Ohio Department of Transportation. Division of Engineering. Office of Real Estate. Synergy. Real Estate Business Analysis

Transcription

1 Ohio Department of Transportation Division of Engineering Office of Real Estate Synergy Real Estate Business Analysis Utility Coordination System Specification Version 1.02 Revision History Date Version Modified By 2/26/ Initial Draft Cheryl Jacino 5/13/ Define Real Estate Utility Coordination Process Cheryl Jacino 5/22/ Finalize Utility Coordination SRS Cheryl Jacino 5/24/ Add Utility Coordination to page headings. Cheryl Jacino 6/10/ Add Ohio Utilities Protection Service to OUPS acronym. Cheryl Jacino Page 1 of 15 Tuesday, June 11, 2013

2 Table of Contents 0 Synergy Utility Coordination System Specification Purpose Author(s) Audience Business System Specifications Table: Process Flow Chart: Utility Coordination Process Pre-Planning Utilities Confirm Utility Impact Request Utility Relocation Plan and Estimate Fund Utility Relocation Adjust Funding for Utility Relocation Changes Review Billing...14 Page 2 of 15 Tuesday, June 11, 2013

3 0 Synergy Utility Coordination System Specification 0.1 Purpose The System Specification (SRS) is to capture the business requirements for the Real Estate Right of Way System. The purpose of these requirements is three fold: 1) used to select a system to purchase 2) used to identify feature requirements during the system design phase 3) assist the business with identifying change management needs The SRS document should also capture the non-functional requirements as well as system conversion requirements. 0.2 Author(s) The Business Analyst is the owner of this document, with assistance from the Business Sponsors, Business Stakeholders, Business Subject Matter Experts, District Subject Matter Experts, and Project Management Office Manager. 0.3 Audience The SRS is a useful tool for Business Users requesting the system to communicate the functions of the system with DoIT and vendors involved in creating the software or system. This document will also serve as a reference for any future development. Page 3 of 15 Tuesday, June 11, 2013

4 0.4 Business A business requirement is a specific, actionable, testable directive that is under the control of the business and supports a business policy. Included in the document of SRS are the high-level lists of requirements that will be broken into features during the Systems Design Phase that follows Business Analysis. There may be more than one feature for each business requirement. 0.5 System Specifications Table: Each section of system requirements specification is included in a table with the following parts: Priority Change? Feature This is a numeric that will be used to track the requirement through all phases of the system development to ensure the requirement is designed, developed, tested, approved, and implemented. includes the title of the process and a definition of what is included in the process. Used to identify the source of the requirement. In this case the requirement is being tracked back to the requirements gathering session. RE-Acquisition-BA stands for Real Estate Acquisition Gathered during Business Analysis. RE-Appraisal-BA stands for Real Estate Appraisal Gathered during Business Analysis. RE-Acquisition-Type-BA stands for Real Estate Acquisition Type Gathering during Business Analysis. stands for Real Estate Utility Coordination Gathering during Business Analysis. RE-Relocation-BA stands for Real Estate Relocation Gathering during Business Analysis. RE-Property-Mgmt-BA stands for Real Estate Property Management Gathering during Business Analysis. RE-Fiscal-BA stands for Real Estate Fiscal Gathering during Business Analysis. RE-General-BA stands for Real Estate Reporting, Records Retention, & Document Handling Gathering during Business Analysis. RE-Technical-BA stands for Real Estate Technical, System Interfaces, and Non-Functional Gathering during Business Analysis. Page 4 of 15 Tuesday, June 11, 2013

5 Priority Change? Feature Priority Define the priority within the replacement New System for each requirement. - Current Paradox System Process that is required in the New System. Obsolete - Current Paradox System Process that is Obsolete and will not be present in the New System. New - Process that is not in the Current Paradox System Process but is required in the New System. Extra - Process that is not in the Current Paradox System Process and is an Unnecessary but desirable Extra Feature in the New System. Future - Process that is not in the Current Paradox System Process and is a desirable Feature in a future version of the New System. Any necessary preliminary setup to easily provide this feature in the future is advised. Manual Process that is manual and does not lend itself to a system solution. See Detail Priority is captured in a sub-process related to this process. Change? Does this need Change Management for implementation? Feature Used during Systems Design Phase to trace Functional Requirement related to the Business System Requirement. Page 5 of 15 Tuesday, June 11, 2013

