Employee Information Portal .us



Expected functionality of the Employee Lottery Information Portal.

In preparation for the release of this Request for Quotation, the Pennsylvania Lottery has made an effort to define the key design requirements and functional aspects of the Lottery Employee Information Portal in this appendix. Included within are: 1) detailed requirements for business processes required by other Commonwealth Agencies, 2) data requirements for expected interfaces, and 3) descriptions of business functions which the proposed solution will need to support. The specified detail of any section of this appendix is not an indication of the importance of a particular section, but a reflection of the known details of the requirements to be fulfilled.

General Portal Functionality

It is required to include a secure method for employee log on and determine roles based on log on credentials

• A lottery employee will log into the portal with a username and password. The login will be a secure login and we prefer to use login module deemed acceptable by CTC. A link will appear at pa. that says Employee Logon and when the employee clicks that link they will come to the lottery staff log on screen. The logon will present information to the employee based on the role applied to that user name. When using the Web Portal the user would need to log-in after a specified amount of inactivity on the web portal to further secure the data.

CORE - Establish employee roles, including but not limited to, those listed in Appendix F (Employee Role Requirements)

CORE - Provide a role-based system to deliver sales information from MIS to Lottery employees.

CORE - Pass data to and from the portal to the PA Lottery’s back office system. Develop and document procedures and systems for synchronization and balancing of all data with MIS.

CORE – Portal interface is required to be displayed on screen size in both portrait and landscape views that match the Lottery’s current mobile equipment. Screens will be able to be used with a digital input device (pen) on a tablet. A keyboard should not be required to navigate the screens.

CORE - A summary of retailer data shall be displayed based on the employee’s role. For example: executives should see data pertaining to all retailers, DLRs should see data for their district and managers should see all data in their area.

CORE - Develop a process and system to deliver and provide easy access to retailer specific information.

CORE - Provide a method to exchange data between the employees and MIS. This method to deliver existing data will track individual updates to insure only new information is exchanged.

CORE - Provide current retailer contact information including detailed retailer information pertinent to the sales function of the DLRs.

• CORE - The Portal shall be ADA compliant.

• Additional – The portal shall provide a role based file repository so that documents can be shared between lottery employees over the internet.

Usability Requirements

• CORE - Ability to minimize screens and have several windows open – ex: home, retailers, service history, etc.; this suggests open links in a new tab

• CORE - Allow the DLR's number to be placed under the retailer column to accomplish transactions such as: vehicle service, prospective retailer, office time, etc.

• ADDITIONAL – To have access to important phone list and training manuals and instruction for filling out claim form C/O etc. on the tablet

CORE - Administration

• CORE – Lottery IT Computer Services Group shall have access to the entire system to provide portal administration capabilities for employees to enter items into the repository, maintain the database, monitor that files and scheduled reports function and run at the appropriate times, manage content of the system, maintain users and roles, maintain retailers users and manage web content.

• CORE – Retail Operations Management Group shall have access to the system to place the appropriate files in the repository, enter Lottery news, entering POS catalog items, game information and other pertinent items.

CORE - There must be a method for Lottery employees to manage account passwords, role permissions and other account functions

• ADDITIONAL – The Marketing Group needs access to the system. This would include but not be limited to updating Instant Game graphics, entering/removing new/old POS items, enter commissions, enter promotions, etc…

• ADDITIONAL – The Instant Accounting Group and The Claims Group need access to the system

• ADDITIONAL– Retail Operations Management Group shall have access to the system. perform surveys, monitor recruitment functions and monitor Licensing tracking, etc…

• ADDITIONAL- provide a complete forms processing solution for our mobile users, adaptable to the Pennsylvania Lotteries business requirements and document volume.  Describe how your proposed solution will, at a minimum meet the following requirements: Allow field staff access to approximately 25 forms via the portal. Automate the forms process currently utilized by the PA Lottery field staff to allow text input and the capturing of retailer information and signatures. Allow completed forms to be classified and sorted so each form is streamed to its own queue for processing. Provide capabilities for reports and statistics on document flow.

