Add Land Development Engineering completeness check to SP, C, C8

[atdservicebot]

DSD-IT will be performing the development for this work as part of the McKinsey priority initiatives. INC0127714

Land Development Engineering is being added to the completeness check distribution on Site Plan and Subdivision cases (SP, C, C8)

• The completeness check distribution is a hard coded list vs an info-based list.
• It's still TBD if TPW or DSD will do this work.
• There are 2 components:
  • Create a new folder process 'CC Land Development Engineering Review'
  • Update the completeness check distribution workflows on SP, C8, and C folders to include CC Land Development Engineering Review'. This includes the comment document features as well.

Stakeholders:

• DSD SME: Zachary W.
• DSD IT: Joelyn, Madu, Jill
• TPW SME's: Kathy U., Boswell, Beth

• ---

Acceptance Criteria

Create New Folder Process:

• Description: CC Land Development Engineering Review
• Note this process should be identical to an existing folder process, code 51823 CC Site/Sub Plan Review
• Attempts: Complete, Incomplete, No Review Required

Update Completeness Check Workflows: The following updates need to be made in SP, C8 and C folders. The process/workflow should behave identically to an existing folder process, code 51823 CC Site/Sub Plan Review.

When Distribute CC reviews attempt is made in Completeness Check Distribution Process (51116), system needs to:

• Insert folder process `CC Land Development Engineering Review

  • Assigned user should be Land Development Engineering (existing)
  • Process start date should be set as date of insert
  • Process end date should be set to EITHER 9 days from start date (if this is the first time the process is inserting) OR 6 days if this process already exists on the folder (1st cycle is 9 days, subsequent cycles are 6 days.)
  • Process attempts should replicate the attempts 51823 CC Site/Sub Plan Review

• Insert Land Development Engineering Review Comments document on the folder document tab

  • If the document is generated/sent, the content of the document should be merged into the folder documents below when they are generated:
    • SP - Completeness Check Results Letter
      • Used for rejection
    • SP Completeness Check Certification
      • Used for approved
  • Note this is the same document used for formal review; the doc needs to know how to display the correct process name.

• ❓System should also insert Land Development Engineering Review Process when Update Received attempt is made in CC Update Process (This needs to verified to make sure that is where other review processes are inserted as well).

Existing workflow

• Entered attempt on Initial intake process creates Completeness Check Distribution Process (CCD). Distribute CC Reviews attempt is made in CCD which does not close the process, but inserts the review processes (this is where LDE Review will need to get inserted).

• If requirements not met during review period, incomplete attempt is made in CCD Process.

• This closes the process and creates CC Update Process.

• When application is received back, Update received attempt is made in CC update process. This opens a new CCD process, along with any review processes that were rejected in the initial cycle (Zach was not sure about this, need to validate in code). In this case, Distribute CC Reviews attempt is not made.

• If all requirements are met, complete without site visit attempt is made to close the process and add Submittal intake process in the folder.

• The first time the review process are inserted, they should have 9 business days as To End date. Any subsequent review processes need to have 6 business days.

• The entire application process needs to be completed in 45 days. Usually 3 is the amount of review cycles that are allowed. This is just FYI and not for our scope.

• Adjust Review Dates does not play into this review process. it is used in the next stage with multiple review processes changing end dates at once. Process info is used to update this.

• The Master comment report doc the review processes feed into is called CC Results Letter or CC Certification in AMANDA.

Questions

• Are we renaming Transportation Review User to Land Development Engineering Review User? Or are we creating a new user account? -- Land Development Engineeringis existing and we will use this.

Request ID: DTS24-112395

[TracyLinder]

We are meeting to scope this on 3/5/24

[TracyLinder]

Scoping Meeting 3/5/24

What review discipline is this for?

• Land Development Engineering

Which folders do we add the review to?

1. SP ✅
2. C8 ✅
3. C ✅
4. PR Not in scope

The workflow/triggers are the same for all folder types:

• Is there an existing folder process we can use for this? (Ideally a CC specific process)

  • CC Transportation Engineering Review (Might not be in use.)
  • We should confirm that we can/should use this process vs creating a new one

• What triggers the system to insert the CC review process?

  • The Entered attempt on Initial Intake process inserts process Completeness Check Distribution (CCD)
  • The Distribute CC Reviews attempt on CCD inserts the CC reviews and folder documents
    • Hard coded list of processes insert, not based on info tab values

• Due dates

  • For the first completeness check it is 9 business days
  • For subsequent completeness checks it is 6 business days we need to confirm this

• Who to assign

  • A team specifically for CC
  • Option 1: Look to see if there already exists CC Transportation Engineering Review, and rename it
  • Option 2: Create new team group CC Land Development Engineering

• Documents

  • Each folder has 2 CC master comment documents for each folder type
  • The system should insert a CC Land Development Engineering document when the process inserts
  • They system should include the CC Land Development Engineering document content in the appropriate master comment document.
  • Option 1: Look to see if there already exists CC Transportation Engineering Review doc, and rename it
  • Option 2: Create document CC Land Development Engineering

---

Notes

• Zach: Has TPW discussed this with the respective process owners like Keith?
  • Yes, and we will loop them in again
• Patrick is being assigned to the Land Development Engineering process
• zach has a ticked number from when this was recently updated by DSD
• Which DSD group is involved and who is the SPOC?
  • Joydeep is the DV over both, Chris Yanez, Christine Barton Holmes.

