Page 1 of 21 Thursday, June 13, 2013 Ohio Department of Transportation Division of Engineering Office of Real Estate Synergy Real Estate Business Analysis General System Requirements Specification Version 1.00 Revision History Date Version Description Modified By 2/26/13 1.00 Initial Draft Cheryl Jacino 3/15/13 1.00 Define Real Estate Acquisition Process Cheryl Jacino 5/14/13 1.00 Define General System Requirements Cheryl Jacino 5/22/13 1.00 Finalize General SRS Cheryl Jacino 5/24/13 1.01 Add General to page headings. Cheryl Jacino 6/10/13 1.02 Add one Property Management report to list of reports. Cheryl Jacino
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Page 1 of 21 Thursday, June 13, 2013
Ohio Department of Transportation
Division of Engineering Office of Real Estate
Synergy Real Estate Business Analysis
General System Requirements Specification
Version 1.00
Revision History
Date Version Description Modified By
2/26/13 1.00 Initial Draft Cheryl Jacino
3/15/13 1.00 Define Real Estate Acquisition Process Cheryl Jacino
5/14/13 1.00 Define General System Requirements Cheryl Jacino
5/22/13 1.00 Finalize General SRS Cheryl Jacino
5/24/13 1.01 Add General to page headings. Cheryl Jacino
6/10/13 1.02 Add one Property Management report to list of reports. Cheryl Jacino
Real Estate Business Analysis SRS Synergy General v. 1.00
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Table of Contents
0 Synergy General 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
7 General Requirements ........................................................................................................ 7 7.1 Reporting Process ....................................................................................................... 7 7.2 Report List ................................................................................................................... 9 7.2 Document Handling and Record Retention .................................................................16 7.3 Audit Trail ...................................................................................................................19 7.4 Email Generation ........................................................................................................19 7.5 User Settings ..............................................................................................................19 7.6 GIS .............................................................................................................................21
Real Estate Business Analysis SRS Synergy General v. 1.00
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0 Synergy General 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.
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7 General Requirements
These are the general requirements that define how this system will handle Reporting, Document Emailing, Document Handling, Record Retention, GIS Interface, Audit Trails, and User Settings.
7.1 Reporting Process
Reporting will be based on user profile setup with flexibility to request reports daily, weekly, monthly, quarterly, or annually. User profile setup will also allow report output preferences of print, save to .PDF, display on the screen, or attach to email. The list of reports provided for users will be the standard reports. Users can also make customized versions of the standard reports or create unique customized GQL reports. A GQL reporting file will be created each day with the most current information as of the previous day.
7.1 REPORTING PROCESS
7.1.10Produce
On Demand Reports
7.1.2Is this the User Specified End of
Week?
7.1.1Produce
Daily Reports
7.1.3Produce Weekly
Reports
7.1.4Is this the End
of Month?
7.1.5Produce Monthly Reports
7.1.6Is this the End of
Quarter?
7.1.7Produce
Quarterly Reports
7.1.8Is this the End
of Year?
7.1.9Produce Annual
Reports
Note: Some reports are generated monthly on a day other than the end of month.
ID Description Requirements Source
Priority Change? Feature
RE 7.1.1 Produce Daily Reports – Users will be given the ability to setup their profile to generate reports on a daily basis. These reports can be setup to print, save to .PDF, display on the screen, or attach to an email according to the user profile setup.
RE-General-BA Required Yes
RE 7.1.2 Is this the User Specified End of Week? – The user can specify the desired day for end of week reporting. When it is the user specified end of week day, proceed with RE 7.3 Produce Weekly Reports.
RE-General-BA
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ID Description Requirements Source
Priority Change? Feature
RE 7.1.3 Produce Weekly Reports – Users will be given the ability to setup their profile to generate reports on a weekly basis. These reports can be setup to print, save as .PDF, display on the screen, or attach to an email according to the user profile setup.
RE-General-BA Required Yes
RE 7.1.4 Is this the End of Month? – Is this the last day of the month or a predefined last day of the month? Some reports are generated monthly on a day other than the end of month.
RE 7.1.5 Produce Monthly Reports – Users will be given the ability to setup their profile to generate reports on a monthly basis. These reports can be setup to print, save as .PDF, display on the screen, or attach to an email according to the user profile setup.
