stephaniemoorer
commented
2 weeks ago 8/27/24
Discovery Meeting Notes:
Attendees: Stephanie, Diana, Karo, Andrei, Karla, Reynaldo, Natalie, Gilda
https://miro.com/app/board/uXjVKl8pOJs=/
With the merging of departments there are now more Divisions and more RCA's. The current process is time consuming, lacks accountability and tracking.
Current Process Highlights (diagramed in Miro board link above)
- Project Manager will submit a RCA to the RCA Coordinator (Gilda P.) using a template (screen shot in Miro)
- Template contains the RCA info and posting language - what they want council to do
- There are many different types of RCA's but they all use the same template
- RCA requires internal approval from PM, Division Manager, Associate Director, Director
- If there is a dollar amount in the RCA it needs internal Finance approval
- The Director must be aware of all RCA's
- Must have sign off from all internal approval levels.
- RCA Coordinator (Gilda) uses the Pink Slip (attached in Miro board) to track who has approved the RCA
- The Pink Slip also track notes that may be important for the Director to be aware of. ex: community involvement concerns, is the item controversial...
- RCA's are very time sensitive (yearly council meeting and RCA deadlines attached in Miro board)
- Different stages of the RCA has a deadline
- Once we have internal approval the RCA template (word doc) is copy/paste into the Legistar Agenda System. Only the RCA coordinator enters into Legistar. (Legistar screen shot in Miro)
- Legistar has a tracking log
- RCA should be in Legistar 6 weeks before council date
- Legistar creates a tracking #
- Further external (Law Dept, Central Finance...) approvals are done within Legistar
- RCA Coordinator is receiving notifications from Legistar
- At any time the RCA could require changes. When changes are needed the RCA is sent back to TPW (Gilda). ex. when the RCA was submitted the dollar amount was 15k now the dollar amount has increased to 18k. New RCA dollar amount would need to be approved within Legistar by Budget Office.
- When RCA is correct and has all internal (TPW) and external approval (Law, Budget, FSD, City Manager...) it goes to the Agenda Office to be posted as a Agenda item for Council Meeting
Solution Requirements:
- focus is on the workflow that happens internally before RCA is entered into Legistar
- Ability to add attachments
- Approval by different levels of management preferably via email and in sequence
- Status changes
- Easy approval process for upper management - limited to no need to access a new system
- Tracking Notifications - approvals, upcoming/past due deadlines
- Some are not a fan of Sharepoint as a solution
Objective
Problem description: TPW's current RCA approval system remains PDF-based and has been identified as an area that could use improvement. CDS has a more streamlined Sharepoint-based system in place for the RCAs; the request is to implement a system similar to the CDS system at TPW for approving RCAs (requests for Council action).
Participants
Agenda