Update DS Permit Workflow for Performance Measure Tracking(TL)

[atdservicebot]

As a ROW Permit Manager, I need to accurately report on performance metrics on the DS folder.

Currently, we're unable to do this because the DS folder doesn't capture when we receive the permit request, or how long it take us to perform a review.
- To be scoped with #1994

Stakeholders: Paloma, Kim
DTS Manager: Tracy

Acceptance Criteria

• When a DS folder is created, system should automatically insert a new process "DS Permitting Review"
• User should be able to make the following attempts on the DS Permitting Review Process: Start Review, Complete
• Attempt date should automatically be recorded when user makes an attempt in DS Permitting Review Process (this is a default AMANDA feature)
• Process status of DS Permitting Review process should be updated to Start Review when Start Review attempt is made
• Process status of DS Permitting Review process should be updated to Complete when Complete attempt is made
• System should insert the process Ended Date in DS Permitting Review process when attempt Complete is made
• DS Permitting Review Process should be mandatory for folder Issuance

Note: New Folder process to be created for DS review. List to be used “ROW INTAKE GROUP”

• Changes should not affect Post payment process.

Current Workflow

As explained by Tracy

1. DS permits are primarily created as part of the DSD development process, and are children of a parent BP folder
2. DS child permits, when created, default to folder status 'Pending'
3. DS customer may not initiate contact with ROW to get the permit until many months/year after the folder was created
   • For this reason, the folder In Date does not represent when the customer initiated permitting with ROW
4. When the customer initiates permitting with ROW, the permit analyst updates the folder tab, the people tab, the info tab, and the fee tab. No folder processes are used in the current workflow.
5. When permit review is complete/approved, fees are billed and paid.
6. The permit is issued after payment of fees
7. Due to this workflow, ROW is unable to answer these questions:
   • When did the customer initiate permitting with ROW?
   • How long did it take ROW to perform the DS review?

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Description: Currently the DS folder is not configured to capture when the PLA receives a request to process the permit, so performance measure tracking is not possible.

Request Date: 2018-11-29 17:09:00

Request ID: DTS18-103070

Status: Backlog

Customer Priority: 0

Level of Effort: Small Project

DTS URL: https://atd.knack.com/dts#service-requests/view-issue-details/5c0071b59ef08153aab1a076

Migrated from atd-amanda #44

[SurbhiBakshi]

• DSD owns the DS folder
• PR creation auto generates trade permits including DS
• Since information is pulled from PR, In Date is from PR
• Applicant may start work related to DS much later (sometimes a year), usually last in the trade permit phasing
• This gives the appearance of a much longer time needed to process a DS (In Date - Applicant comes to RW review team - review team processes DS) than the actual time needed (Applicant comes to RW review team - review team processes DS)
• Would like this date to be stored in the Folder Process tab, so a more accurate time reporting can be done for performance measures

[johnclary]

Per Paloma, this is a "nice to have" and may be difficult to solve. Could be dropped from Unisys backlog if there's a more important issue. Probably leave this one until Tracy's back.

[amenity]

Might be a BI workflow for this.

[amenity]

LIT has developer working on the folder for DSD who can answer questions.

[TracyLinder]

@kaarthym5 please schedule time with me & Robert this week so I can demo this folder for you.

[TracyLinder]

Meeting Notes 8/11/20 w/ Kaarthy & Robert

• Tracy gave an overview of current DS workflow (when DS folder is created as a child of the BP instead of portal application)
• Discussed the Need/Ask: a process that allows users to document when customer action was initiated, and when the review is complete
• Kaarthy is working on a DS workflow to help guide DS development

Next Step(s):

• Kaarthy to schedule scoping w/ stakeholders, invite Tracy & Robert
• We need to make sure the reporting requirements in the issue description are still accurate, and that a new folder process is an acceptable solution

[TracyLinder]

Current Workflow

As explained by Tracy

1. DS permits are primarily created as part of the DSD development process, and are children of a parent BP folder
2. DS child permits, when created, default to folder status 'Pending'
3. DS customer may not initiate contact with ROW to get the permit until many months/year after the folder was created
   • For this reason, the folder In Date does not represent when the customer initiated permitting with ROW
4. When the customer initiates permitting with ROW, the permit analyst updates the folder tab, the people tab, the info tab, and the fee tab. No folder processes are used in the current workflow.
5. When permit review is complete/approved, fees are billed and paid.
6. The permit is issued after payment of fees
7. Due to this workflow, ROW is unable to answer these questions:
   • When did the customer initiate permitting with ROW?
   • How long did it take ROW to perform the DS review?

