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  • 1. DEPARTMENT OF INFORMATION TECHNOLOGY MASTER VENDOR PROGRAM IT SERVICES WORK PROJECT REQUEST This Work Request is issued under your contract with the Department of Management & Budget, Acquisition Services (DMB), as established under the Master Vendor Program (MVP). Project Title: Period of Coverage: Construction Permits System Web (CPS_W) August 1, 2006 – January 31, 2007 Requesting Department: Date: Michigan Department of Transportation 05/31/2006 Agency Project Manager: Phone: Joe Rios 517.241.2103 DIT Contract Liaison: Phone: Cindy Turben 517.335.6069 Category of Service Requested _____ Data warehouse _____ Security __ __ Business requirements/needs assessment/system design/quality assurance __X_ Project development services Required Skill Category Requested: _1 *_ Project Manager – Expert skills plus a minimum of three (3) years of recent experience in managing IT projects ____ Junior – a minimum of one (1) year of recent experience and demonstrated knowledge, skills and abilities ____ Journey – a minimum of three (3) years of recent experience and demonstrated journey level knowledge skills, and abilities ____ Senior – a minimum of five (5) years of recent experience, and demonstrated superior knowledge, skills, and abilities ____ Expert – a minimum of ten (10) years of increasing levels of responsibilities, and supervisory or management responsibility * At a minimum one (1) Project Manager is required for the Design Phase and the Development & Implement Phase. Additional resource needs are to be determined by the vendor. All resources must meet the experience and qualifications for the skill level proposed as outlined in the State of Michigan Master Vendor Program Project Development category. Page 1
  • 2. Glossary of Terms Term Definition ACRS Administrative Customizable Reporting System AG Attorney General B-Bond Blanket Bond BMP Beginning Mile Point Boring Drilling hole in ground for taking soil samples CEPAS Centralized Electronic Payments Authorization System CS Control Section DEQ Department of Environmental Quality ECC Environmental Classification Code EIS Environmental Impact Statement EMP Ending Mile Point HAP Highway Advertising Program I-Bond Individual Bond IDS Indefinite Delivery Services Contract LUST Leaking Underground Storage Tank MFOS MAP Financial Obligation System MI-PARS Michigan Permits and Routing System MiTAPS Michigan Timely Application and Permit Service Monitor Well A well drilled to assess ground water quality MSP Michigan State Police PAB Project Accounting and Billing PR Physical Reference Surety A bond to insure contractors working on a construction project TSC Transportation Service Center URTS Utility Relocation Tracking System Brief Description of Services to be provided: BACKGROUND: The current web-based Construction Permits System (CPS) was developed in December 2001 with minimal scoping, business requirements and technical requirements gathering, and inadequate post-development testing; thus, the current system fails to address critical components of the business process. CPS provides internal MDOT users (Regions, TSCs and RESA Permits Unit) limited and unreliable access to process, track, and maintain construction permit applications. Users have documented 151 specific issues that need to be addressed to make the system useful to perform their routine tasks. Nearly every screen in the application needs to be revised to accommodate accurate and vital data entry. The goal of this project is to design and develop a Page 2
  • 3. new online application to facilitate the issuing of construction permits to customers nationwide. A new web-based system will automate and streamline the use of forms, and enhance the integration and availability of existing data. This will reduce unnecessary effort, increase efficiency, and improve data integrity. MDOT/MDIT has completed the Initiation Phase for this project. The system functionality requirements that were developed as part of the Scope Statement are provided in Appendix A. In addition, the complete Business Considerations document for this project is provided in Appendix C. PROJECT OBJECTIVE: The following project objectives have been identified for CPS:  Develop a new system that is designed to meet business program needs  Allow Internet access to trusted business partners (utility companies, municipalities, etc.)  Expedite the current permitting process  Reduce amount of in-house data entry TASKS AND DELIVERABLES: This is a two Phase Project – Design Phase and Development & Implementation Phase. Upon acceptance by MDIT/MDOT the deliverables created during the Design Phase will be used for the Development & Implementation Phase. Project Management will be required for both phases. The phases are described below: Design Phase During this phase, the project manager will assemble and lead a team to design the new web- based CPS_W system and the associated database(s), producing the deliverables listed below. (Please note that the Initiation Phase of this project, including business considerations gathering, has already been completed.) Notes:  The Design Phase must be completed within 6 months of signing the agreement.  All deliverables must adhere to MDOT/MDIT technical standards. (See MDIT/MDOT TECHNICAL ENVIRONMENT section later in this document.) Design Phase Deliverables  Detailed Project plan for the system design  Work Breakdown Structure (WBS)  Detailed Business Design Documentation o Logical data model o Screen mock-ups o Data conversion plan o Business use case documents o Architecture design  Technical Design Documentation o Detailed database design, including physical and logical data models Page 3
  • 4. o Final screen designs o System interface and technical architecture design o Reporting formats  Fixed price quote for the system development and implementation including: o Resumes of individuals who will actually perform the work o Resource type (e.g., developer, data base administrator, system analyst) o Skill level (i.e., number of years of experience required) o Tasks to be completed by the resource  Project plan for development and implementation  WBS for development and implementation  Training Plan  Project transition plan  Production transition plan  Production staffing plan  System retirement plan System Development and Implementation Phase Upon acceptance of the design deliverables and the fixed price quote for the System Development and Implementation Phase, MDIT/MDOT will determine whether to proceed with the Development and Implementation. MDIT/MDOT reserves the right to proceed with this phase two. If the decision is made to proceed, the vendor will then create the new web-based CPS_W system using the deliverables from the Design Phase.t. The vendor shall propose a fixed, fully-loaded, hourly rate for enhancements to the application design which may be required during the implementation period. Such enhancements may be additional regulatory, business or contractual requirements to be met by MDIT/MDOT and may not exceed 10% of total cost of the project. System Development and Implementation Deliverables The functionality defined during the Design Phase of this project will be developed and implemented during this phase, according to the project plan approved by MDOT/MDIT. • The vendor will develop and test the system per the standards set by the MDIT testing manager. • The vendor will provide all the required documentation for the system. Documentation must meet all MDIT standards and must be approved by the MDIT Configuration manager. • The vendor will provide the training for the system. • The vendor will install the system in the production environment. • The vendor must adhere to MDOT/MDIT technical and project management standards. RESOURCE REQUIREMENTS: Project Manager It is expected that the same project manager will be involved with both the Design Phase and the Page 4
  • 5. System Development & Implementation Phase. Qualifications  Experience and qualifications as outlined in the State of Michigan Master Vendor Program, Project Development, Project Manager category – plus expert skills and a minimum of three (3) years of recent experience in managing IT projects.  Must be PMP certified.  One year experience managing CMM Level 5 projects or equivalent documented program.  Experience facilitating Quantitative Management and Causal Analysis meetings.  5 years experience managing projects within the government industry  Experience interfacing with executive level positions, i.e. CIO.  Experience managing comprehensive project plans utilizing project management flows and the tools.  Experience performing scope management for large projects, including a disciplined change control process.  Experience working with multiple vendors and multiple agencies on a project.  Experience performing issues management across multiple Departments.  Experience with creating and executing Implementation plans.  Experience with creating Quality Assurance processes and plans. Tasks:  Evaluate and recommend staff with appropriate skills for the project team.  Assist MDOT/MDIT with preparing and attending meetings to discuss various issues, as well as perform analysis of these issues and develop proposed solutions.  Direct the project resources in their daily project assignments.  Provide information for Executive Review.  Liaison with MDOT/MDIT project team staff to gather information and identify issues  Ensure the completeness, accuracy, and integrity of deliverables whether developing or reviewing.  Communicate project issues and concerns to the project leads for resolution and follow-up.  Communicate project status as required in the Communication Plan.  Follow the Configuration Management (CM) Plan for version control.  Inform MDOT/MDIT Project Managers of issues and risks as they arise.  Develop project standards that follow published MDOT/MDIT standards.  Maintain records of work completed and status of deliverables.  Maintain adherence to the project charter and scope document. Initiates change control documents and insures that disposition is made before changes are made.  Maintain the risk management document.  Insure all program and system documentation is complete before approvals and payments are made.  Develop and document recommendations or specific courses of action that may provide a benefit for future phases of this or other projects.  The project should be managed with project in accordance with the PMBOK (Project Management Institute) and the state’s PMM methodology. The state’s PMM methodology is available at www.michigan.gov/projectmanagement. Additional Resources Page 5
  • 6. Additional project resources are to be determined by the vendor as part of the proposal document. Please indicate the:  Resource type (e.g., developer, data base administrator, system analyst)  Skill level (i.e., number of years of experience)  Tasks to be completed by each resource VENDOR PROPOSAL REQUIREMENTS  The vendor must provide the State with sample documentation from a previous project that was completed within budget and on time in an electronic format. This electronic documentation must include the following: o All project planning documentation (Project plan, WBS, Risk, Communication and issue logs) o Sample agenda for joint application development sessions (JAD) o Detailed business design documentation o Use cases o Screen mock ups o Data conversion plan o Business use case documents o Architecture design o Technical design documentation  Detailed database design, including physical and logical data models  Final screen designs  System interface and technical architecture design  Reporting formats ADDITIONAL REQUIREMENTS  The vendor company or proposed project resources must have experience in system design, producing design documentation and facilitation. The proposal must clearly state the nature and extent of this experience.  The vendor must submit a proposal indicating the resources personnel (with resumes) who will actually work on the project.  The vendor must complete the resume template ( Appendix B) for the proposed project manager resource.  The vendor must submit a project plan and a fixed price quote for the design phase.  The vendor must submit a project plan that clearly indicates the methodology to be used for the Design Phase and a high level project plan for the Implementation and Development Phase of this project. Page 6
  • 7. MDIT/MDOT TECHNICAL ENVIRONMENT: The MDIT/MDOT Standard Information Technology Environment consists of the Desktop Environment, Project Management Tools, the Business System Development Environment, the Web / Intranet Site and Application Development Environment, the Security Environment, and the Network Environment. These environments include but are not limited to the following identified IT tools: Window XP Desktop Environment ·Microsoft Office/Office Professional, version XP ·Novell GroupWise 6.5.3 + ·Microsoft Internet Explorer 6.0 + ·Oracle NetServices 9.2.06 + ·Novell Client Service for Netware 4.91 + SP2 Project Management Tools .Niku Version 6.0 or higher (State of Michigan standard) ·Microsoft Project 2002 Business System Development Environment - Client/Server & Enterprise Web System Development ·IBM Rational Suite ·IDEF for business process re-engineering ·Erwin - Data Modeling ·BPWin - Business Process Modeling ·Enterprise application Studio (PowerBuilder 9.x PowerJ 3.x, PowerSite) ·Enterprise Application Server 3.x (Jaguar CTS 3.x, PowerDynamo) Development Languages, Tools ·Powerscript ·Java 2.x ·IBM Websphere, Studio Application Developer for Windows v. 5.1 + ·IBM Rational Suite 2003.06.12.280 Application Servers Sybase EAS Web Server on Microsoft IIS Web Server, version 5.1 + on Windows 2000 IBM WebSphere Application Server - Developer Edition IBM WebSphere Application Server - Enterprise Edition, v. 5.1.x + for Sun Solaris Web / intranet Site and Application Development Environment Development Languages, Tools: ·JavaScript ·Cold Fusion version 7.0 or higher ·Java 2.X ·IBM WebSphere. Studio Application Developer for Windows v. 5.1.x ·IBM Rational Suite 2003.06.12.280 Application Servers ·Cold Fusion, MX Enterprise Page 7
  • 8. ·IBM WebSphere Application Server - Developer Edition ·IBM WebSphere Application Server - Enterprise Edition, v. 5.1.x + for Sun Solaris Web / intranet Servers: Apache 2.054 IBM HIS 2.0.x IIS 5.0 Web / intranet Development Tools: ·Adobe Acrobat 6.0+ ·Macromedia Dreamweaver 7.0+ ·IBM WebSphere Studio Homepage Builder + ·IBM Rational Suite 2003.06.12.280 ·Eclipse 3.1 Web Content Management ·Vignette Content Manager, version 6+ Electronic Documents: ·Adobe Acrobat version 6.0 + Document Management ·FileNET Panagon for document management ·Bentley ProjectWise for CAD file management Electronic Forms: ·Presentation: Adobe Acrobat version 6.0 + ·FileNET Panagon eForms for document management Testing Environment ·TestDirector 7.6 for storing test steps and cases ·WinRunner 7.6 for automating test runs ·LoadRunner 7.6 for load testing Security Environment ·MDIT/MDOT Single Login ·MDIT/MDOT provided SQL security database ·MDOT provided validation and code for PowerBuilder ·Padlock ·Secured Socket Layers ·SecureID (State Security Standard for external network access and high risk Web systems) MDIT/MDOT requires that its single - login security environment be used for all new client- server software development. Where software is being converted from an existing package, or a client-server application is being purchased, the security mechanism must be approved in writing by the MDIT/MDOT Project Manager and the MDIT Agency Services Officer. Network Environment / Hardware ·Cisco Routers ·IPX and IP routing Page 8