6 0.6 Process Flow Chart: Each Process is accompanied by a process flow chart. The legend below shows all of the shapes used in the flow charts and the meaning of the shapes. Although the process flow represents the general flow of the acquisition work, there is complete flexibility in the order each process is completed. Below is a legend describing the shapes used within the flow charts. LEGEND Process Process A specific, actionable, testable activity that is under the control of the business and supports a business policy. Group Process Group Process A group of related processes that will be broken down into specific, actionable, testable activities. To see the breakdown of this group, an embedded link to the tab with the breakdown of processes is included Search Public Records for Owner Enter Encumbrance Into Ellis Manual Process A specific, actionable, manual activity that cannot be replaced by system activity. External Process An activity that is a necessary part of the business process flow but takes place in a system external to this Real Estate System. Multi-Process Multi-Process Multiple distinct yet related activities are directly accessed from this entry point in the business process flow. Decision? Decision This is a point where the process splits into different processes based on the question shown in the diamond. Each directional arrow leaving the diamond is labeled with the answer to the question and points to the process that follows. Continue? Continue This is a point where the process repeats until the answer allows the process to continue to the next step. Start or End RE101 Start or end A start or end point for the process flow that originates or ends at this point. Excel Import or Export An excel import or export file that allows information from the system to be shared between Excel spreadsheets and the Synergy system. This allows user control of the data and process used to create or report the data and prevents the duplicate entry and possible errors in the data between the Synergy System and the Excel spreadsheets. Document Document Document A paper copy of the named document. Documents can be input to a process or output from a process but it does not represent any activity related to the document. Mail C Certified Mail Mail A paper copy of the named document is mailed. Mail can be input to a process or output from a process but it does not represent any internal system activity, only the external activity of mailing a document. Deliver/Receive Document in person. This can be input to a process or output from a process but it does not represent any activity, only the external delivery or receipt a document. Note: Title Process Note This contains notes that are important to the business process flow. Page 6 of 15 Tuesday, June 11, 2013

7 4 Utility Coordination Process This section contains the requirements for the process to relocate utilities for the purpose of Department of Transportation projects. 4.0 UTILITY COORDINATION 4.1 Pre-Planning Utilities 4.2 Confirm Utility Impact 4.3 Request Utility Relocation Plan and Estimate 4.4 Review Utility Relocation Plan and Estimate 4.5 Is Utility Relocation Compensable? 4.6 Send Letter Informing Utility Non-reimbursable 4.7 Is Project ROW Certified? Utility Note (As necessary) 4.8 Fund Utility Relocation 4.9 Begin Utility Relocation 4.10 Adjust Funding for Utility Relocation Changes 4.11 Review Billing 4.12 Pay Utility Priority Change? Feature RE 4.1 Pre-Planning Utilities Evaluate design impact on utility companies and give preliminary estimate. See Detail RE 4.2 Confirm Utility Impact Use information to confirm utility relocation impacts on project plan, schedule, and estimate. See Detail RE 4.3 Request Utility Relocation Plan and Estimate See Detail RE 4.4 Review Utility Relocation Plan and Estimate - Review Utility Relocation Plan and Estimate. District may track to make sure Utility Files Permit Application MR505. RE 4.5 Is Utility Relocation Compensable? When Utility provides an estimate based on property rights the Utility Relocation is compensable. Page 7 of 15 Tuesday, June 11, 2013

8 RE 4.6 RE 4.7 RE 4.8 Send letter informing Utility nonreimbursable Send notice informing Utility Company that Utility Relocation costs cannot be reimbursed. Is Project ROW Certified? When project ROW is certified, nonreimbursable utility relocation can begin. Fund Utility Relocation CO reviews Utility Relocation Plans and Estimate before approving and encumbering funds. Priority New Yes See Detail RE 4.9 Begin Utility Relocation Change? Feature RE 4.10 Adjust Funding for Utility Relocation Changes When Utility Relocation changes, review and approve utility relocation change order and adjust encumbrance. See Detail RE 4.11 Review Billing Make sure utility relocation bills are received and processed within established time frame. See Detail RE 4.12 Pay Utility Complete RE24 and issue warrant to pay Utility Relocation Bill. Page 8 of 15 Tuesday, June 11, 2013

9 4.1 Pre-Planning Utilities Evaluate design impact on utility companies and give preliminary estimate of Utility Relocation cost. 4.1 Pre-Planning Utilities Conduct Field Review Identify Utility Owner Call OUPS and Request As-Built Plan Prelim Estimate RE Conduct Field Review Attend field review with district team as needed. RE RE RE Identify Utility Owners From field review and preliminary plans, begin to identify known utilities. Call OUPS and Request As- Built Plan Call Ohio Utilities Protection Service (OUPS) to request As Built plans for the utility in the project ROW. Prelim Estimate Enter Preliminary Estimate of Utility Cost into Ellis. New Yes Priority Change? Feature New Yes New Yes Page 9 of 15 Tuesday, June 11, 2013