RE-General-BA Required Yes
RE 71..6 Is this the End of Quarter? – Is this the last day of the quarter?
RE 7.1.7 Produce Quarterly Reports – Users will be given the ability to setup their profile to generate reports on a quarterly basis. These reports can be setup to print, save as .PDF, display on the screen, or attach to an email according to the user profile setup.
RE-General-BA Required Yes
RE 7.1.8 Is this the End of Year? – Is this the last day of the year?
RE 7.1.9 Produce Annual Reports – Users will be given the ability to setup their profile to generate reports on an annual basis. These reports can be setup to print, save as .PDF, display on the screen, or attach to an email according to the user profile setup.
RE-General-BA Required Yes
RE 7.1.10 Produce On Demand Reports – Users will be given the ability to request reports online to be generated immediately. The user will be prompted to specify the desired report media; print, save as .PDF, display the screen, or attach to an email.
RE-Reporting
-BA
Required Yes
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7.2 Report List
New #
Old ID
Report Title Description Reporting Options Sorting Criteria
Frequency Priority Change? Feature
2 ?
Status Report Active projects with a summary of the status for the PIDs.
Option to report by district, by local group, or by PID. Additional option for Remarks Status Report to report remarks by PID or CRS. Additional option for Parcel Status Details Report for Parcels in Acquisition Section of Status Report.
Sort by District and CRS
On Demand Required
3 3 Project Progress Detailed report of project and
parcel progress activity. Option to report by PID. Sort by
Parcel. On Demand Required
4 12
Agent Assignment Agents Assignments for all disciplines assigned to the agent.
Option to report by district, by assigned or completed date range, all assignment types, by status (complete/not complete), and by individual user.
Sort by Agent Name
On Demand Required
5 13
Cleared Projects Project Right of Way Clearance Report
Option to report by district, by outsourced or all, by date range of ROW clearance date.
Sort by month of ROW Clearance Date.
On Demand Required
6 17
FMVE Delivery Progress Report
One active PID's last FMVE sorted by Parcel. Report specific to Appraisal discipline.
One active PID's last FMVE sorted by Parcel.
Sort by Parcel.
On Demand Required
7 17A Last FMVE by PID List of active PID's last FMVE
sorted by Parcel. Option to report by district or by PID.
Sort is by PID and Parcel.
On Demand Required
8 18 & 25
All Active PIDs List of all active PIDs for the district. Provides count of all PIDs.
Option to report by district,
Sort is PID, or by CRS, or by ROW Clearance
On Demand Required
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New #
Old ID
Report Title Description Reporting Options Sorting Criteria
Frequency Priority Change? Feature
9 29 ROE List List of projects with ROE
signed but contract is not signed.
Option to report by PID, by District, and contract signed is blank.
Sort by PID On Demand Required
10 31
Certified Projects List of Projects Certified by month with counts of parcels, strut parcels, RAP units, Signed, Appropriated, and Appropriation Filed.
Option to report by district, by date range of certification.
Sort by date certified to district. On Demand Required
11 33
Appropriations Filed by Posted Date
List of parcels with appropriation filed.
Option to report by date range of Appropriation date posted, by Fee or Staff, or by district.
Sort by Appropriation Posted Date.
On Demand Required
12 35
Appraisals Completed Report
List of Appraisals completed by month
Option to print by district or by date range of appraisal received (completed).
Sort is by Appraisal Received (Completed) Date
On Demand Required
13 36
Appraisal Reviewed Report
List of Appraisals reviewed by month.
Option to print by district or by date range of appraisal review complete.
Sort is by Appraisal Review Complete Date
On Demand Required
14 41
Appropriated Not Filed
List of PID and parcels that indicate appropriation is needed by has not been filed.
Option to report by district.
Sort is by PID and Parcel.
On Demand Required
15 46
Administrative Settlement
Reports negotiations where the original FMVE is not accepted.
Option to report by district, by PID, or by Active or In-active projects, or both.
Sort is by PID and Parcel.
On Demand Required
16 46A Case Settlement On Demand Required
17 50
All Projects List of active Projects by district.
Option to report by district or by All or Active PIDs.