  • 9. ·10 BaseT, 100 BaseT and 1000BaseT Ethernet for desktops ·T-1 or 56K connections ·HP OpenView ·Node Runner ·Cisco and Shiva remote access servers ·GroupWise ·Sun E6900, E4800, E4500 series servers ·Solaris10 or higher ·Oracle 9.2.0.7 ·Netware 6.0  6.5 SP5 ·Netware NFS & Sun NFS 3.0+ ·WIN2K server ·Novell Account Manager v2 ·Citrix ICA client ·Oracle NetServices 9.2.0.7 All software supplied by the Contractor shall be capable of running concurrently with the MDOT software and all client specific software programs (i.e. LAN, Microsoft Office Suite), without resulting in excessive reduction in production capabilities in the laboratory or management areas. In addition, all client-server applications must be designed to be able to run on a Citrix server, and must behave so that they don’t cause conflicts running in a multi-user environment, e.g. temporary work files should be avoided or implemented in a way to not cause conflicts. Page 9
  • 10. PROJECT CONTROL AND REPORTS: A bi-weekly progress report must be submitted to the Agency Business Owner and the MDOT PMO manager throughout the life of this project. This report may be submitted with the billing invoice. Each bi-weekly progress report must contain the following: 1. Project plan update: Indicate progress made in the project plan and the deliverable schedule. Indicate any delays or issues encountered during the period. 2. Accomplishments: Indicate what was worked on and what was completed during the current reporting period. Also indicate the type of work activities that will start during the next reporting period. 3. Funds: Indicate the amount of funds expended during the current reporting period, and the cumulative total to date for the project. The vendor must revise/refine the project plan and submit it for approval within fifteen days from the date of the contract award. PAYMENT SCHEDULE: This will be a fixed price contract. Payment will be made on a monthly basis. MDOT will pay CONTRACTOR upon receipt of properly completed invoices which shall be submitted to the MDOT business owner not more often than monthly. All invoices should reflect actual work completed by payment date, and must be approved by the Agency business owner and the PMO manager prior to payment. The invoices shall describe and document to the Project Manager’s satisfaction a description of the work performed, deliverables, the progress of the project, and fees. Invoices shall reference the Purchase Order Number as issued. Payment shall be considered timely if made by the MDOT within forty-five (45) days after receipt of properly completed invoices. EXPENSES: The State will not pay for any travel expenses, including hotel, mileage, meals, parking, etc. VENDOR RESPONSIBILITIES/ASSUMPTIONS: • All resources provided by the vendor must have the ability to communicate effectively in English. This includes both written and verbal communication. • Must follow all the published MDOT/MDIT standards. • Must reside onsite at the MDOT facility. • The vendor will bill MDOT for completed and acceptable deliverables. • All reports and deliverables provided by the vendor must be delivered to the MDOT/MDIT Project Managers and are subject to written approval prior to acceptance. Page 10
  • 11. AGENCY RESPONSIBILITIES/ASSUMPTIONS:  MDOT/MDIT may request that any individual proposed for this work be interviewed based on resumes provided by vendor and confirmed in writing by the PMO Manager  The MDOT/MDIT Project Managers must approve changes to dates and deadlines.  The MDOT/MDIT Project Managers must approve changes to total project budget.  The MDOT/MDIT Project Managers will approve all deliverables prior to providing payment. LOCATION WHERE WORK IS TO BE PERFORMED: Consultants will work primarily at the Van Wagoner Transportation Building in Lansing, Michigan but may be assigned to other MDOT locations from time to time. EXPECTED CONTRACTOR WORK HOURS AND CONDITIONS: Work hours are not to exceed eight (8) hours a day, forty (40) hours a week. Normal working hours of 8:00 am to 5:00 pm are to be observed unless otherwise agreed to in writing. No overtime will be permitted without prior written approval of both the business owner and the project manager. Page 11
  • 12. PROJECT CONTACTS: The designated Agency Business Owner is: Joe Rios Real Estate Support Area Michigan Department of Transportation 7050 West Saginaw, Suite 3 PO Box 30050 Lansing, Michigan 48909 Business Phone: (517) 241-2103 Fax Number: 517.373.2209 Email address: Rioj@michigan.gov The MDOT Automation manager is: Jody Bartilson Michigan Department of Transportation Van Wagoner building/4th floor 425 W. Ottawa Street Lansing, Michigan 48909 Business Phone: 517-335-2465 bartilsonj@michigan.gov The DIT Contract Administrator for this project is: Cindy Turben Michigan Department of Information Technology Constitution Hall/ 1st floor Lansing, Michigan 48909 Business Phone: 517.335.6069 Fax Number: 517.335.4239 Email address: turbenc@michigan.gov The MDIT PMO manager is: Viji Jayaraman Michigan Department of Information Technology Van Wagoner building/1st floor 425 W. Ottawa Street Lansing, Michigan 48909 Business Phone: 517-241-5792 Fax Number: 517-241-0751 jayaramanv@michigan.gov Appendix A: Additional Defined System Functionality Appendix B: Resume Template Appendix C: Business Considerations Page 12
  • 13. Appendix A: Additional Defined System Functionality The following system requirements were identified in the CPS scope statement. Benefits: Implementation of the CPS project will:  Improve efficiency and productivity through form/document integration and eliminating duplication of effort  Increase system functionality for the business community  System-generated advance notices and notifications of completion will provide real-time permit application status information to MDOT staff  Increase the efficiency and effectiveness of routine business operations  Streamline and automate notifications and communications  Support the ability to process bonds online  Allow online billing Functional Areas: The CPS web application shall include the functional areas described below. A. Permit Application Module for External Customers: The main work efforts for this module are to design/develop user interfaces and processing modules that provide either public residential or commercial business partner customers the following functionality: 1. Modules and User Interfaces that give the Permit Applicants who have registered and signed onto the site the: 2. Ability to go into the Web Site and view permit application information and become familiar with the permit application process 3. Ability to complete permit application online 4. Ability to submit permit application electronically 5. Ability to print completed permit application to submit by mail (if not submitted online) 6. Ability to access online help 7. Ability to enter their specific application data 8. Ability to modify their specific permit application data 9. Ability to view their own permit application 10. Ability to submit plans pertaining to their permit electronically 11. Ability to verify/validate their permit application data 12. Ability to automatically submit advance & completion notices 13. Ability to automatically notify inspection agency of construction start – inspection request 14. Online Bonding 15. Online Payment Page 13
  • 14. B. Permit Application Module for Internal Users: Modules and User Interfaces that give the Internal MDOT Users within their role based security the: 1. Ability to identify/assign necessary reviews for a permit application 2. Ability to see normal/standard reviews by permit type 3. Ability to enter permit application data for applicants 4. Ability to update review status to Complete for a permit 5. Ability to review permit application and documentation 6. Ability to scan job/project plans into CPS 7. Ability to recommend permit for issuance 8. Ability to compile permit application package 9. Ability to send permit application package to applicant, contractor, inspecting agency 10. Ability to approve permit 11. Ability to update permit application status 12. Ability to view permit application status 13. Ability to perform data entry in the field (PDAs) 14. Ability to link to county, plat, ariel, ROW and USGS electronic maps C. Permits Module for Contract Agencies: 1. Ability to automatically send advance & completion notices 2. Ability to enter site review results/comments related to permits 3. Ability to automatically submit final inspection work accepted/rejected completion notice 4. Ability to View Permit Documentation D. Permits Module for Internal MDOT Users: 1. Ability to view permit 2. Ability to edit permit 3. Ability to close permit 4. Ability to archive closed permits to Lansing 5. Ability to automatically receive notifications and route to permit agent and/or permit engineer 6. Ability to update permit issuer 7. Support utility coordination process 8. Support multi- level approvals by Permit Agent and Permit Engineers by TSC/Region (flexibility needed by TSC within Region) 9. Ability to issue permit 10. Ability to automatically generate Permit denial and acceptance notification letters 11. Ability to generate the permit application package and to route automatically to applicants and inspection agencies 12. Ability to track statewide annual/individual permits 13. Ability to interface to CEPAS to collect fees 14. Ability to enter billing data 15. Ability to reset permit number 16. Ability to update permit status 17. Ability to view permit status 18. Ability to view permit documentation 19. Ability to enter inspection comments 20. Ability to submit Advance Notices electronically 21. Ability to develop reports and download to Microsoft Excel, Word, or Access. (i.e. Fee, applicants, permit info, bonding info, inspection info, contractor info, etc. 22. Ability to link to county, plat, ariel, ROW and USGS electronic maps Page 14
  • 15. 23. Electronic Signatures E. Document/Forms Management Module: The document and forms management module would contain all of the forms necessary for the construction permit program. The main work efforts for this module are: 1. Design and develop a repository that contains all forms, letters and documents necessary to support the right of way construction permit activities associated with this application. 2. Define and develop all forms, letters and documents necessary to support the right of way construction permit activities associated with this application 3. Design and develop input screens which provide users the ability to modify or customize forms, letters and documents. 4. Design and develop functionality to support automatic notifications of assignments 5. Define and implement storage requirements for the repository. 6. Design and develop functionality to support the completion of construction permit application forms “off-line” and the ability to upload them to the database at a later time 7. Ability to complete permit application attachments/forms online 8. Ability to submit attachments electronically 9. Interface with MDOT Forms Server 10. Interface with email F. Query and Reporting Module: The query and reporting module would provide users the ability to query appropriate fields, provide standard reports and provide ad hoc reporting capability. The main work efforts for this module are: 1. Define, design, develop and implement standard reports - Approx. 12 – 15 standard reports 2. Define, design and develop “quick view” status reporting on parcels 3. Provide ad hoc reporting capability 4. Provide ad hoc query capabilities 5. Design and develop routines to manage customer mailing list functions 6. Ability to view reports 7. Ability to download to Excel, Word, Access, etc. G. Monitor Wells Module: 1. Ability to enter Monitor Well data 2. Ability to modify Monitor Well data 3. Ability to view Monitor Well data H. Surety/Bonds Module: 1. Support online bond process 2. Ability to generate bonds 3. Ability to print bonds to submit by mail 4. Ability to attach, detach, and archive bonds connection to a permit 5. Ability to submit certificate of insurance electronically 6. Ability to search bond 7. Ability to view bonds 8. Ability to report bonds status I. System Administration Module: 1. Ability to add/delete users, inspectors, surety companies, etc. 2. Ability to add/modify/delete security roles Page 15
  • 16. 3. Ability to change permit # 4. Ability to report and track system problems / bugs J. Interface Modules: 1. One way Interface with PR Finder for Control Section/ PR Information 2. One way Interface with Environmental Closure List for Environmental Data 3. One way Interface with Environmental Websites for Storage Tank and other data 4. Interface with MiTAPS which will be the gateway into CPS 5. Two way (Secure) Interface with CEPAS for credit card processing 6. One way Interface with MPINS for Job/Project data 7. Two way Interface with URTS, Utility Information from URTS and Permit information to URTS 8. Two way Interface with ProjectWise for job/project plan information 9. One way Interface with DEQ LUST Website for Storage Tank and environmental information Page 16
  • 17. Appendix B: Project Manager Resume Template Please complete the resume template provided beginning on the next page for the resource proposed to fill the project manager role for this project. Page 17
  • 18. Proposed Resource Name: Proposed Role: Sr. Project Manager Associated with: Prime Bidder Subcontractor (check one): Percentage of Time to be allocated to Project List the skills and experience that qualify the individual for the duties and responsibilities on this project for the proposed role. Please provide the year(s) the experience was acquired. Please limit each resume to 3 pages. The experience requirements detailed in the RFP are restated as follows: # Requirement Bidder’s Response Experience and qualifications as outlined in the State of Michigan Master Vendor Program, Project Development, Project Manager category – plus expert 1 skills and a minimum of three (3) years of recent experience in managing IT projects. 2 Must be PMP certified. One year experience managing CMM 3 Level 5 projects or equivalent documented program. Experience facilitating Quantitative 4 Management and Causal Analysis meetings. 5 years experience managing projects 5 within the government industry. Experience interfacing with executive 6 level positions i.e. CIO. Experience managing comprehensive 7 project plans utilizing project management flows and tools. Experience performing scope management for large projects, 8 including a disciplined change control process. Experience working with multiple 9 vendors and multiple agencies on a project Experience performing issues 10 management across multiple Departments. Experience with creating and executing 11 of Implementation plans.
