EPIC Move Underpass Cleanup Program from Sharepoint to KNACK OCE Portal

[atdservicebot]

Describe the problem.

We are currently using Microsoft Forms to capture our work for our Underpass Cleanup Contract with the Office of The City Engineer. In our work, the team has to multiple images for our posting of notices, and before and after images the day the cleanups are done. Currently, these images are housed in our OCE Sharepoint Document library. We have been notified that we are rapidly running out of date storage space & need to find a better solution.

Here are the links to the forms:

• Site Report
• Posting Report

Describe the solution you have in mind.

I think that making one form we could have on Knack could be beneficial. Ideally, I would like to be able to have a file that we can always go back to if needed for PIR info. I envision something where they can create a new location and they can put the address or location description, the date the notices were posted along with pictures, the date the cleanup was completed along with before & after pictures, and then the other data that we collect currently such as any incidents that occur, tonnage collected, etc.

How will we know that our solution is successful?

We will have a place where we can house unlimited photos, everything will be easily searchable, and we will be able to provide data and info for PIR requests quickly.

Users

Our team in the field supervising underpass cleanups. The data collected would also ideally be available to any employee in the City who needs to see it.

Sponsorship

Angela J

Which Strategic Direction 2023 “Mobility” indicators would this new application impact?

['None']

Which Austin Strategic Mobility Plan goals would this new application support?

['None']

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

We are currently using Microsoft forms.

Is there anything else we should know?

As soon as possible. We are running out of space on our SharePoint & we have to document this work that is being performed.

How have other divisions/departments/cities addressed similar challenges?

N/A

Requested By Robert F.

Request ID: DTS24-112850

[KaroEngstrom]

16123 started to document the SharePoint piece

[KaroEngstrom]

Karo notes

OCE Homeless Encampment tracking/documentation

• Currently putting in before and after pictures with separate Forms submittal to cover these; SharePoint space running out
• Ideally would not have separate submits but a record that can be created and then edited later, then submitted to allow single record to cover the entire process
• About 60 locations that are visited monthly, recurring
• Reporting a major piece of this; PIRs do come in asking about work completed ; by location and by timeframe
• Additional needs:
  • way to track medical or law enforcement incidents during these visits
  • way to track items distributed out

[dianamartin]

3/28/2024

Diana's Notes

OCE ROW, uploaded before and after photos in GIS. No one was looking at the photos.

• All of the clean ups
• Postings, putting up notices

Need to take photos of projects

• they take as many as they want and upload them

Got PIR request for photos, couldn't get them out

• Reach out to GIS team (Bryan T.)
• wasn't an efficient process to get photos out

Reports team sends out

• After action report for the day
• Friday, sent out - weekly and projected for the upcoming week

Current Process

Marking on paper and organize it

• Robert started them on MS Forms
• Upload that information and captures those images
• Images are aggregated in SharePoint

Current Issue/Problem

• No space in SharePoint
  • Move photos, retention?
  • Need to ask records retention
  • Need to take 15-20 photos BEFORE and AFTER
• One centralized location
• PIR: everything cleaned in the month of February
  • schedules and CMO reports sent and verified

Locations

• Majority of locations are repeatable
• Less than 60 locations - every month
  • supplemental locations
  • once a year locations

An easy way to

• What was clean up for the day
• Break it down by site (track the tonnage)
• water bottles and trash bags
• What's distributed?
• Track incidents
  • Medical & Arrests
  • why? activist - Case Number

Ideally, by location or by date

• re-edit the data record
• Before and After photos then collect the information and submit later
• edit two hours later

Shared Resources

• [x] Schedule - attached in Teams
• [x] CMO report

Infrastructures Management team

• (Rudy) he wanted to track Homeless Encampments in Maximo
• Lisa, was supporting the team administratively and she reached out to Adriana
  • Lisa creating work orders in Maximo

Adry was going to ask - How to set up the work orders in Maximo

• Large debris

Track the contractor and dates

• Contractors, not doing a good job of tracking - what sites they went to
• Invoiced by contractors, it's incorrect

Still up in the air with contractors

• schedule is tentative, monthly
• contractor charges based on the site
• supplemental pricing for supplemental
• 6th and 8th street
  • $2k

Posting locations that have actual debris

• Rudy is field checking, before contractor is mobilized

Contract Information

• restarted in September, goes in a year
• change requirements for them next September

SharePoint Concerns

• OCE Microsoft group is the owner
• we can increase the

How many people needed access to the solution?

• 10 people
• How do they enter it, they use their work issued phones?
• Mobile solution

Start Fresh

• use spreadsheets right now, so many different spreadsheets - tracking the finance
• incorporate the price to the location

Future Enhancements

• Date Cleaned
• Edit the record
• One listing
  • date photo posted
  • date cleaned
  • before/after
  • posting photos all in one spot

Work Around

• have a work around in GIS, solution isn't ideal
• no one is looking at the actual data

[TracyLinder]

EPIC Update

• DTS met today for an internal builder huddle #16726
• DTS will perform a spike on the need to bulk download inspection pictures #16728
• DTS will have a 2nd builder huddle on 4/29/24

[TracyLinder]

Epic Update

OCE will begin using The Underpass Cleanup mod this weekend. We will meet again on 6/24/24 to gather user feedback, identify in-scope updates, and work towards closing this epic.

[dianamartin]

10/15/2024

cc @KaroEngstrom

• Worked with the Underpass Cleanup team and on 8/2/2024, provided the Underpass Cleanup reports to the team.
• They began using the new OCE Knack Portal
• Still need to follow-up with Robert on 10/18 when he gets back to see if they need help deprecating anything in SharePoint that needed to migrate or deprecate if they haven't done it yet.

[KaroEngstrom]

Mon 10/21/24

• emailed Robert asking if they need to migrate and/or deprecate any of the SharePoint records for Underpass Clean-Up
• response: "Thank you for checking in. Everything is great right now. At some point I’d like to see if we can share some data in a dashboard on SharePoint, but no rush for that right now"