Sort is by ROW Clearance Date
On Demand Required
18 58A SW Acquisition On Demand Required
19
Monthly Production Report
On Demand Required
20 65 65 Right of Entry On Demand Required
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New #
Old ID
Report Title Description Reporting Options Sorting Criteria
Frequency Priority Change? Feature
21 72 72 Filing Labels NW
On Demand Required
22 73 73-Filing Labels On Demand Required
23
Tax Exempt On Demand Required
24 90 Auditor's Parcel Numbers
List of Parcels with Auditor's parcel numbers and owner.
Option to report by PID, Sort is by Parcel. On Demand Required
25
Relocation Report On Demand Required
26
FMVE vs. Billing On Demand Required
27 101 E
Excess Lands Inventory of all excess lands. On Demand Required
28 101E
Fiscal Excess Land Report
Excess lands purchased within date range. AH & AI only “E” parcels, used to track excess land parcels bought, so they can be sold.
On Demand Required
29 148
Appropriation Statistics
On Demand Required
30
Recorded Parcels for PID
On Demand Required
31 ? Negotiated Acquisition Fee Averages
Negotiated fees minimum, maximum, and average for each discipline.
Option to report by Date Range for Date Negotiated.
Sort by Discipline, by District,
On Demand Required
32
Negotiated Acquisition Fee Details
Negotiated fees for each discipline.
Option to report by Date Range for Date Negotiated.
Sort by District, by Consultant, by CRS
On Demand Required
33 ? Negotiated Appraisal Fee Averages
Negotiated fees minimum, maximum, and average for each appraisal report type.
Option to report by Date Range for Date Negotiated.
Sort by Discipline, by District,
On Demand Required
34 ?
Negotiated Appraisal Fee Details
Negotiated fees for each appraisal report type.
Option to report by Date Range for Date Negotiated.
Sort by Discipline, by District, by CRS
On Demand Required
35
Utility Bill Reimbursements not Complete
Encumbrance Activity and ROW Bills
On Demand Required
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New #
Old ID
Report Title Description Reporting Options Sorting Criteria
Frequency Priority Change? Feature
36
Utility Bill Reimbursements not Complete by District
Encumbrance Balance Greater than Zero
On Demand Required
37
Utility Bill Reimbursements not Complete by Company
On Demand Required
38
Utility District Billings
Billing Activity for Utility Coordination
On Demand Required
39
Monthly POOS Report
Post POOS Monthly Report on O: drive by Date, Negotiated by Staff/Consultant, and Acquisition/Relocation
Option to report by Date, Negotiated by Staff/Consultant, and Acquisition/Relocation
Monthly Required
40
List of Surveys to Generate
Generate survey letter Report Monthly on 5th to verify address and cancelled Bills Because this is 60 days after final Bill.
Monthly on 5th day of
month. Required
41
G&O Reporting Well Receipts by Company
Detail of G&O (Gas & Oil) Well Receipts by company with totals by well.
Option to report by well. On Demand Required
42
G&O Company Totals by Well
Totals Monthly, Quarterly, Annually
On Demand Required
43
G&O Total Revenue by Month and Year to Date
On Demand Required
44
G&O Wells Not Reporting by Company for the Time Period
On Demand Required
45
G&O Company Details of Reporting Wells, Monthly/Quarterly/Annually
On Demand Required
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New #
Old ID
Report Title Description Reporting Options Sorting Criteria
Frequency Priority Change? Feature
46
G&O Well Inventory by District
On Demand Required
47
G&O Well Inventory by Company
On Demand Required
48
G&O Wells Not Reporting by Customer for the Time Period
On Demand Required
49
G&O Well Inventory by CRS
On Demand Required
50
G&O RE24-1 Transmittal
On Demand Required
51
PM - Inventory of Structures
On Demand Required
52
PM - Active Structure by District
On Demand Required
53
PM - Delinquent Structures Rentals
On Demand Required
54
PM - Customer Inquiry Structures
Detail of Customer Payments On Demand Required
55
PM - Inventory of Non-Structures
On Demand Required
56
PM - Active Structure by District
On Demand Required
57
PM - Delinquent Non-Non-Structures Rentals
On Demand Required
58
PM - Customer Inquiry Non-Structures
On Demand Required
59
PM - Non-Structures, Economic Rent Reviews
List of Customers needing economic rent reviews
On Demand Required
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New #
Old ID
Report Title Description Reporting Options Sorting Criteria
Frequency Priority Change? Feature
60
FY 20XX Personal Service
List Personal Service Agreement Summary by service agreement type.
