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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specification

Supplement 1:E-Permitting / Outdoor Advertising Business Requirements Specifications

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This Business Requirements Specification document contains the following sections: Scope of Work1.0 General – Overall requirements needed by the businesses2.0 PART A - System Requirements for All Permit Applications – e-Permitting3.0 PART A - Business Requirements – e-Permitting4.0 PART B - Business Requirements – Outdoor Advertising 5.0 PART B – User Roles / Access - Outdoor Advertising

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ContentsScope of Work.........................................................................................................................2GENERAL - System Requirements...........................................................................................2

1.1 Application Hosting...................................................................................................21.2 Authentication and Authorization..............................................................................21.3 User Interface............................................................................................................21.4 User Activity..............................................................................................................21.5 Role-Based Access.....................................................................................................21.6 Interfaces..................................................................................................................21.7 Data Requirements...................................................................................................21.8 Security.....................................................................................................................21.9 Non-Functional Business Requirements.....................................................................21.10 Reporting...................................................................................................................21.11 Transition Requirements...........................................................................................21.12 GENERAL – Other (Mobile).........................................................................................21.13 GENERAL – Other (Migration).....................................................................................2

2 PART A - System Requirements for All Permit Applications – e-Permitting.......................22.1 System Functions – All Permits..................................................................................2

3 PART A - Business Requirements – e-Permitting...............................................................23.1 Permit Types.............................................................................................................23.2 Commericial Drive.....................................................................................................23.3 Residential Drive.......................................................................................................23.4 Field Drive.................................................................................................................23.5 Temporary Construction Drive...................................................................................23.6 Utilities Permit...........................................................................................................2

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specification3.7 Drainage Permit........................................................................................................23.8 Beautification Permit.................................................................................................23.9 Municipal Sign Permit................................................................................................23.10 Special Event Permit.................................................................................................23.11 Surveyor Permit.........................................................................................................23.12 Seismic Survey Permit...............................................................................................23.13 Staging Construction Permit......................................................................................23.14 Lane Closure Permit..................................................................................................23.15 Soil Boring Permit......................................................................................................23.16 Other Permit..............................................................................................................2

4 PART B - Business Requirements – Outdoor Advertising...................................................24.1 Reporting Requirements............................................................................................24.2 Permit Applications....................................................................................................24.3 Sign Owners..............................................................................................................24.4 Payments..................................................................................................................24.5 Permit Invoices..........................................................................................................24.6 Permit/Sign Management..........................................................................................24.7 Permit Modifications..................................................................................................24.8 Permit Transfers........................................................................................................24.9 Permit Inventory........................................................................................................24.10 Illegal Signs...............................................................................................................24.11 Document Management............................................................................................2

5 PART B – User Roles / Access - Outdoor Advertising.........................................................25.1 User Roles.................................................................................................................2

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Scope of WorkScope of Work: The State requests a proposal for an Electronic Permitting / Outdoor Advertising System accessible via a cloud based solution hosted by the Contractor, which meets ODOT’s enterprise electronic permitting / outdoor advertising requirements as documented in this RFP, and included Supplements. Secondly, this RFP requests an implementation proposal for the work as defined here.

The following are project life cycle phases, or work activities for the ODOT Office of Real Estate’s Electronic Permitting / ADC’s Outdoor Advertising System implementation:

1. Project Initiation (Kick Off Meeting)2. Discovery3. Design4. Development/System Testing5. Training and User Manuals6. User Acceptance Test (UAT)7. Implementation and Acceptance8. Post-Implementation Support

The system must be hosted by the Contractor. Access to the system and the underlying database must be accessible through the web and must be secure and role-based. The Contractor must ensure the Electronic Permitting / Outdoor Advertising System is accessible via the Internet through a web-enabled personal computer and mobile application functionality (hand-held devices). In addition, the Contractor must commit to complying with all State and Federal laws and regulations concerning data confidentiality and security.

Database and Data Services. The structure of the proposed ODOT database must be relational and centralized. All data must be stored in one central database. By using a centralized database solution, data access will be provided across all of ODOT, allowing for a more integrated reporting and inquiry environment for any given ODOT operation.

User Interface. The Contractor’s electronic permitting / outdoor advertising application solution must provide a user-friendly, web-enabled interactive portal, which will support a wide variety of users at all levels of ODOT activities as appropriate to meet the requirements set forth in the RFP and Supplements. The solution must support a complete user environment and support several layers of users with the appropriate integrity.

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements SpecificationState and Contractor Roles and Responsibilities. The State will provide oversight for the work, but the Contractor must provide overall project management for the tasks under this Contract, including the day-to-day management of its staff. The Contractor must also assist the State with coordinating assignments for State staff, if any, involved in the work. Additionally, the Contractor must provide all administrative support for its staff and activities. Throughout the project, the Contractor must employ ongoing management techniques to ensure a comprehensive Project Plan is developed, executed, monitored, reported on, and maintained.

ODOT Project Manager. The ODOT Project Manager will be the point of contact for work related matters between the Contractor’s Project Manager and ODOT. This contact will provide project management oversight and monitoring of the ODOT implementation work, ensuring implementation is completed as designed and in accordance with the approved Project Plan.

ODOT IT Manager. The ODOT IT Manager will provide IT resources and monitoring of the ODOT implementation work that involves ODOT Division of Information and Technology (DoIT) staff, ensuring implementation is completed as designed and in accordance with the approved Project Plan and ODOT DoIT standards, policies, and procedures.

ODOT Technical Lead. The ODOT Technical Lead will provide guidance for any tasks that involves ODOT DoIT staff, including ensuring the solution and data design meets any applicable ODOT and State IT requirements for data interfaces, conversions, or migrations.

ODOT Business Team Lead. The Business Team Lead will provide guidance on business processes and operations to ensure the solution meets ODOT’s enterprise business needs. This contact will act as the point person for the Agency to direct activities requiring staff involvement and to identify and schedule appropriate subject matter experts as required. The Business Team Lead will be the primary resource responsible for overseeing user acceptance testing and approval of the application for the Agency following testing, and prior to roll-out. As necessary, ODOT will provide subject matter experts from ODOT’s offices, divisions and programs.

ODOT Subject Matter Experts (SMEs). Subject matter experts will be required and made available as necessary for specific business processes, requirements, testing, and implementation.

Contractor Responsibilities and Deliverables. The Contractor must meet all RFP requirements and complete all work milestones and deliverables, as provided in the Project Plan. The Contractor is asked to propose a project team they best believe will meet the needs for ODOT.

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Project Team. The Contractor must provide a Project Team to complete the Project. The Contractor may use its personnel or subcontractor personnel to meet the needs of this effort. The State may screen or interview members of the Project Team prior to their assignment to the work. All Project Team members must demonstrate skills appropriate to their assigned roles. The State may reject any Project Team member for business or legal reasons.

Project Team. The Contractor must provide the following work personnel to comprise the Project Team:

Project ManagerRole: The Contractor Project Manager must provide project management oversight from initiation through acceptance of the Electronic Permitting / Outdoor Advertising Application.Responsibilities: Creates and manages the Project Plan and schedule; Manages the Contractor Project Team members; Liaison between State and Contractor Resources; Initiates Quality Assurance Processes to monitor the Project; Manages issues and risks; Point of escalation for project issues; and Manages the deliverable acceptance process.

