srs utility coordination word document - pages · real estate business analysis srs synergy utility...

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Ohio Department of Transportation

Division of Engineering Office of Real Estate

Synergy Real Estate Business Analysis

Utility Coordination System Requirements Specification

Version 1.02

Revision History

Date Version Description Modified By

2/26/13 1.00 Initial Draft Cheryl Jacino

5/13/13 1.00 Define Real Estate Utility Coordination Process Cheryl Jacino

5/22/13 1.00 Finalize Utility Coordination SRS Cheryl Jacino

5/24/13 1.01 Add Utility Coordination to page headings. Cheryl Jacino

6/10/13 1.02 Add Ohio Utilities Protection Service to OUPS acronym. Cheryl Jacino

Real Estate Business Analysis SRS Synergy Utility Coordination v. 1.00


Table of Contents

0 Synergy Utility Coordination System Requirements Specification ........................................ 3 0.1 Purpose ....................................................................................................................... 3 0.2 Author(s) ...................................................................................................................... 3 0.3 Audience ...................................................................................................................... 3 0.4 Business Requirements ............................................................................................... 4 0.5 System Requirements Specifications Table: ................................................................ 4 0.6 Process Flow Chart: ..................................................................................................... 6

4 Utility Coordination Process ................................................................................................ 7 4.1 Pre-Planning Utilities .................................................................................................... 9 4.2 Confirm Utility Impact ..................................................................................................10 4.3 Request Utility Relocation Plan and Estimate .............................................................11 4.8 Fund Utility Relocation ................................................................................................12 4.10 Adjust Funding for Utility Relocation Changes ............................................................13 4.11 Review Billing .............................................................................................................14



0 Synergy Utility Coordination System Requirements Specification

0.1 Purpose

The System Requirements 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.



0.4 Business Requirements

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 Requirements Specifications Table:

Each section of system requirements specification is included in a table with the following parts:

ID Description Requirements Source

Priority Change? Feature

ID – This is a numeric ID 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.

Description – includes the title of the process and a definition of what is included in the process.

Requirements Source – 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 Requirements Gathered during Business Analysis. RE-Appraisal-BA stands for Real Estate Appraisal Requirements Gathered during Business Analysis. RE-Acquisition-Type-BA stands for Real Estate Acquisition Type Requirements Gathering during Business Analysis. RE-Utility-BA stands for Real Estate Utility Coordination Requirements Gathering during Business Analysis. RE-Relocation-BA stands for Real Estate Relocation Requirements Gathering during Business Analysis. RE-Property-Mgmt-BA stands for Real Estate Property Management Requirements Gathering during Business Analysis. RE-Fiscal-BA stands for Real Estate Fiscal Requirements Gathering during Business Analysis. RE-General-BA stands for Real Estate Reporting, Records Retention, & Document Handling Requirements Gathering during Business Analysis. RE-Technical-BA stands for Real Estate Technical Requirements, System Interfaces, and Non-Functional Requirements Gathering during Business Analysis.





Priority – Define the priority within the replacement New System for each requirement.

Required - 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.



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

Decision?

Start or End

Document

Document

Group Process

Process – A specific, actionable, testable activity that is under the control of the business and supports a business policy.

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.

Start or end – A start or end point for the process flow that originates or ends at this point.

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.

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.

C

Certified Mail

MailMail – 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.

Continue? Continue – This is a point where the process repeats until the answer allows the process to continue to the next step.

Manual Process – A specific, actionable, manual activity that cannot be replaced by system activity.

1.6.1

Search Public Records for

Owner

6.3.4 Enter

Encumbrance Into Ellis

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.

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.

RE101Excel 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 .



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

4.1Pre-Planning

Utilities

4.2 Confirm Utility

Impact

4.3 Request Utility Relocation Plan

and Estimate

4.9Begin Utility Relocation

4.10Adjust Funding for Utility Relocation

Changes

4.11 Review Billing

4.12Pay Utility

4.7Is Project ROW

Certified?

NO

Utility Note(As necessary)YES

4.4Review Utility

Relocation Plan and Estimate

4.5Is Utility

Relocation Compensable?

YES

4.6Send Letter

Informing Utility Non-reimbursable

NO

4.8Fund Utility Relocation


Priority Change?

Feature

RE 4.1 Pre-Planning Utilities – Evaluate design impact on utility companies and give preliminary estimate.

RE-Utility-BA See Detail

RE 4.2 Confirm Utility Impact – Use information to confirm utility relocation impacts on project plan, schedule, and estimate.


RE 4.3 Request Utility Relocation Plan and Estimate


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-Utility-BA Required

RE 4.5 Is Utility Relocation Compensable? – When Utility provides an estimate based on property rights the Utility Relocation is compensable.





Priority Change?

Feature

RE 4.6 Send letter informing Utility non-reimbursable – Send notice informing Utility Company that Utility Relocation costs cannot be reimbursed.

RE-Utility-BA New Yes

RE 4.7 Is Project ROW Certified? – When project ROW is certified, non-reimbursable utility relocation can begin.


RE 4.8 Fund Utility Relocation – CO reviews Utility Relocation Plans and Estimate before approving and encumbering funds.


RE 4.9 Begin Utility Relocation RE-Utility-BA Required

RE 4.10 Adjust Funding for Utility Relocation Changes – When Utility Relocation changes, review and approve utility relocation change order and adjust encumbrance.


RE 4.11 Review Billing – Make sure utility relocation bills are received and processed within established time frame.


RE 4.12 Pay Utility – Complete RE24 and issue warrant to pay Utility Relocation Bill.




4.1 Pre-Planning Utilities

Evaluate design impact on utility companies and give preliminary estimate of Utility Relocation cost.