Sort is by service Agreement type and district
On Demand Required
61
FY 20xx Programmatic
List of Programmatic Agreements
Option to report by Letting Type, by controlling board
Sort by Report Code which is associated with the letting.
On Demand Required
62
Programmatic & PSC Detail
List of details for each Programmatic.
Option to report by District or by CEAO
Sort is by District and selected details.
On Demand Required
63
Encumbrance Details
Encumbrance Activity Details Option to report by Encumbrance
On Demand Required
64
Payment Record Report
Record of all payments made against a PID by Parcel Number.
PID On Demand Required
65
Canceled ROW Bills
List of all cancelled bills by type
Option to report by district and by date range.
Sort by district, by date range, by type
On Demand Required
66
Payments by OAKS ID by Date
List of payments made to the OAKS ID. Report is used for 1099 and other payment lookup.
Option to report by OAKS ID and date range
Sort is by OAKS ID or by ROW Bill
On Demand Required
67
ROW Bills List of Bills by PID and a List of Bills by Type
Option to report by PID Sort is by Type, by PID and by Bill #
On Demand Required
68
Closed Bill Payments
List of ROW Bills that have been paid within the given date range for Sub-Object codes for warranty deeds.
On Demand Required
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New #
Old ID
Report Title Description Reporting Options Sorting Criteria
Frequency Priority Change? Feature
69
Missed Closed Bill Payments
List of ROW Bills that have been paid with blank closing dates for Sub-Object codes for warranty deeds.
On Demand Required
70
Property Cost by District
List of Bills with description. Option to report by district and by date range.
On Demand Required
71
Encumbrance Balance by PID
Used for knowing where there is a balance on an encumbrance, also used during project close outs and fiscal year functions. Does not include utility encumbrances.
Option to report by PID Sort is by Encumbrance #
On Demand Required
72
Fiscal Sub-Object List of payments made for a selected Sub-Object Code.
On Demand Required
73
Federal - Relocation with Federal Aid in Project
Federal Participation in ROW costs.
Option to report relocation with federal money in project
On Demand Required
74
Federal Participation in ROW Costs
Federal Participation in ROW Costs
Option to report by only LPA with federal money in ROW Costs
On Demand Required
75
Federal Participation in ROW Costs No LPA
Federal Participation in ROW Costs No LPA
Option to report by no LPA with federal money in ROW
On Demand Required
76
Federal Participation Project and not ROW Costs LPA
Federal Participation Project and not ROW Costs LPA
Option to report Federal participation by LPA and No federal money in ROW
On Demand Required
77
Federal Participation Project and not ROW Costs No LPA
Federal Participation Project and not ROW Costs No LPA
Option to report Federal participation by No PA and No federal money in ROW
On Demand Required
78 Cumulative Report of Sales/Disposals
Report of excess land disposal.
Option to report by District or County.
Quarterly Required
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7.2 Document Handling and Record Retention
When a document is complete, it becomes a record that is saved on the records retention drive.
ID Description Requirements Source
Priority Change? Feature
RE 7.2.1 Documents – All Real Estate Forms are available to be populated with key fields.
RE-General-BA
RE 7.2.2 Records Upload – When a document needs to be saved, the user will upload the document to be saved according to records naming procedures. Emails are to be saved as .PDF. Pictures are saved as JPEG.
RE-General-BA
RE 7.2.3 Records Retrieval – Documents can be retrieved as needed.
RE-General-BA
RE 7.2.4 Records Modification – Documents can be modified as needed until the parcel is closed. An audit trail of record changes will be kept.
RE-General-BA
RE 7.2.5 Record Deletion – Documents can be deleted as needed until the parcel is closed. An audit trail of record changes will be kept.
RE-General-BA
RE 7.2.6 Records Handling - When a document is complete, it becomes a record that is saved on the records retention drive.
RE-General-BA
RE 7.2.7 Records Closure for Parcel – When a parcel is closed the user will select the closure button. All records that have not been saved as a .PDF or jpeg will be automatically converted to .PDF or jpeg and saved to the shared real estate acquisition drive active folder.