Business AnalystRole: The Business Analyst must provide requirements analysis, and business process and subject matter expertise for the proposed application. Contractors may propose a single Business Analyst for multiple business areas or modules. Responsibilities: Leads all requirements analysis, design, configuration, workflow, security design, development, and

testing; and Provides input to training development, and participates as part of the immediate post-go-live support

team.Quality Assurance Analyst

Role: The Quality Assurance Analyst must provide testing analysis and expertise for the proposed application. Contractors may propose a single Quality Assurance Analyst for multiple business areas or modules.

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements SpecificationResponsibilities: Leads all system testing, test case / use case development, issues identification, resolution retesting of

features. and Provides input to training development, and participates as part of the immediate UAT and post-go-live

support team

Technical LeadRole: The Technical Lead must provide technical subject matter expertise for the proposed ODOT Electronic permitting/ outdoor advertising Application implementation.Responsibilities: Leads the technical team in designing the technical architecture to support the proposed System; Leads the technical team in tasks for inbound and outbound interfaces, customer development,

enhancements, reports, and testing; Leads the installation and administrative configuration of the proposed System and infrastructure; Provides end-to-end technical implementation of the proposed System; Is the single point of communication for all technical matters concerning the application and supporting

infrastructure; and Communicates with ODOT Project Manager and ODOT IT Manager concerning any integration solution that

involves ODOT IT staff.

Training Lead Role: The Training Lead must plan and lead the design, development, and rollout of the electronic permitting / outdoor advertising application training program for the State and any additional impacted participants.Responsibilities: Must follow deliverable schedules for ODOT project; Must have thorough understanding of the functional and technical requirements of the application; Must have thorough understanding of the work flow process of the application at every tier; Performs training needs analysis to determine the best method of delivery; Evaluates participants at every level to determine appropriate training solution; and Leads the rollout of the Training Plan as outlined in the ODOT approved Electronic Permitting / Outdoor

Advertising Application Implementation Plan.

Switching any Project Team members after the Contract award will not be allowed without prior written approval from the State (See: Attachment Four: Part Two: Replacement Personnel).

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1. Project Initiation

The Contractor must identify their project standards, methodologies, tools, personnel and other resources and show how they align with acceptable project management best practices in this Proposal, to meet the State’s approval.

Kickoff Meeting and Project Plan Overview. Upon Contract Award and within 10 business days after receipt of a purchase order from the State, the Contractor must hold a Kickoff Meeting to discuss the goals and objectives of the project at a high level, discuss the staffing model, and introduce teams and members, discuss the State approved project management methodology to be used, and identify specific tasks, responsibilities and details to successfully implement the proposed application for the State. The Contractor must also provide a meeting agenda to the ODOT Project Manager at least two (2) business days in advance of the Kickoff Meeting. The Project Manager and other key Contractor staff must be onsite at ODOT for the Kickoff Meeting.

The Contractor must present and confirm the high level scope of work and planned phases in accordance with this RFP. This must include the scope of deliverables, functions, and features the implementation of the application intends to achieve.

Included with the initial Project Plan the Contractor must provide the following deliverables: Staffing Plan; Draft Communication Plan; Draft Document Control Methodology; Draft Risk Management Plan; Draft Issue/Resolution Plan; and Preliminary Project Schedule.

The Contractor must update the Project Plan with more detail throughout subsequent project phases and activities to address at a minimum the following subjects/milestones:

Discovery; Design; Development/System Testing; Training and User Manuals; User Acceptance Test (UAT);

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specification Implementation and Acceptance, including Backup/Disaster Recovery and Business Continuity; and Post-Implementation Support.

Meeting Attendance and Reporting Requirements. The Contractor's project management approach for the work must adhere to the following meeting and reporting requirements: Immediate Reporting – The Contractor Project Manager or a designee must immediately report any Project Team

staffing change to the ODOT Project Manager (See: Attachment Four: Part Two: Replacement Personnel). Attend Weekly Status Meetings – The Contractor Project Manager and other key Project Team members must attend

weekly status meetings with the ODOT Project Manager and other members of the State’s project team as deemed necessary to discuss work status, activities and issues. These weekly meetings must follow an agreed upon agenda and allow the Contractor and the State to discuss any issues that concern them.

Provide Weekly Status Reports – The Contractor Project Manager must provide written status reports to the ODOT Project Manager at least two (2) full State business days before each weekly status meeting.

o At a minimum, weekly status reports must contain the items identified below: Updated project schedule, along with a copy of the updated corresponding Project Plan document (e.g.,

MS Project) on electronic media acceptable to the State; Status of currently planned tasks, specifically identifying tasks not on schedule and a resolution plan to

return to the planned schedule; Issues encountered, proposed resolutions, and actual resolutions along with an updated issue tracking

document; Identification of Risks, probability of them occurring, their impact to project scope/budget/schedule,

included in an updated risk tracking document; Status of testing and specific results of any testing milestones; Anticipated tasks to be completed in the next week; Task and deliverable status, with percentage of completion and time ahead or behind schedule for

tasks and milestones; Proposed changes to the work breakdown structure and/or project schedule; and Contractor staff assignments and/or changes.

Note: The Contractor's proposed format and level of detail for the status report is subject to the State’s approval. Prepare Quarterly Status Reports - During the work, the Contract Project Manager must submit a written quarterly

status report to the ODOT Project Manager by the fifth business day following the end of each quarter. At a minimum, quarterly status reports must contain the following:

o A description of the overall completion status of the work in terms of the approved Project Plan (schedule and cost, if applicable);

o Updated work breakdown structure and project schedule;o The plans for activities scheduled for the next quarter;o The status of all deliverables, with percentage of completion;

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specificationo Time ahead or behind schedule for applicable tasks;o A risk analysis of actual and perceived problems;o Testing status and test results; ando Strategic changes to the Project Plan, if any.

Contract Project Manager Deliverables Summary:o Project Initiation, Facilitate Kickoff Meeting, prepare agenda and meeting minutes o Project Management Methodology

o Staffing Plan / Staffing Plan Changeso Communication Plano Change Control Processo Project Glossaryo Document Control Methodology o Risk Management Plano Issue / Resolution Plano Project Schedule

o Updated Project Plan

Note: All documentation, manuals and other applicable project papers must be provided in hard copy format as well as electronic format. Electronic project papers and documentation must be provided as MS Office application files.State Responsibilities:

1. Provide access to ODOT staff as appropriate.2. Provide necessary workspace and supplies as identified in the Contractor’s Proposal and mutually agreed to by

the State.3. Review and approval of the delivered Project Management Methodology.4. Review and approval of the updated detailed Project Plan.