  • 19. # Requirement Bidder’s Response Experience with creating Quality 12 Assurance processes and plans.
  • 20. List client references for work used to meet the requirements stated above, and all projects the proposed resource has worked on in the last three (3) years. A minimum of three (3) references are required. By submission of this information, the bidder and identified key person authorize the State of Michigan to contact references and previous employers provided to verify the accuracy of the information. Provide the identified information for each: Start Date: date started on project End Date: date rolled off project Client/Project: Client, with contact information, and project Employer: identify employer at the time of experience Title/Percentage of time: title of role on project and percentage of time spent on project Description: brief description of responsibilities for the project. Include software version Start Date: End Date: Client/Project: Employer: Title/Percentage of time: Description: Start Date: End Date: Client/Project: Employer: Title/Percentage of time: Description: Certifications/Affiliations: Description, including relevant dates The Bidder must submit a letter of commitment, signed by the identified resource, stating their commitment to work for the bidder/subcontractor on this project contingent on award of the bid. If the identified personnel (for actual resumes) are currently assigned to a State project the bidder must provide a letter signed by the State Project Manager releasing the individual from the project.
  • 21. Appendix C: Business Considerations Document for CPS The Requirements Definition Document, developed during the Initiation phase of the CPS project, is provided beginning on the next page.
  • 22. Construction Permits System Web (CPS_W) Requirements Definition Document December 8, 2005 FINAL VERSION
  • 23. Table of Contents PROJECT CONTACTS:............................................................................................................12 Sr. Project Manager.................................................................................................................18 Introduction...............................................................................................................................1 Requirements Gathering Session Attendees...........................................................................................1 Requirements Review Session...............................................................................................................2 Executive Summary..................................................................................................................3 Project Objective....................................................................................................................................3 Issues Being Addressed.........................................................................................................................3 Business Needs Being Met....................................................................................................................3 Business Improvement...........................................................................................................................4 Need for IT Project.................................................................................................................................4 Support of MDOT Management.............................................................................................................5 General Features.......................................................................................................................6 New Features........................................................................................................................................6 Enhancements to Current System..........................................................................................................8 User Community......................................................................................................................17 User Roles...........................................................................................................................................17 User Locations.....................................................................................................................................17 Business Processes................................................................................................................18 Business Process Map – Current State.................................................................................................19 Business Process Map – Future State – All Types.................................................................................25 Common Use Case Scenarios................................................................................................30 Project Impact..........................................................................................................................36 Related Initiatives.................................................................................................................................36 People/Organizations Impacted............................................................................................................36 Processes Impacted............................................................................................................................37 Systems Impacted...............................................................................................................................37 Context Diagram..................................................................................................................................37 Modified Date: 12/8/2005 CPS Requirements Document Final Version Page i
  • 24. Organizational Data ................................................................................................................39 High-Level Data Sets...........................................................................................................................39 Entity Relationship Diagram..................................................................................................................39 Functional Application Map.....................................................................................................41 Permit Applications..............................................................................................................................41 Permits 42 Forms/Attachments..............................................................................................................................42 Monitor Wells.......................................................................................................................................42 Surety/Bonds.......................................................................................................................................42 Reports/Queries...................................................................................................................................43 System Administration..........................................................................................................................43 Requirements..........................................................................................................................44 Layout (“Look and Feel”) Requirements................................................................................................44 Navigational Requirements...................................................................................................................44 Scalability Requirements......................................................................................................................44 Maintainability Requirements................................................................................................................44 System Useful Life...............................................................................................................................44 Availability Requirements......................................................................................................................44 Performance Requirements..................................................................................................................44 Security Requirements.........................................................................................................................44 Auditing Requirements.........................................................................................................................44 Data Archiving and Purging Requirements............................................................................................44 System Interface Requirements............................................................................................................44 Technical Constraints...........................................................................................................................45 Exceptions to MDOT Standards..............................................................................................46 Implementation Considerations..............................................................................................47 Existing Related Data Sets...................................................................................................................47 Data Migration Requirements...............................................................................................................47 Current Infrastructure...........................................................................................................................47 Implementation Requirements..............................................................................................................47 Implementation Timeline/Phases..........................................................................................................48 Modified Date: 12/8/2005 CPS Requirements Document Final Version Page ii
  • 25. Assumptions............................................................................................................................49 Risk Assessment.....................................................................................................................50 Glossary of Terms...................................................................................................................51 Appendix A – Listing of Requirements...................................................................................52 Modified Date: 12/8/2005 CPS Requirements Document Final Version Page iii
  • 26. • Introduction This high-level Requirements Definition Document, for the proposed Construction Permits System_Web (CPS_W) project at the Michigan Department of Transportation (MDOT), is written based on information gathered during a facilitated requirements gathering session conducted October 17 & 18, 2005 at the MDOT Lansing Transportation Service Center in Lansing, MI. This document will be used as an information source for the alternative analysis, scoping and estimating, and design phases of the project. Requirements Gathering Session Attendees E-mail Name Title Organization (@michigan.gov Phone unless noted) MDOT Coloma Brett Arrans Engineer Tech 11 ArransB 269-849-1494 TSC Bureau Automation Jody Bartilson MDOT Operations BartilsonJ 517-335-2465 Manager MDOT Lansing Rob Beckon Supervising Engineer BeckonRD 517-335-2211 RESA Utility/Drainage MDOT Jackson Jared Boll BollJ 517-780-6205 Engineer TSC Real Estate Matt DeLong MDOT Real Estate DelongM 517-373-2200 Administrator MDOT Alpena Rick Ferguson Permits Agent FergusonR2 989-356-2231 TSC MDOT Davison Steven Gasser Engineering Tech 11 GasserS 810-653-7470 TSC Analysts Jim Hert Session Facilitator HertJ 517-241-4805 International John Kalanquin Data Administrator MDIT Kalanquin 517-241-3443 Amy MontgomeryA QA/Testing MDIT 517-373-6740 Montgomery m Lynn Nichols PM Liaison EDS NicholsLy 517-241-3121 Cheryl Oatley Business Analyst MDOT Real Estate OatleyC 517-335-4591 MDOT Lansing Joe Rios Engineering Tech 12 RiosJ 517-241-2103 RESA Analysts Scott Solik Business Analyst SolikS 617-718-9866 International Transportation MDOT Muskegon Tim Terry TerryT 231-777-3451 Engineer TSC Linda 586-978-1935 Engineer Tech 11 MDOT ZimmermanL Zimmerman ex. 233 Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 1
  • 27. Requirements Review Session A facilitated Business Review Session was held November 30, 2005 at the MDOT Secondary Center at the State of Michigan Secondary Complex in Lansing, MI. During this session, comments and modifications to the document were collected. The listing of requirements, which appears as Appendix A in this document, was ranked by the attendees. E-mail Name Title Organization (@michigan.gov Phone unless noted) MDOT Coloma Brett Arrans Engineer Tech 11 ArransB 269-849-1494 TSC MDOT Lansing Rob Beckon Supervising Engineer BeckonRD 517-335-2211 RESA Utility/Drainage MDOT Jackson Jared Boll BollJ 517-780-6205 Engineer TSC MDOT Alpena Rick Ferguson Permits Agent FergusonR2 989-356-2231 TSC MDOT Davison Steven Gasser Engineering Tech 11 GasserS 810-653-7470 TSC Analysts Jim Hert Session Facilitator HertJ 517-241-4805 International John Kalanquin Data Administrator MDIT Kalanquin 517-241-3443 Amy MontgomeryA QA/Testing MDIT 517-373-6740 Montgomery m Lynn Nichols PM Liaison EDS NicholsLy 517-241-3121 MDOT Lansing Joe Rios Engineering Tech 12 RiosJ 517-241-2103 RESA Analysts Scott Solik Business Analyst SolikS 617-718-9866 International Transportation MDOT Muskegon Tim Terry TerryT 231-777-3451 Engineer TSC Linda 586-978-1935 Engineer Tech 11 MDOT ZimmermanL Zimmerman ex. 233 Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 2
