Project: TCP Case Management Upgrade

[TracyLinder]

We're upgrading the TCP Review module to provide staff and customers with tools to manage intake, review, and approval of traffic control plans.

Background

When a traffic control plan is required an applicant must submit a plan to Right of Way Management for review. TCP review is partially managed across three platforms: AMANDA, Outlook, and the ROW Portal. Using Outlook as a case management tool for TCP review can lead to many negative outcomes including decreased customer service, loss of data integrity, double data entry, and missed deadlines.

We intend to upgrade the current TCP Review mod on the The ROW Portal to provide end-to-end case management features for the entire TCP review workflow (other than those we are required to use AMANDA for).

Scope & Deliverables

Features we are considering to achieve end-to-end case management features include:

• A public facing web portal to allow customers to submit plans for intake and resubmittals.
• Implementation of advanced iterative review management features, as seen in the TIA Mod.
• Creation of a new workflow to manage completeness check
• Features to track fee and Cost of Service Data

Desired Outcomes

Desired Outcome	Deliverables
Remove Outlook as a workflow solutions as much as possible.	- Analyze current use of Outlook and determine what can be replaced by ROW Portal features. - Documentation of the workflow
Reduce the amount of data entry performed by staff.	- Use workflow documentation to identify opportunites to eliminate data entry.
Improve case data integrity between systems.	ROW Portal and AMANDA data/cases can be mapped to eachother.
Customers can independently find information about their TCP review without engaging staff.	The customer can use the public ROW Portal to access their TCP case and review the details.
Staff no longer has to manually create TCP cases.
Customers can independently submit a revised TCP for review.	The customer portal allows customers to initiate a resubmittal, upload required documents, and submit for review.
Automate communications where possible.	The system will send automated emails to customers and staff to aid in the workflow.

Resources

• Miro Board
• SharePoint document folder

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This Github issue represents a project of Austin Transportation and Public Work's [Data & Technology Services](https://austinmobility.io/) team. Project status is documented regularly in the comments below.

[TracyLinder]

Next step - schedule kickoff

[TracyLinder]

Update

After the project kickoff in November 2022, the ECM project became a higher priority and this project became delayed. This will be picked back up by DTS's new Product Manager in May 2023.

[TracyLinder]

Update

We are unable to start this project as anticipated due to lack of PM resource. DTS's new Case Management Product Manager position is vacant; we plan to assign this project to the new PM after hiring and onboarding.

[TracyLinder]

Update

This project remains On Deck pending a DTS Product Manager resource.

[HomerArizpe]

Facilitated 4 Requirements Elicitation sessions. Requirements were approved by the business and the next step is a builder huddle for development discussion.

[TracyLinder]

Update

Being a complex build, DTS has worked for the previous 3 weeks on documenting functional and technical criteria. The apps team began KNACK development this week.

[TracyLinder]

Update

DTS has been hard at work building the 1st version of the upgraded TCP/CSWZ applications. This is one of our more complicated builds because we’re doing side-by-side updates to both the TCP and CSWZ apps with two builders. It took us about a week longer than I expected to compile the development documentation due to those complexities.

We haven't yet been able to estimate when we'll be able to show the project team the updates and begin sprint reviews.

[TracyLinder]

Update Feb 12, 2024

The first product demo will occur this week, then we will begin meeting biweekly for feedback and iteration until go-live.

[TracyLinder]

Update June 2024

We are nearing completion of the initial development and gearing up for user acceptance testing. We do not have a go-live date yet, however a general estimate would be August/September 2024.