I will add this workflow to the issue description.

[TracyLinder]

Here is a link to the meeting recording

[Sreelatha-BlazeKannan]

@TracyLinder, @Nadin-Nader - Subha is working on this card.

[TracyLinder]

Thanks Sree, I just moved it to In Progress.

[Nadin-Nader]

@Sreelatha-BlazeKannan @SubhaShroff @TracyLinder @vschandramouli I have looked over the demo and found that this has met the acceptance criteria.

Approved for TEST!!🎉

[Sreelatha-BlazeKannan]

@TracyLinder, @Nadin-Nader - Subha will be sending the TEST Deployment plan

[shroffjs]

@TracyLinder @Nadin-Nader @Sreelatha-BlazeKannan DEV/TEST Promotion Requests are submitted: SCTASK0100400, SCTASK0100404.

[shroffjs]

@TracyLinder @Nadin-Nader @Sreelatha-BlazeKannan The change is deployed in DEV/TEST and tested on both instances for BO and Portal sides. Its ready for your testing.

[Nadin-Nader]

@Sreelatha-BlazeKannan @TracyLinder @SubhaShroff I have UATd this on DEV and TEST and found that the acceptance criteria has been met.

Next Step is to UAT with Stakeholder on TEST for approval to move to PROD

[TracyLinder]

Let's test this w/ ROW during our weekly meeting on 10/23

[TracyLinder]

UAT Acceptance Criteria

• When a DS folder is created, system should automatically insert a new process "DS Permitting Review"

  • Note: New Folder process to be created for DS review. List to be used “ROW INTAKE GROUP”

• User should be able to make the following attempts on the DS Permitting Review Process: Start Review, Complete

• Attempt date should automatically be recorded when user makes an attempt in DS Permitting Review Process (this is a default AMANDA feature)

• Process status of DS Permitting Review process should be updated to Start Review when Start Review attempt is made

• Process status of DS Permitting Review process should be updated to Complete when Complete attempt is made

• System should insert the process Ended Date in DS Permitting Review process when attempt Complete is made

• DS Permitting Review Process should be mandatory for folder Issuance

• Changes should not affect Post payment process.

[TracyLinder]

This is approved for Prod, however the customer wants to schedule deployment for 11/3/20.

Approved for Prod deployment on 11/3/20 🎉

@SubhaShroff please confirm you see the 11/3 schedule for this one. Thank you.

[Sreelatha-BlazeKannan]

@TracyLinder, @Nadin-Nader - Subha will be sending the PROD DP to move on 11/3/2020

[Sreelatha-BlazeKannan]

@TracyLinder, @Nadin-Nader - PROD deployed by tomorrow. Subha just need confirmation from Tracy if I can go ahead for deployment for tomorrow, so that request can be submitted today

[TracyLinder]

@Sreelatha-BlazeKannan @SubhaShroff Yes please, submit for prod deployent for 11/3

[shroffjs]

@TracyLinder @Nadin-Nader @Sreelatha-BlazeKannan A PROD deployment request is submitted: SCTASK0103257

[TracyLinder]

Per Nate, it hasn't deployed due to the election code freeze. Deployment scheduled for tomorrow 11/5 after 5pm.
@TracyLinder follow-up w/ stakeholders.

[TracyLinder]

Per Nate, the prod deployments were buggy last night. The promote has been scheduled for Monday 11/9

[shroffjs]

@TracyLinder @Nadin-Nader @Sreelatha-BlazeKannan SCTASK0103257 is closed and this ticket is PROD deployed.

[TracyLinder]

Awesome!!! I will inform stakeholders today!