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DEPARTMENT OF INFORMATION TECHNOLOGYMASTER 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: Construction Permits System Web (CPS_W)
Period of Coverage:August 1, 2006 – January 31, 2007
Requesting Department: Michigan Department of Transportation
Date: 05/31/2006
Agency Project Manager: Joe Rios
Phone: 517.241.2103
DIT Contract Liaison: Cindy Turben
Phone: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.
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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.
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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 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 modelo Screen mock-upso Data conversion plan
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o Business use case documentso Architecture design
Technical Design Documentationo Detailed database design, including physical and logical data modelso Final screen designso System interface and technical architecture designo Reporting formats
Fixed price quote for the system development and implementation including:o Resumes of individuals who will actually perform the worko 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.
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RESOURCE REQUIREMENTS:
Project Manager
It is expected that the same project manager will be involved with both the Design Phase and the 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.
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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
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 documentationo Use cases o Screen mock upso Data conversion plano Business use case documentso Architecture designo 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.
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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 ServersSybase EAS Web Server on Microsoft IIS Web Server, version 5.1 + on Windows 2000IBM WebSphere Application Server - Developer EditionIBM 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
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Application Servers·Cold Fusion, MX Enterprise ·IBM WebSphere Application Server - Developer Edition ·IBM WebSphere Application Server - Enterprise Edition, v. 5.1.x + for Sun Solaris
Web / intranet Servers:Apache 2.054IBM HIS 2.0.xIIS 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.
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Network Environment / Hardware·Cisco Routers·IPX and IP routing·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.
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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.
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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.
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PROJECT CONTACTS:
The designated Agency Business Owner is:Joe RiosReal Estate Support AreaMichigan Department of Transportation7050 West Saginaw, Suite 3PO Box 30050Lansing, Michigan 48909Business Phone: (517) 241-2103Fax Number: 517.373.2209Email address: Rioj@michigan.gov
The MDOT Automation manager is:Jody BartilsonMichigan Department of TransportationVan Wagoner building/4th floor425 W. Ottawa StreetLansing, Michigan 48909Business Phone: 517-335-2465bartilsonj@michigan.gov
The DIT Contract Administrator for this project is:
Cindy TurbenMichigan Department of Information TechnologyConstitution Hall/ 1st floorLansing, Michigan 48909Business Phone: 517.335.6069Fax Number: 517.335.4239Email address: turbenc@michigan.gov
The MDIT PMO manager is:Viji JayaramanMichigan Department of Information TechnologyVan Wagoner building/1st floor425 W. Ottawa StreetLansing, Michigan 48909Business Phone: 517-241-5792Fax Number: 517-241-0751jayaramanv@michigan.gov
Appendix A: Additional Defined System FunctionalityAppendix B: Resume TemplateAppendix C: Business Considerations
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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 online4. Ability to submit permit application electronically5. Ability to print completed permit application to submit by mail (if not submitted online)6. Ability to access online help7. Ability to enter their specific application data8. Ability to modify their specific permit application data9. Ability to view their own permit application10. Ability to submit plans pertaining to their permit electronically11. Ability to verify/validate their permit application data12. Ability to automatically submit advance & completion notices13. Ability to automatically notify inspection agency of construction start – inspection
request14. Online Bonding15. Online Payment
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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 application2. Ability to see normal/standard reviews by permit type3. Ability to enter permit application data for applicants4. Ability to update review status to Complete for a permit5. Ability to review permit application and documentation6. Ability to scan job/project plans into CPS7. Ability to recommend permit for issuance8. Ability to compile permit application package9. Ability to send permit application package to applicant, contractor, inspecting agency10. Ability to approve permit11. Ability to update permit application status12. Ability to view permit application status13. 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 notices2. Ability to enter site review results/comments related to permits3. Ability to automatically submit final inspection work accepted/rejected completion notice4. Ability to View Permit Documentation
D. Permits Module for Internal MDOT Users:1. Ability to view permit2. Ability to edit permit3. Ability to close permit4. Ability to archive closed permits to Lansing5. Ability to automatically receive notifications and route to permit agent and/or permit
engineer6. Ability to update permit issuer7. Support utility coordination process8. Support multi- level approvals by Permit Agent and Permit Engineers by TSC/Region
(flexibility needed by TSC within Region)9. Ability to issue permit10. Ability to automatically generate Permit denial and acceptance notification letters11. Ability to generate the permit application package and to route automatically to
applicants and inspection agencies12. Ability to track statewide annual/individual permits13. Ability to interface to CEPAS to collect fees14. Ability to enter billing data15. Ability to reset permit number16. Ability to update permit status17. Ability to view permit status18. Ability to view permit documentation19. Ability to enter inspection comments20. Ability to submit Advance Notices electronically
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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 maps23. 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 application3. 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 assignments5. 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 time7. Ability to complete permit application attachments/forms online8. Ability to submit attachments electronically9. Interface with MDOT Forms Server10. 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 reports2. Define, design and develop “quick view” status reporting on parcels3. Provide ad hoc reporting capability4. Provide ad hoc query capabilities5. Design and develop routines to manage customer mailing list functions6. Ability to view reports 7. Ability to download to Excel, Word, Access, etc.