2. Discovery

The Contractor in conjunction with the appropriate State team, will analyze the project scope document and agree to the high level terms therein. The Contractor along with the appropriate State team members will review the State’s Business requirements specifications (see Supplement One) to obtain a broader description of the project with details of the business process and requirements. The Contractor must provide a System Requirements Specification document detailing and verifying the business requirements and processes, and how their solution will resolve them. The Contract Business Analyst

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specificationwill begin working with the State teams to refine requirements contained in this RFP, and develop a Requirements Traceability Matrix. The Contractor must identify functionality, processes, and tools that may be required in the System design that will enable the Contractor to successfully implement their solution that meets the identified requirements of this RFP. Data Governance Standards and Data Governance Business Rules documents will be developed by the Contractor with input from appropriate State resources. Any additional functionality processes, and tools identified and recommended and not included in the Contractor’s accepted Proposal, must be reviewed and may be accepted by the State through the Change Control Process mutually agreed to by the Contractor and the State.The requirements analysis and documentation activities completed through the Contract must include mutually agreeable meeting times between the ODOT SMEs and the Contractor’s Project Team to affirm and detail all requirements.Included in the Discovery phase and associated documentation, the Contractor must develop and provide a Technical Environment Document that identifies at a minimum the Contractor’s:

Overview of the proposed system technical environment and infrastructure for the project, including software and hardware upgrade/enhancement methodology;

Database structure, and data upload and download and access methodology for system integration; Initial capacity / configuration considerations; Security and system access environment; Identification, documentation and mutual agreement to solution performance standards; Identifies all additional hardware / software specifications that the State may need to consider and procure for the

ODOT end-user environment; Development of a Test Strategy; and Development of a Training Plan.

Contract Project Manager Deliverables:1. Project Team meetings, agendas, minutes 2. Updated Project Plan documents

o Staffing Plano Communication Plano Change Control Processo Project Glossaryo Document Control Methodology o Risk Management Plano Issue / Resolution Plano Project schedule

3. Refined System Requirements Specifications (SRS)4. Requirements Traceability Matrix5. Data Governance Standards

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specification6. Data Governance Business Rules7. Technical Environment Document8. Test Strategy9. Training Plan

State Responsibilities:1. Provide access to ODOT and Local Agency staff as appropriate2. Review and approval of the updated detailed Project Plan documents3. Review and approval of System Requirements Specifications (SRS)4. Review and approval of the Technical Environment Document5. Review and approval of the Test Strategy6. Review and approval of the Training Plan

3. DesignThe Contractor must identify functionality, processes, and tools required in the project that will enable the Contractor to successfully implement their solution and meet the requirements identified in this RFP. Any additional functionality, processes, and tools identified and recommended that are not included in the Contractor’s accepted Proposal, may be reviewed and accepted by the State through the Amendment process.

The Contractor will work with the ODOT Technical Lead, State Architect, DBAs, Network, and Server staff to develop a Software Architecture Design. The Software Architecture Design will contain the detailed IT requirements for the project, and will continue to be refined throughout the project.

As part of this effort, the Contractor must work with ODOT staff to identify and document the electronic permitting / outdoor advertising application interfaces, if any, and provide a detailed document for the State’s approval. The Contractor must communicate with ODOT Project Manager and ODOT IT Manager concerning any integration solution that involves ODOT IT staff.

The Contractor must describe how it will meet the user configuration management requirements and provide the deliverables for this phase of the work documented in the RFP. The application must provide multi-level access to the application that involves management at the administrative level. It is important that the application utilizes configuration mechanisms to accomplish this goal.

The Contractor must provide a User Configuration Management Plan that includes the various facets of configuration. Including, but not limited to the following configurable management possibilities:

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specification User/Role management at the various levels (internal users and external users as documented in the User Interface

section above) User preferences Web portal content management Legislative or Administrative changes that require business process changes Workflow and business rule process frequencies (e.g., alerts, approvals, deadlines, staff routing)

The Contractor must complete the following design activities and tasks: Complete required configurations items and modifications to meet the agreed upon application requirements as

documented and approved during requirements analysis, including:o Application user and system software functionality and processes;o Reporting and analysis functionality and processes;o Hardware and software environment considerations for user community; ando Appropriate design documentation.

Contractor Deliverables:1. Software Architecture Design2. Application interfaces document, if applicable3. Users and user roles strategy4. User Configuration Management Plan

State Responsibilities:1. Provide access to ODOT and Local Agency staff as appropriate2. Review updated Project Plan documents3. Review and approve Software Architecture Design4. Review and approve the application interfaces, if applicable5. Review and approve the User Configuration Management Plan

4. Development / Configuration

The Contractor must describe the Contractor’s configuration and development approach, methods, tools, and techniques for completing the development / configuration process. During the Development project phase, the Contractor must also update, complete, and deliver all design and development documentation.

Configuration Unit and System Testing Develop a configuration plan; Setup a cloud-based version of the system for ODOT;

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specification Apply application security and access; Apply user configurations; Perform all necessary software upgrades as appropriate; Finalize system test and user acceptance test scripts; Complete Unit Testing, if appropriate; Finalize user training materials and documentation; Document system administration, operations, training and support of the configuration items, including identification

of Contractor provided post-implementation support, backup/disaster recovery and business continuity plans; Deliver the finalized design and development documentation; and Conduct appropriate system, stress, integration testing of the software solution with a mutually agreed to volume of

data, number of users and user application activities.

Contractor Deliverables:1. Update, completion, and delivery of all Design and Development Phase documentation.2. Completion of identified configuration items and modification to the solution features to provide or exceed the

system requirements identified in the RFP, Supplements and agreed to in the Discovery phase.3. Setup of cloud based version of the software.4. Application of user configurations to software.5. Certification that the configuration item functionality as designed and developed is in compliance with State and

Federal guidelines.6. System Test documentation that identifies and establishes that appropriate data and configuration item

functionality has been successfully completed and that the configuration items solution data and functionality is working as designed to meet the requirements identified.

7. Development and delivery of Training Materials and User Manuals for both State end-users and administrative staff for the configuration item functionality. The Contractor must provide all operational documents including user manuals for all end-users and

administrative users that provides at a minimum the log on and log off procedures, procedures for queries, building of ad hoc queries and reports, special conditions, system use, basic access, navigation instructions, etc.

8. Certification letter stating that all configuration item solution data and functionality, stress and integration testing has been completed successfully with acceptance by the State.

State Responsibilities:1. Provide access to ODOT and Local Agency staff as appropriate2. Final review and approval of all Design and Development phase documentation3. Review all system, stress and integration test results

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specification5. Training and User Manuals

The Contractor must assist ODOT with the setup of the training environment, via the internet, that replicates the production environment. Must conduct at least two (2) training sessions for every type (district and central) of audience and provide online demos (webinars).

Course Design and Scheduling. The Contractor must develop the Training Plan based on the functional and technical components of the system. Training must be provided for multiple types of courses and audiences (e.g., ODOT Real Estate, ODOT IT, Division of Construction Management’s Advertising Device Control (ADC) Section, Districts, outside users). The Training Plan must include curriculum designed for Contractor instructor led courses and ODOT Train the Trainer courses and webinars.The Training Plan must include:

Learning objectives A matrix of ODOT staff and which components of the training each group (Central Office Real Estate and OAC

teams, district personnel in those areas, ODOT IT) will need A description of all training method to be used (e.g. hands on, webinar, lecture…) A description of all training materials that will be required/developed/used Recommended follow-up activities that ensure training transfers to the workplace. Trainees must have a

formalized contractor-supported help-desk for questions from all users, for at least 30 days after implementation A description of the activities and practice exercises A description of any electronic (web based, CBT etc.) assessment tools or other computer based training options.

