Meeting 8/7/19: Scoping the Development Review Workflow Project

[TracyLinder]

Objective

Scope the objective of this project, as submitted on ticket #430

Participants

Tracy Linder, Diana Martin, Joe Calabrese, Nathan Aubert, Sangeeta Jain

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• [x] Schedule meeting
• [x] Meet
• [x] Attach meeting notes to this issue
• [x] Create resulting issues

[TracyLinder]

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:

• Joe Calabrese -
• Nathan Aubert - North Area for TIA reviews
• Sangeeta Jain

Build a process
Development cases go to project manager

• Review period (ex. 30 days)
• Collecting comprehensive comments from ATD

Old process

• DSD handle a case – send to ATD contacts (ROW, Area Engineer, ATSD) all different people
• No coordination
• No tracking of this request
• Responses back DSD
• Communication was only in email, was very messy

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

3 project managers (N, C, S)

• Sangeeta – PM: decides on who needs input on the case review
• Other 2 PMs not hired yet

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?
4. • 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

• Reviewer Comment (required)
• Attachment After 4 days expires the request comment status

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

Review Request - Emails

• Automatic emails send to requester to review (Reference Finance and Purchasing email templates)
• Due Date on subject
• Link to Review page

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

• My Reviews (Sorted by Due Date :Oldest to Newest) (similar to Finance & Purchasing)
• Search by Comment by individual (Advanced Search page, similar to Work Order Search)
• Reassigned Reviewer – PM can reassign (3 people)

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

• TIA's are being tracking manually on spreadsheet

(Phase II)

Waiver Tracking

• Tracking waivers that have been approved by ATD
• Waiver Approval - Y/N

Process Description

• Send to Area Engineer
• Want to Track Waivers separately

Outside of standard

DUE DATE

• Sept 1: ASAP (Legislation changes, limiting number of day can review a Development Review Case
• October 1 – dead line

[TracyLinder]

My notes are here.