G. Monitor Wells Module:1. Ability to enter Monitor Well data2. Ability to modify Monitor Well data3. Ability to view Monitor Well data
H. Surety/Bonds Module:1. Support online bond process2. Ability to generate bonds3. Ability to print bonds to submit by mail4. Ability to attach, detach, and archive bonds connection to a permit5. Ability to submit certificate of insurance electronically6. Ability to search bond7. Ability to view bonds 8. Ability to report bonds status
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I. System Administration Module:1. Ability to add/delete users, inspectors, surety companies, etc.2. Ability to add/modify/delete security roles3. 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 Information2. One way Interface with Environmental Closure List for Environmental Data3. One way Interface with Environmental Websites for Storage Tank and other data4. Interface with MiTAPS which will be the gateway into CPS5. Two way (Secure) Interface with CEPAS for credit card processing6. One way Interface with MPINS for Job/Project data7. Two way Interface with URTS, Utility Information from URTS and Permit information
to URTS 8. Two way Interface with ProjectWise for job/project plan information9. One way Interface with DEQ LUST Website for Storage Tank and environmental
information
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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.
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Proposed Resource Name:Proposed Role: Sr. Project ManagerAssociated with:(check one):
Prime Bidder Subcontractor
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
1
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.
2 Must be PMP certified.
3One year experience managing CMM Level 5 projects or equivalent documented program.
4Experience facilitating Quantitative Management and Causal Analysis meetings.
55 years experience managing projects within the government industry.
6Experience interfacing with executive level positions i.e. CIO.
7Experience managing comprehensive project plans utilizing project management flows and tools.
8
Experience performing scope management for large projects, including a disciplined change control process.
9Experience working with multiple vendors and multiple agencies on a project
10Experience performing issues management across multiple Departments.
# Requirement Bidder’s Response
11Experience with creating and executing of Implementation plans.
12Experience with creating Quality Assurance processes and plans.
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 projectClient/Project: Client, with contact information, and project Employer: identify employer at the time of experienceTitle/Percentage of time: title of role on project and percentage of time spent on projectDescription: 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.
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.
December 8, 2005FINAL VERSION
Construction Permits System Web (CPS_W)Requirements Definition Document
Table of Contents
PROJECT CONTACTS:.............................................................................................................12
Sr. Project Manager..................................................................................................................18
Table of Contents........................................................................................................................ i
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
Modified Date: 12/8/2005CPS Requirements Document Final Version Page i
Systems Impacted............................................................................................................................ 37
Context Diagram.............................................................................................................................. 37
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
Modified Date: 12/8/2005CPS Requirements Document Final Version Page ii
Implementation Requirements...........................................................................................................47
Implementation Timeline/Phases.......................................................................................................48
Assumptions.........................................................................................................49
Risk Assessment..................................................................................................50
Glossary of Terms.................................................................................................51
Appendix A – Listing of Requirements....................................................................................52
Modified Date: 12/8/2005CPS Requirements Document Final Version Page iii
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
Name Title OrganizationE-mail (@michigan.gov
unless noted)
Phone
Brett Arrans Engineer Tech 11MDOT Coloma TSC
ArransB 269-849-1494
Jody BartilsonBureau Automation Manager
MDOT Operations BartilsonJ 517-335-2465
Rob Beckon Supervising EngineerMDOT Lansing RESA
BeckonRD 517-335-2211
Jared BollUtility/Drainage Engineer
MDOT Jackson TSC
BollJ 517-780-6205
Matt DeLongReal Estate Administrator
MDOT Real Estate DelongM 517-373-2200
Rick Ferguson Permits AgentMDOT Alpena TSC
FergusonR2 989-356-2231
Steven Gasser Engineering Tech 11MDOT Davison TSC
GasserS 810-653-7470
Jim Hert Session FacilitatorAnalysts International
HertJ 517-241-4805
John Kalanquin Data Administrator MDIT Kalanquin 517-241-3443
Amy Montgomery
QA/Testing MDITMontgomeryAm
517-373-6740
Lynn Nichols PM Liaison EDS NicholsLy 517-241-3121
Cheryl Oatley Business Analyst MDOT Real Estate OatleyC 517-335-4591
Joe Rios Engineering Tech 12MDOT Lansing RESA
RiosJ 517-241-2103
Scott Solik Business AnalystAnalysts International
SolikS 617-718-9866
Tim TerryTransportation Engineer
MDOT Muskegon TSC
TerryT 231-777-3451
Linda Zimmerman
Engineer Tech 11 MDOT ZimmermanL 586-978-1935 ex. 233
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 1
Requirements Review SessionA 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.