In the event ODOT decides to develop any of the content into e-learning, the Contractor must provide assistance with any training development, implementation, feedback and review of the materials

A training manual for training groups which must be copied and distributed (50 copies and a digital version for e-permitting and Outdoor Advertising Control)

A description of the levels of online help must be incorporated by the Contractor into the system

The Contractor must provide training in the categories listed below.1. Webinar/demo - The Contractor must provide a recorded webinar demonstrating the major functions within the

system appropriate for all levels of users. This webinar will be utilized for training and made a part of the final system so the new users will have an online training tool to assist in learning the system’s functionality

2. UAT Staff - The Contractor must train appropriate ODOT and Local Agency staff (20 to 30 users) in the functions, work flow, features, configuration, and operations of the system for successful execution of UAT

3. Train-the-Trainer End User Training - The training must be geared toward the understanding of the overall operation of the functions and administration of the systema. The Contractor must provide this training for a maximum of 20 user/management and administrative Train-

the-Trainer staffb. The ODOT Train-the-Trainer staff will train other ODOT staff

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specificationi. The instructor(s) must train, coach and mentor trainers as they learn the curriculumii. This training must cover using tools related to user configuration, management and administration of

business rules iii. This training must cover tools related to profiles, management reports, reassignment, workflow/work

list, dashboards and thresholdsiv. This training must cover the overall end-user experience and workflow for program staff using the

system for day to day operations for the State’s program and common supportive requirementsv. This training must cover the overall user experience for the external facing Portal used by internal and

external users for viewing and self-service tasks.

Training Facilities. ODOT will provide classrooms at a designated State training site(s at ODODT Central Office. Classrooms include internet connections and materials (personal computers, desks, chairs, etc.) necessary for 12 to 15 students per class. The training presentation style must be hands-on, instructor led. ODOT may record any training sessions and use any training materials for future training, user documentation, or promotional use.

Training Materials. The Contractor must develop necessary training materials for all courses. All training materials must be reviewed and approved by ODOT prior to the start of training as defined in the Project Plan approved by the State. The Contractor must provide the rights to reproduce training materials as needed.

Training Delivery. Prior to deployment, the Contractor must submit a letter certifying the completion of functional and technical (if necessary) training.

Creation of User Manuals. The Contractor must create and update, maintain throughout the project lifecycle and provide at project close out the following documentation: User Documentation. User Documentation for the system must include, but is not limited to: log-on and log-off

procedures, basic access, user account, user role help procedures and navigation instructions. The Contractor must prepare user documentation for each functional component of the system.

System Administration Documentation. The System Administration Documentation must describe the operation and administration of all administrative functions included in the system. This documentation must describe the security roles necessary for the operation and administration of each function. The manual must be organized by the audience and administrative function.

Contractor Deliverables:1. Finalized Training Plan2. Training Curriculum3. Training Materials4. Letter Certifying Completion of Training Delivery

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specification5. User and System Administration Documentation6. Contractor to supply mobile devices for training, if applicable7. Contractor to supply help desk support for 30 days post-implementation

State Responsibilities:1. Provide training environment(s) for all types of devices included in this solution 2. Provide appropriate training facilities3. Provide the data on which to train4. Monitor execution of the Training Plan

6. User Acceptance Test (UAT)The Contractor must develop a UAT plan that covers, at a minimum:

Documentation of UAT cases, scripts, procedures, timelines and processes Training of designated UAT staff before the actual testing Scope of the tests and expected outcomes for both software functionality and manual procedures Methods for reporting, reviewing, and correcting discrepancies identified during UAT

Monitor and Support the UAT Processes. The Contractor must monitor and support the UAT process. During UAT, staff trained by the Contractor must use the system to test the system functionality. The Contractor must support this effort in the following ways: Provide data to execute the user acceptance test; Provide full time, on-site Contractor staff to assist State staff for the first two weeks of the UAT and have these

specialists on-call throughout the duration of UAT; and Work with State staff to operate the system.

Log, Track and Resolve System and Database Problems. The Contractor must track all defects throughout UAT and repair the defects throughout the UAT process. All corrections must be reported to the ODOT Project Manager.

Produce UAT Final Report. The Contractor must provide the UAT Final Report which includes the UAT outcome. The UAT Final Report must include enough information to permit ODOT to validate that the test has been successfully executed. The Contractor must include all defects identified and their resolutions in the UAT Final Report.

Certify System is ready for Deployment. The Contractor must provide a UAT certification letter, in writing, that UAT was successfully completed and the system is ready for production.

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Contractor Deliverables:1. UAT Test Plan2. Document user acceptance testing, documenting results of testing, and providing support for identification of

resolutions to issues arising from testing, including fixes and modification and documentation3. Contractor performs Quality Control on fixes prior to releasing them to the UAT environment4. Certification letter stating that all user solution and functionality acceptance testing has been conducted and

successfully completed, and the system is ready for production5. UAT Final Report

State Responsibilities: 1. Execute UAT Plan2. Provide users access to UAT environment3. Review and acceptance of UAT Final Report4. Confirm receipt of certification letter from UAT5. Provide an environment suitable to perform UAT

7. Implementation and Acceptance

The Contractor’s Proposal must fully describe the Contractor’s approach, methods, tools, and techniques for deploying/implementing the Contractor’s System. Provide production implementation and on-going production support services for the implemented Electronic Permitting / Outdoor Advertising Software Applications, including at a minimum, software maintenance and upgrades and ongoing technical support and assistance.

The Contractor must have a business continuity plan in place that the Contractor tests and updates at least annually. The plan must address procedures for response to emergencies and other business interruptions. Part of the plan must address backing up and storing data at a location sufficiently remote from the facilities at which the Contractor maintains the State’s Data in case of loss of that data at the primary site. The plan also must address the rapid restoration, relocation, or replacement of resources associated with the State’s Data in the case of a disaster or other business interruption. The Contractor’s Business Continuity Plan must address short- and long-term restoration, relocation, or replacement of resources that will ensure the smooth continuation of operations related to the State’s Data. Such resources may include, among others, communications, supplies, transportation, space, power and environmental controls, documentation, people, data, software, and hardware. The Contractor also must provide for reviewing, testing, and adjusting the plan on an annual basis.

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements SpecificationThe Contractor must provide standard business continuity procedures and processes, and validate the plan works as outlines.

Contractor Deliverables:1. Implementation Plan2. Business Continuity Plan3. Scheduled Backup Plan4. Certification letter indicating that the application and data structure environment have been implemented5. The Contractor must organize and turn over to ODOT, in an electronic form, all files, documents and other

artifacts produced for use by ODOT internal staff or ODOT partners within 90 days after acceptance of the final Post-Implementation Support

State Responsibilities:1. Provide access to ODOT and Local Agency staff as appropriate2. Review and approve the Implementation Plan3. Review and approve the Business Continuity Plan4. Review and approve the Scheduled Backup Plan5. Confirm receipt of implementation certification letter

8. Post-Implementation Support

The Contractor must provide post implementation “on-going production” support for the system through the term of the Contract, including annual renewals. After Development/System Testing, the Contractor must develop and submit for approval a Post-Implementation Support Plan which identifies both the Contractor and the State production environment activities and responsibilities, at a minimum this document must identify:

The Contractor’s methodology and processes for upgrading and enhancing the system’s hardware infrastructure and base software components (e.g., application software, tools, database, etc.)