  • 28. • Executive Summary CPS currently provides internal MDOT users (Regions, TSCs and RESA Permits Unit) limited and unreliable access to process, track, and maintain construction permit applications. The goal of the CPS_W project is to design and develop a new online application to facilitate the issuing of construction permits nationwide. Project Objective The following project objectives have been identified for CPS: Develop a new system that is designed to meet business program needs Allow Internet access to trusted business partners (utility companies, municipalities, etc.) Expedite the current permitting process Reduce amount of in-house data entry Issues Being Addressed The following issues are being addressed by the CPS_W project: The current system does not support access by users external to MDOT Currently, some data entry and management is redundant The current client-based and web-based versions of the system are not consistent The current system does not utilize adequate security levels for user access The current system provides limited access to necessary construction permit application and management data Forms necessary to the construction permit application and management process are not currently available within CPS The current system does not provide adequate or accurate query/search results The current system uses inconsistent field naming conventions The current system requires over 150 modifications to meet business community and customer needs Business Needs Being Met The implementation of CPS_W will meet the following MDOT business needs and priorities as documented in the CPS 2006 MDOT Call for IT Projects Questionnaire: Department Priority Comments MDOT is required by law to provide reasonable access to Is required to maintain critical or Adjacent Property Owners and to permit Utilities in the essential services Right of Way, other than limited access highways. Promotes efficiencies and effectiveness of operations and/or A new CPS_Web will provide for the efficiency and ensures value for MDOT/DIT effectiveness of routine business operations. investments. Required by federal or state legislation. Public Act 200 of 1969 and Public Act of 368 of 1925. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 3
  • 29. Department Priority Comments Aids the public in accessibility to goods and services, health care, New businesses to communities require utilities and education and employment driveways. opportunities which will enhance the quality of life of Michigan citizens. Supports a diverse, broad and  Provides permit applicants continuous access to the status of their permits. continuous access to transportation information and services.  Permitting and tracking utilities is an integral part of the MDOT project delivery process.  Security protocols built into the web-enabled system will store and safeguard sensitive information.  Two-way comments feature built into the system will Supports an open forum of streamlined allow communication and documentation of and secure communication services. permitting issues and concerns between the permit applicant and MDOT Staff.  System-generated advance notices and notifications of completion will provide real-time permit application status information to our customers. The Construction Permit Program Area has a Promotes collaborative business collaborative partnership with several utility companies, partnerships. surety companies, municipalities and adjacent property owners.  Permitting process promotes the environmentally sensitive development of properties adjacent to the Protects and enhances the state trunkline. environment, promote energy conservation and improve the quality  An important part of the permitting process is the of life. identification of environmentally endangered species and other environmental concerns prior to construction on, or near, the Right-of-Way. Business Improvement Implementation of the CPS_W project will: Increase system functionality for the business community Process, track and maintain permit payment revenue more easily and accurately System-generated advance notices and notifications of completion will provide real-time permit application status information to MDOT staff Increase the efficiency and effectiveness of routine business operations Streamline and automate notifications and communications Support the ability to process bonds online Need for IT Project Real Estate needs a computer application that can be accessed online by internal and external customers to accurately and easily process, track and maintain construction permit applications. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 4
  • 30. Support of MDOT Management Implementation of CPS_W would support MDOT management in the following ways: Comply with the MITAPS Initiative Provide more comprehensive and accurate permit report data (e.g. types, counts, etc.) Allow more efficient use of time by automating processes and reducing the need for redundant effort Provide customized reporting capabilities Improve and enhance relationship between MDOT and customers Consistently report annual revenues Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 5
  • 31. • General Features New Features General System Features Ability to download permit data into MS Word and Excel Support electronic signatures Internal MDOT sign-offs/approvals Applicant signatures E-Bond signatures Support ability to complete forms offline (via laptop, handheld, etc.) and upload to system at a later time Interface with URTS to send utility data to URTS Online data validation Check for and prohibit duplicate company names Check for and prohibit duplicate bond numbers, surety companies Identify and ensure data entry for required fields Identify and prohibit selection of mutually exclusive permit types, etc. Interface with GroupWise to automate communication/notifications Ability to capture and store multiple business addresses and information about multiple contact people (name, address, phone, e-mail, type of contact, etc.) for trusted business partners such as utility companies, surety companies, and inspection agencies. Drop down list to select business address and contact Support ability to generate, edit, print, and e-mail letters and correspondence Support ability to save editable templates Forms/document repository Permit Applications Support ability for applicants to complete permit applications and forms/attachments online Online help for permit application completion Link to PR Finder to allow online applicants to get the Control Section and the Town/Range/Section based on job site address Ability to link and gather information from County, Plat, Ariel, ROW and USGS electronic maps Ability to submit permit applications and forms/attachments online Ability to attach digital site photos to permit application Ability to submit plans electronically Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 6
  • 32. CAD drawings Scanned images of hand-drawn sketches PDF files Ability to scan and store documents (plans, applications, inspection reports, etc.) Multiple versions Comment field Date received Ability to submit Certificate of Insurance online Ability to interface with CEPAS to process credit cards for fee payments Interface with external web sites for environmental & archaeological information “To Do” checklist generated based on preliminary info submitted Permit application status tracking Ability for applicant to view permit application status online Communications/letters sent regarding permit application Addendums Review comments Fees due Fees paid Outstanding “To Do” items – checklist Ability for Permit Agent/Engineer to select necessary reviews for a permit Ability to generate electronic notifications to reviewers of items ready for review Automated notification to Permit Agent/Engineer of permit status updates Automated notification/reminder if a “to do” item (review, approval, etc.) has not been completed within a specified time frame Automate some approvals per permit business rules Ability to pre-fill permit with information from applicants who have had permits before Allow Contractors and Inspection Agencies to have online access for completion of inspection reports, etc. Permits Ability to enter expiration date before save/issue of permit Automate annual sending of permits & attachments Ability to automate yearly notification for renewal of annual permits by e-mail Ability to batch process multiple permits as “Archived” (sent to Lansing Records Center) Support ability to capture and store Lansing Records Center storage information on archived permits Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 7
  • 33. Online permit status tracking Ability to track 20-year leases with permit Expiration Notices Fees Monitor Wells Maintain Monitor Wells data List of existing wells Track changes of ownership/responsibility Automated notification to appropriate Resource Specialist of updates/changes to Monitor Wells data Surety/Bonds Support electronic bonds Web page for assigning bond number Automate issuance of B-Bonds and I-Bonds Ability to complete bond online, print out and sign to submit to MDOT by mail Ability for surety companies to submit some bonds electronically Possible future enhancement – electronic signature Bond help page with general bond information Enhancements to Current System The current system may be considered a prototype for the next version of the system. The following fixes and enhancements to the current system have been identified by the business community and given a priority of Urgent, Important, Routine, or Deferred. Some of these items have already been incorporated into the current system. All enhancements listed should be considered requirements for the new system. Enhancement Priority Business Rules: Two conditions must be met prior to allowing a permit to be closed: (1) the permit must be accepted, and (2) the bond must be canceled. Once the search list is displayed, we need to have the ability to accept/close multiple Urgent permits by clicking on the boxes of the issued permits. If a permit has a surety/bond associated to it, a message should appear stating that the bond/surety must be released prior to accepting/closing. Administration/User Search Criteria – The problem is that when an employee has a name change (due to marriage or divorce, for example) we are unable to edit user information (User ID, First Name and Last Name, and User email). Previously, the workaround we were given was to delete the whole user record and create a new one, but the problem with that solution is that it deletes that entry from all permits. Urgent We need to preserve data for historical purposes, but would like the ability to update user information. A possible solution is to add an Active/Inactive field (with Active as the default), but then we need to be able to add the capability to search for ACTIVE, INACTIVE or ALL users. Then, we would need to remove the ability to DELETE users. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 8
  • 34. Enhancement Priority Administration – Region Administrators should be able to add and modify permits Urgent from multiple TSCs within their Region. System – The permit PDF application that is selected from the top of a permit entry page is not the most current form. The two forms that may be viewed are 2205 and Urgent 2205B. We need the most current form to be selected for a permit application, in all areas of the system. Application Entry/Application Permit Detail/Next – Make Statistics Maintenance- Edit View screen more available. At this time, this screen can only be accessed through the Application Entry/Application Permit Detail screen/NEXT command. Urgent Need to be able to jump to this page more readily. Can we place it on the main menu? Create directional toggle box. Add N (North), S (South) options for RANGE field. Important Add Web link for Archaeological site. Add Site: Important Add Web link for Endangered Species site. Add Site: Important Add new MONITOR WELLS command to open a new Monitor Wells screen (yet to be constructed). See Issue 2005/01/04-6) Need this option placed alongside the current CLEAR< SAVE< PREVIOUS< NEXT commands. Command must appear Important when Work Type code 48 is entered. However, do not want the option available when code 48 is not entered. Construct new Monitor Wells screen (See Issue 2005/01/04-5) Screen must include 4 columns of information: Name/Label, X-Coordinate, Y-Coordinate, Z-Coordinate Important (Top of Casing). Each field column needs the capacity to collect 10 rows of data. Need SECURITY to require data entry prior to Permit Closure. Make PURPOSE field contents word-wrap when converted to PDF. At this time, when the PDF form is printed, the text (characters and spacing) in the PURPOSE Important field does not reflect what was entered in the CPS view. Add new option under PERMIT STATUS Field. Need to be able to search and Important locate OPEN permits. Create directional toggle box. Add E (East), W (West) options for TOWN field. Important Differentiate separate Old and Current Inspectors. Field houses over 600 names. Important Need ability to locate only current inspector list to select more easily. Make the CONTACT NAME and PHONE fields mandatory. Important Region administrator levels and above should be able to modify permit numbers Important prior to or after issuance. Currently, the system only allows it AFTER. WORK ACCEPTED BY title is automatically populated but WORK ACCEPTED BY Important title should remain blank until WORK ACCEPTED BY field is entered. WORK ACCEPTED BY date is automatically populated even if WORK ACCEPTED Important BY column is mistakenly populated and the date cannot be cleared. List shows ISSUED instead of CLOSED (Get details from JOE). Important Annual Permit/Spanning Page needs to be quickly and easily available. Can it be Important made the 3rd menu item? Would like the banner that includes: "Working with PERMIT #," "Generate in PDF Form," "Select Another Permit," "Create New Permit," to be active and available Important throughout all program screens. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 9