 

Report Creation

CORE - Provide the ability to create reports

CORE - The ability to export data from all reports to Excel, CSV, PDF, Crystal Reports, etc. with the appropriate reports being read only

CORE - Provide new/updated/existing retailer/contact information that can be extracted from the current data base including detailed retailer information pertinent to the sales function of the DLRs

CORE - Statistics for portal usage will be collected and the Lottery must be able to view and analyze these statistics

ADDITIONAL - There are approximately 25 forms. For instance the task of a deactivation the DLR captures information and accounts for all of the tickets the tickets are accounted for by running a report. This report can be captured electronically and then initiate the work flow to transfer up to work for the Area manager and then to HQ (Stolen packs, missing packs etc.)

Lottery Employee User Dashboard

• CORE - When an employee logs on they will be presented with a dashboard that presents the most pertinent data to their role. There will be options to drill down to specific functions and the drill down technique will be easy.

CORE - A search box feature needs to be incorporated into the portal to conduct searches for information.

• CORE - Create a file repository for various Lottery documents and instructions on how to fill out the documents.

• CORE - There must be a method for the lottery to manage what retailers and information should display for an employee. As an example a DLR for district 1A should display only the retailers in district 1A, the area manager for area 1 should display all retailers and only the retailers for area 1 and a field manager should display information for all retailers that the Commonwealth serves.

2 CORE – Display news items entered by lottery staff.

3 CORE - New Instant Games display information on all games and provide highlights for new games.

4 CORE - Winners - Winner awareness provides recent winnings for large prize games

High Level overview

o Set by role as default or custom as saved by the employee.

Winner awareness

Retailer location and amount of high tiered winners will be displayed.

Jackpot Awareness

• Online Jackpots are to be displayed on the dashboard

• Jackpots should be listed from highest to lowest and should be adjusted depending on jackpot values

CORE – Game Closing

o Provide a strong persistent notice to the employee on the tablet (like a pop-up) about announced instant game closings, giving the game closing details, game number and name, the game closing date, and countdown in days until the closing date. Provide a game closing dashboard that provides game closing functionality to the Lottery employee.

Additional – Deliver marketing content such as commercials and radio ads.

ADDITIONAL - Automate the collection of travel expense and time management data

Sales Dashboard

CORE - District (role defined) Sales total online and instant

CORE - Adjustable date range with default options of week, month or quarter

CORE - Ability to compare sales to the previous year

CORE - Top 10 selling retail locations in a role (Total, Area, district)

CORE - The ability to export data from all reports to Excel, CSV, PDF, Crystal Reports, etc. with the appropriate reports being read only

CORE - Show total and average sales by district by area

CORE - Lottery IT has access to sales data base

CORE - Last 13 weeks reports with comparison to similar business type retailers and locations. The individual online game sales and the sales by instant price point for a “similar” retailer by week, month and quarter

ADDITIONAL - Ability to filter or query sales for a particular instant game by week months and quarter

ADDITIONAL - Ability for ad hoc reports

ADDITIONAL - Ability to run reports for same time a year ago and comparison

DLR Dashboard

1 CORE - Tasks - Task Management provides assigned tasks to employee to maintain action records

2 CORE - Detailed and Summarized DLRs’ Inventory with status [ticket trunk stock, instant and online] data provides Instant Ticket pack history of all instant tickets. Display closed games with a designator.

• CORE - When an employee logs on they will be presented with a dashboard that presents the most pertinent data to their role

• ADDITIONAL - There will be options to drill down to specific functions and the drill down technique will be easy.

3 ADDITIONAL – Non Ticket Personal Inventory. For example items that DLRs carry with them for delivery retailer locations.