The Contractor’s on-going production responsibilities, including at minimum proposed solution administration/operations, technical support and hardware/software maintenance support

Other Contractor solution consulting and support services that are available to the State State responsibilities as they may pertain to the on-going production hardware and software implemented for the

web-enabled user environment Contractor must provide post-implementation support:

o For 180 days following the implementation and acceptance of the application by ODOT

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E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specificationo On-going annual support plan

Contractor Deliverables: 1. Post-Implementation Support Plan.2. Provide production technical support via a toll free number for appropriate State staff to call regarding user or

solution questions. o SLAs - Production technical support must be provided from 5:00 a.m. to 11:59 p.m. Columbus, Ohio local time

during State business daysa. Incoming calls must be responded to within two hours and substantive responses to user questions must

be provided within eight hours (e.g., assistance resolving minor support/administrative issues, retrieving desired data, formatting and saving queries and reports, Electronic Permitting / Outdoor Advertising Application query results, alternative ways to group, present, or otherwise enhance the understanding of reports, etc.),

b. Calls of a critical nature (e.g., system down, critical functionality not working correctly, etc.) must be responded to within one hour and substantive responses or resolution provided within four hours

c. The Contractor must provide a complete response or resolution to all calls within 48 hours of the call being logged or a time mutually agreed to by the Contractor and the State

3. Provide production environment maintenance and support of the system and State web-enabled user software and tools, including:

a. Updates, patches and repairsb. Correction of application defectsc. On-site technical support as required

4. Provided routine system metrics as follows, including documenting problems encountered during implementation of the system and during on-going production support period:

a. Problem descriptionb. Type of problemc. Number of problemsd. Anticipated fix datee. Resolutionf. Frequency of problem occurrence and problem cause(s)

5. Identification of timeframes for correcting application and database defects

State Responsibilities:1. Review Post Implementation Support Plan providing feedback, revisions and approval as appropriate2. Review Contractor provided artifacts and documentation providing feedback, revisions and approval as

appropriate3. Provide appropriate feedback on solution response time, user functionality and system operations

21

E-Permitting / Outdoor Advertising System SolutionBusiness Requirements Specification4. Review, provide revisions and/or approve Contractor Deliverables and applicable system changes5. Maintain all solution software and tool licensing and maintenance support for the State’s user and business

consultant environments6. Provide Final Project acceptance

22


GENERAL - System RequirementsThe ODOT Department of Information Technology, will work with the Contractor to complete these system requirements.

1.1 Application Hosting

ID Description Capability Assessment

Explanation of how the proposed solutions meets or exceeds the requirement

(Please use red font color)BR 1.1 Application Hosting

BR 1.1.1 The Solution application must be vendor-hosted.

1.2 Authentication and Authorization



(Please use red font color)

BR 1.2 Authentication and Authorization

BR 1.2.1The preferred authentication protocol must be Active Directory and Secure LDAP (Lightweight Directory Access Protocol.)

☐ Out of The Box☐ Configuration

Required☐ Customization

Required

BR 1.2.2The Solution must be able to access multiple Active Directory domains and forests.



Required☐ Not Available

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BR 1.2.3 The Solution must support Active Directory for external ODOT users.



Required

1.3 User Interface



(Please use red font color)BR 1.3 User Interface

BR 1.3.1The Solution must provide the user with an opportunity to confirm that they wish to proceed with actions performed in the user interface.



Required

BR 1.3.2

The Solution must provide the user with a positive acknowledge message when an action has been successfully performed in the user interface.



Required

BR 1.3.3The Solution must provide the user with an error message when an action performed in the user interface is unsuccessful or invalid.



Required

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BR 1.3.4

All text in the user interface, including field names and values, must be presented in a manner that can be easily understood by both internal and external users.



Required

1.4 User Activity


Explanation of how the proposed solutions meets or exceeds the

requirement (Please use red font color)

BR 1.4 User Activity

BR 1.4.1

The System must maintain of log of the following user activities: When new records are created

in The Systems When existing records are

modified




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1.5 Role-Based AccessThe Solution must be role-based to determine who can access certain areas of The Solution and which actions each role can perform (three to five groups of users with unique access and privileges).



(Please use red font color)BR 1.5 Role Based Authorization

BR 1.5.1The Solution must support a role-based authorization.(Users have unique access and privileges according to role.)



Required

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1.6 InterfacesThe email and GIS Map interface will support the various processes for all permit applications and outdoor signage location.



(Please use red font color)BR 1.6 Interfaces

BR 1.6.1 The Solution must include an e-mail interface.




BR 1.6.2The Solution must provide Geo-Spatial Data / a GIS Map interface (latitude, longitude)




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1.7 Data Requirements



(Please use red font color)BR 1.7 Interfaces

BR 1.7.1

The data stores in the new solution must enable an authorized user to retrieve and / or view all relevant permit or sign inventory (including active, inactive, canceled and historical signs)



Required

1.8 SecurityThe ODOT Department of Information Technology, will work with the Contractor to complete these requirements.



(Please use red font color)BR 1.8 Security Requirements

BR 1.8.1

E-Permitting / Outdoor Advertising Solution must pass an ODOT Security Scan. (Reports potential security threats and vulnerabilities within web software.)



Required

BR 1.8.2Conctractor must follow OWASP (Open Web Application Security Project) secure code practices.



Required

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BR 1.8.3The Solution must provide secure document storage for applications and associated documents.



Required

1.9 Non-Functional Business Requirements

ID Non-Functional Requirements Capability Assessment



BR 1.9 E-Permitting / Outdoor Advertising Database

BR 1.9.1The Solution must provide a database for storing, searching, and managing permit data from the E-permitting solution.




BR 1.9.2The Database Solution must use Oracle 11g or SQL Server 2012 or newer.




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1.10 Reporting



(Please use red font color)BR 1.10 Reporting

BR 1.10The Solution must provide a Reporting function to collect data from permit applications / signage inventory.




1.11 Transition Requirements



(Please use red font color)BR 1.11 Transition Requirements

BR 1.11.1

Training for internal ODOT Users must be provided before solution goes live.




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1.12 GENERAL – Other (Mobile)

ID Other Requirements Capability Assessment


(Please use red font color)BR 1.12 Mobile

BR 1.12.1

The Solution should be usable on a mobile device (phone, tablet)




BR 1.12.2

The Solution must enable inspections to be performed when there is no internet or cellular connectivity (i.e. the device is “offline”).




BR 1.12.3

The Solution must ensure that all inspection functionality present in a online inspection will be available in an offline inspection.




BR 1.12.4

The Solution must ensure that when there is no connectivity, the data captured in an offline mode will be saved on the mobile device until the user has connectivity.




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ID Other Requirements Capability Assessment



BR 1.12.5

When uploading the data captured during an offline inspection, The Solution must synchronize the data captured in an offline mode with any relevant project data that may have been changed by other users during the duration of the offline inspection.




1.13 GENERAL – Other (Migration)



(Please use red font color)BR

1.13.1 Migration

BR 1.13.2

The Contractor must be capable of migrating existing data from the current OAC system to the new System




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2 PART A - System Requirements for All Permit Applications – e-Permitting

The following requirements apply to all 15 permit applications.