  • 35. Enhancement Priority After ISSUE # is entered, we want the next active field to be the EXPIRY DATE (not the FEE DETAILS as it does currently). Expiration date is required prior to saving Important the Issue Date. The Bond Search Result page has a link that incorrectly links to Search and Important Inquiry instead of Application Entry/Application Detail which we would like. 01/24/2005-1.More than one TSC is responsible for the same county. This is a problem. For example: County 82 is split up into 2 TSCs and only one is currently Important showing in the OFFICE NAME. Please add another field to search by PERMIT ISSUED YEAR. Important Add PERMIT_FEES to list. Important Once you have entered a new password and saved, we would like a Confirmation Important Message to appear “Your New Password has been Saved." Application Detail column needs to separate CONTACT NAME, ADDRESS, STATE, Important CITY, ZIP. Seems to be multiple tables storing duplicate information because of multiple Important levels of security (TSC versus Region). Need to update and revise text. Under Special Conditions, text must read exactly Important as Form 2205 reads. Enhance the Search and Inquiry tool. Search capability is fine; however, located permit is unviewable in its entirety. Can only view a portion of the first page of Important permit; thus, the function is rendered useless. What is the purpose and content of the following fields: NAME? ACCESS? ORIENTATION? Also, under the Sort Criteria Area, Primary and Secondary Sort Important field options -Column Name, Code, Code Description do not make sense. Need to add a mask beside the field NAME that instructs user to enter "OFFICE Important NAME-Title of Spreadsheet." Would like the PERMIT NUMBER data to be linked to the Application Important In the PERMIT NUMBER column, the Control Section needs to display the initial Important zero (must be five digits). Report duplicates permit numbers for permits that have multiple work type codes in many situations. We would prefer to have work codes listed under 1 permit Important number with work type codes separated by commas. Can we print attachments, identified on the back of the permit, with the permit? We would like to print the attachments when the permit is generated and we print Important the Permit. This is currently not being used. We need to have the ability to easily capture error Important #'s or error information or attach print screen files. Need to understand the functionality and contents of this page. Do the ARCHIVED and / or CLOSED files get stored and retrieved from here? The text on the HISTORY page reads: "This section allows the user to view application data that has been achieved. Only Lansing and Region Administrators are allowed to make Important changes or give rights to make changes." Change to Archived? Some of the page Searches produce unlikely results. Also, Searches for 1995-1998 records produce no results, etc. Should we add the LIABILITY EXPIRATION DATE to CPS on this page? Important Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 10
  • 36. Enhancement Priority The FORGOT YOUR PASSWORD does not generate an email message to the System Administrator as it is supposed to. Two problems with Password/Request page. 1) The email is not generated to system manager. 2) The mandatory fields Important USER ID and EMAIL ID have the word "OR" between them. The word mandatory * and OR contradict and confuse the users. Plus it simply does not work. In the PERMIT NUMBER column, the County Sequence Number and the Issue Important Number need to be switched. Add fields: APPLICANTS (with scroll and Search capability), PERMIT YEAR Important ISSUED. Add a OFFICE NAME field with the scroll capability. Routine Add field for data entry. Add OFFICE NAME field with Scroll Box/Search for data Routine entry. Add Search capability to NAME field and auto completion of field upon selection. Routine In the USER CODE Drop-down Scroll list, the security levels need to be modified. Currently, the 6 choices are correct but only 2 are being used because the security levels are not working. Need to be modified: Region Administrator, Statewide Routine Administrator. Remaining choices need to be activated. Also, Maintenance Agency needs to be included as a selection. Under the Applicant-Report Criteria page, we need to add another field, titled Routine OFFICE NAME. Add the scroll to select and enter a OFFICE NAME. Need to add the field APPLICANT to the top of the Applicant - Report Criteria page, Routine with the scroll and Search capabilities. Need to add 2 fields DATE ISSUED FROM and TO. Also add two fields for DATE EXPIRED FROM and TO. All fields should employ the Calendar method of data Routine entry. Report page should display (at the top of the page) the search criteria as follows: Routine ALL, BILLABLE, NON-BILLABLE. Add columns to the search results: OFFICE NAME and PHONE NUMBER. These Routine columns should be visible for all reports. Provide the capability to view report in a separate browser window. But also provide conversion to a Save-able, printable PDF. We want this dual-capability Routine consistently throughout the system. Rename Statistics Maintenance screen label. Replace "Statistics Maintenance" Routine with the label "Coding Maintenance" throughout entire application. Add the field PERMIT YEAR ISSUED with the four-digit year. Routine Display label at the top of the screen. Search field should be displayed at the top of the screen upon displaying Search Results for each search: Surety Companies, Routine Contractor, and Principals. When Search results are produced, the referenced Permit number needs to be a Routine link to Permit Details. (Just like the Application Entry search allows.) Need several fields added: (1) CONTRACTOR (with scroll and Search capability) at the top of the page. (2) PERMIT YEAR ISSUED (with four-digit year) (3) CONTROL Routine SECTION (4) OFFICE NAME (with scroll) (5) DATE ISSUED FROM and TO. Add columns to the search results: OFFICE NAME and PHONE NUMBER. These Routine columns should be visible for all reports. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 11
  • 37. Enhancement Priority Add fields: DATE ISSUED and DATE EXPIRED. Both consist of FROM and TO Routine dates. Add YEAR and OFFICE NAME fields. Same area as above, add new search criteria fields YEAR and OFFICE NAME to Routine the PRIMARY and SECONDARY SORT scroll lists as well. When Search results are produced, the referenced Permit number needs to be a Routine link to Permit Details. (Just like the Application Entry search allows.) Add new search criteria fields: OFFICE NAME, PERMIT ISSUED YEAR, and Routine CONTROL SECTION. Maybe combine the categories to make the options simpler and less pages to deal Routine with. Not a priority, but possible future enhancement. On the report results window, need the Bond # linkable to the Bond details. Routine Need to add the Permit # or #s to the Search Results and make them all linkable to Routine the Permit details. Need to add fields: DATE RECEIVED, DATE ISSUED, and DATE EXPIRED. Each of these has two parts: FROM and TO. All fields should employ the Calendar method Routine of data entry. Add a mask to the right of the CASH AMOUNT field. Mask should read: For Cash Routine Bonds Only Add Search capability. Need to be able to search the fields SURETY COMPANY Routine NAME, PERMITTEE NAME or CONTRACTOR and select appropriate value. E-Permits – Make RECEIVE DATE non-modifiable by permit requestor. Per recent demo (by Atul), Permit Requestor may enter pre-posted dates if this field does not Routine automatically enter true submission date. This will jeopardize data integrity and the business process. E-Permits – Remove the option Exempt from the BILL TO field. Most Permit Routine applicants should not be able to select Exempt. Problem: Some are Exempt. E-Permits – Change options under BILL TO field. Options must include: Local Routine Office, Corporate Office, Check. E-Permits – Add Mask Text to the right of the BILL TO field. Text should say: Make Routine Checks Payable To: State of Michigan E-Permits – Remove Application Bond screen from the Permit Application process. Make Application Bond page separate and accessible only through the Routine Bond screen. MDOT and Surety companies should only have access to enter this data. E-Permits – Limit Permit Applicant access to New Permit screen fields. Should Routine only see fields: Application Info, Permit Details, Permit Applicant Comments. E-Permits – Limit Permit Applicant access to Bond screen fields. Should only see Routine fields: Bond Page and Surety Comments. E-Permits – Can we merge GroupWise email information into CPS production? Routine Bond and Permit key data (such as control number, etc.) E-Permits – Create new Comment page. E-Permit Comment page should be kept Routine separate from current Comment Area in the CPS system. Add Search capability to NAME field and auto completion of field upon selection. Routine Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 12
  • 38. Enhancement Priority E-Permits – Allow permit applicant to view only their existing E-Permits. Under the main page, users need the ability to only search for their existing applications and Routine issued permits. This function is limited to access only their own data. Add a mask to the right of the PHONE NUMBER field. Mask should indicate proper Routine data entry: (Example: 517-335-4591) Add conditionality/security to the data entry in the CASH AMOUNT and RECEIPT # fields. CASH AMOUNT field and RECEIPT fields should allow data entry only when Routine CASH BOND option is selected in the SURETY TYPE field. Neither should allow data entry or modification when any other SURETY TYPE is selected. To allow quick reference for locating Existing Self-Insured Companies, would like Routine to add a link to MDOT RESA Website List of Self-Insured Companies. APPLICANT NAME or CONTRACTOR fields are the sources of data for the PRINCIPAL field in the new bond screen. Is there any way we could avoid Routine scrolling through lists? Or could the list contain only those two choices entered on the Application Detail screen? Could we auto-generate a field? Add Search capability. Need to be able to search the fields SURETY NAME and Routine PRINCIPAL NAME and select appropriate value. Add field for data entry. Would like to be able to manually enter a ROUTING PERSON. Maintain same options for STATUS, SENT DATE, RETURN DATE, Routine COMMENTS. Add new options under APPLICANT TYPE field. Instead of Billable, Non-Billable, Routine options should include: Bill to Applicant, Bill to Other, Cash, Exempt. Display Search Criteria. When Searching, Search results are displayed with no Routine Search Criteria displayed. This is a problem. Maintenance/Applicant – "Merge Criteria/Parent Applicant" function is unclear. Routine Need to understand how to use this and whether it is an administrative function? Maintenance/Contractor – Add Search capability. Add Search capability to NAME Routine field and auto completion of field upon selection. Maintenance/Bonds – Add Search capability. Add search capability to SURETY Routine NAME and PRINCIPAL NAME fields. Reports/Bonds with Permits – Results On Bond with Permits Search Results report, we need the Bond # linkable to the Bond details. Also, Permit # must be Routine made linkable to the Permit details. Also need to add the COMMENTS field to the report. E-Permits – Can we identify User Signatures? We need to be able to identify each Routine user distinctly. What are possible technical solutions in this area? Permit Detail/New – When you enter all data in fields, including Recommended for Issuance and Approved By, and then click ISSUED Before clicking the SAVE Routine button, CPS will not allow you to SAVE. Reports/Bonds – Search Criteria Add the COMMENTS field and its data (from Routine Bond maintenance page) to the Bond Report. CPermits Data/Bonds – Add 4 new fields for DATE ISSUED (FROM and TO) and Routine DATE CLOSED (FROM and TO). Do we need the capability to edit the 1997 archived data? Can we produce a Routine search list of all OPEN permits form the archived data? Add BOND STATUS-OPEN and CLOSED Search Criteria fields. Routine Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 13
  • 39. Enhancement Priority Security/Security Template and Security Information – Need to understand functionality of these pages and the business use for the system administrator, if Routine there is one? Ad Hoc Template/Search Results – The NAME field column data appears to word- Routine wrapped or other data is overlapping it. All Search Results Pages – Can we display more than 15 records at once? We Routine would like to see more. Application Entry/Application Search – We would like the ability to Search for existing permits and then have the ability to indicate whether they are CLOSED or Routine ARCHIVED on a single page and then Save. Application Entry/Application Detail – Create a function to allow a non-CPS user Routine (contract agency) to recommend a permit for issuance Add a SEARCH button to the PRINCIPAL NAME field. Routine Billing/Preliminary and Final – Need to be able to view Billing Statements from Routine previous months billing. CPermit Information/CPermit Information Search Criteria Page – When any applicant name (for example "xxxxxx") is entered in the APPLICANT FIELD and Routine the SEARCH button is selected, an error Message pops up: "Item 'xxxxxx' does not pass Validation Test. Attachments/Permit Attachments – Edit View When a checkbox for Form 2486 is filled out and the SAVE button is clicked, under the FORM ATTACHED area the Routine From # appears as #2286. System – Address consistency of field names, spellings, abbreviations, etc. Routine system-wide. System – Abbreviate “Individual” to IND and “Annual” to ANL so that more Routine screens are viewable. System – Statewide and Regional Annuals will be viewable by all permitted Routine locations. System – Add Print capability (in PDF Format) to each page throughout CPS Routine system. System must automatically generate a confirmation email notification to the applicant when a new application is submitted (“Your application was submitted Routine successfully.” This indicates that the process is begun.). System – Problem when using all 4 Permit Number fields for a search. Always returns zero results, even when the data is accurate. User is forced to use only two Routine or three fields. Search Results – Remove the following fields from the Search Results: Applicant Routine Name, Permit Type. Search Results – Add the following fields to the Search Results: Customer Routine Reference Number, Contact Name, Trunkline. Application Detail/New – When the backspace button is used on a list field, it Routine knocks you out of the page/system. Specifically, can we print individual T&S typicals with the permit? Routine Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 14