4 ADDITIONAL – Inventory POS and Signage and equipment.

• CORE - Vehicle mileage – when an Employee/DLR who is assigned a vehicle, only that employee’s license plate number should appear on the web portal. He/she should not need to select from a list of license plates when reporting mileage. Also, Area Office Managers/Supervisors, The Automotive Officer/Management and the appropriate Lottery Headquarters staff members need to see all license plates and vehicle numbers in the event vehicles need to be reassigned. The Area Office Managers/Supervisors need the ability to record vehicle mileage for pool vehicles as well as the employees who do not have access to the portal. Also, DLRs need to have access to a list of auto repair shops

5 ADDITIONAL – Vehicle Expenses - creation and submission of expense report data to track expenses effectively with timely submission of information

Support Retailer Dashboard

Retailer List

CORE - Display activated, suspended (pinned), and deactivated retailers

• CORE - Need to be able to have access to Deactivated or Suspended retailers over the last 6 months.

CORE - All retailers must have their Retailer Number, Retailer Name, and Terminal Type listed

CORE - When a retail location has multiple retail numbers there should be an identifier for the primary retailer number - If there is a PCT and a Wave (or Possibly 2 Waves) in the same retailer location; the primary retailer number must be displayed/noted for that location

ADDITIONAL - Display potential retail locations that are currently in the licensing process

ADDITIONAL - Current sales of products and sales trends.

CORE - Retailer Details

Geographical Information

• The Lottery District number of the retailer needs to appear on the web portal (ex. 1A, 2E, 3F etc.). Also the contact information including Name, Address and Phone Number Need to appear for the retailer

1 Retailer Name

2 District

3 Retailer Address

4 Phone Number

5 Contact

6 Hours of Operation

7 Business Type

8 Chain Affiliation

9 Franchise Affiliation

10 Tel-Sales Day

11 Activation Date

12 Deactivation Date

13 DLR Name

14 Area Managers Name

15 Float Level

16 Last Visit

2 Pinned Status

1 Allow an option to see all pinned retailers in the territory.

3 Licensing Process Steps with dates completed

4 Visits

Retailer related Tasks

Sales Recommendations

1 CORE -New Instant Games if not activated

2 CORE - New Online Games

3 CORE - High Jackpots for Online Games

3 CORE - Winners for retailer location

• ADDITIONAL - Suggestive Selling - provide names of [new] Instant Games, Game Numbers and Price Point not activated at retailer

1 ADDITIONAL - Current sales of products and sales trends.

CORE – Service History

• Contact and Service History - create and maintain service history records

• List the populated service items that a DLR can pull down and show the detail for easy entry of service history

• Some service histories should be automatically entered when a retailer is visited

• Provide managers a report of service histories

• Service history will be available to the DLR for all sites visited that day.

CORE - Sales and Payouts

• Detailed and Summarized Retailer Sales data - provide quality historical sales information of selected retailer to DLRs in the field and other lottery employees

Sales by Game

Weekly Sales with difference percentage from a week ago

Average 13 week sales

Payouts vs. Sales by Week

Adjustments

CORE – Commissions

7 Provide a report listing retailer commissions.

CORE - Equipment

• Equipment inventory with retailer number needs to be displayed when the DLR views a retailer (ex. ITVM, PlayCentral, Wave)

• All equipment located at retail location shall be listed (ex. Wave, ITVM, 24 Bin Popup)

CORE - Facing and Inserts

• The amount of all Facings and Inserts needs to be displayed when a DLR views a retailer. The DLR shall be able to update this field.

CORE – Instant Pack Inventory

• Detailed and Summarized Retailer Inventory data - provide Instant Ticket pack history

• Display closed games with a check mark beside them or change color

Summary of Inventory by Status

Summary of Inventory by Game

Instant Inventory Details

Settled Packs with Settlement Amount

CORE – Instant inventory return retailer pickup process

• Create a notification to the DLR that describes the packs that need to be picked up at the retailer.

• Pack Management - provide notification of pack returns and packs of concern.