10 4.2 Confirm Utility Impact Use information to confirm utility relocation impacts on project plan, schedule, and estimate. 4.2 Confirm Utility Impact Send Plans with Alignment to Utility Company Receive Feedback from Utilities Evaluate Potential for Construction Impact on Utility Did Updated Estimate change from Prelim Estimate? Update Utility Estimate Nothing RE Send Plans with Alignment to Utility Company RE Receive Feedback from Utilities Utilities provide information on what facilities exist within the project plan. RE RE RE Evaluate Potential for Construction Impact on Utility District evaluates utility impacts from construction plans. Did Updated Estimate change from Prelim Estimate? Update Utility Estimate Update Preliminary Estimate of Utility Cost in Ellis based on feedback from utility evaluation. Priority Change? Feature New Yes Manual New Yes New Yes Page 10 of 15 Tuesday, June 11, 2013

11 4.3 Request Utility Relocation Plan and Estimate Request Utility Relocation Plan and Estimate. 4.3 Request Utility Relocation Plan and Estimate Send Stage 2 Plans to Utility Company Request Utility Relocation Plans and Estimate RE RE Send Stage 2 Plans to Utility Company Request Utility Relocation Plans and Estimate New Yes New Yes Priority Change? Feature Page 11 of 15 Tuesday, June 11, 2013

12 4.8 Fund Utility Relocation CO reviews Utility Relocation Plans and Estimate before approving and encumbering funds. 4.8 Fund Utility Relocation Send Utility Relocation Plans and Estimate to CO for Approval Did CO Approve? Send letter informing Utility reimbursable Encumber Utility Relocation Funds Resolve Issues with Utility Company RE Send to CO for Approval Priority Change? Feature RE Did CO Approve? Did CO approve Utility Relocation Plans and Estimate? RE Send letter informing Utility reimbursable Send letter to Utility Company approving the Utility Relocation plans and estimate and authorize relocation to begin. RE RE Encumber Utility Relocation Funds Resolve Issues with Utility Company Work to address any contingencies prior to approving plans and estimates. Manual Page 12 of 15 Tuesday, June 11, 2013

13 4.10 Adjust Funding for Utility Relocation Changes When Utility Relocation plans change, District and CO reviews and approves utility relocation changes and adjusts encumbrance Adjust Funding for Utility Relocation Changes Did Utility Work Incur Cost Overruns? Did Utility Inform District of Changes? District Sends Utility Relocation Change Notice to CO Did CO Approve Change Notice? Adjust Encumbrance Nothing Send Notice to Utility informing not reimbursable Send Notice to Utility informing reimbursable RE RE RE Did Utility Work Incur Cost Overruns? Utilities monitor work and notify the District when cost overruns are probable. Did Utility Inform District of Changes? Did the Utility company inform the district of plan changes or unforeseen relocation adjustments? District Sends Utility Relocation Change Notice to CO Priority Change? Feature Manual New Yes RE Did CO Approve Change Notice? RE RE RE Adjust Encumbrance Make adjustments to original Encumbrance to reflect approved changes. Send Notice to Utility informing not reimbursable Send notice to Utility company that Cost Overrun is not reimbursable. Send Notice to Utility informing reimbursable Send notice to Utility company that Cost Overrun is reimbursable. New Yes Page 13 of 15 Tuesday, June 11, 2013

14 4.11 Review Billing Make sure utility relocation bills are received and processed within established time frame Review Billing Did District Receive Final Bill? Is Anniversary of Utility Relocation in 90 days? Send warning Final Bill due in 90 days. Nothing Did Final Bill Arrive Before Anniversary? District Sends Final Bill to CO Did CO Approve Final Bill? Continue with 4.12 Pay Utility Send Certified Letter of Reimbursement Forfeiture to Utility Resolve Issues with Utility Company RE Did District Receive Final Bill? RE RE RE Is Anniversary of Utility Relocation in 90 days? Is Utility Relocation 90 days prior to anniversary of completion? Send Letter warning Final Bill is due in 90 days. Did District receive Final Billing before Utility Relocation anniversary? Priority Change? Feature Manual RE District Sends Final Bill to CO RE Did CO Approve Final Bill? RE Continue with 4.12 Pay Utility Page 14 of 15 Tuesday, June 11, 2013

15 RE Resolve Issues with Utility Company - Work to address any billing issues prior to approving Final Bill payment. RE Send Certified Letter of Reimbursement Forfeiture to Utility Priority Change? Feature Manual Page 15 of 15 Tuesday, June 11, 2013