Name Title OrganizationE-mail (@michigan.gov
unless noted)
Phone
Brett Arrans Engineer Tech 11MDOT Coloma TSC
ArransB 269-849-1494
Rob Beckon Supervising EngineerMDOT Lansing RESA
BeckonRD 517-335-2211
Jared BollUtility/Drainage Engineer
MDOT Jackson TSC
BollJ 517-780-6205
Rick Ferguson Permits AgentMDOT Alpena TSC
FergusonR2 989-356-2231
Steven Gasser Engineering Tech 11MDOT Davison TSC
GasserS 810-653-7470
Jim Hert Session FacilitatorAnalysts International
HertJ 517-241-4805
John Kalanquin Data Administrator MDIT Kalanquin 517-241-3443
Amy Montgomery
QA/Testing MDITMontgomeryAm
517-373-6740
Lynn Nichols PM Liaison EDS NicholsLy 517-241-3121
Joe Rios Engineering Tech 12MDOT Lansing RESA
RiosJ 517-241-2103
Scott Solik Business AnalystAnalysts International
SolikS 617-718-9866
Tim TerryTransportation Engineer
MDOT Muskegon TSC
TerryT 231-777-3451
Linda Zimmerman
Engineer Tech 11 MDOT ZimmermanL 586-978-1935 ex. 233
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 2
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 ObjectiveThe 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 AddressedThe 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 MetThe 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
Is required to maintain critical or essential services
MDOT is required by law to provide reasonable access to Adjacent Property Owners and to permit Utilities in the Right of Way, other than limited access highways.
Promotes efficiencies and effectiveness of operations and/or ensures value for MDOT/DIT
A new CPS_Web will provide for the efficiency and effectiveness of routine business operations.
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 3
Department Priority Comments
investments.
Required by federal or state legislation. Public Act 200 of 1969 and Public Act of 368 of 1925.
Aids the public in accessibility to goods and services, health care, education and employment opportunities which will enhance the quality of life of Michigan citizens.
New businesses to communities require utilities and driveways.
Supports a diverse, broad and continuous access to transportation information and services.
Provides permit applicants continuous access to the status of their permits.
Permitting and tracking utilities is an integral part of the MDOT project delivery process.
Supports an open forum of streamlined and secure communication services.
Security protocols built into the web-enabled system will store and safeguard sensitive information.
Two-way comments feature built into the system will allow communication and documentation of 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.
Promotes collaborative business partnerships.
The Construction Permit Program Area has a collaborative partnership with several utility companies, surety companies, municipalities and adjacent property owners.
Protects and enhances the environment, promote energy conservation and improve the quality of life.
Permitting process promotes the environmentally sensitive development of properties adjacent to the state trunkline.
An important part of the permitting process is the identification of environmentally endangered species and other environmental concerns prior to construction on, or near, the Right-of-Way.
Business ImprovementImplementation 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
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 4
Need for IT ProjectReal 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: 12/8/2005CPS Requirements Document Final Version Page 5
Support of MDOT ManagementImplementation 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: 12/8/2005CPS Requirements Document Final Version Page 6
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 repositoryPermit 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
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 7
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
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
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 8
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
Online permit status tracking
Ability to track 20-year leases with permit
Expiration Notices
FeesMonitor 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 SystemThe current system may be considered a prototype for the next version of the system.
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 9
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 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.
Urgent
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. 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.
Urgent
Administration – Region Administrators should be able to add and modify permits from multiple TSCs within their Region.
Urgent
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 2205B. We need the most current form to be selected for a permit application, in all areas of the system.