Display Packs of Concern

Manage Stolen Tickets

Account for Missing Tickets

Force settled tickets that need to be adjusted

Create an electronic receipt and pass to Commonwealth of PA Imaging system

CORE - Games

• Game Name and Game Number must appear together always to avoid any confusion, this is because old game names are often reused but are given a new game number

• The Price Point of an Instant Game should always appear with the Game Name and Game Number

• The Price Point of Online Games should always appear with the Game Name and Game Number

• All Game Graphics such as Instant Ticket graphics must be legible and clear for viewing. Also the game graphics need to be kept up to date and current

CORE - Game Listing

• Games list - provide Online and Instant Game information

1 Includes all instant and online games

2 All games should have their game name and number listed

3 Should have the functionality to search by game number, instant game, online game, game name, current game, and ended game

CORE - Game Description

• Start Order, Start Sales, End Order, End Activation, End Sales and End Redemption should appear for Instant Games

Game Number

Game Name

Game Description

Type (Instant or Online)

Price Point

Number of Tickets per Packs

Settlement Value

Distribution Start and End Date

Top Tier prize values and remaining number of prizes

CORE - Point of Sales (POS)

• Promotional Equipment available to Retailer - signage, supplies

• POS graphics and descriptions

CORE - POS Listing

1 List all POS items currently available

2 Ability to search by name or type

2 POS Description

1 POS Name

2 Category

3 Maximum Order Quantity

4 Unit of Measure

5 Signature Required

6 Current Status (ex. Available, Discontinued, New)

7 Description

8 ADDITIONAL - Inventory Number

9 ADDITIONAL - Set up a system to track all equipment and POS items. Minimum - Maximum levels. Red flag when it is time to reorder. Daily updates, Photos and dimensions. View read only, by all Lottery personnel

10 ADDITIONAL - Warehouse tracking and reporting capability

• ADDITIONAL - When ordering signage, promoters, etc., for a retailer that the order would go directly to the stock clerk for them to deliver. Need this in inventory module so manager approves inventory and delivery

ADDITIONAL - Promotions

• Promotion Tracking - provide data of promotional sales periods - chart current/historic sales records Promotions Module

• Listing by district and area of current promotions and sponsorships

Promotions Module shall include functionality to create records, collect and deliver data to the Field Staff and Marketing

• Display a Promotions certification form and send back to MIS. And guidelines then report to those concerned. Add to work flow

• Ability to evaluate promotions and how well they worked with comparisons to other corporate accounts or similar businesses

• Populate a set of generic promotions

• Ability to assess costs of promotions

• Ability to give DLRs a menu of promotions.

• Promotional history – Present promotional historical data that evaluates effectiveness of past promotional use.

• Promotional Ticket Tracking method is needed.

• The promotions certification form is one of the items previously mentioned for creation of workflow. The following information describes a sample process: Certification form shall be converted to an electronic form, accessed via the DLR tablet. The form once accessed by the DLR would auto populate with all of the pertinent retailer information. DLR would select the type of promotion the retailer would like to run. The DLR and Retailer would sign on the tablet and the area manager/supervisor would be notified that there is a promotion that needs their approval. They would be able to access this e-form and sign electronically to approve the promotion. This form would then be stored for later access by security, retailer operations, and or marketing. This would create a record in the promotions module. A searchable method of retrieval is required. Results shall be exportable in tabular (Excel) or CSV format

• There should be a promotions dashboard that would allow the DLR to see past promotions for any of their retailers. Reports would include past promotion run, past promotional sales, promotional sales based on the segment average, promotional sales based on similar promotions run in their area

• Included in the promotions tab would be a list of approved promotions available to the DLR for their accounts

• The DLR would have the ability to access an electronic version of the promotions manual.

• Show what commercials are running so DLR can use them as talking points

• A way to track how many promo tickets that the retailer has received year to date

Mapping

• CORE - Route Management - allows DLR’s to choose each day’s route and the order of the sales call - improve time management with insight into and flexibility in organizing daily retailer visits - [weekly] calendar view of retailer servicing, tasks, and meetings

• ADDITIONAL - Maps used for pinpoint data graphs.