[TracyLinder]

Hi Everyone, the notes I took today are below. Please note this is draft criteria and your feedback is welcome. Next steps are as follows:

1. Vish will transform my notes into draft functional criteria that is used by the AMANDA developer
2. My team DTS-AMANDA will review this together on 3/13 to determine the effort, complexities and how we want to approach the build
3. My team will perform research on existing Transportation Engineering Review folder processes/documents before we decide if we will rename them or create new.
4. My team will update the functional criteria as we learn more
5. I will gather the relevant stakeholders from TPW and DSD to perform a final review of the criteria. I will ask for approval to move forward with development from all participants. DSD business owners and tech team all need to approve the development before we begin.

[TracyLinder]

I gave an FYI to the AOB today.

[TracyLinder]

We will assign the research portion of this request to @SubhaShroff .

[TracyLinder]

I am meeting with Subha and Vish on 3/25 to discuss next steps

[TracyLinder]

Subha research tasks

1. CC Transportation Engineering Review (51822)
2. Look for existing folder comment docs with "CC Transportation Engineering Review" in the title.

Questions to answer about process 51822:

1. How many times the folder process was inserted since 10/1/2020
2. How many folder processes exist with a started date
3. List of the folder processes inserted since 10/1/2020 with the following columns: FolderROWID, Folder type, ProcessRSN, Assigned to, Started, Ended

Questions about the comment docs:

1. Do any exist? Gather names and codes
2. For each doc we find, how many times has it been generated since 10/1/2020?

[TracyLinder]

Data on reusing existing process/folder docs:

• The process seems to be in use and we can't find existing folder docs. We will create our own vs using existing. FYI @vschandramouli

[TracyLinder]

Next Steps

1. DTS-AMANDA meeting internally on 4/11 to clean up AC
2. Tracy to request DSD-IT approval to do the work
3. DTS-AMANDA go on-deck by 4/22
4. Ideally UAT the week of 5/6
5. Fix UAT bugs as needed & re-test (2 weeks)
6. Get DSD-IT & LDE approval to move to PROD (quickest week of 5/13, more likely the next week)

[vschandramouli]

Updated AC and outstanding questions. Ready for discussion for meeting on 4/11

[TracyLinder]

Notes from DTS-AMANDA Sync

Tracy, Vish, Subha, Ulfath

• We need to learn the workflow for when CC is approved/complete. Vish will work with Zach at DSD to learn.
• Goal is to finish AC to be reviewed at next week's Sprint planning on 4/17.

Questions for Zach:

• What attempts are being used to close Completeness Check Distribution (51116)
• Complete without Site Visit what does it do
• Confirm due-date logic for iterative cycles
  • 1st cycle: 9 days, 2+ cycle: 6 days
• What does the process 'Adjust Review Dates' do and why do they use it?
• Is there a cap on the number of review cycles allowed?

[TracyLinder]

[TracyLinder]

DTS-AMANDA Refinement 4/16

• Vish has been delayed by Zach W's schedule. I sent him a teams chat to clarify his schedule. This may delay the timeline I'd written above. TBD

[TracyLinder]

Teams chat to LDE team:

Hi Team, I want to let you know we’ve encountered an obstacle with request 15636 (adding LDE to completeness checks) that will likely extend the timeline by a week. We have a couple of outstanding questions about the CC process for DSD’s SPOC (Zach) however he appears to be out of the office until next week.

[TracyLinder]

Vish is meeting with Zach tomorrow to get answers to our outstanding questions.

[vschandramouli]

Notes from Zach during scoping meeting :

• Entered attempt on Initial intake process creates Completeness Check Distribution Process (CCD). Distribute CC Reviews attempt is made in CCD which does not close the process, but inserts the review processes (this is where LDE Review will need to get inserted).

• If requirements not met during review period, incomplete attempt is made in CCD Process.

• This closes the process and creates CC Update Process.

• When application is received back, Update received attempt is made in CC update process. This opens a new CCD process, along with any review processes that were rejected in the initial cycle (Zach was not sure about this, need to validate in code). In this case, Distribute CC Reviews attempt is not made.

• If all requirements are met, complete without site visit attempt is made to close the process and add Submittal intake process in the folder.

• The first time the review process are inserted, they should have 9 business days as To End date. Any subsequent review processes need to have 6 business days.

• The entire application process needs to be completed in 45 days. Usually 3 is the amount of review cycles that are allowed. This is just FYI and not for our scope.

• Adjust Review Dates does not play into this review process. it is used in the next stage with multiple review processes changing end dates at once. Process info is used to update this.

• The Master comment report doc the review processes feed into is called CC Results Letter or CC Certification in AMANDA.

[TracyLinder]

Update - DSD Will do this work!

We met today with DSD-IT and Zach W. to discuss the requirements for this enhancement. DSD-IT has correct documentation and I asked them to do this work, as they will already be updating the same objects/code for the other completeness check updates they are doing. Jesse will loop in Kathy, Beth, and Boz for UAT.