Urgent
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. Need to be able to jump to this page more readily. Can we place it on the main menu?
Urgent
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 when Work Type code 48 is entered. However, do not want the option available when code 48 is not entered.
Important
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 (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.
Important
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 field does not reflect what was entered in the CPS view.
Important
Add new option under PERMIT STATUS Field. Need to be able to search and locate OPEN permits.
Important
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 10
Enhancement Priority
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. Need ability to locate only current inspector list to select more easily.
Important
Make the CONTACT NAME and PHONE fields mandatory. Important
Region administrator levels and above should be able to modify permit numbers prior to or after issuance. Currently, the system only allows it AFTER.
Important
WORK ACCEPTED BY title is automatically populated but WORK ACCEPTED BY title should remain blank until WORK ACCEPTED BY field is entered.
Important
WORK ACCEPTED BY date is automatically populated even if WORK ACCEPTED BY column is mistakenly populated and the date cannot be cleared.
Important
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 made the 3rd menu item?
Important
Would like the banner that includes: "Working with PERMIT #," "Generate in PDF Form," "Select Another Permit," "Create New Permit," to be active and available throughout all program screens.
Important
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 the Issue Date.
Important
The Bond Search Result page has a link that incorrectly links to Search and Inquiry instead of Application Entry/Application Detail which we would like.
Important
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 showing in the OFFICE NAME.
Important
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 Message to appear “Your New Password has been Saved."
Important
Application Detail column needs to separate CONTACT NAME, ADDRESS, STATE, CITY, ZIP.
Important
Seems to be multiple tables storing duplicate information because of multiple levels of security (TSC versus Region).
Important
Need to update and revise text. Under Special Conditions, text must read exactly as Form 2205 reads.
Important
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 permit; thus, the function is rendered useless.
Important
What is the purpose and content of the following fields: NAME? ACCESS? ORIENTATION? Also, under the Sort Criteria Area, Primary and Secondary Sort field options -Column Name, Code, Code Description do not make sense.
Important
Need to add a mask beside the field NAME that instructs user to enter "OFFICE NAME-Title of Spreadsheet."
Important
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
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 11
Enhancement Priority
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 number with work type codes separated by commas.
Important
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 the Permit.
Important
This is currently not being used. We need to have the ability to easily capture error #'s or error information or attach print screen files.
Important
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 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.
Important
Should we add the LIABILITY EXPIRATION DATE to CPS on this page? Important
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 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.
Important
In the PERMIT NUMBER column, the County Sequence Number and the Issue Number need to be switched.
Important
Add fields: APPLICANTS (with scroll and Search capability), PERMIT YEAR ISSUED.
Important
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 entry.
Routine
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 Administrator. Remaining choices need to be activated. Also, Maintenance Agency needs to be included as a selection.
Routine
Under the Applicant-Report Criteria page, we need to add another field, titled OFFICE NAME. Add the scroll to select and enter a OFFICE NAME.
Routine
Need to add the field APPLICANT to the top of the Applicant - Report Criteria page, with the scroll and Search capabilities.
Routine
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 entry.
Routine
Report page should display (at the top of the page) the search criteria as follows: ALL, BILLABLE, NON-BILLABLE.
Routine
Add columns to the search results: OFFICE NAME and PHONE NUMBER. These columns should be visible for all reports.
Routine
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 12
Enhancement Priority
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 consistently throughout the system.
Routine
Rename Statistics Maintenance screen label. Replace "Statistics Maintenance" with the label "Coding Maintenance" throughout entire application.
Routine
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, Contractor, and Principals.
Routine
When Search results are produced, the referenced Permit number needs to be a link to Permit Details. (Just like the Application Entry search allows.)
Routine
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 SECTION (4) OFFICE NAME (with scroll) (5) DATE ISSUED FROM and TO.
Routine
Add columns to the search results: OFFICE NAME and PHONE NUMBER. These columns should be visible for all reports.
Routine
Add fields: DATE ISSUED and DATE EXPIRED. Both consist of FROM and TO dates. Add YEAR and OFFICE NAME fields.
Routine
Same area as above, add new search criteria fields YEAR and OFFICE NAME to the PRIMARY and SECONDARY SORT scroll lists as well.
Routine
When Search results are produced, the referenced Permit number needs to be a link to Permit Details. (Just like the Application Entry search allows.)
Routine
Add new search criteria fields: OFFICE NAME, PERMIT ISSUED YEAR, and CONTROL SECTION.