ADDITIONAL - Recruitment Module

Provide a tool for recruitment using current business codes as an example.

Ability to demonstrate expected results regarding addition of Lottery products for potential Lottery retailers

Need Geographic locations of potential retailers.

Improve the quality of DLR sales calls to recruit new retailers - provide application/approval status

Display data for leads as supplied by other sources.

Displays tracking of lead follow up with the maturity of the lead

ADDITIONAL - Licensing tracking

• Provide the ability to track applicants and the status of the application throughout the licensing process.

ADDITIONAL - Survey module; a task delivered to the DLRs

1 Need the ability to conduct in-store surveys/audits with automated forms to collect and submit retailer information

▪ Survey module shall include functionality to deliver survey, collect results and deliver data to Marketing department

▪ The individual surveys shall be traceable to respondent and DLR, if administered by a DLR

▪ Survey results shall be date and time stamped

▪ The Marketing department shall be able to create surveys quickly and easily with only basic word-processing knowledge skills

▪ The Marketing department shall be able to schedule the field time for a survey, with approval from the appropriate Retail Operations manager

▪ Lottery employees shall be able to propose survey topics to the Marketing department via the Lottery Portal

▪ Surveys to be administered by a DLR shall be able to appear as a “task” when they visit a retailer that is to be a respondent to a survey.

▪ Marketing shall be able to field the survey in targeted areas, districts, counties and zip codes

▪ Marketing shall be able to field a survey to targeted retailer SIC code, to individual chains and to retailers based upon their time as a retailer. For example, marketing shall be able to survey new retailers after two months of selling Lottery product

▪ Functionality shall be included to pre-populated surveys with retailer information

▪ Marketing shall be able to control the length of time a survey is fielded

▪ Surveys shall be available to retailers in the retailer portion of the portal

▪ Surveys shall be able to be delivered to retailers via email

▪ Survey results shall be exportable in tabular Excel or CSV format

▪ All surveys results shall include a retailer number field

▪ Ability to “Sort” by the retailer survey (ability to check if complete/incomplete)

Managers and supervisors

• CORE - Weekly report by district/retailers not visited for user defined number of weeks

• CORE – site usage by employee (last log on)

• CORE - The ability to manage portal information between areas and zip codes with a simple method of temporarily assigning retailers-by zip code and pinned retailers is required. This ability is subject to the managers and supervisor roles as described in the Appendix F (Employee Role Requirements).

• ADDITIONAL – Employee Task Completed report shall indicate the employee and all tasks completed in a requested time period.

• ADDITIONAL – Provide UPS tracking and Bill of Lading (BOL) reporting.

• ADDITIONAL – Ability to access Retailer data displayed on the Retailer Information Portal. The intent is that an employee can see what the retailer sees when the retailer is on the web.

Portal User Dashboard (for the Automotive Officer/Management)

▪ CORE - We need to make sure that all vehicle information is useable by the automotive officer/management. Each Manager/Supervisor should have the ability to view all vehicle reports for the employees in their authority

▪ CORE - Vehicle reports would have the Make, Model and Year of the Vehicle listed

▪ CORE - Reports are regulated by roles

▪ ADDITIONAL - Store/track the vehicle expense information

▪ ADDITIONAL - Retain vehicle expenses to do a cost analysis in the future in order to know exactly how much we are spending on repairs and maintenance

▪ ADDITIONAL - Maintain a record of vehicle repairs/maintenance we can verify that the vehicles are being maintained thus resulting in the vehicle lasting much longer.  When a vehicle is properly maintained, in the long run it can be cost effective.  It is probable that the Lottery would not need to purchase new vehicles as often if proper maintenance to vehicles is performed

▪ ADDITIONAL - By imaging the actual invoice of the repair and recording the expense through the Portal we can do a comparison if a question ever arises concerning a repair bill that was paid or not paid