2.1 System Functions – All Permits



(Please use red font color)BR 2.1 System Functions – All Permits

BR 2.1.1The Solution must provide a URL to ODOT’s E-Permitting home page.



Required

BR 2.1.2The Solution must provide a URL to ODOT’s Special Hauling home page.



Required

BR 2.1.3The Solution must provide a URL to ODOT’s Outdoor Advertising Permitting home page.




BR 2.1.4The Solution must provide the ability for external users to upload documents.



Required

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BR 2.1.5The Solution must provide the ability for external users to download documents from the permit application site.




BR 2.1.6The Solution must provide the ability to enter project start and end dates.




BR 2.1.7The Solution must not allow a requester to submit an application unless all required fields are completed.



Required

BR 2.1.8The Solution must provide the ability to save a draft form of an application.




BR 2.1.9The Solution must provide the ability to submit a complete application.



Required

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BR 2.1.10

The Solution must assign a unique ID number to each permit application.



Required

BR 2.1.11

The Solution must associate the same unique ID number to uploaded documents associated with the permit application.



Required

BR 2.1.12

The Solution must provide the requestor with a successful submission message.



Required

BR 2.1.13

The Solution must allow the requester to navigate away from and back to the application.



Required

BR 2.1.14

The Solution must provide the ability to sign the application electronically.



Required

BR 2.1.15

The Solution must provide a Permit Pending Que to hold submitted permit application files.



Required

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3 PART A - Business Requirements – e-PermittingThe Solution must offer 15 individual permit types that require 15 combinations of data requirements.

3.1 Permit Types



(Please use red font color)BR 3.1 Permit Types

BR 3.1.1The Solution must provide displays for 15 individual Permit Types.



Required

3.2 Commericial Drive



(Please use red font color)Commercial Drive

BR 3.2.1

The Solution must support a permit for a Commercial Drive.




BR 3.2.2

The System must provide the ability to enter data unique to the Commercial Drive Permit application.




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BR 3.2.3

The System must provide the ability to upload and download forms unique to the Commercial Drive Permit application.




3.3 Residential Drive



(Please use red font color)Residential Drive

BR 3.3.1

The Solution must support a permit for a Residential Drive.



Required

BR 3.3.2

The System must provide the ability to enter data unique to the Residential Drive Permit application.




BR 3.3.3

The System must provide the ability to upload and download forms unique to the Residential Drive Permit application.




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3.4 Field Drive



(Please use red font color)Field Drive

BR 3.4.1

The Solution must support a permit for a Field Drive.



Required

BR 3.4.2

The System must provide the ability to enter data unique to the Field Drive Permit application.




BR 3.4.3

The System must provide the ability to upload and download forms unique to the Field Drive Permit application.




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3.5 Temporary Construction Drive



(Please use red font color)Temporary Construction Drive

BR 3.5.1

The Solution must support a permit for a Temporary Construction Drive.




BR 3.5.2

The System must provide the ability to enter data unique to the Temporary Construction Drive Permit application.



Required

BR 3.5.3

The System must provide the ability to upload and download forms unique to the Temporary Construction Drive Permit application.




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3.6 Utilities Permit



(Please use red font color)Utilities Permit

BR 3.6.1

The Solution must support a permit for Utilities.




BR 3.6.2

The System must provide the ability to enter data unique to the Utilities Permit application.



Required

BR 3.6.3

The System must provide the ability to upload and download forms unique to the Utilities Permit application.




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3.7 Drainage Permit



(Please use red font color)Drainage Permit

BR 3.7.1

The Solution must support a permit for a Drainage Permit.




BR 3.7.2

The System must provide the ability to enter data unique to the Drainage Permit application.




BR 3.7.3

The System must provide the ability to upload and download forms unique to the Drainage Permit application.




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3.8 Beautification Permit



(Please use red font color)Beautification Permit

BR 3.8.1

The Solution must support a permit for Beautification.




BR 3.8.2

The System must provide the ability to enter data unique to the Beautification Permit application.



Required

BR 3.8.3

The System must provide the ability to upload and download forms unique to the Beautification Permit application.



Required

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3.9 Municipal Sign Permit



(Please use red font color)Municipal Sign Permit

BR 3.9.1

The Solution must support a permit for a Municipal Sign.




BR 3.9.2

The System must provide the ability to enter data unique to the Municipal Sign Permit application.



Required

BR 3.9.3

The System must provide the ability to upload and download forms unique to the Municipal Sign Permit application.




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3.10 Special Event Permit



(Please use red font color)Special Event Permit

BR 3.10.1

The Solution must support a permit for a Special Event.



Required

BR 3.10.2

The System must provide the ability to enter data unique to the Special Event Permit application.




BR 3.10.3

The System must provide the ability to upload and download forms unique to the Special Event Permit application.




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3.11 Surveyor Permit



(Please use red font color)Surveyor Permit

BR 3.11.1

The Solution must support a permit for a Surveyor.




BR 3.11.2

The System must provide the ability to enter data unique to the Surveyor Permit application.



Required

BR 3.11.3

The System must provide the ability to upload and download forms unique to the Surveyor Permit application.




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3.12 Seismic Survey Permit



(Please use red font color)Seismic Survey Permit

BR 3.12.1

The Solution must support a permit for Seismic Surveys.




BR 3.12.2

The System must provide the ability to enter data unique to the Seismic Survey Permit application.



Required

BR 3.12.3

The System must provide the ability to upload and download forms unique to the Seismic Survey Permit application.



Required

46


3.13 Staging Construction Permit



(Please use red font color)Staging Construction Permit

BR 3.13.1

The Solution must support a permit for Staging Construction.




BR 3.13.2

The System must provide the ability to enter data unique to the Staging Construction Permit application.




BR 3.13.3

The System must provide the ability to upload and download forms unique to the Staging Construction application.




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3.14 Lane Closure Permit



(Please use red font color)Lane Closure Permit

BR 3.14.1

The Solution must support a permit for Lane Closures.




BR 3.14.2

The System must provide the ability to enter data unique to the Lane Closure Permit application.




BR 3.14.3

The System must provide the ability to upload and download forms unique to the Lane Closure application.




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3.15 Soil Boring Permit



(Please use red font color)Soil Boring Permit

BR 3.15.1

The Solution must support a permit for Soil Boring.



Required

BR 3.15.2

The System must provide the ability to enter data unique to the Soil Boring Permit application.




BR 3.15.3

The System must provide the ability to upload and download forms unique to the Soil Boring Permit application.




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3.16 Other Permit



(Please use red font color)Other Permit

BR 3.16.1

The Solution must support a permit for Other.(a permit that is different from the other 14)




BR 3.16.2

The System must provide the ability to enter data unique to the Other Permit application.




BR 3.16.3

The System must provide the ability to upload and download forms unique to the Other Permit application.




BR 3.16.4

The Solution must support the ability to enter the Agent’s Full Name.




BR 3.16.5

The Solution must support the ability to enter the Applicant Name.




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BR 3.16.6

The Solution must support the ability to enter the Mailing Address.




BR 3.16.7

The Solution must support the ability to enter the Alternative Mailing Address.