4.1 Pre-Planning Utilities

4.1.2Identify Utility

Owner

4.1.1Conduct Field

Review

4.1.3Call OUPS and

Request As-Built Plan

4.1.4Prelim Estimate



RE 4.1.1 Conduct Field Review – Attend field review with district team as needed.


RE 4.1.2 Identify Utility Owners – From field review and preliminary plans, begin to identify known utilities.


RE 4.1.3 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.


RE 4.1.4 Prelim Estimate – Enter Preliminary Estimate of Utility Cost into Ellis.




4.2 Confirm Utility Impact

Use information to confirm utility relocation impacts on project plan, schedule, and estimate.

4.2 Confirm Utility Impact

4.2.1Send Plans with

Alignment to Utility Company

4.2.2Receive Feedback

from Utilities

4.2.3Evaluate Potential for Construction Impact on Utility

4.2.5Update Utility

Estimate

4.2.4Did Updated

Estimate change from Prelim Estimate?

YES

Nothing

NO



RE 4.2.1 Send Plans with Alignment to Utility Company


RE 4.2.2 Receive Feedback from Utilities – Utilities provide information on what facilities exist within the project plan.


RE 4.2.3 Evaluate Potential for Construction Impact on Utility – District evaluates utility impacts from construction plans.

RE-Utility-BA Manual

RE 4.2.4 Did Updated Estimate change from Prelim Estimate?


RE 4.2.5 Update Utility Estimate – Update Preliminary Estimate of Utility Cost in Ellis based on feedback from utility evaluation.




4.3 Request Utility Relocation Plan and Estimate

Request Utility Relocation Plan and Estimate.

4.3 Request Utility Relocation Plan and Estimate

4.3.1Send Stage 2

Plans to Utility Company

4.3.2Request Utility

Relocation Plans and Estimate



RE 4.3.1 Send Stage 2 Plans to Utility Company


RE 4.3.2 Request Utility Relocation Plans and Estimate




4.8 Fund Utility Relocation

CO reviews Utility Relocation Plans and Estimate before approving and encumbering funds.

4.8 Fund Utility Relocation

4.8.1Send Utility Relocation Plans and Estimate to

CO for Approval

4.8.4Encumber Utility Relocation Funds

4.8.3Send letter

informing Utility reimbursable

4.8.2Did CO

Approve?YES

4.8.5Resolve Issues

with Utility Company

NO



RE 4.8.1 Send to CO for Approval RE-Utility-BA Required

RE 4.8.2 Did CO Approve? – Did CO approve Utility Relocation Plans and Estimate?


RE 4.8.3 Send letter informing Utility reimbursable – Send letter to Utility Company approving the Utility Relocation plans and estimate and authorize relocation to begin.


RE 4.8.4 Encumber Utility Relocation Funds


RE 4.8.5 Resolve Issues with Utility Company – Work to address any contingencies prior to approving plans and estimates.




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.

4.10 Adjust Funding for Utility Relocation Changes

4.10.1Did Utility

Work Incur Cost Overruns?

4.10.2Did Utility

Inform District of Changes?

4.10.6Send Notice to

Utility informing not reimbursable

Nothing

NO NO

YES YES

4.10.3District Sends Utility Relocation Change

Notice to CO

4.10.4Did CO

Approve Change Notice?

NO

4.10.5Adjust

EncumbranceYES

4.10.7Send Notice to

Utility informing reimbursable



RE 4.10.1 Did Utility Work Incur Cost Overruns? – Utilities monitor work and notify the District when cost overruns are probable.


RE 4.10.2 Did Utility Inform District of Changes? – Did the Utility company inform the district of plan changes or unforeseen relocation adjustments?


RE 4.10.3 District Sends Utility Relocation Change Notice to CO


RE 4.10.4 Did CO Approve Change Notice? RE-Utility-BA Required

RE 4.10.5 Adjust Encumbrance – Make adjustments to original Encumbrance to reflect approved changes.


RE 4.10.6 Send Notice to Utility informing not reimbursable – Send notice to Utility company that Cost Overrun is not reimbursable.


RE 4.10.7 Send Notice to Utility informing reimbursable – Send notice to Utility company that Cost Overrun is reimbursable.




4.11 Review Billing

Make sure utility relocation bills are received and processed within established time frame.

4.11 Review Billing

4.11.1Did District

Receive Final Bill?

NO

4.11.2Is Anniversary of

Utility Relocation in 90 days?

4.11.3Send warning

“Final Bill due in 90 days”.

YES

Nothing

NO

4.11.5District Sends Final

Bill to CO

YES

4.11.6Did CO

Approve Final Bill?

4.11.9Resolve Issues

with Utility Company

NO

4.11.7Continue with 4.12 Pay Utility

YES

4.11.4Did Final Bill Arrive Before Anniversary ?

4.11.8Send Certified Letter of Reimbursement Forfeiture to Utility

NO

YES



RE 4.11.1 Did District Receive Final Bill? RE-Utility-BA Required

RE 4.11.2 Is Anniversary of Utility Relocation in 90 days? – Is Utility Relocation 90 days prior to anniversary of completion?


RE 4.11.3 Send Letter warning “Final Bill is due in 90 days”.


RE 4.11.4 Did District receive Final Billing before Utility Relocation anniversary?


RE 4.11.5 District Sends Final Bill to CO RE-Utility-BA Required

RE 4.11.6 Did CO Approve Final Bill? RE-Utility-BA Required

RE 4.11.7 Continue with 4.12 Pay Utility RE-Utility-BA





RE 4.11.8 Resolve Issues with Utility Company - Work to address any billing issues prior to approving Final Bill payment.


RE 4.11.9 Send Certified Letter of Reimbursement Forfeiture to Utility