Routine
Maybe combine the categories to make the options simpler and less pages to deal with. Not a priority, but possible future enhancement.
Routine
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 the Permit details.
Routine
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 of data entry.
Routine
Add a mask to the right of the CASH AMOUNT field. Mask should read: For Cash Bonds Only
Routine
Add Search capability. Need to be able to search the fields SURETY COMPANY NAME, PERMITTEE NAME or CONTRACTOR and select appropriate value.
Routine
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 automatically enter true submission date. This will jeopardize data integrity and the business process.
Routine
E-Permits – Remove the option Exempt from the BILL TO field. Most Permit applicants should not be able to select Exempt. Problem: Some are Exempt.
Routine
E-Permits – Change options under BILL TO field. Options must include: Local Office, Corporate Office, Check.
Routine
E-Permits – Add Mask Text to the right of the BILL TO field. Text should say: Make Routine
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 13
Enhancement Priority
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 Bond screen. MDOT and Surety companies should only have access to enter this data.
Routine
E-Permits – Limit Permit Applicant access to New Permit screen fields. Should only see fields: Application Info, Permit Details, Permit Applicant Comments.
Routine
E-Permits – Limit Permit Applicant access to Bond screen fields. Should only see fields: Bond Page and Surety Comments.
Routine
E-Permits – Can we merge GroupWise email information into CPS production? Bond and Permit key data (such as control number, etc.)
Routine
E-Permits – Create new Comment page. E-Permit Comment page should be kept separate from current Comment Area in the CPS system.
Routine
Add Search capability to NAME field and auto completion of field upon selection. Routine
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 issued permits. This function is limited to access only their own data.
Routine
Add a mask to the right of the PHONE NUMBER field. Mask should indicate proper data entry: (Example: 517-335-4591)
Routine
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 CASH BOND option is selected in the SURETY TYPE field. Neither should allow data entry or modification when any other SURETY TYPE is selected.
Routine
To allow quick reference for locating Existing Self-Insured Companies, would like to add a link to MDOT RESA Website List of Self-Insured Companies.
Routine
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 scrolling through lists? Or could the list contain only those two choices entered on the Application Detail screen? Could we auto-generate a field?
Routine
Add Search capability. Need to be able to search the fields SURETY NAME and PRINCIPAL NAME and select appropriate value.
Routine
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, COMMENTS.
Routine
Add new options under APPLICANT TYPE field. Instead of Billable, Non-Billable, options should include: Bill to Applicant, Bill to Other, Cash, Exempt.
Routine
Display Search Criteria. When Searching, Search results are displayed with no Search Criteria displayed. This is a problem.
Routine
Maintenance/Applicant – "Merge Criteria/Parent Applicant" function is unclear. Need to understand how to use this and whether it is an administrative function?
Routine
Maintenance/Contractor – Add Search capability. Add Search capability to NAME field and auto completion of field upon selection.
Routine
Maintenance/Bonds – Add Search capability. Add search capability to SURETY NAME and PRINCIPAL NAME fields.
Routine
Reports/Bonds with Permits – Results On Bond with Permits Search Results Routine
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 14
Enhancement Priority
report, we need the Bond # linkable to the Bond details. Also, Permit # must be 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 user distinctly. What are possible technical solutions in this area?
Routine
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 button, CPS will not allow you to SAVE.
Routine
Reports/Bonds – Search Criteria Add the COMMENTS field and its data (from Bond maintenance page) to the Bond Report.
Routine
CPermits Data/Bonds – Add 4 new fields for DATE ISSUED (FROM and TO) and DATE CLOSED (FROM and TO).
Routine
Do we need the capability to edit the 1997 archived data? Can we produce a search list of all OPEN permits form the archived data?
Routine
Add BOND STATUS-OPEN and CLOSED Search Criteria fields. Routine
Security/Security Template and Security Information – Need to understand functionality of these pages and the business use for the system administrator, if there is one?
Routine
Ad Hoc Template/Search Results – The NAME field column data appears to word-wrapped or other data is overlapping it.
Routine
All Search Results Pages – Can we display more than 15 records at once? We would like to see more.
Routine
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 ARCHIVED on a single page and then Save.
Routine
Application Entry/Application Detail – Create a function to allow a non-CPS user (contract agency) to recommend a permit for issuance
Routine
Add a SEARCH button to the PRINCIPAL NAME field. Routine
Billing/Preliminary and Final – Need to be able to view Billing Statements from previous months billing.