RE-General-BA
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ID Description Requirements Source
Priority Change? Feature
RE 7.2.8 Records Closure for Project – When a project is closed the user will select the closure button. All records that have not been saved as a .PDF or jpeg will be automatically converted to .PDF or jpeg and saved to the shared real estate acquisition drive active folder and moved to the closed folder. All non-.PDF parcel records on the active system will be moved to 90-day retention before purging.
RE-General-BA
RE 7.2.9 Project Records Handling – Project Records are saved in Real Estate Acquisition, District #, County, Active or Closed, PID folders in one of three; Contract Administration, General, or Parcel #.
RE-General-BA
RE 7.2.2.9.1
Contract Administration – Records pertinent to Fee Consultants on a project will be saved in this folder. Security will not allow these records to be visible or accessed by consultants.
RE-General-BA
RE 7.2.2.9.2
General Folder - This folder will contain documents pertinent to the entire project.
A subfolder for plans will be located in this folder
RE-General-BA
RE 7.2.2.9.2.1
Plans Folder – This folder will contain project plans specific to the project, not to the parcel. Examples of plan documents are right of way plans, construction plans, etc.
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ID Description Requirements Source
Priority Change? Feature
RE 7.2.2.9.3
Parcel Folder - Each Acquisition Parcel will have a separate folder named “Parcel ###”. Three digits will be used in the parcel number. The parcel descriptor will not be included (WL, T, etc.) inside the Parcel Folder. Files from all disciplines, including title work, appraisal, acquisition, and closing. Agents will be responsible for making sure all of the documents are here, at all times.
Subfolders are only allowed for these disciplines:
•Relocation parcels have separate subfolders labeled as parcel number, “###MM” where MM is the modifier.
•Property management parcels have separate subfolders labeled as parcel number, “###PM”
•BS parcel sub folders labeled as parcel number, “###BS”
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7.3 Audit Trail
An audit trail is created whenever a field changes. The audit trail records every fields before and after value, date & time changed, and user making the change.
7.4 Email Generation
Generate emails with attachments or screen prints by hitting a button and having a list of auto-populate email addresses for system users or accounting, attorney general, utility companies, other district P&E staff, task order contact, other ODOT, LPA’s , County Engineers. If the email is being sent to a non-user that is not in this table, it will allow for cut and paste of email address.
Assignments are made to staff by email and the email generated for assignments is tracked by date, time, subject, PID, Parcel, From, To, cc. (This is not needed for consultants; their assignments are made by contract)
7.5 User Settings
It is possible for users to have access to multiple districts.
1. ODOT Manager is an ODOT employee. They can access all areas of the district records. They can make assignments and access negotiated fees.
2. Consultant Project Manager is not an ODOT employee. They can access all areas of the assigned project records. They can make assignments. They are not able to access fiscal records or negotiated fees.
3. Realty Specialist is an employee of ODOT. They can access all areas of the district records. They cannot make assignments or access negotiated fees. They are able to view fiscal records.
4. Consultant Realty Specialist can access only assigned areas of the assigned project records. They cannot make assignments or access negotiated fees. They are not able to access fiscal records.
5. Fiscal Specialist is an employee of ODOT. They handle all fiscal transactions. This may be one of multiple roles performed by this user.
6. ODOT Non-User is an ODOT employee. They can view all areas of any district records but they cannot make changes.
7. User in Training is a second role for either a Consultant or Employee Realty Specialist that is learning to use the system. While they are a User in Training the system will queue all updates for supervisor review.
8. Synergy Systems Admin is an employee of ODOT that has access to manage user setup and application customization tables and settings that control the application.
