project contacts:.doc.doc.doc

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.

Glossary of Terms

Term Definition

ACRS Administrative Customizable Reporting System

AG Attorney General

B-Bond Blanket Bond

BMP Beginning Mile Point

Boring Drilling hole in ground for taking soil samples

CEPAS Centralized Electronic Payments Authorization System

CS Control Section

DEQ Department of Environmental Quality

ECC Environmental Classification Code

EIS Environmental Impact Statement

EMP Ending Mile Point

HAP Highway Advertising Program

I-Bond Individual Bond

IDS Indefinite Delivery Services Contract

LUST Leaking Underground Storage Tank

MFOS MAP Financial Obligation System

MI-PARS Michigan Permits and Routing System

MiTAPS Michigan Timely Application and Permit Service

Monitor Well A well drilled to assess ground water quality

MSP Michigan State Police

PAB Project Accounting and Billing

PR Physical Reference

Surety A bond to insure contractors working on a construction project

TSC Transportation Service Center

URTS Utility Relocation Tracking System

Brief Description of Services to be provided:

BACKGROUND:

The current web-based Construction Permits System (CPS) was developed in December 2001 with minimal scoping, business requirements and technical requirements gathering, and inadequate post-development testing; thus, the current system fails to address critical components of the business process. CPS provides internal MDOT users (Regions, TSCs and RESA Permits Unit) limited and unreliable access to process, track, and maintain construction permit applications.

Users have documented 151 specific issues that need to be addressed to make the system useful to perform their routine tasks. Nearly every screen in the application needs to be revised to accommodate accurate and vital data entry. The goal of this project is to design and develop a 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

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.

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.

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.

http://www.michigan.gov/techtalk

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

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.

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.

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.

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.

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: [email protected]

The MDOT Automation manager is:Jody BartilsonMichigan Department of TransportationVan Wagoner building/4th floor425 W. Ottawa StreetLansing, Michigan 48909Business Phone: [email protected]

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: [email protected]

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: [email protected]

Appendix A: Additional Defined System FunctionalityAppendix B: Resume TemplateAppendix C: Business Considerations

mailto:[email protected]




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

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

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

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

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.

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



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.


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


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.


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


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


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


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.


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



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



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



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



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



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



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



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


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.


Business Processes


Business Process Map – Current State


Business Process Map – Future State – All Types


-


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



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



Resource Specialist

Review Environmental Issues


View Reports

Monitor Wells Resource Specialist

Enter Monitor Well Data

Modify Monitor Well Data



View Reports

Design Engineer

Conduct Design Reviews

Enter Design Review Data


View Reports

Construction Engineer

Conduct Construction Reviews

Enter Construction Review Data


View Reports

Lansing Construction Permit Program Specialist

Manage Construction Permit Program

Statewide Annual Permits

Billing















View Permits

Close Permits




View Reports



Construction Permit Program Administrative Support

Manage Construction Permit Program

Statewide Annual Permits

Billing















View Permits

Close Permits


View Reports



Region Administrator

View Permits

Modify Permits

Resolve Issues

Reset Permit Numbers


View Reports

System Administrator Add/Delete Users



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



Search/View Own Municipality’s Permits


Submit Attachments


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







Submit Attachments


Utility Company User





Submit Attachments


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


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.


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.


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.


Functional Application Map

The following is a preliminary list of the functional requirements for CPS_W. Other functional requirements and specifications may be identified during the Analysis and Design phases of the project.

Permit Applications

Ability to view general permit and permit application info

Ability to complete permit application online

Ability to submit permit application electronically

Ability to print completed permit application to submit by mail (if not submitted online)

Ability to access online help

Ability to enter permit application data

Ability to modify permit application data

Ability to view permit application

Ability to submit plans electronically

Ability to verify/validate permit application data

Ability to identify/assign necessary reviews

Ability to enter review data

Ability to update review status to Complete

Ability to review permit application and documentation

Ability to recommend permit for issuance

Ability to compile permit application package

Ability to send permit application package to applicant, contractor, inspecting agency

Ability to approve permit

Ability to update permit application status

Ability to view permit application status

Interface with PR Finder

Interface with Environmental Closure List

Interface with Environmental Websites

Interface with MiTAPS

Interface with CEPAS

Interface with MPINS

Interface with URTS

Interface with ProjectWise


Interface with DEQ LUST Website

Permits

Ability to enter permit data

Ability to modify permit

Ability to view permit

Ability to close permit

Ability to archive closed permits to Lansing

Ability to receive notifications and route to permit agent and/or permit engineer

Ability to update permit issuer

Support utility coordination process

Ability to issue permit

Ability to track statewide annual permits

Ability to enter billing data

Ability to reset permit number

Ability to update permit status

Ability to view permit status

Ability to view permit documentation

Ability to enter inspection comments

Ability to submit Advance Notices electronically

Forms/Attachments

Ability to complete permit application attachments/forms online

Ability to submit attachments electronically

Interface with MDOT Forms Server

Monitor Wells

Ability to enter Monitor Well data

Ability to modify Monitor Well data

Ability to view Monitor Well data

Surety/Bonds

Support bond process

Ability to generate bonds

Ability to print bonds to submit by mail

Ability to attach bonds to permit

Ability to submit certificate of insurance electronically


Ability to search bond

Ability to view bonds

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


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


http://www.michigan.gov/dit/




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.


Exceptions to MDOT Standards

No specific exceptions to MDOT standards were identified in the session.


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


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.


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


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.


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


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



(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



(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



(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
