Discuss potential enhancements to Damage Reports Module

[atdservicebot]

Meet to discuss the following AMD Data Tracker enhancements.

5/29/20 Meeting

• Attendees: Ivonne N., Andres Z., Diana, Amenity
• Recording

Request

Several enhancements to AMD Data Tracker Damage Reports:

• Ability to apply different indirect cost percentages based on the year of the work ticket.
• Upload PDFs
• Additional Status field options

Users

• AMD - Construction group
• Financial (possible reimbursement estimates)

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Requested by Ivonne N., AMD Request ID: DTS20-100715

[dianamartin]

@amenity I haven't reached out to Ivonne further to scope this, did you want to?

[johnclary]

@amenity this needs to be scoped. Moving to "needs scoping".

[amenity]

Meeting with Ivonne to discuss these on 5/29.

[dianamartin]

@amenity can i join y'all tomorrow? (Depending on what time it is)

[amenity]

Sure thing, @dianamartin - invite sent ✅

[dianamartin]

Diana's Notes

Damage Report enhancements

• Ivonne has a backlog of damage reports to finalize
• Andres to help with backlog

Enhancement 1: Update Indirect Cost - calculator has old indirect cost (related table?)

• Would like drop down, what fiscal year - indirect cost

• Indirect cost changes every fiscal year

• Right now it's calculated, she can just have an open text so she can enter if level of effort is difficult

• Completed ones, she doesn't want it to update calculations

• So they don't have to be overridden

Enhancement 2: Create multiple attachments (related table)

• Would like attachments to be added to damage reports instead of having a file path to network drive location
• Would like to save the Network Path
  • Ivonne makes a .pdf (4 pg), copy of Data Tracker ticket, 1 - APD Report, dollar amount, Calculates labor files (from MicroStrategies)
  • manually enter the labor
• APD Reports Section - attachment
• Inventory Material items

Enhancement 3: Make an Damage Report Invoice

• Create Invoice to send to APD

• Current Process

  • Opens Damage Report details
  • Click Print View - save as PDF
  • Data Tracker Ticket (Work Order details) - save as PDF
  • APD Report

• Damage Reports have a link to the Work Order

  • relate Work Order to Damage Report

Enhancement 4: Reformat Layout of Edit Form

STEP 1 - Create Damage Report

• APD INFORMATION (How many APD Reports? 15-20 tickets per month, 5-7 only have APD Reports)
  • APD Report - Y/N
  • Have a APD number
  • Upload an APD File (New field!)
  • At Fault Identified - only with APD Report
• INSURANCE INFORMATION
  • Insurance Info - Y/N
  • Should not be seen if no APD Report
• AMD Work Ticket
  • Work Ticket - Y/N
  • Task Order is added if Work Order Ticket is Y
  • Link Work Ticket here (suggestion)
  • Collisions/Knock down - that gets reported by APD
  • Task Order Report (backup labor report created manually - MicroStrategy)
  • Interdepartmental Charges (haven't used it in awhile, pay APD)
• ADMIN TRACKING INFORMATION

STEP 2 - Search Work Orders for Knockdowns

• Write down LOCATION ID
• Go to LOCATIONS to create damage reports
• Change the Incident Date
• Enters Status
• Enters Damage Type
• Created Damage ID The process is painstaking for a user!

Change: Need more statuses or new field that has Review

• Active - Compiling Information
• Admin Review change to (Ready to Review) - Scott's turn to review
• Review Completed - (New status!)

Field is populating date: Send to Legal Date - should be blank

• Date is already populated
• Should be blank

Field Contractor Invoice

• Why is there an N/A? Should we remove this?

Field Contractor Cost - Upload attachments for Contractor cost documents (.pdf)

• 1 document

Field Task Order

• There might be more than task order
• Follow up work - need to add more task orders

Update Damage Report table

• [x] Add Work Ticket Number
• [x] Add APD Report - Y/N

Friday Action Items

• [ ] Organize Damage Report Details
• [ ] Organize Edit Form (hiding fields that don't need to be shown)
• [ ] Indirect Cost research (calculation or open field)

[amenity]

Overview

Damage Reports are created so that

• ATD can recoup the cost of repairs
  • AMD creates an invoice for Legal
  • Legal files a claim with insurance company for reimbursement
• Scott has data for budgeting purposes — need more clarity on what/how he uses it
• Future state: Aggregated reporting to drive policy and resourcing, e.g.
  • What % of damages are eligible for reimbursement?
  • What % of reimbursements are realized?
  • How might we improve ROI on Damage Report processing

Improvements

Most captured in @dianamartin's notes👆

Top priority: Update indirect cost calculations

There's a really big backlog of damage reports that need to be finalized and indirect cost calculator uses a percentage for each fiscal year; now inaccurate b/c using a previous year's

• Drop-down to choose the FY reporting year
• Remove and make it a line item that can be manually
• Add field to supply percentage; this saves Ivonne the step of calculating that in Excel but retains

File attachment

• Right now pointing to the G Drive - request is for an additional option to upload one PDF
• If we add a file field, can we hide the path field from the edit form? Can keep data in backend for reference, but that might not be necessary since reports are clearly organized in G Drive, e.g. G:\ATD\Arterial Management\Programs\Signals\Knockdowns\FY2019\Q1_FY2019\2018-11-08 Burnet at Justin

Can we remove this field once we have the ability to create an invoice and upload an APD report?

AMD Work Ticket

Ideally, we would pull over the relevant fields directly from the work order instead of the entire WO, but this might not work since the Work Orders aren't being used completely/properly

View Damage Report Details view

• Mentioned hiding everything that is blank when not editing; need to see if this is helpful since it removes the ability to spot-check for missing data

[amenity]

• Example of what is stored in the G Drive: Arterial Management\Programs\Signals\Knockdowns\FY2019\Q1_FY2019\2018-11-08 Burnet at Justin
• APD report that gets sent to finance.