DRSP Application Manual

Database of Requested Stimulus Projects

User Manual

Draft

NYS Department of Transportation

Version 1.0 –April 2009

Table of Contents

I.Introduction

II.Logging into Application

1.Login - Enter your User ID and Password (system login used daily)

2.Logout – Either close your browser window or click the Login button on the footer.

III.Searching Screen

Proposed Records can be searched by:

1.Overview of Search Fields:

2.Help.

3.Adding New Projects Link

4.Add/Search Applicants/Documents Link

IV.Edit Proposed Records

Main Edit Screen

Location/MPO/Legislative/Environmental Permits Screen

V.Adding New Projects

I.Introduction

The Database of Requested Stimulus Projects (DRPS) contains those proposed projects the DOT has received from the Governor’s Office. The DRPS application provides the ability to ‘cleanse’ and maintain data. The application components available in this release provides:

a)Search Records: Ability to Search records using various criteria.
b)Maintain Records: Ability to Add/Edit data, including Applicants & Documents.
c)Enter Applicants/Documents:Ability for Regions to add records independent of Projects.
d)Security: Appropriate security where Regions and defined groups will only see their records.

II.Logging into Application

The Application can be accessed at

1.Login - Enter your User ID and Password (system login used daily)

2.Logout – Either close your browser window or click the Login button on the footer.

III.Searching Screen

Proposed Records can be searched by:

  • Location- Region/County/Town/Village
  • MPO – Metropolitan Planning Organization
  • Various Filters - will select records based upon options selected, in conjunction with other fields selected such as Location Information and MPO.
  • Keywords – will search project description and applicant information.

1.Overview of Search Fields:

  • Region/County: Only the Region you are authorized to see will show.
  • MPO:Filters records to the MPO Selected
  • Status:Proposed, Certified (project was certified)
  • Review Status:Review - record was flagged to review, see comments field.

In Progress – can update status to show updates are in progress

Complete – Record data has been cleansed according to directions given. There are mandatory edit checks that will occur when an record is completed. Please see Appendix A.

  • PIN: Project Identification Number (i.e. six digit pin)
  • Document ID: Enter exact ID number if the document(s) that are associated with each Proposed Project.
  • Keywords – Will search Project Title and Chamber ID

2.Help –This training manual is available for download, in addition to a Help Linkwith e-mail and phone numbers if a user has issues or questions.

3.Adding New Projects Link

  • New Projects can be added with the link available at the top of the page.

4.Add/Search Applicants/Documents Link

A critical component of the application is to allow the Department to add Applicant/Sponsor details (names, addresses, phone numbers) and the Documents we have on file and allow them to be entered into the application.

  • Add Applicants/Documents

Either ‘Applicants’ or ‘Documents’ can be added using this link, without any relationship to the Proposed Projects that are currently in the system. This feature will allow many records to be added into the system. Please see Section IV, “Edit Proposed Records” for maintaining records that have a relationship to a Project.

Please note that if Applicant Information and Documents areboth filled in, these records will be associated together (i.e. Applicant is associated to the Document ID)

  • Search Applicants/Documents

All Applicant or Document records in the system can be searched. This is done by selecting the “Search Existing Applicants” or “Search Existing Documents”.

IV.Edit Proposed Records

Proposed Records can be edited by selecting the Pencil Iconfrom the search screen. There are three (3) screens available to edit all of the data associated with a Proposed Project.

1.Main Edit Screen (General Edits, with links to edit data in #2 and #3)
2.Location/MPO/Legislative/Environmental Permits Screen
3.Applicant/Sponsor/Document Screen– this is where the focus will be initially for cleansing records.

Main Edit Screen

The ‘Main Edit Screen’ contains many of the general data fields.

Figure 1 - Edit Screen (Top Fields)

Location/MPO/Legislative/Environmental Permits Screen

Each set of data below can be maintained by adding and deleting selections.

Figure 2–Permits/Location/MPO/Applicant/Sponsor Area

Completing Applicant/Document Information

  1. Identifying Proposed Projects that have Document ID’s

a)Search:Projects that have Document ID’s associated with aProposed Project can be identified by the document icon located in the by the ‘DOC’ on the Search screen.