9. CO Administrator is the Office of Real Estate Administrator that has ability to approve the following:
Enter High Dollar Panel Counter Offer Approval
CO Counter Offer Approval
Administrative Settlement
Controlling Board Approval
CO FMVE Approval
CO Approval PSC Over Limit
10. CO Manager is the Office of Real Estate Central Office Specialty Manager that has ability to approve the following list for the specialty they manage:
Enter High Dollar Panel Counter Offer Approval
CO Counter Offer Approval
Administrative Settlement
Controlling Board Approval
CO FMVE Approval
CO Approval PSC Over Limit
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ROLES
FUNCTIONS ODOT Real E
stat
e Manager
Consulta
nt RE P
roje
ct M
anager
Realty Sp
ecialis
t
Consulta
nt Realty
Specialis
t
Fisca
l Specia
list *1
ODOT Non-U
ser *2
Use
r In Tra
inin
g *
1 *3
Synerg
y Syste
ms A
dmin
CO Adm
inist
rato
r
CO Manager
OREM CPM RS CRS FS ONU UIT SSA COA COM
Edit All Records Yes Yes Yes No No No Yes Yes No No
Edit All Fiscal Records Yes Yes Yes No Yes No Yes Yes No No
Edit all Non-Fiscal records Yes Yes Yes No No No Yes Yes No No
View all records Yes Yes Yes No Yes Yes Yes Yes Yes Yes
View All Fiscal Records Yes Yes Yes No Yes Yes Yes Yes Yes Yes
View all Non-Fiscal records Yes Yes Yes No Yes Yes Yes Yes Yes Yes
Edit all projects Yes No Yes No Yes No Yes Yes No No
View all projects Yes Yes Yes No Yes Yes Yes Yes Yes Yes
Edit all Parcels Yes Yes Yes No Yes No Yes Yes No No
View all Parcels Yes Yes Yes No Yes Yes Yes Yes Yes Yes
Edit Specfic Projects Yes Yes Yes No Yes No Yes Yes No No
View Specific Projects Yes Yes Yes Yes Yes No Yes Yes Yes Yes
Edit Specfic Parcels Yes Yes Yes Yes Yes No Yes Yes No No
View Specific Parcels Yes Yes Yes Yes Yes No Yes Yes Yes Yes
Assign Staff / Consultants Yes Yes No No No No Yes Yes No No
Approve Negotiated Fees Yes No No No No No No Yes No No
View Negotiated Fees Yes No Yes No Yes No No Yes Yes Yes
Maintain Staff Prequal List No No No No No No No Yes Yes Yes
Maintain Consultant Prequal List No No No No No No No Yes Yes Yes
Maintain Real Estate Forms No No No No Yes No No Yes Yes Yes
Maintain Task Order List and Balances No No No No Yes No No Yes Yes Yes
Maintain Project Specific Task Order List
and BalancesNo No No No Yes No No Yes Yes Yes
Maintain Personal Service Contract Yes No No No Yes No No Yes Yes Yes
Maintain Tabelized System Limits No No No No No No No Yes Yes Yes
Enter CO Counter Offer Approval No No No No No No No Yes Yes Yes
Enter High Dollar Panel Counter Offer
ApprovalNo No No No No No No Yes Yes Yes
Enter Administrative Settlement No No No No No No No Yes Yes Yes
Enter Controlling Board Approval No No No No No No No Yes Yes Yes
Enter CO FMVE Approval No No No No No No No Yes Yes Yes
Enter CO Approval PSC Over Limit No No No No No No No Yes Yes Yes
*1 This may be one of multiple roles performed by this user.
*2 Does this need limited by Federal Money in Project?
*3 Everything entered by these users will cue to the either the manager or realty specialist for review.
7.5 User Settings
It is possible for users to have access to multiple districts.
5. Fiscal Specialist is an ODOT employee. They handle all fiscal transactions. This may be one of multiple roles performed by this user.
6. ODOT Non-User is an ODOT employee. They can view all areas of any district records but they cannot make changes.
1. ODOT Manager is an ODOT employee. They can access all areas of the district records. They can make assignments and
access negotiated fees.
2. Consultant Project Manager is not an ODOT employee. They can access all areas of the assigned project records. They can
make assignments. They are not able to access fiscal records or negotiated fees.
3. Realty Specialist is an employee of ODOT. They can access all areas of the district records. They cannot make assignments or
access negotiated fees. They are able to view fiscal records.
4. Consultant Realty Specialist can access only assigned areas of the assigned project records. They cannot make assignments
or access negotiated fees. They are not able to access fiscal records.
Real Estate Business Analysis SRS Synergy General v. 1.00
Page 21 of 21 Thursday, June 13, 2013
7.6 GIS
It is desirable to have the system able to link from an existing project to the engineering plans and maps. When the ability is available it would be desirable to link from the parcels to the engineering plans and county records. No further details are available at this time.