  • 40. Enhancement Priority Reports/Preliminary and Final Billing – The only difference between the two reports (Preliminary and Final) was the SET FLAG command button. For the newly Routine combined BILLING Report, we still need the SET FLAG to appear on the combined report. Ad Hoc Template and Ad Hoc Query – Remove or Hide numeric reference numbers for templates. Not needed by users. Want the ability to key in first letter Routine of template to get design template. Statewide Annual – Need to change the name of the Menu item from "Statewide Routine Annual" to ANNUAL PERMITS. Statewide Annual/ Search Results – Add the following fields to the report: BOND Routine #, SURETY TYPE, LIABILITY. Make the PERMIT # linkable to the Permit details. Routine Region Annual – Report Criteria Add APPLICANT field to the report (with scroll Routine and Search capability). Add the PERMIT YEAR ISSUED field. Reports/Permit Fee – Permit Fee Report formatting problem. The title banner Routine prints with text overlapping. Reports/Permit Fee – On the "All" Permit Type Report, need to add the REGION Routine field to be able to produce the Regional Permit Fee Report Reports/Permit Fee Report – On the 'Individual' PERMIT TYPE Report, need to Routine make the Permit Number linkable to the Permit detail Reports/Permit Fee Report/ Individual and Annual – On Permits Fee Reports, the title layout needs to be reformatted. "For Individual Permit(s) In Year 2004…" and Routine "For Annual Permits…" is currently printed overlapping the MDOT logo and Report Heading. CPermits Data/Bonds – Add a new field for OFFICE NAME that has a scroll list Routine capability to simplify data entry. Preliminary Billing and Final Billing – Combine these two reports into one report Routine entitled "BILLING." Reports/Bonds with Permits – Need to add fields: APPLICANT and PERMIT YEAR Routine ISSUED. Applicant Name field must have the scroll and Search capability. Reports/Preliminary and Final Billing – Need to add the ability to print old Billings Routine Statement per month. Can they be archived, retrieved and printed? Application Detail – New If BILL TO: APPLICANT is selected, we need a Message to appear that tells user to check the CORPORATE BILLING field options for the Routine PARENT COMPANY if applicable. Reports/Preliminary and Final Billing – Under FINAL BILLING, PDF Report produced needs the "Final Report" and "Date" to be centered at the top of the Routine page. Reports/Preliminary and Final Billing – PDF Reports Finance wants the reports to Routine display all of the billings for one office to be grouped together by address. Add a Search Button for the PRINCIPAL NAME field. Routine Add OFFICE NAME field to the Search Criteria. Routine Add BOND ISSUED FROM: and TO: Routine Add BOND CANCELLED FROM: and TO: Routine Add SEARCH box for APPLICANT field. Routine Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 15
  • 41. Enhancement Priority Search Command Buttons – ALL Once Search Results are displayed and a Search Item is selected to view, we would like a "RETURN TO SEARCH RESULTS" Routine command button that will allow us to go back to the original Search Results page to select another item. AD Hoc Report Template and Query/ Ad Hoc Query Criteria – For the TEMPLATE field drop-down box, please remove the numerals that precede each TCS title. Routine These numerals make data entry more difficult than it should be. Want the ability to type a letter to bring up the correct name. Reports/Permit Fee Report/ Individual and Annual On Permits Fee Reports, the "Grand Total (Annual)" and "Grand Total (Individual):" are non-functional. Remove Routine these. However, the current GRAND TOTAL: at the bottom of these reports should be labeled with (Annual) or (Individual). When the Backspace Key is used in CPS, it returns you to the previous page. However, when used while in a drop-down list field, it kicks you out of CPS and Deferred you have to login again. Add search capability for the NAME field and auto completion of the field upon Deferred selection. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 16
  • 42. • User Community User Roles User Classification Internal / External Approx. # of Users Permit Agent Internal 26 Clerical Staff Internal 26 TSC Manager Internal 26 Resource Specialist Internal 7 Monitor Wells Resource Specialist Internal 1 Design Engineer Internal 26 Construction Engineer Internal 26 Utility Engineer Internal 26 Permit Engineer Internal 26 Lansing Construction Permit Program Specialist Internal 2 Construction Permit Program Administrative Internal 10 Support Region Administrator Internal 7 System Administrator Internal 2–3 Permit Applicant External 5800/year Environmental Firm/Consulting Company External 50 Municipality – Village, Township, County, City External 5000 Inspector/Contract Agency External 183 Utility Company User Administrator External 100 Utility Company User External 500 Insurance Company for Surety Company External 500 User Locations Internal users are located at TSCs and Regions throughout Michigan, and have access to the State of Michigan Intranet. External users are located both in state and out-of-state, and have a variety of system and Internet access configurations. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 17
  • 43. • Business Processes Process Map Workflow Key DECISION POINT PROCESS STEP ON-PAGE REFERENCE OFF-PAGE REFERENCE OUTPUT DATABASE PREDEFINED PROCESS TERMINATOR Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 18
  • 44. Business Process Map – Current State Residential Driveway Permit Process — Page 1 Start Request by Mail, Fax, or in Person Applicant Environmental Requests Permit Assessment Info Conducted Additional MDOT Sends Reviews Permit Info and Conducted Application As Necessary Permit Application, Contractor Liability Insurance Plans, Initial Fees Used? Yes Required Received No Site Review Permit Agent Conducted Recommends Permit? Yes Contract Agency Yes Conducts Site Permit Stamped Site Review Conducted by No Review - Contacts “Recommended No MDOT? MDOT when For Issuance” Complete Yes Stamp “Denied” with Reason - Mail A Site Review Formal Letter to No Acceptable? Applicant Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 19
  • 45. Residential Driveway Permit Process — Page 2 A TSC/MIT Engineer No Resolve Inspection OK? No Resolve Approves Permit? Yes Yes Permit Delivered to Applicant and Work Accepted Inspection Agency Advance Notice Received Permit Application (5 Days in Original Filed Advance) Copy of Permit Work Performed Application and Inspection Delivered to Arranged by Applicant Applicant Close Permit Completion Notice Received Final Inspection Performed Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 20
  • 46. Commercial Driveway Permit Process — Page 1 Start Request by Mail, Fax, or in Person Applicant Lansing Traffic Dept. Lansing Traffic Requests Permit Involvement Yes Dept. Reviews Info Needed? No MDOT Sends Traffic Study Traffic Study Permit Info and Yes Needed? Conducted Application No Permit Application, Tap Ins to Drainage Review Plans, Initial Fees Storm System? Yes Conducted Received No Driveway Site Review Configuration Meets No Resolve Conducted Standards? Yes Site No Resolve Access Acceptable? Connection to Yes Management Trunkline? Review Yes No Collect Additional Fees Endangered Yes Additional Endangered Required? Species Species Fees Yes Assessment Assessment Needed? Conducted No No Traffic Engineer A Reviews Plans Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 21
  • 47. Commercial Driveway Permit Process — Page 2 A Environmental Environmental Assessment Yes Assessment Needed? Conducted No Specify Needed Letters, Permit Agent Additional Plans, Marks Up Plans etc. and Sends DO ALL Letter to Applicant w/ Needed Revisions Major Revision Revised Plans Needed? Yes Submitted No Final Plans Submitted (4 Sets) Phone Calls, Letters, Meeting Final Plans Acceptable? No Resolve Yes Capture Comments from Staff/Other Concerns B Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 22
  • 48. Commercial Driveway Permit Process — Page 3 B Proof of Resolve - Liability Liability Insurance No Insurance Received? Required Yes Proof of Resolve - Surety No Surety Received? Required Yes Bond by Certificate of Property No Agency Required Owner? Yes Permit Agent Recommends Permit? Yes Permit Stamped “Recommended No For Issuance” TSC/MIT Engineer No Resolve Approves Permit? Yes Permit Delivered to Applicant and Inspection Agency C Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 23
  • 49. Commercial Driveway Permit Process — Page 4 C Advance Notice Received (5 Days Surety Released in Advance) Work Performed and Inspection Permit Application Arranged by Original Filed Applicant Copy of Permit Application Completion Notice Delivered to Received Applicant Close Permit Final Inspection Performed Inspection OK? No Resolve Yes Work Accepted Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 24
  • 50. Business Process Map – Future State – All Types Future Permit Application Process — Page 1 Online Application Manual Application Process Start Process Start Request by Mail, Applicant Views E-mail, Fax, or in Person Applicant CPS_W Web Site Requests Permit for Information and Info Permit Application Online Preliminary Data Applicant Permit Validation Completes and Application MDOT Sends Submits Automatically Permit Info and Application, Plans, Entered in Application Initial Fees Online CPS_W Permit Application, Plans, Initial Fees Received Permit Application Manually Entered in CPS_W Plans Scanned into CPS_W Site Review Conducted A Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 25
  • 51. Future Permit Application Process — Page 2 A Contract Agency Site Review Conducts Site Conducted by No Review - Enters MDOT? Review Info Online Yes CPS_W Updated with Review Results, Comments Certificate of No Bond by Agency Required Property Owner? E-mailed to Applicant if Stamp “Denied” Applicant E-mail with Reason - Address on File, Site Review Formal Letter Otherwise Mailed No Automatically Acceptable? Generated by CPS_W Some Reviews Pre- selected Based on Permit Type - Permit Agent Can Permit Agent/ Modify List as Appropriate Engineer Automated Before Submitting Determines Notification to Necessary Reviewer(s) of Review(s) and Reviews Submits List in Needed CPS_W CPS_W Reviews Updated with Conducted - Review Reviewers Enter Results, Review Info Online Comments Environmental CPS_W Assessment Updated Conducted Endangered Species CPS_W Review Updated Conducted B - Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 26
  • 52. Future Permit Application Process — Page 3 B Contractor Liability Insurance Used? Yes Required No Electronically from CEPAS or Collect by Mail Additional Fees Yes Additional Required? Fees No Permit Agent Recommends Permit? Yes Permit Status Permit Stamped Updated in “Recommended No CPS_W For Issuance” TSC/MIT Engineer No Resolve Approves Permit? Yes Permit Application, Attachments, Plans Permit Application with Review Package Comments, etc. Automatically Generated by CPS_W C Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 27
  • 53. Future Permit Application Process — Page 4 C E-mailed if E-mail Address on File, Permit Delivered Otherwise Mailed to Applicant and Inspection Agency Electronically or Advance Notice Permit Status by Mail Received (5 Days Updated in in Advance) CPS_W Work Performed and Inspection Arranged by Applicant Electronically or by Mail Permit Status Completion Notice Updated in Received CPS_W Online (w/Automated Notification to Permit Agent) or Final Inspection Inspection by Mail Performed - Data Entered Inspector Submits in CPS_W Inspection Data Resolve Inspection OK? No (Litigation, etc.) Yes D Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 28
  • 54. Future Permit Application Process — Page 5 D Status Work Accepted Updated in CPS_W Surety Released Permit Application Original Filed E-mailed if E-mail Address on File, Copy of Permit Otherwise Mailed Application Delivered to Applicant Close Permit Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 29
  • 55. • Common Use Case Scenarios User Classification Primary Uses of the Application  Gather Permit Application Data  Enter Permit Application Data  Modify Permit Application Data  View Permit Application Data  Verify/Validate Permit Application Data  Compile/Complete Permit Application Attachments/Forms  Identify/Assign Necessary Reviews  View Monitor Well Data  Compile Permit Application Package  Send Permit Application Package to Applicant, Contractor, Inspecting Agency Permit Agent / Permit Engineer / Utility Engineer  Review Inspection Results (Uses vary by TSC)  Review Permit Application  Review Permit Documentation  Recommend Permit for Issuance  View Permits  Close Permits  Archive Closed Permits to Lansing Records Center  View Reports  Query Data and Create Ad-hoc Reports  Accept and Release Surety  Utility Coordination  Approve Permit  Issue Permit  Compile Permit Application Package  Send Permit Application Package to Applicant, Contractor, Inspecting Agency Clerical Staff  Receive Notifications and Route to Permit Agent and/ or Permit Engineer  Update Permit Issuer in CPS Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 30