BR 3.16.8

The Solution must support the ability to enter the City Name.




BR 3.16.

9

The Solution must support the ability to enter the County Name.




BR 3.16.

10

The Solution must support the ability to enter the State Name.




BR 3.16.

11

The Solution must support the ability to enter the Zip Code.




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BR 3.16.

12

The Solution must support the ability to enter the Applicant Phone.




BR 3.16.

13

The Solution must support the ability to enter the Company Phone.



Required

BR 3.16.

14

The Solution must support the ability to enter theApplicant E-Mail.




BR 3.16.

15

The Solution must support the ability to enter the Owner E-Mail.




BR 3.16.

16

The Solution must support the ability to enter the Copy E-Mail to.




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4 PART B - Business Requirements – Outdoor Advertising4.1 Reporting Requirements



(Please use red font color)BR 4.1 Reporting RequirementsBR 4.1.1

The Solution must enable an authorized user to print any report.




BR 4.1.2

The Solution must enable an authorized user to save/download any report.




BR 4.1.3

The Solution must enable an authorized user to generate adhoc reports from inventory data.




BR 4.1.4

The Solution must enable an authorized user to generate a “Total Number of Active Permits” report.




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BR 4.1.5

The Solution must enable an authorized user to generate a “Total Number of Conditional Permits” report.




BR 4.1.6

The Solution must enable an authorized user to generate a “Total Number of Non-conforming Permits” report.




BR 4.1.7

The Solution must enable an authorized user to generate a List of Conditional Permits sorted by Expiration Date” report.




BR 4.1.8

The Solution must enable an authorized user to generate a “List of Unpaid Invoices” report.




BR 4.1.9

The Solution must enable an authorized user to generate a “List of checks unapplied” report. Probably won’t need in the new solution




54


BR 4.1.10

The Solution must enable an authorized user to generate a “Credit Transmittal” report.




BR 4.1.11

The Solution must enable an authorized user to generate a “List of Applications in Progress” report.




BR 4.1.12

The Solution must enable an authorized user to generate a “List of Denied Applications” report.




BR 4.1.13

The Solution must enable an authorized user to generate a “List of Modifications in process” report.




BR 4.1.14

The Solution must enable an authorized user to generate an “Inventory of Illegals” report.




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BR 4.1.15

The Solution must enable an authorized user to generate a “Permit Applications” report.




BR 4.1.16

The Solution must enable an authorized user to generate “Permits Missing Lat/Long Data” report.




BR 4.1.17

The Solution must enable an authorized user to generate a “Permits Missing Plates” report.




BR 4.1.18

The Solution must enable an authorized user to generate a “User Activity” report. (As per SEC- 7.00)




BR 4.1.19

The Solution must enable an authorized user to generate an “Email Addresses for Owner Contacts” report.




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4.2 Permit Applications



(Please use red font color)BR 4.2 Permit ApplicationsBR 4.2.1

The Solution must enable an authorized user to add a new permit application.




BR 4.2.2

The Solution must enable an authorized user to view a list of permit applications.




BR 4.2.3

The Solution must enable an authorized user to filter the permit applications list.




BR 4.2.4

The Solution must enable an authorized user to sort the permit applications list.




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BR 4.2.5

The Solution must enable an authorized user to view detailed permit application information.




BR 4.2.6

The Solution must enable an authorized user to edit a permit application.




BR 4.2.7

The Solution must enable an authorized user to approve a permit application.




BR 4.2.8

The Solution must enable an authorized user to disapprove a permit application.




BR 4.2.9

The Solution must enable an authorized user to cancel a permit application.




58


BR 4.2.10

The Solution must enable an authorized user to enter a deadline for a permit application.




BR 4.2.11

The Solution must enable an authorized user to extend a deadline for a permit application.




BR 4.2.12

The Solution must enable an authorized user to generate letters related to the permit application.




BR 4.2.13

The Solution must prevent the issuance of more than four permits per sign location.




BR 4.2.14

The Solution must enable an authorized user to combine permit applications.




59


BR 4.2.15

The Solution must enable an authorized user to save/download a permit application.




BR 4.2.16

The Solution must enable an authorized user to print a permit application.




BR 4.2.17

The Solution must enable an authorized user to attach photographs and/or documents to a permit application.




BR 4.2.18

The Solution must allow an authorized user to input required information for up to four signs for each permit application.




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4.3 Sign Owners



(Please use red font color)BR 6.0 Sign OwnersBR 4.3.1

The Solution must enable an authorized user to enter a new sign owner profile.




BR 4.3.2

The Solution must enable an authorized user to view detailed sign owner profile information.




BR 4.3.3

The Solution must enable an authorized user to edit sign owner profile information.




BR 4.3.4

The Solution must enable an authorized user to locate sign owner profile information.




61


BR 4.3.5

The Solution must enable an authorized user to activate an inactive sign owner profile.




BR 4.3.6

The Solution must enable an authorized user to inactivate an active sign owner profile.




BR 4.3.7

The Solution must enable an authorized user to view a list of payments made by a sign owner




BR 4.3.8

The Solution must enable an authorized user to view a list of active permits that belong to a sign owner




BR 4.3.9

The Solution must enable an authorized user to print a list of active permits that belong to a sign owner




62


BR 4.3.10

The Solution must enable an authorized user to save/download the list of active permits that belong to a sign owner




BR 4.3.11

The Solution must enable an authorized user to generate a list of mailing labels for all active sign owners.




BR 4.3.12

The Solution must enable an authorized user to generate a mailing label for an individual active sign owner.




63


4.4 Payments



(Please use red font color)BR 7.0 PaymentsBR 4.4.1

The Solution must enable an authorized user to view a list of payments. (Pay History Module)




BR 4.4.2

The Solution must enable an authorized user to filter the payments list.




BR 4.4.3

The Solution must enable an authorized user to sort the payments list




BR 4.4.4

The Solution must enable an authorized user to print a payments list.




64


BR 4.4.5

The Solution must enable an authorized user to download/save a payments list.




BR 4.4.6

The Solution must enable an authorized user to view detailed payment information.




BR 4.4.7

The Solution must enable an authorized user to determine the status of a payment.




BR 4.4.8

The Solution must enable an authorized user to assign a “Payment Type” to allow payments to be applied to Extensions, New Applications, Invoices, Misc., Modifications, and Transfers




BR 4.4.9

The Solution must enable an authorized user to log a payment into The System.




65


BR 4.4.10

The Solution must enable an authorized user to associate a payment with the appropriate sign owner account.




BR 4.4.11

The Solution must enable an authorized user to associate a payment with the appropriate permit application or permit.




BR 4.4.13

The Solution must enable an authorized user to confirm recording/log a payment.




BR 4.4.14

The Solution must enable an authorized user to reject a payment.




66


4.5 Permit Invoices



(Please use red font color)BR 4.5 Permit InvoicesBR 4.5.1

The Solution must enable an authorized user to create a permit invoice.




BR 4.5.2

The Solution must enable an authorized user to search for an invoice using the permit number.




BR 4.5.3

The Solution must enable an authorized user to view a permit invoice.




BR 4.5.4

The Solution must enable an authorized user to print permit invoice(s) for multiple owners.