Routine
CPermit Information/CPermit Information Search Criteria Page – When any applicant name (for example "xxxxxx") is entered in the APPLICANT FIELD and the SEARCH button is selected, an error Message pops up: "Item 'xxxxxx' does not pass Validation Test.
Routine
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 From # appears as #2286.
Routine
System – Address consistency of field names, spellings, abbreviations, etc. system-wide.
Routine
System – Abbreviate “Individual” to IND and “Annual” to ANL so that more screens are viewable.
Routine
System – Statewide and Regional Annuals will be viewable by all permitted locations.
Routine
System – Add Print capability (in PDF Format) to each page throughout CPS system.
Routine
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 15
Enhancement Priority
System must automatically generate a confirmation email notification to the applicant when a new application is submitted (“Your application was submitted successfully.” This indicates that the process is begun.).
Routine
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 or three fields.
Routine
Search Results – Remove the following fields from the Search Results: Applicant Name, Permit Type.
Routine
Search Results – Add the following fields to the Search Results: Customer Reference Number, Contact Name, Trunkline.
Routine
Application Detail/New – When the backspace button is used on a list field, it knocks you out of the page/system.
Routine
Specifically, can we print individual T&S typicals with the permit? Routine
Reports/Preliminary and Final Billing – The only difference between the two reports (Preliminary and Final) was the SET FLAG command button. For the newly combined BILLING Report, we still need the SET FLAG to appear on the combined report.
Routine
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 of template to get design template.
Routine
Statewide Annual – Need to change the name of the Menu item from "Statewide Annual" to ANNUAL PERMITS.
Routine
Statewide Annual/ Search Results – Add the following fields to the report: BOND #, SURETY TYPE, LIABILITY.
Routine
Make the PERMIT # linkable to the Permit details. Routine
Region Annual – Report Criteria Add APPLICANT field to the report (with scroll and Search capability). Add the PERMIT YEAR ISSUED field.
Routine
Reports/Permit Fee – Permit Fee Report formatting problem. The title banner prints with text overlapping.
Routine
Reports/Permit Fee – On the "All" Permit Type Report, need to add the REGION field to be able to produce the Regional Permit Fee Report
Routine
Reports/Permit Fee Report – On the 'Individual' PERMIT TYPE Report, need to make the Permit Number linkable to the Permit detail
Routine
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 "For Annual Permits…" is currently printed overlapping the MDOT logo and Report Heading.
Routine
CPermits Data/Bonds – Add a new field for OFFICE NAME that has a scroll list capability to simplify data entry.
Routine
Preliminary Billing and Final Billing – Combine these two reports into one report entitled "BILLING."
Routine
Reports/Bonds with Permits – Need to add fields: APPLICANT and PERMIT YEAR ISSUED. Applicant Name field must have the scroll and Search capability.
Routine
Reports/Preliminary and Final Billing – Need to add the ability to print old Billings Statement per month. Can they be archived, retrieved and printed?
Routine
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 16
Enhancement Priority
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 PARENT COMPANY if applicable.
Routine
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 page.
Routine
Reports/Preliminary and Final Billing – PDF Reports Finance wants the reports to display all of the billings for one office to be grouped together by address.
Routine
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
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" command button that will allow us to go back to the original Search Results page to select another item.
Routine
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. These numerals make data entry more difficult than it should be. Want the ability to type a letter to bring up the correct name.
Routine
Reports/Permit Fee Report/ Individual and Annual On Permits Fee Reports, the "Grand Total (Annual)" and "Grand Total (Individual):" are non-functional. Remove these. However, the current GRAND TOTAL: at the bottom of these reports should be labeled with (Annual) or (Individual).
Routine
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 you have to login again.
Deferred
Add search capability for the NAME field and auto completion of the field upon selection.
Deferred
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 17
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 Support
Internal 10
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 LocationsInternal 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.
