Process & Module Functionality

Current Process

• SMD Staff uses GIS to identify which street sections need maintenance

• SMD staff submits work order information and issues work orders for contractor to view

• Contractor reviews work orders assigned and does work in field

• Contractor fills out daily work logs and submits for review when work is done

• Inspector field checks projects and identifies any issues or approves work

  • They put in whether the work was inspected, the inspection status, and inspection notes

• Inspector approves work order if passes inspection and signs approval digitally

• Project Manager reviews work orders in approved status, total cost is automatically compiled from the daily work logs the contractor filled out

  • Receives invoice from Contractor

• Reviews invoice spreadsheet/PDF for any discrepancies

• Goes through the invoice process

Module Functionality

New Work Order

• SMD Staff creates "New Work Order" - enters location information and work assignment numbers, feature ID (way to relate back to GIS data layer)

Contractor Work Orders page (Main/Parent table)

SMD Staff

• Work Order records compiled on table view

• Ability to quickly "Issue" from the table view

  • modal, select Assigned To - contractor system account, will update Assigned Contractor field

Contractor

• Only assigned work order records compiled on table view (won't see other contractor records)

Work Order Details page

This page has all the work order information

• Top level menu (Edit, Add Photo, Issue, Add Inspection, Approve, Close)

• Table to show any photo attachments

• Table to show inspections

• Table to show Dates Worked

• Table to show Materials Used

• Details containing digital Signatures

Edit button

Allows staff to update any work order information that may be incorrect

Photo Attachment

• Both SMD staff and contractor can upload photos

SMD Staff

• User can click Add Photo and then take a photo from their mobile device or upload an existing photo from a gallery

Contractor

• Contractor can click Add Photo and then take a photo from their mobile device or upload an existing photo from a gallery

Issue Work Order button

• SMD Staff will have button on their page to Issue work order. (similar to SMD Supervisor/Assigner)

• The button just changes status from "NEED TO BE ISSUED" to "ISSUED"

Submit Work Order button

Contractor

• Contractor will have button on their page to Submit for Review. (similar to Markings technicians)

• Captures the Submitted Date (date contractor submits work order to TPW), Submitted By

• They will be required to electronically sign before the form can be submitted

Inspections

Inspector

• Can create a new inspection record, update Inspect, Inspection Status, add Inspection Issue/Comment, triggers field for follow-up

Contractor

• Will see the created records on their page, can edit the inspection record by only commenting and updating the status.

• When status is updated the follow-up status will change to Ready to Inspect so that the SMD inspector can see there is a follow-up inspection required.

Approve

• SMD Inspector will have button on their page to Approve. (similar to SMD technicians)

• This will mean they have inspected the location/project and no issues are present

• They will be required to electronically sign the approval

Close

SMD staff can change status from "Approved" to "Closed"

Old Workflow

Network Location: G:\ATD\ATD_GIS\02_ENT_APPLICATIONS\app_Signs_and_Markings

PDF Workflow: SMB_Tracker_contractor_workflow_20201113 (Is going to be updated by SMD 5/27/21)

Old Process

• SMD Staff uses GIS to identify which street sections need maintenance

• Hands off spreadsheet to Project Manager who submits to Contractor so they know what assignments to do

• Contractor does work in field

• Contractor fills out paper "Daily Work Ticket"

• SMD Staff (Inspector) field checks projects and identifies any issues or approves work

  • Any corrections are emailed/texted, no streamlined paper trail available

• Inspector submits to Project Manager when approved

• Project Manager reviews tickets, compiles total costs and materials to see how much to pay

  • Receives invoice from Contractor

• Reviews invoice spreadsheet/PDF for any discrepancies

• Goes through the invoice process