  1. How to edit Document ID’s to add an Applicant/Sponsor:

a)Edit Project Record: Select the Pencil Icon ()on the Search screen to edit the project.

b)Scroll to bottom of Edit page: Applicants and Documents are located at the bottom.

c)Edit Applicant/Document Record: Select the Pencil Icon () on theApplicant/Sponsor Information section.

d)Search:Before adding an Applicant/Sponsor, search to see if there is already a record on file. To do this, select the “Search Existing Applicant” Link. .

e)Add Applicant/Sponsor Contact Information:

  • If a Contact Record exists, it can be selected and it will populate the contact information automatically on the Applicant/Sponsor screen.If you update the contact information, it will create aNEW record. The repository of contacts should be used as a
  • Since you are ‘editing’ a record with a current Document ID, you cannot add a Contact that has a Document ID associated with it. You will get an error message, and will need to create a new Applicant/Sponsor contact.
  • If a Contact Record does not exist, CLOSE this window and add the NEW Contact.

f) Project Document updated with Sponsor Contact after adding:

g)Adding a New Applicant/Sponsors to a current Project Document : If you need to add a new Applicant/Sponsor Contact that is not already in the system, enter the information in the ‘Contact Information’ fields. Do NOT ‘Search Existing Applicants’ and select a record.

h)Adding a NEW Applicant/Sponsor and Document Record:

  1. To create a NEW entry (not editing a current one), select the “New Applicant/Document’ link.
  1. Contact Information: Either enter a new address or search for one by using the “Search Existing Applicant” Link. .
  2. Document ID: A user must select from the list of currently loaded Document ID’s.

i) Deleting Records

  1. Applicant/Sponsor and Document Records can be deletedby clicking the delete icon.

V.Adding New Projects

New Projects can be added by selecting the New/Applicant Document and completing the new fields.


Appendix A.

Field / Field Type / Mandatory (New projects / Completed Status / Rules
Region / Dropdown / Y / Regional Offices can only select their Region. Mandatory for New projects or when status = 'Completed'
Status / Dropdown / Y / Proposed/Certified - Regional Offices will select Proposed for new projects. Regional Offices can only select their Region. Mandatory for New projects or when status = 'Completed'
Cabinet ID / Text / Y / If user does not enter the Cabinet ID , the system will auto generate the Cabinet ID. Mandatory for New projects or when status = 'Completed'
Cabinet ID2 / Text / N / User can add related Cabinet IDs that are related to this project.
PSS PIN / Text / N / PSS Project Pin for this Cabinet ID, PSS PINs can not be duplicated in the system
Legacy Pin / Text / N / Other PSS Project Pins that are related to this Cabinet ID
Project Title / Text / Y / Project Tile for the Chamber ID.
Project Description / Text / Y / Project Description for the Project. Mandatory for New projects or when status = 'Completed'
Project Friendly Description / Text / N / Friendly Project Description for the Public.
Federal Construction Cost / Number, can be blank / N / Entered in Millions
State Construction Cost / Number, can be blank / N / Entered in Millions
Local Construction Cost / Number, can be blank / N / Entered in Millions
Other Construction Cost / Number, can be blank / N / Entered in Millions
Total Construction Cost / Number, can be blank / N / Entered in Millions
Total Project Cost / Number, can be blank / N / Entered in Millions
Amount Requested / Number, can be blank / N / When record Review Status = "Completed", this value cannot be > Total Project Cost
Stimulus Amount Requested / Number, can be blank / N / When record Review Status = "Completed", this value cannot be > Total Project Cost
Earliest Possible Let Date / Date Format, can be blank / N / mm/dd/yyyy
Current Letting Date / Date Format, can be blank / N / mm/dd/yyyy
% Design Complete / Text Field, can be blank / N / mm/dd/yyyy
Does ROW still need to be purchased? (Y/N) / Y/N / Y / When record Review Status = "Completed", must be Yes or No
NEPA Approval (Y/N) / Y/N / Y / When record Review Status = "Completed", must be Yes or No
SEQRA Approval (Y/N) / Y/N / Y / When record Review Status = "Completed", must be Yes or No
Is Project on Governor's Stimulus List (Y/N) / Text / Y / When record Review Status = "Completed", must be Yes or No
Is Project on the STIP (Y/N) / Y/N / Y / When record Review Status = "Completed", must be Yes or No
On/Off System / On / Off / BOTH / Y / When record Review Status = "Completed", must be Yes or No or Both
List / L or N / Y / When Record is Completed status, must be Local (L) or NYSDOT Deliverable (N)
Request sent to DOT from: / Text Flied / N
Is the Project Eligible for Federal Aid (yes/no) / Y/N / Y / When record Review Status = "Completed", must be Yes or No
If not eligible why not? / Text field / N
If not on the TIP/STIPwhy not? / Text field / N
Was the sponsor informed of project standing? / Y/N / Y / When record Review Status = "Completed", must be Yes or No
Comments / Text Field / N / Comments about the project
Issues / Text Field / N / Issues that pertain to the project.
On TIP/STIP as Illustrative? / Y/N / Y / When Record is Completed status, must be Yes or No
Agency / Text / N / Almost Always NYSDOT
Type of Letter Sent / Text / N
Date Letter Sent / Date Format, can be Null / N / For future use.
Review Status / Drop Down / N / Review, In-progess, Completed
Review Comments / Text / N / Comments about error or problem with Proposed Project Information Submitted.
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