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Business Processes
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Business Process Map – Current State
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Business Process Map – Future State – All Types
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Common Use Case Scenarios
User Classification Primary Uses of the Application
Permit Agent / Permit Engineer / Utility Engineer(Uses vary by TSC)
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
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
Utility Coordination
Approve Permit
Issue Permit
Clerical Staff
Compile Permit Application Package
Send Permit Application Package to Applicant, Contractor, Inspecting Agency
Receive Notifications and Route to Permit Agent and/or Permit Engineer
Update Permit Issuer in CPS
TSC Manager
Sign/Issue Permit
View Permits
Resolve Permit Issues
View Reports
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 31
User Classification Primary Uses of the Application
Resource Specialist
Review Environmental Issues
Query Data and Create Ad-hoc Reports
View Reports
Monitor Wells Resource Specialist
Enter Monitor Well Data
Modify Monitor Well Data
View Monitor Well Data
Query Data and Create Ad-hoc Reports
View Reports
Design Engineer
Conduct Design Reviews
Enter Design Review Data
Query Data and Create Ad-hoc Reports
View Reports
Construction Engineer
Conduct Construction Reviews
Enter Construction Review Data
Query Data and Create Ad-hoc Reports
View Reports
Lansing Construction Permit Program Specialist
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
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
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 32
User Classification Primary Uses of the Application
Archive Closed Permits to Lansing Records Center
View Reports
Query Data and Create Ad-hoc Reports
Accept and Release Surety
Construction Permit Program Administrative Support
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
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
Region Administrator
View Permits
Modify Permits
Resolve Issues
Reset Permit Numbers
Query Data and Create Ad-hoc Reports
View Reports
System Administrator Add/Delete Users
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User Classification Primary Uses of the Application
Implement and Manage Role Based Security
Reset User Passwords
Reset Permit Numbers
Maintain and Troubleshoot Application
Public/Adjacent Property Owner
View General Permit and Permit Application Info
Complete Permit Application Online
Submit Permit Application Online
Submit Advance Notice Online
Print Completed Permit Application to Submit by Mail (if not submitted online)
Access PR Finder
Access Online Help
View Own Permit Application Status
Environmental Firm/Consulting Company
Enter Preliminary Permit Application Info
Submit Permit Application
Search/View Own Company’s Permits
Submit Advance Notices
Submit Attachments
Attach Appropriate Surety
Municipality – Village, Township, County, City
Enter Preliminary Permit Application Info
Submit Permit Application
Search/View Own Municipality’s Permits
Submit Advance Notices
Submit Attachments
Attach Appropriate Surety
Inspector/Contract Agency
Conduct Inspections
Conduct Site Reviews
Enter Review Data
Update Review Status to Complete
View Permit Documentation
Receive/Enter Permit Applications & Send Signed Original to MDOT
Utility Company User Administrator System Administrator for Own Utility Users
Add/Delete Own Utility Users
Enter Preliminary Permit Application Info
Submit Permit Application
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User Classification Primary Uses of the Application
Search/View Own Company’s Permits
Submit Advance Notices
Submit Attachments
Attach Appropriate Surety
Utility Company User
Enter Preliminary Permit Application Info
Submit Permit Application
Search/View Own Company’s Permits
Submit Advance Notices
Submit Attachments
Attach Appropriate Surety
Surety Company or Representative
Bond Process
Generate Bonds
Print Bonds to Submit by Mail
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: 12/8/2005CPS Requirements Document Final Version Page 35
Project Impact
Related InitiativesRelated 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.
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 36
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
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 ImpactedNo 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 DiagramArrows Indicate access or information passing to or from the entity indicated.
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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.
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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
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 41
Interface with DEQ LUST Website
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
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 42
Ability to search bond
Ability to view bonds
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: 12/8/2005CPS Requirements Document Final Version Page 43
Requirements
Layout (“Look and Feel”) RequirementsThe 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 RequirementsCPS_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 RequirementsThe CPS_W user community will increase considerably if the system allows Internet access by external users.
Maintainability RequirementsNo unique maintainability requirements were identified for CPS.
System Useful LifeCPS_W is intended to be a long-term solution, and is expected to be in use for at least 7 - 10 years.
Availability RequirementsCPS_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 RequirementsThe 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 RequirementsCPS_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 RequirementsCPS_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 RequirementsHistorical 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
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MiTAPS – Gateway
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 ConstraintsThe 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.
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Exceptions to MDOT Standards
No specific exceptions to MDOT standards were identified in the session.
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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 RequirementsAll 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
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Data migration
Application usability testing
User Training
Implementation Timeline/PhasesThe 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.
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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: 12/8/2005CPS Requirements Document Final Version Page 49
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.
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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: 12/8/2005CPS Requirements Document Final Version Page 51
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 IDThe Requirement ID column is a numeric identifier for the Requirement. It has no rating value and is assigned by the document author.RequirementThe Requirement column is the individual requirement, captured during the Requirements Session, which Review session participants rank for importance to the proposed project.PrioritySession 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.
