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Austin Transportation Data & Technology Services
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Customer Request: Development Review Workflow Management #430

Closed johnclary closed 5 years ago

johnclary commented 5 years ago

Description

This is the original request submitted by Nathan Aubert, for Transportation's Development Services Division project review platform.

Request

We need something like E-Builder to track and manage development projects which require comments from multiple divisions within ATD. Our project managers will need the ability to set time deadlines and to close review and comments after deadlines have passed. They will also need to be able to dictate which individual divisions are required for a different review and which just need an FYI.

Success measures

Our division will have a platform which allows us to gather comments from all of ATD on a given product and consolidate those into one set of AMANDA comments (Done outside of this platform). There will be as much automation as possible (reviewers will receive 10 days to review a specific project).

Describe any workarounds currently in place and/or alternative solutions you have considered.

E-Builder is currently in use by CPO but is cost-prohibitive. Comments are currently obtained via email which is clunky and unreliable.

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

DSD was ok just using email with a task list in AMANDA.

Users

Individuals from each ATD division

Stakeholders

Development Review Services Division

Executive sponsor

Upal Barua, Joe Calabrese, Nate Aubert

How would you rate the impact of this application?

Must have — ATD operations are not legal, safe, or functional without it.

Would this application affect any of the Strategic Direction 2023 “Mobility” indicators?

System efficiency and congestion

Would this application support any of the Austin Strategic Mobility Plan goals?

Commuter Delay – Reduce the amount of time workers spend traveling between home and work.

Travel Choice — Promote a balanced transportation network and the ability to make informed choices based on personal needs and preferences.

Health & Safety — Protect Austinites by lowering the risk of travel-related injury and promoting public health.

Economic Prosperity — Promote economic growth for individuals and the city through strategic investments in transportation networks that meet the needs of the 21st century.

If it is critical that this is delivered by a certain date, when and why?

ASAP

TracyLinder commented 5 years ago

@johnclary I'm really interested in this project and how it might (or should) intersect with AMANDA.

johnclary commented 5 years ago

@TracyLinder glad to hear it. I've included you on a Weds meeting to collect the details. Lmk if you can't make it; I'd like to reschedule if you can't be there.

dianamartin commented 5 years ago

Diana's Notes

Meeting to discuss needs for reviewing Site Plan/TIA cases with ATD Vision Team Members. Specifically, which products may be available for IT team to recommend/help create.

Team: multidisciplinary team
Attendees:

Build a process
Development cases go to project manager

Old process

Interim Process Development Review Case comes through AMANDA ATD gets it for "formal submission" for review

3 project managers (N, C, S)

Comments get internally distributed through a review request, go back to project manager PM reviews for conflicts, aggregate comments

Single coordinated response back in AMANDA Developer gets holistic review

7-8 Vision Team – will be the one to review
3 Lead Engineer (N, C, S)

  1. ATSD
  2. AMD
  3. SDD
  4. CAPMETRO - external entities
  5. URBAN TRAILS (PWD) - external entities
  6. VISION ZERO
  7. SMART MOBILITY
  8. CORRIDOR PLANNING OFFICE

Process started but it's via email right now

App Name: Transportation Development Services

Future Process
Create record entry (Development Review) for Case Review (30 days to do entire review)

Development Review

  1. SP # - ID the same as AMANDA
  2. Project Name
  3. Location/ Address - map insert?
    • Need Location fields (Like Signs and Markings
  5. Review number: 1-10 (unlimited)
  6. Case Status: OPEN, CLOSED
  7. Special Instructions/Notes
  8. Due Date
    • First Review - Due Date – automated date (3 days)
    • Second Review – Due Date
    • Three Reviews – Due Date
    • or make Due Date selectable by PM

Add new Review Request Form Review Request Check box – list of people and their specialty

  1. ATSD
  2. AMD
  3. SDD
  4. CAPMETRO - external entities
  5. URBAN TRAILS (PWD) - external entities
  6. VISION ZERO
  7. SMART MOBILITY
  8. CORRIDOR PLANNING OFFICE

Review Request FORM

Review Status - Choice list PENDING REVIEW REVIEW COMPLETE NO RESPONSE RECEIVED

Review Request - Emails

Review Requests TABLE

Review Cycle Comments Created By Review Status
1 Need bike lane Jane Doe Completed
1   Jack Doe Completed
1   Josh Doe No Response Received
2   Jane Doe Pending Review
2   Jack Doe Pending Review
2   Josh Doe Pending Review

Functionality

User Roles Admin: DTS staff PM – Supervisor: Can view comments, reassign review requests, submit review request Requester/Viewer: Can only view comments

(Phase II)

TIA Tracking

(Phase II)

Waiver Tracking

Process Description

Outside of standard

DUE DATE

dianamartin commented 5 years ago

Created blank app Transportation Development Services Tracker

johnclary commented 5 years ago

@dianamartin would you add this to the Data Inventory? https://atd.knack.com/dts#applications/new-application/

(Just did this for Signs & Markings).