  • 56. User Classification Primary Uses of the Application  Sign/Issue Permit TSC Manager  View Permits  Resolve Permit Issues  View Reports  Review Environmental Issues Resource Specialist  Query Data and Create Ad-hoc Reports  View Reports  Enter Monitor Well Data  Modify Monitor Well Data Monitor Wells Resource Specialist  View Monitor Well Data  Query Data and Create Ad-hoc Reports  View Reports  Conduct Design Reviews Design Engineer  Enter Design Review Data  Query Data and Create Ad-hoc Reports  View Reports  Conduct Construction Reviews Construction Engineer  Enter Construction Review Data  Query Data and Create Ad-hoc Reports  View Reports Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 31
  • 57. User Classification Primary Uses of the Application  Manage Construction Permit Program  Statewide Annual Permits  Billing  Gather Permit Application Data  Enter Permit Application Data  Modify Permit Application Data  View Permit Application Data  Verify/Validate Permit Application Data  Compile/Complete Permit Application Attachments/Forms  Identify/Assign Necessary Reviews  View Monitor Well Data Lansing Construction Permit Program Specialist  Compile Permit Application Package  Send Permit Application Package to Applicant, Contractor, Inspecting Agency  Review Inspection Results  Review Permit Application  Review Permit Documentation  Recommend Permit for Issuance  View Permits  Close Permits  Archive Closed Permits to Lansing Records Center  View Reports  Query Data and Create Ad-hoc Reports  Accept and Release Surety Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 32
  • 58. User Classification Primary Uses of the Application  Manage Construction Permit Program  Statewide Annual Permits  Billing  Gather Permit Application Data  Enter Permit Application Data  Modify Permit Application Data  View Permit Application Data  Verify/Validate Permit Application Data  Compile/Complete Permit Application Attachments/Forms  Identify/Assign Necessary Reviews  View Monitor Well Data Construction Permit Program Administrative Support  Compile Permit Application Package  Send Permit Application Package to Applicant, Contractor, Inspecting Agency  Review Inspection Results  Review Permit Application  Review Permit Documentation  Recommend Permit for Issuance  View Permits  Close Permits  Archive Closed Permits to Lansing Records Center  View Reports  Query Data and Create Ad-hoc Reports  Accept and Release Surety  View Permits  Modify Permits Region Administrator  Resolve Issues  Reset Permit Numbers  Query Data and Create Ad-hoc Reports  View Reports  Add/Delete Users  Implement and Manage Role Based Security System Administrator  Reset User Passwords  Reset Permit Numbers  Maintain and Troubleshoot Application Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 33
  • 59. User Classification Primary Uses of the Application  View General Permit and Permit Application Info  Complete Permit Application Online  Submit Permit Application Online  Submit Advance Notice Online Public/Adjacent Property Owner  Print Completed Permit Application to Submit by Mail (if not submitted online)  Access PR Finder  Access Online Help  View Own Permit Application Status  Enter Preliminary Permit Application Info  Submit Permit Application Environmental Firm/Consulting  Search/View Own Company’s Permits Company  Submit Advance Notices  Submit Attachments  Attach Appropriate Surety  Enter Preliminary Permit Application Info  Submit Permit Application Municipality – Village, Township,  Search/View Own Municipality’s Permits County, City  Submit Advance Notices  Submit Attachments  Attach Appropriate Surety  Conduct Inspections  Conduct Site Reviews  Enter Review Data Inspector/Contract Agency  Update Review Status to Complete  View Permit Documentation  Receive/Enter Permit Applications & Send Signed Original to MDOT  System Administrator for Own Utility Users  Add/Delete Own Utility Users  Enter Preliminary Permit Application Info Utility Company User Administrator  Submit Permit Application  Search/View Own Company’s Permits  Submit Advance Notices  Submit Attachments  Attach Appropriate Surety Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 34
  • 60. User Classification Primary Uses of the Application  Enter Preliminary Permit Application Info  Submit Permit Application Utility Company User  Search/View Own Company’s Permits  Submit Advance Notices  Submit Attachments  Attach Appropriate Surety  Bond Process  Generate Bonds  Print Bonds to Submit by Mail Surety Company or Representative  Search Own Company’s Bonds  View Own Company’s Bonds  View List of Own Company’s Bonds  View Select Data for Own Company’s Permits  View Own Company’s Permit Status Insurance Company  Submit Certificate of Insurance Online Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 35
  • 61. • Project Impact Related Initiatives Related initiatives include those that impact the CPS_W project as well as those that the CPS_W project will impact. The session identified the following related initiatives: Utility Relocation Tracking System (URTS) – CPS tracks key information that is used to locate utility lines and owner. Michigan Timely Application and Permit Service (MiTAPS) – MITAPS will link permit applicants requesting a ROW permit. Adopt-A-Highway program is currently part of CPS, but will be a separate and independent process when the Adopt-A-Highway application is implemented Pending State Legislation Regulating Highway Advertising/Billboards – The Legislation may add some permitted activities to be impacted for vegetation removal. People/Organizations Impacted MDOT Real Estate Construction Permits Unit – Program Owner, System Administrator and User track, maintain and recommend system troubles, modifications and billing. MDOT Regions and TSCs – Program Region Administrators and Program Users enter data and develop reports for Region/TSC Administration. MDOT Finance Operations Services – Finance bills applicants for permitted activities. Adjacent Property Owners – Permit applicants may request ROW permit online. Utility Companies – Trusted Business Owners will routinely have the ability to submit ROW permits online. Consulting and Environmental Firms – Firms will have the ability to submit ROW request on behalf of land developers online. Municipalities - Trusted Business Owners will routinely have the ability to submit ROW permits online. Surety Companies or Representatives - Surety companies or Representative will be able to submit documents that would ensure that permitted activities are secured for site construction ability online. Contract Agencies – Direct contact agencies will work with MDOT permit staff for permit activities, such as inspections, online. Insurance Companies – Insurance companies will be able to submit documents that would ensure that permitted activities are secured for liability insurance online. Michigan Department of Environmental Quality (DEQ) – DEQ will be able to view environmental activities along the state trunkline ROW online. Michigan State Police (MSP) – MSP will be able to view environmental activities along the state trunkline ROW online. Attorney General (AG) – AG office will be able to view permits that may end up in court online. Adopt-A-Highway Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 36
  • 62. Utility Coordination Program Area Access Management Program Area Storm Water Management Program Area Traffic and Safety Program Area – T&S will able to track permitted traffic signal work online. Highway Advertising Program Area Processes Impacted No impacted processes were identified in the session. Systems Impacted MiTAPS URTS Finance (PAB/MFOS) ProjectWise DEQ Leaking Underground Storage Tank (LUST) Website Billboard System Monitor Wells Tracking Environmental Closure List UARS Context Diagram Arrows Indicate access or information passing to or from the entity indicated. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 37
  • 63. CPS_W Context Diagram Contract Agencies ProjectWise Surety Companies Inspection Permit Data GroupWise Application Bond Data URTS Plans E-mail Notifications, Utility Permit Electronic Submissions Information DEQ LUST Storage Website Tank Data CPS_W Gateway MiTAPS MAP Project Data Forms/Attachments MDOT Forms MPINS/ACRS Credit Card Environmental Server Processing Permit Billing Data Data Environmental CEPAS Closure List Finance Operations (PAB/MFOS) Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 38
  • 64. • Organizational Data High-Level Data Sets High-Level Data Set Future Source Permits CPS Applicants CPS Sureties CPS Surety Companies/Bonding Agents CPS Certificates of Insurance CPS Insurance Companies CPS Monitor Wells CPS Archived Permits Lansing Records Center, CPS Entity Relationship Diagram Note: This is a preliminary diagram and will require further validation and information gathering. Other Entities and Attributes may be identified during the Analysis and Design phases of the project. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 39
  • 65. Reviewer Applicant Contractor Inspection/Contract Agency Name Name Name Phone # Mailing Address Address Location/Branch Name E-mail Phone # Phone # Address Dept./Job Title Cell Phone # Cell Phone # Phone # Active/Inactive E-mail E-mail Review Permit Inspection Inspector Review Type Permit # Permit # Name Date Notified Issue Date Application # Title Date Reviewed Expiration Date Inspection Date Phone # Permit # Permit Type Work Satisfactory? E-mail Review Comments Fee Comments Active/Inactive Date Received Inspection Type Cash/Exempt/Billable Dept. Bond # State Trunkline City or Township Monitor Well Section Utility Company Location Town Owner Range Utility Name Bond County CPS Coordinator Nearest Crossroad Permit # Side of Road Distance to Nearest Crossroad Contact Direction to Nearest Crossroad Business Address Name Proposed Start Date Proposed Completion Date Location/Branch Name Title Plans Attached? Address Phone # Lease Agreement Purpose Phone # E-mail Type of Contact Requisition # Date Active/Inactive Work Order # Fee Job # Expiration Control Section Permit # Trunkline Certificate of Insurance Notification Work Type Code ECC Name of Insured Work Method Insured Phone # Insurance Agent Milepoint From Insured Address Milepoint To Type of Insurance Name Archived Permit Location Policy # Title (Lansing Records Ctr) Environmental Assessment Policy Effective Date Phone # Endangered Species Assessment Policy Expiration Date E-mail Permit # Permit Status Category Active/Inactive Records Center # Policy Amount Bar Code # Date Issued Lot # Batch # Date Sent to Lansing Contact Insurance Agency Bond/Surety Name Agency Name Type Phone # Bonding Agent Agency Address Amount E-mail Agency Phone # Permit # Type of Contact Name Owner Active/Inactive Address Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 40
  • 66. • Functional Application Map The following is a preliminary list of the functional requirements for CPS_W. Other functional requirements and specifications may be identified during the Analysis and Design phases of the project. Permit Applications Ability to view general permit and permit application info Ability to complete permit application online Ability to submit permit application electronically Ability to print completed permit application to submit by mail (if not submitted online) Ability to access online help Ability to enter permit application data Ability to modify permit application data Ability to view permit application Ability to submit plans electronically Ability to verify/validate permit application data Ability to identify/assign necessary reviews Ability to enter review data Ability to update review status to Complete Ability to review permit application and documentation Ability to recommend permit for issuance Ability to compile permit application package Ability to send permit application package to applicant, contractor, inspecting agency Ability to approve permit Ability to update permit application status Ability to view permit application status Interface with PR Finder Interface with Environmental Closure List Interface with Environmental Websites Interface with MiTAPS Interface with CEPAS Interface with MPINS Interface with URTS Interface with ProjectWise Interface with DEQ LUST Website Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 41
  • 67. Permits Ability to enter permit data Ability to modify permit Ability to view permit Ability to close permit Ability to archive closed permits to Lansing Ability to receive notifications and route to permit agent and/or permit engineer Ability to update permit issuer Support utility coordination process Ability to issue permit Ability to track statewide annual permits Ability to enter billing data Ability to reset permit number Ability to update permit status Ability to view permit status Ability to view permit documentation Ability to enter inspection comments Ability to submit Advance Notices electronically Forms/Attachments Ability to complete permit application attachments/forms online Ability to submit attachments electronically Interface with MDOT Forms Server Monitor Wells Ability to enter Monitor Well data Ability to modify Monitor Well data Ability to view Monitor Well data Surety/Bonds Support bond process Ability to generate bonds Ability to print bonds to submit by mail Ability to attach bonds to permit Ability to submit certificate of insurance electronically Ability to search bond Ability to view bonds Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 42