67


BR 4.5.5

The Solution must enable an authorized user to print permit invoice(s) for an individual owner.




BR 4.5.6

The Solution must enable an authorized user to determine the status of a permit invoice.




BR 4.5.7

The Solution must enable an authorized user to determine if a permit invoice is delinquent.




BR 4.5.8

The Solution must enable an authorized user to generate a list of delinquent invoices.




BR 4.5.9

The Solution must enable an authorized user to print a list of delinquent invoices.




68


BR 4.5.10

The Solution must enable an authorized user to generate a list of open invoices.




BR 4.5.11

The Solution must enable an authorized user to print a list of open invoices.




BR 4.5.12

The Solution must enable an authorized user to apply the correct payments to the correct invoices for the correct owner.




69


4.6 Permit/Sign Management



(Please use red font color)BR 9.0 Permit/Sign ManagementBR 4.6.1

The Solution must enable an authorized user to view a list of permits.




BR 4.6.2

The Solution must enable an authorized user to filter the permits list.




BR 4.6.3

The Solution must enable an authorized user to sort the permits list.




BR 4.6.4

The Solution must enable an authorized user to print a permits list.




70


BR 4.6.5

The Solution must enable an authorized user to view detailed permit information.




BR 4.6.6

The Solution must enable an authorized user to edit a permit record.




BR 4.6.7

The Solution must enable an authorized user to add or remove sign information from an existing permit record.




BR 4.6.8

The Solution must enable an authorized user to add internal comments to a permit record.




BR 4.6.9

The Solution must enable an authorized user to edit a permit record.




71


BR 4.6.10

The Solution must enable an authorized user to attach photographs and/or documents to a permit record.




BR 4.6.11

The Solution must enable an authorized user to save/download a permit record.




BR 4.6.12

The Solution must enable an authorized user to print a permit record.




BR 4.6.13

The Solution must enable an authorized user to print a permit certificate.




BR 4.6.14

The Solution must enable an authorized user to email a permit certificate to the applicant.




72


BR 4.6.15

The Solution must enable an authorized ODOT associate to notify the sign owner regarding any change of status to a permit.




BR 4.6.16

The Solution must enable an authorized user to determine if a permit application or permit is located on a route with a “FAP” or “NHS” designation.




BR 4.6.17

The Solution must enable an authorized user to determine if a permit application or permit is located on a route with a “Scenic” designation.




BR 4.6.18

The Solution must enable an authorized user to generate a list of all active permits for selected districts and/or counties.




BR 4.6.19

“The Solution must enable an authorized user to determine if a sign is blank or displays out of date copy (i.e. – “no live copy)




73


BR 4.6.20

The Solution must enable an authorized user to cancel a permit.




BR 4.6.21

The Solution must enable an authorized user to view a list of canceled permits.




BR 4.6.22

The Solution must enable an authorized user to filter a list of canceled permits.




BR 4.6.23

The Solution must enable an authorized user to sort a list of canceled permits.




BR 4.6.24

The Solution must enable an authorized user to print a canceled permits report.




74


BR 4.6.25

The Solution must enable an authorized user to restore an archived permit record; i.e. – move the permit record back into the active permit inventory.




4.7 Permit Modifications



(Please use red font color)BR 4.7 Permit ModificationsBR 4.7.1

The Solution must enable an authorized user to view a list of permit modifications.




BR 4.7.2

The Solution must enable an authorized user to filter the permit modification list.




BR 4.7.3

The Solution must enable an authorized user to print a permit modification list.




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BR 4.7.4

The Solution must enable an authorized user to modify permit information.




BR 4.7.5

The Solution must enable an authorized user to approve a permit modification request.




BR 4.7.6

The Solution must enable an authorized user to view a list of modification payments associated with a permit.




BR 4.7.7

The Solution must enable an authorized user to generate an approval letter for a permit modification request.




BR 4.7.8

The Solution must enable an authorized user to disapprove a permit modification request.




76


BR 4.7.9

The Solution must enable an authorized user to generate a disapproval letter for a permit modification request.




4.8 Permit Transfers



(Please use red font color)BR 4.8 Permit TransfersBR 4.8.1

The Solution must enable an authorized user to transfer ownership of one or more permits from one permit owner to another.




BR 4.8.2

The Solution must enable an authorized user to locate and apply payments made by the prior owner to the new owner’s account.




BR 4.8.3

The Solution must enable an authorized user to initiate Permit Transfer Fees.




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BR 4.8.4

The Solution must enable an authorized user to waive Permit Transfer Fees.




BR 4.8.5

The Solution must enable an authorized user to suspend and resume the transfer process.




BR 4.8.6

The Solution must enable an authorized user to delete a transfer.




4.9 Permit Inventory



(Please use red font color)BR 4.9 Permit InventoryBR 4.9.1

The Solution must enable an authorized user to update (re-inventory) all signs within a selected county or county/route combination at once (i.e. – bypass an individual inventory update for every sign in the selected area).

The System must display the last time the permit was inventoried.




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4.10 Illegal Signs




4.10 Illegal Signs

BR 14.10.1

The Solution must enable an authorized user to view a list of illegal signs.




BR 4.10.2

The Solution must enable an authorized user to filter a list of illegal signs.




BR 4.10.3

The Solution must enable an authorized user to print an illegal sign list.




BR 4.10.4

The Solution must enable an authorized user to create a new illegal sign record.




79


BR 4.10.5

The Solution must enable an authorized user to edit an existing illegal sign record.




BR 4.10.6

The Solution must enable an authorized user to determine if an illegal sign is located on a route with a “FAP” or “NHS” designation.




BR 4.10.7

The Solution must enable an authorized user to determine if an illegal sign is located on a route with a “Scenic” designation.




4.11 Document Management




14.11 Document Management

BR 4.11.1

The Solution must enable an authorized user to add documents and photographs to document libraries.




80


BR 4.11.2

The Solution must enable an authorized user to remove documents and photographs from document libraries.




BR 4.11.3

The Solution must enable an authorized user to edit documents contained in document libraries.




BR 4.11.4

The Solution must enable an authorized user to attach documents and photographs contained in document libraries to correspondence.




81


5 PART B – User Roles / Access - Outdoor Advertising5.1 User Roles



(Please use red font color)BR 5.1 User RolesBR 5.1.1

ODOT System AdministratorAllowable Transactions: User ID and password

management User roles and permissions

managementNot Allowable: All other transactions




BR 5.1.2

ODOT Super UserAllowable Transactions: View of User Activity Logs (See

Section 4.3) All other actions except those

identified as prohibited Not Allowable: User ID and password


management




82


BR 5.1.3

ODOT ADC AssociateAllowable Transactions: All other actions except those

identified as prohibitedNot Allowable: View of User Activity Logs (See

Section 4.3) User ID and password


management




BR 5.1.4

External - Sign OwnerAllowable Transactions: Can only view their own info “View Only” data/functions:

Revisiting “Input/Edit” capabilities for

data/functions: Revisiting

Not Allowable: All other actions




BR 5.1.5

Public (Sufficient for FHWA?) Allowable Transactions: “View Only” of this data:RevisitingNot Allowable: All other actions




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view supplement 1-epermitting 1... · web viewthe contractor’s electronic permitting / outdoor...

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