▪ ADDITIONAL - By imaging the invoice that would eliminate the need to store paper receipts and if we store them in a central location they can be accessed for review by the Automotive Officer/Management or DGS

▪ ADDITIONAL - Area Offices the area office can keep track of the vehicle maintenance on their vehicles

▪ ADDITIONAL - Need to make ensure that vehicle maintenance is logged

• CORE - Vehicle Management Category

▪ Equipment Number

▪ Plate Number

▪ Area Office

▪ Status (Active or Inactive Vehicles)

▪ Assigned DLR

▪ ORG Code For DGS

▪ An “Add New Vehicle” Button should be added to this Category

▪ Under the “Add New Vehicle” section the following text boxes will appear:

• Equipment Number (No Drop Down Box)

• Plate Number (No Drop Down Box)

• Area (With Drop Down Box)

• Status (With Drop Down Box)

• Assigned DLR (With Drop Down Box)

• In the “Add New Vehicle” section the text boxes Area, Status and Assigned DLR s shall have a drop down list so the proper criteria can be selected except for Equipment number and Plate Number where the Equipment number or Plate Number is not yet known prior to the vehicle being assigned. (These numbers are issued by DGS)

• The “Add New Vehicle” section should have a Save Button to save the information entered as well as a Clear/Cancel button so that the information can be cleared from the text boxes to perform a new vehicle addition

• Also, the ability to search for a vehicle by Equipment Number, Plate Number, Area Office, Status or Assigned DLR needs to be added to this tab. When the results of the search appears a hyperlink to vehicle mileage and vehicle expenses should appear. An edit/delete hyperlink should also appear next to the vehicle search result

• The ability to assign or exchange vehicles between employees will be done on this tab – Done by the Automotive officer/Management with surrogate of Manager or other lottery employee, hence it is a surrogate function

• Vehicle Mileage and Expenses

• Automotive officer/Management wants to separate expenses on one page and vehicle mileage on another. Need to discover how repair costs and maintenance is recorded. The Automotive officer/Management needs a copy of the bill and there should there be a check box that states the bill was sent in. A business procedure will be to image the bills and send them in

▪ Vehicle Mileage

• CORE - An Add/Edit New Mileage button and when arriving at the Add/Edit New Mileage Entry section the following information can be added or edited

• Note: (Equipment Number, Area, Assigned DLR, Plate Number and Status) are required fields. When one of these five fields is selected the other four will populate

• Odometer Mileage Reading, Recorded By and Odometer Reading Date text boxes are for entering information

• A comments text box shall be placed on this tab for any comments that need to be added

• A Save and Clear/Cancel button will be added to this section

• CORE - The Vehicle Mileage section will have a Search Button to search for information entered as well as a Clear/Cancel button so that the information can be Cleared/Cancelled from the text boxes to perform a new vehicle mileage search

• CORE - Calculate total mileage driven and populate the expense report

• CORE - A field in there for where the vehicle was driven to on that day

• CORE - miles driven per day and field to hold location driven to and create the monthly report

• ADDITIONAL - The ability to search for a vehicle by Equipment Number, Plate Number, Area Office, Status, Odometer Reading Date, Mileage Submitted date or Assigned DLR needs to be added to this tab. (The Odometer Reading Date and Mileage Submitted Date will have the ability to select a date range)

• ADDITIONAL - A text box will be needed named “Mileage Recorded By”. This is used for the Automotive Officer/Management to search/record vehicle Mileage/Expenses for personnel who do not have computer access or who temporarily do not have computer/Internet access

▪ Vehicle Expenses

• CORE - The following text boxes will appear on the Vehicle Expenses Tab (All five text boxes will have drop down boxes and the other four boxes will populate automatically):

• Equipment Number

• Plate Number

• Org Code

• Department Number

• Assigned DLR

• CORE - The following text boxes will appear on the Vehicle Expenses Tab along with the five boxes listed above:

• Expense Type (With Drop Down Box)

• Invoice Number (No Drop Down Box)

• Payment Method (With Drop Down Box)