  • 68. Reports/Queries Ability to create ad hoc queries Ability to create canned reports Approx. 12 – 15 standard reports Ability to view reports System Administration Ability to add/delete users Ability to add/modify/delete security roles Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 43
  • 69. • Requirements Layout (“Look and Feel”) Requirements The CPS_W layout must adhere to current MDOT and MDIT layout standards, as specified in the http://www.michigan.gov/dit/ “Policies and Standards” link. No unique layout requirements were identified for CPS. Navigational Requirements CPS_W must adhere to current MDOT and MDIT navigation standards, as specified in the http://www.michigan.gov/dit/ “Policies and Standards” link. No unique navigational requirements were identified for CPS. Scalability Requirements The CPS_W user community will increase considerably if the system allows Internet access by external users. Maintainability Requirements No unique maintainability requirements were identified for CPS. System Useful Life CPS_W is intended to be a long-term solution, and is expected to be in use for at least 7 - 10 years. Availability Requirements CPS_W should be available 24 hours a day, 7 days a week, with “normal” downtime for maintenance activities during non-business hours (nights and weekends). Performance Requirements The ability for Permit Agents/Engineers to view current permits should be optimized. In addition, CPS_W should meet current industry and MDIT performance standards, and should match or exceed current CPS performance. Security Requirements CPS_W will utilize role-based security, and must adhere to current MDOT/MDIT security practices and standards for Web applications and credit card processing, as specified in the http://www.michigan.gov/dit/ “Policies and Standards” link. Sensitive customer information such as permit numbers, bond numbers, and permit fee billing must be secured information. Online users will only have access to their own permit and user information. Auditing Requirements CPS_W should provide an audit trail to track changes to the database, per MDOT/MDIT standards. The audit trail should track changes at the record level, as well as the ID of the user making the change, and the date and time of the change. Some changes, such as address and finance date, may be tracked at the field level. Data Archiving and Purging Requirements Historical data on permit application and issuance must be maintained according to MDOT Policy. Fee schedules and billing history file will also be archived. CPS_W will archive data for 30 years. Older records may be sent to History as storage space requires, or if necessary to optimize system performance in accessing active permit data. In addition, the system must adhere to current MDOT/MDIT archiving and purging practices and standards, as specified in the http://www.michigan.gov/dit/ “Policies and Standards” link. System Interface Requirements PR Finder for location data MPINS/ACRS for job number verification MDOT Forms Server Environmental Closure List Environmental Websites MiTAPS – Gateway Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 44
  • 70. URTS to automate sending CPS utility info to URTS – possible future interface ProjectWise – possible future interface CEPAS for credit card processing – possible future interface UARS – Security DEQ LUST Website – possible future interface Technical Constraints The Construction Permit Program Area is exploring the possibility of purchasing GPS units, cameras, and mobile computing devices (e.g., laptops and/or PDAs). CPS_W will need to be compatible with any devices and platforms selected. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 45
  • 71. • Exceptions to MDOT Standards No specific exceptions to MDOT standards were identified in the session. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 46
  • 72. • Implementation Considerations Existing Related Data Sets Data Set Source Permits CPS Monitor Wells Individual spreadsheets Permit Issuance Register Individual spreadsheets Permit Recording Index Individual spreadsheets Checklists/Do All Lists Individual spreadsheets Construction Permit Forms MDOT Forms Server Storage Tank Data DEQ LUST Website Utility Permit Information URTS Environmental Closure List DEQ Website Permit Billing Data PAB/MFOS Current Projects MPINS/ACRS Historical Permit Data C-Permits Data Migration Requirements All current CPS data, as well as data from various individual spreadsheets, will need to be migrated into the new system. C-Permits data may be migrated or re-entered into the new system, depending on which method proves most efficient. Current Infrastructure Web-based, Intranet only PowerBuilder front-end OS – WINNT Server-based Oracle Database Implementation Requirements Assessment of infrastructure needs Obtain necessary hardware Mobile computing devices (laptops or palm pilots) – 30 Digital cameras – 30 Hand held GPS units – 30 Scanners – 30 Extra batteries Obtain necessary development and support resources Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 47
  • 73. Data migration Application usability testing User Training Implementation Timeline/Phases The Construction Permits Workgroup would prefer to implement a new system at the beginning of the calendar year. No other specific timeline constraints were identified for the implementation of CPS_W. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 48
  • 74. • Assumptions The following project assumptions were identified during the session: The Construction Permits Workgroup will develop a process to link workcode types to a specific permit fee Current system functionality will be maintained unless otherwise specified The following issues will be more thoroughly discussed prior to estimate completion: Whether or not electronic signatures will be acceptable Whether or not electronic plan submission will be acceptable Whether or not it will be possible to accept fee payments by credit card The possibility of using GPS Coordinate System for facility location The possibility of using PDAs to access the system How best to capture and maintain monitor well data within CPS_W Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 49
  • 75. • Risk Assessment The following issues or risks were identified for the CPS_W project: A new monitor wells process must be developed. The inspection billing process must be standardized throughout regions. Different MDOT locations have different processes and procedures, which must be standardized. Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 50
  • 76. • Glossary of Terms Term Definition ACRS Administrative Customizable Reporting System AG Attorney General B-Bond Blanket Bond BMP Beginning Mile Point Boring Drilling hole in ground for taking soil samples CEPAS Centralized Electronic Payments Authorization System CS Control Section DEQ Department of Environmental Quality ECC Environmental Classification Code EIS Environmental Impact Statement EMP Ending Mile Point HAP Highway Advertising Program I-Bond Individual Bond IDS Indefinite Delivery Services Contract LUST Leaking Underground Storage Tank MFOS MAP Financial Obligation System MI-PARS Michigan Permits and Routing System MiTAPS Michigan Timely Application and Permit Service Monitor Well A well drilled to assess ground water quality MSP Michigan State Police PAB Project Accounting and Billing PR Physical Reference Surety A bond to insure contractors working on a construction project URTS Utility Relocation Tracking System Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 51
  • 77. Appendix A – Listing of Requirements This section provides a list of identified requirements to be reviewed and rated by session participants. The purpose of this is to determine which features are most critical to the success of the proposed project, as well as to identify possible project phases. Participants are asked to complete two columns, Priority and Rank. Requirement ID The Requirement ID column is a numeric identifier for the Requirement. It has no rating value and is assigned by the document author. Requirement The Requirement column is the individual requirement, captured during the Requirements Session, which Review session participants rank for importance to the proposed project. Priority Session participants should complete the Priority column for each Requirement with the appropriate value defined below. Must Have – A critical need and must be in the initial release even if considered an enhancement. Need to Have – The business needs it but not a showstopper if not part of the initial release. Does need to be in the plans for future releases. Nice to Have – A wish list item that could add value for MDOT but if not included won’t impact the business immediately. Not needed in initial release but could be part of a future release. Don’t Really Need – A wish list item that really doesn’t support the business needs. Rank Session participants should rank each Requirement as (H)igh, (M)edium or (L)ow need. These are later translated into the following point system by the document author: High = (5) Medium = (3) Low = (1) Weight Factor The Weight Factor for each item is assigned by the document author using the values defined below. Must Have = .30 Need to Have = .15 Nice to Have = .05 Don’t Really Need = .01 Criteria Weight Calculation derived by multiplying the Rank by the Weight Factor. Intended to assist in determining which requirements are most critical to the proposed solution. The items with the highest Criteria Weight are considered to be most important. Document author completes this column. Priority Weight Rank Criteria Req. ID Requirement (Must, Need, Factor (H, M, L) Weight Nice, Don’t) 10 Link to PR Finder Must .30 H (5) 1.5 Ability to attach digital site photos to 11 Must .30 H (5) 1.5 permit application Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 52
  • 78. Priority Weight Rank Criteria Req. ID Requirement (Must, Need, Factor (H, M, L) Weight Nice, Don’t) Ability to submit Certificate of Insurance 13 Must .30 H (5) 1.5 online Ability to accept credit cards for fee 14 Must .30 H (5) 1.5 payments Interface with external web sites for 15 environmental & archaeological Must .30 H (5) 1.5 information “To Do” checklist generated based on 16 Must .30 H (5) 1.5 preliminary application info submitted 17 Permit application status tracking Must .30 H (5) 1.5 Ability for applicant to view application 18 Must .30 H (5) 1.5 status online Electronic approvals per permit business 19 Must .30 H (5) 1.5 rules Ability to pre-fill permit with information 21 from applicants who have had permits Must .30 H (5) 1.5 before Ability to complete and submit 22 Must .30 H (5) 1.5 forms/attachments online 23 Interface with MDOT Forms Server Must .30 H (5) 1.5 Ability to batch process multiple permits 27 as “Archived” (Sent to Lansing Records Must .30 H (5) 1.5 Center) Ability to enter expiration date before 28 Must .30 H (5) 1.5 save/issue of permit 30 Ability to track 20-year leases with permit Must .30 H (5) 1.5 31 Capture and maintain Monitor Wells data Must .30 H (5) 1.5 Support electronic issuance of B-Bonds 34 Must .30 H (5) 1.5 and I-Bonds Ability to capture bond information 35 Must .30 H (5) 1.5 electronically Ability to send Billing Report to Finance 37 Must .30 H (5) 1.5 electronically 38 Ability to create ad hoc queries Must .30 H (5) 1.5 39 Ability to create canned reports Must .30 H (5) 1.5 40 Interface with CEPAS Must .30 H (5) 1.5 Interface with MPINS for job number 41 Must .30 H (5) 1.5 verification 45 Interface with UARS Must .30 H (5) 1.5 Ability to capture and store multiple contacts for trusted business partners 46 Must .30 H (5) 1.5 (utilities, municipalities, contract agencies, etc.) Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 53
  • 79. Priority Weight Rank Criteria Req. ID Requirement (Must, Need, Factor (H, M, L) Weight Nice, Don’t) Ability to capture and store Lansing 48 Records Center storage information on Must .30 H (5) 1.5 archived permits Ability to create and generate complete 49 permit application package to e-mail or Must .30 H (5) 1.5 print and mail 5 Interface with URTS Must .30 H (5) 1.5 6 Online data validation Must .30 H (5) 1.5 Interface with GroupWise to automate 7 Must .30 H (5) 1.5 communication/notifications Ability for applicants to complete permit 8 Must .30 H (5) 1.5 applications online Online help for permit application 9 Must .30 H (5) 1.5 completion Ability to download permit data into MS 1 Need .15 H (5) 0.75 Word and Excel 12 Ability to submit plans electronically Need .15 H (5) 0.75 Support electronic signatures for 2 Need .15 H (5) 0.75 permits Ability to generate electronic 20 Need .15 H (5) 0.75 notifications of items ready for review Automate annual sending of permits & 24 Need .15 H (5) 0.75 attachments Ability to automate yearly notification for 25 Need .15 H (5) 0.75 renewal of annual permits Ability to scan and store hard copy 29 documents (plans, permit application, Need .15 H (5) 0.75 inspection reports, etc.) Ability for Permit Agent/Engineer to 33 Need .15 H (5) 0.75 select reviews necessary for a permit 36 Support electronic signature for bonds Need .15 H (5) 0.75 Automated notification/reminder if a “to do” item (review, approval, etc.) has not 26 Need .15 M (3) 0.45 been completed within a specified time frame Support ability to complete forms offline 3 (via laptop, handheld, etc.) and upload to Need .15 M (3) 0.45 system at a later time 42 Interface with ProjectWise Need .15 M (3) 0.45 44 Interface with MiTAPS Need .15 M (3) 0.45 Ability to generate, edit, print, and e-mail 47 Need .15 M (3) 0.45 letters and correspondence Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 54
  • 80. Priority Weight Rank Criteria Req. ID Requirement (Must, Need, Factor (H, M, L) Weight Nice, Don’t) Automated notification to appropriate 32 Resource Specialist of updates/changes Nice .05 M (3) 0.15 to Monitor Wells data 4 Ability to access the system on a PDA Nice .05 M (3) 0.15 43 Interface with DEQ LUST Website Nice .05 M (3) 0.15 Modified Date: 12/8/2005 CPS Requirements Document Final Version Page 55