Analysis: ROW Permitting Review Process Attempt Types

[TracyLinder]

As part of our effort to create a single ROW review process that works across all ROW permit types, we need to identify the process attempt types we will use and what features each attempt should have.

• [ ] Identify any current features/attempt types that cannot be accomplished with our one process approach
• [ ] Identify each attempt name & it's purpose
• [ ] For each attempt, document any validations and kick-off procedures
• [ ] As part of this work, we'll need to identify the permit status workflow (internet pending, pending, awaiting update...) and incorporate that into the attempt procedures.

[TracyLinder]

Attempt types we need to further analyze:

• Expired
• All attempts on Valet/Street Vendor annual renewal processes
  • Annual renewal, update issue & expiry dates
• TURP - Event rescheduled
• Every attempt on the ROW Admin process

[TracyLinder]

Process Name: ROW Permit Review

Documentation of process attempts & their functions

Note: We don't need to capture when the review begins (w/ an attempt) because comments will be sent to the customer almost always on the same day as review begins.

Attempt Name: Information Request Purpose: Informing the customer that there are missing requirements

• Validations before attempts are saved:
  • Do not save attempt if there are no open/unresolved deficiencies
  • Throw an alert window if unpaid bills exist, or if unbilled fees exist
• Forward Actions:
  • Update folder status to 'Pending Customer Action'
  • Email the applicant the review deficiency report
  • Update the process status to 'Deficiencies'
  • (Keep the process open)
  • Assign the process to the user who saved the attempt

Attempt Name: Approved Purpose: Recording approved review and informing the customer

• Validations before attempts are saved:
  • Do not save attempt if there are open/unresolved deficiencies
  • Throw an alert window if unpaid bills exist, or if unbilled fees exist
  • Validate folder infos (permit specific; TBD)
  • Validate people info (permit specific; TBD)
• Forward Actions:
  • Insert fees (for certain permits; TBD)
  • Update folder status to 'Pending Permit', or, if there are unpaid bills 'Pending Payment'
  • Close the process
  • If there are no unpaid bills, send applicant email notification of approval
  • If there are unpaid bills, send applicant email notification of approval w/ the invoice attached
  • Assign the process to the user who saved the attempt

Attempt Name: Rejected Purpose: Recording reject review and informing the customer

• Validations before attempts are saved:
  • Throw an alert window if unpaid bills exist, or if unbilled fees exist
  • Do not save attempt if there are no open/unresolved deficiencies
• Forward Actions:
  • Update folder status to 'Rejected'
  • Close the process
  • Email the applicant the review deficiency report
  • Update the process status to 'Closed'
  • Assign the process to the user who saved the attempt

Attempt Name: Response Received Purpose: Informing staff that the customer has resubmitted missing requirements, and another review is needing to be done.

• Validations before attempts are saved:
  • None
• Forward Actions:
  • Updates folder status to 'Pending Staff Action'
  • Emails folder applicant a confirmation email
• Problem
  • Customer may need to submit multiple attachments. That means we can't remove the resubmittal attachment type from the portal view, and we may need to go the self-assign route for resubmittals.

[TracyLinder]

@vschandramouli the notes from our last meeting are complete. This one is yours now. Please schedule the next meeting for this, and start discussing a possible process specifically for renewals/extensions, and what those attempt types might be.

We still need to ask stakeholders about:

• The attempt type 'Event Rescheduled' on the TURP permit
• How the process 'ROW Admin' is being used

[TracyLinder]

Note to Self:

• We need to add to the forward actions that when the customer is emailed the review deficiency report, the system should also attach a copy of that report to the attachments tab. The attachments need to be viewable on portal by the applicant.

[vschandramouli]

The attempt type 'Event Rescheduled' on the TURP permit (part of the TURP Review Process) - Currently not being used. How the process 'ROW Admin' is being used - Not used on TURPs. Used in EX folders for extensions. Possibly also used to void or withdraw permits.