out to current POCs to learn what they're doing today
• Adan and I will get together to improve the Badge Access Request form
  • invite @ChristinaTremel

Current Badge Request Form

• Only for Cameron Road

Enhancements

• Type: Badge v. Hoteling
  • add "Hoteling" later once facility planning is more set
    • [ ] Hide Planned Office Day(s) until hoteling is enabled
• [x] Need to add other TPW locations
• [x] Add field "Requested Locations" (multiple choice)

[maccallump]

Meeting with Adan Sanchez 01/16/2024 to re-start process

[maccallump]

Notes from 01/16/2024 process meeting with Adan Sanchez:

• Request submitted and approved by supervisor
• Request goes to Adan (no current backup)
• Adan has contacts for each building/location

Requested information:

• [x] Employee ID - EID (New!)
• [x] Position Control Number - PCN (New!)
• Employee Name
• Supervisor
• Building/Location (drop down)

[dianamartin]

@ChristinaTremel FYI: Let's discuss this, Peggy has started to have discovery meetings with Adan, but we might need a follow-up to pull out more process workflows from him.

I had prototyped this a while back:

[ChristinaTremel]

Scheduled meeting with Adan, Peggy, and Diana on 1/25

[ChristinaTremel]

Notes 1/26

Badge access per location

• PDC, Ben White, and Cameron - Adan needs the badge ID
• Barton Oaks - People have to receive key fobs. If they are stationed out of Ben White, they fill out a form with Christine and the building gets them set up
• Kramer, Dalton, Townview, and St Elmo - Only BSD has the power to give badge access
• St Elmo - Send request to Austin Energy

Email Notifications:

• Set up an email notification to send to Employee and Supervisor when badge access status is Completed

Table on the Staff Forms page

• include status and add more details

Updates To Form submitted by Supervisor:

• Type of Request: New ID or Update ID
• If New ID:
  • Legal Name
  • Add Employee ID? (auto populates from Banner)
  • Employee Type:
    • Contractor
    • Temporary
  • Badge Request:
    • Lost Badge
    • Stolen Badge
    • New Employee Badge
  • If lost or stolen: Did you take your badge photo before August 2023?
    • If first badge is older than August 2023, they have to take a new photo
  • Current Work Location
  • Requested Location
• If Update ID:
  • Legal Name
  • Permanent, Contractor, Temp
  • Add Employee ID? (auto populates from Banner)
  • Current Work Location
  • Requested Location

Statuses

• Need badge ID: waiting for badge ID info from BSD
• Submitted: Submitted email to the proper location
• Completed: ID is printed and it's completed

Process:

• Fill out form
• Adan and back up should recieve email about request
• Adan or back up then sends email to:
  • New Badge: BSD
  • Ben White: Riverside gets emailed with badge ID
  • PDC: PDC badging gets emailed with badge ID
  • Cameron: Cameron badging gets emailed with Badge ID to Billy, team, and Diana
    • If New Badge: BSD emails saying that badge is ready and Adan updates status to Completed
    • If Update Badge: Location lets them know when badge access has been updates and Adan updates status to Completed

[dianamartin]

@stephaniemoorer @ChristinaTremel Maybe we can talk about this, we had a user submit a badge request an the only one configured was for the Cameron office. The user was just trying to get badging access for users at Dalton Lane.

I think it might be time to get this out the door some time.. I know with all the facility stuff it's hard but I believe we have all of Adan's processes mapped.