RankSession 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 FactorThe 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 = .01Criteria WeightCalculation 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.
Req. ID RequirementPriority
(Must, Need,
Nice, Don’t)
Weight Factor
Rank(H, M, L)
Criteria Weight
10 Link to PR Finder Must .30 H (5) 1.5
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Req. ID RequirementPriority
(Must, Need,
Nice, Don’t)
Weight Factor
Rank(H, M, L)
Criteria Weight
11Ability to attach digital site photos to permit application
Must .30 H (5) 1.5
13Ability to submit Certificate of Insurance online
Must .30 H (5) 1.5
14Ability to accept credit cards for fee payments
Must .30 H (5) 1.5
15Interface with external web sites for environmental & archaeological information
Must .30 H (5) 1.5
16“To Do” checklist generated based on preliminary application info submitted
Must .30 H (5) 1.5
17 Permit application status tracking Must .30 H (5) 1.5
18Ability for applicant to view application status online
Must .30 H (5) 1.5
19Electronic approvals per permit business rules
Must .30 H (5) 1.5
21Ability to pre-fill permit with information from applicants who have had permits before
Must .30 H (5) 1.5
22Ability to complete and submit forms/attachments online
Must .30 H (5) 1.5
23 Interface with MDOT Forms Server Must .30 H (5) 1.5
27Ability to batch process multiple permits as “Archived” (Sent to Lansing Records Center)
Must .30 H (5) 1.5
28Ability to enter expiration date before save/issue of permit
Must .30 H (5) 1.5
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
34Support electronic issuance of B-Bonds and I-Bonds
Must .30 H (5) 1.5
35Ability to capture bond information electronically
Must .30 H (5) 1.5
37Ability to send Billing Report to Finance electronically
Must .30 H (5) 1.5
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
41Interface with MPINS for job number verification
Must .30 H (5) 1.5
45 Interface with UARS Must .30 H (5) 1.5
46 Ability to capture and store multiple Must .30 H (5) 1.5
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Req. ID RequirementPriority
(Must, Need,
Nice, Don’t)
Weight Factor
Rank(H, M, L)
Criteria Weight
contacts for trusted business partners (utilities, municipalities, contract agencies, etc.)
48Ability to capture and store Lansing Records Center storage information on archived permits
Must .30 H (5) 1.5
49Ability to create and generate complete permit application package to e-mail or print and mail
Must .30 H (5) 1.5
5 Interface with URTS Must .30 H (5) 1.5
6 Online data validation Must .30 H (5) 1.5
7Interface with GroupWise to automate communication/notifications
Must .30 H (5) 1.5
8Ability for applicants to complete permit applications online
Must .30 H (5) 1.5
9Online help for permit application completion
Must .30 H (5) 1.5
1Ability to download permit data into MS Word and Excel
Need .15 H (5) 0.75
12 Ability to submit plans electronically Need .15 H (5) 0.75
2Support electronic signatures for permits
Need .15 H (5) 0.75
20Ability to generate electronic notifications of items ready for review
Need .15 H (5) 0.75
24Automate annual sending of permits & attachments
Need .15 H (5) 0.75
25Ability to automate yearly notification for renewal of annual permits
Need .15 H (5) 0.75
29Ability to scan and store hard copy documents (plans, permit application, inspection reports, etc.)
Need .15 H (5) 0.75
33Ability for Permit Agent/Engineer to select reviews necessary for a permit
Need .15 H (5) 0.75
36 Support electronic signature for bonds Need .15 H (5) 0.75
26
Automated notification/reminder if a “to do” item (review, approval, etc.) has not been completed within a specified time frame
Need .15 M (3) 0.45
3Support ability to complete forms offline (via laptop, handheld, etc.) and upload to system at a later time
Need .15 M (3) 0.45
42 Interface with ProjectWise Need .15 M (3) 0.45
44 Interface with MiTAPS Need .15 M (3) 0.45
Modified Date: 12/8/2005CPS Requirements Document Final Version Page 54
Req. ID RequirementPriority
(Must, Need,
Nice, Don’t)
Weight Factor
Rank(H, M, L)
Criteria Weight
47Ability to generate, edit, print, and e-mail letters and correspondence
Need .15 M (3) 0.45
32Automated notification to appropriate Resource Specialist of updates/changes to Monitor Wells data
Nice .05 M (3) 0.15
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: 12/8/2005CPS Requirements Document Final Version Page 55
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