COORDINATE Implementation Project Meeting Notes

[TracyLinder]

All notes from the weekly project meetings to be saved here.

[TracyLinder]

1/2/2024 - 1st Meeting

• Tracy & Dennis did a prelim overview of ROW Coordination and permitting but will want to speak to coordinators/staff directly to gather all key information.
• Tracy asked for Zach to be added to the project meetings.
• Dennis scheduled discovery time with Paloma and Special Events.
• Tracy added all of the discovery contact emails to the googlemeets thread.
• To-do: Setup discovery call for upcoming weeks. Not large group - individual SME discovery instead for deep-dives into processes.
  • R: TPW Project Delivery (headed by Amica) task: Ask Amica who
  • GIS Team: Zach
  • Special Events: On the team already (Michael, Jess)
  • Permitting: Paloma to begin. At some point bring in the staff doing the work.
  • AULCC - Greg P.
  • Utility Coordinator: Izzy
  • Traffic Control Plan Review: Darren U. and Samson N.

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Ryan's Notes:

Good morning, here are my notes from today’s meeting:

• Other departments/people to talk to? Project Delivery Division (Amica Bose), Capital Delivery Services (Octavio Garza?), Street & Bridge (Reiner Hershaw), (UC/CPO/Misc. – per Lewis, Greg Pepper), Special Events (Michael Suda), Permitting (Paloma Amayo-Ryan), Traffic Control Review (Darren Ujano) to begin with
• Need to speak to GIS team to talk about structure, how data is managed – Zachary Berry
• Discovery meetings set up with Paloma and Michael Suda
• Coordinate/Tracy will reach out to others to set up rest of meetings

[TracyLinder]

1/16/24

• Discoveries done to-date: Utility Coordination and traffic plans, permitting, special events. Will meet with permitting again to learn about coordination. Will meet with Pepper about CIP things. Will meet with Amica about project delivery.
• UAT Environment is set up
• Login will be SSO
• Showed us the demo user accounts
• Who has test accounts and how do they get access? -- See the email from Dennis sent 1/12/24. Connection info is there. You will likely be kicked off if another user logs in with the same credentials, just FYI.
• They will need center line data from our GEO team. Zach can help with this.
• Next steps: 3 more discovery calls to do: permit coordination, project delivery, capital services. Then SADA will draft personas then review with project team.

[TracyLinder]

1/30/24

• Personas not quite ready; next week is the goal.
• Moving towards integration and implementation planning. Will need GIS resource.
• We need to discuss what data we want to integrate with for the 1st release
  • TXDOT
  • Everything ROWPACT is showing (probably)
• Tracy will coordinate a meeting with CTM-ROWPACT
• Tracy will find out who our SSO contact will be

[TracyLinder]

Phase 2 Planning Conversation 1/30/24

Tracy, Darren, John B., Kyle, Ryan

Q: ...

• Everything implementation is included in the contracted implementation cost. There won't be another.
• Only features we ask them to build for us would we pay extra for. All upgrades are included without cost.

[TracyLinder]

2/20/24

• Tracy asked Zack to let her know when this project starts taking up more than 2 hours of his week and encouraged him to create GH issues for tasks. He confirmed he is already creating issues and connecting them to this epic.
• The parking group is excited to see this software and add their parking data to the mix. (Joseph A.)
• Persona Reviews still need to happen. This is soon to be a blocker with progressing in the project.
• We are reviewing the configuration spreadsheet. Everything other than TCP will be an AMANDA field.
  • We'll need to build a KNACK data pull for this.