• The Vehicle Expense section will have a Search Button to search for information entered as well as a Clear/Cancel button so that the information can be cleared from the text boxes to perform a new Vehicle Expense search

• CORE - An add New Expense Button will appear on the Vehicle Expenses Tab

• The following text boxes will appear on the New Expenses Area (All five text boxes will have drop down boxes and the other four boxes will populate automatically):

• Equipment Number

• Plate Number

• Org Code

• Department Number

• Assigned DLR

• CORE - The following text boxes will appear on the New Expenses Tab along with the five boxes listed above:

• Expense Type (With Drop Down Box)

• Invoice Number (No Drop Down Box)

• Payment Method (With Drop Down Box)

• Expense Amount (No Drop Down Box)

• Expense Date (With Drop Down Calendar)

• The New Expense section will have a Save Button to save information entered as well as a Clear/Cancel button so that the information can be Cleared/Canceled from the text boxes to perform a New Expense submission

• General Requirements for Automotive

▪ CORE - Equipment number fields shall be 9 digits in length with leading zeros at the beginning

▪ CORE - ORG Code number fields shall be 4 digits in length

▪ CORE - Department number fields shall be 3 digits in length with a leading zero at the beginning

▪ CORE - Any date text boxes appearing on all tabs should default to the current date

▪ CORE - Need to have the ability to choose date ranges

▪ CORE - The Automotive officer/Management is the Liaison between the PA Lottery and DGS, therefore all vehicle changes or concerns need to be directed through the Automotive Officer/Management. This role will be built

▪ CORE - Text boxes: Equipment Number, Area, Assigned DLR, Plate Number and Status shall have a drop down list so the proper criteria can be selected except for the “Add New Vehicle” section where a new vehicle is added and prior to adding the vehicle the Equipment number or Plate Number is not yet known. (These numbers are issued by DGS)

▪ CORE - When any one items of criteria are selected (Equipment Number, Plate Number or Assigned DLR) all other text boxes in all tabs should populate with the correct vehicle information pertaining to that particular vehicle. (This should apply except where noted in this document)

▪ CORE - A “Clear/Cancel” button should be added to all tabs so that the information can be cleared from the text boxes to perform a new search or update

▪ CORE - The ORG Code, Plate Number and Department number needs to be “Always” listed with the Equipment number so that when the monthly mileage report is sent to DGS it appears with the Equipment number

▪ CORE - A search feature to search for vehicles by group needs to be added. The following criteria will be listed:

• Area Office

• Status (Active or Inactive)

• Org Code

▪ CORE - The Automotive Officer/Management needs the ability to export monthly vehicle mileage and expense reports in a format requested/required by DGS. The current automotive monthly report that is sent to DGS contains the following information in an Excel spreadsheet (Sorted By Equipment Number):

• Department Number

• Equipment Number

• ORG Code Number

• Plate Number

• Driver’s Last Name

• Driver’s First Name

• Ending Mileage for the month

▪ ADDITIONAL - An Excel spreadsheet or PDF file should be placed in the repository on the portal that contains locations and contact information of automotive service repair shops. This document will be updated by the Automotive Officer/Management when he/she receives it from DGS (Updated Annually). In the unfortunate event of a vehicle breakdown the person driving the car can access a repair shop. Along with instructions on what to do during a breakdown and link to DGS site for these events

▪ ADDITIONAL - On occasion there are other reports that are requested by DGS, The Automotive Officer/Management. We need to have the ability to run/export these reports as needed. The following is a list of reports that are requested on occasion but is not limited to this list:

• Vehicles over 90,000 Miles

• Vehicle mileage on vehicles in an Area Office

• Mileage on a vehicle

• Expense reports on vehicles

• Types of service performed on a vehicle

• Report of who did not submit mileage (Managers/Supervisors)

• Vehicle and mileage reports by driver

• Average miles per month since car were put into service

-----------------------

APPENDIX H

Employee Information Portal

Core and Additional functionality specifications

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download