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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
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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
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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.
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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.
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ID Description Requirements Source
Priority Change? Feature
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.
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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 .
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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
ID Description Requirements Source
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-Utility-BA See Detail
RE 4.3 Request Utility Relocation Plan and Estimate
RE-Utility-BA See Detail
RE 4.4 Review Utility Relocation Plan and Estimate - Review Utility Relocation Plan and Estimate. District may track to make sure Utility Files Permit Application MR505.
RE-Utility-BA Required
RE 4.5 Is Utility Relocation Compensable? – When Utility provides an estimate based on property rights the Utility Relocation is compensable.
RE-Utility-BA Required
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ID Description Requirements Source
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-Utility-BA Required
RE 4.8 Fund Utility Relocation – CO reviews Utility Relocation Plans and Estimate before approving and encumbering funds.
RE-Utility-BA See Detail
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-Utility-BA See Detail
RE 4.11 Review Billing – Make sure utility relocation bills are received and processed within established time frame.
RE-Utility-BA See Detail
RE 4.12 Pay Utility – Complete RE24 and issue warrant to pay Utility Relocation Bill.
RE-Utility-BA Required
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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
ID Description Requirements Source
Priority Change? Feature
RE 4.1.1 Conduct Field Review – Attend field review with district team as needed.
RE-Utility-BA New Yes
RE 4.1.2 Identify Utility Owners – From field review and preliminary plans, begin to identify known utilities.
RE-Utility-BA Required
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-Utility-BA New Yes
RE 4.1.4 Prelim Estimate – Enter Preliminary Estimate of Utility Cost into Ellis.
RE-Utility-BA New Yes
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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
ID Description Requirements Source
Priority Change? Feature
RE 4.2.1 Send Plans with Alignment to Utility Company
RE-Utility-BA Required
RE 4.2.2 Receive Feedback from Utilities – Utilities provide information on what facilities exist within the project plan.
RE-Utility-BA New Yes
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-Utility-BA New Yes
RE 4.2.5 Update Utility Estimate – Update Preliminary Estimate of Utility Cost in Ellis based on feedback from utility evaluation.
RE-Utility-BA New Yes
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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
ID Description Requirements Source
Priority Change? Feature
RE 4.3.1 Send Stage 2 Plans to Utility Company
RE-Utility-BA New Yes
RE 4.3.2 Request Utility Relocation Plans and Estimate
RE-Utility-BA New Yes
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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
ID Description Requirements Source
Priority Change? Feature
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-Utility-BA Required
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-Utility-BA Required
RE 4.8.4 Encumber Utility Relocation Funds
RE-Utility-BA Required
RE 4.8.5 Resolve Issues with Utility Company – Work to address any contingencies prior to approving plans and estimates.
RE-Utility-BA Manual
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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
ID Description Requirements Source
Priority Change? Feature
RE 4.10.1 Did Utility Work Incur Cost Overruns? – Utilities monitor work and notify the District when cost overruns are probable.
RE-Utility-BA Manual
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-Utility-BA New Yes
RE 4.10.3 District Sends Utility Relocation Change Notice to CO
RE-Utility-BA Required
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-Utility-BA Required
RE 4.10.6 Send Notice to Utility informing not reimbursable – Send notice to Utility company that Cost Overrun is not reimbursable.
RE-Utility-BA New Yes
RE 4.10.7 Send Notice to Utility informing reimbursable – Send notice to Utility company that Cost Overrun is reimbursable.
RE-Utility-BA Required
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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
ID Description Requirements Source
Priority Change? Feature
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-Utility-BA Required
RE 4.11.3 Send Letter warning “Final Bill is due in 90 days”.
RE-Utility-BA Required
RE 4.11.4 Did District receive Final Billing before Utility Relocation anniversary?
RE-Utility-BA Manual
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
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ID Description Requirements Source
Priority Change? Feature
RE 4.11.8 Resolve Issues with Utility Company - Work to address any billing issues prior to approving Final Bill payment.
RE-Utility-BA Manual
RE 4.11.9 Send Certified Letter of Reimbursement Forfeiture to Utility
RE-Utility-BA Required