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HomeMy WebLinkAboutProjectUpdatesTOVPermitsMasterCalendarProject Updates | TOV Master Calendar | TOV Permit Application 7.31.2012 TOV Master Calendar Project Overview Update - 7.31.2012 Summary Create an online comprehensive Public Facing Master Calendar outlining all events for the Town of Vail. This calendar will be available to anyone wanting to learn more about what is going on in the Town of Vail. Included in this is an online Internal Master Calendar housing important event updates for each department. The Internal Master Calendar will only be accessible thru a secured login and not available to the general public. Only specific TOV employees. Overall Update The functionality of the calendar is complete and we have begun to enter the Master Public Calendar content. The event data is now being populated. On the programming side of it, revisions from the requests have been completed. These include flagging certain events as FREE, and the ability to search and sort on more than one event category including FREE events. We have also enabled a featured event so that it is highlighted with specific text and an icon if wanted. Additional “bugs” were worked out and resolved. We are now working on the final “skin” or look and feel of the public facing portion of the site so that it fits TOV branding standards. This is anticipated to be complete and ready for review by 8.20.2012, or earlier. The good thing is that content can continue to be populated while we finish the final designs of the site. Once content has been entered and the look of the site gets approval, we can make the public facing External Master Calendar live. System Overview The following is a high level overview of the system and how it will function. ●External Master Calendar - The External Master Calendar is populated using a series of sub-calendars, each being specific to a certain department/organization. Each event from each sub-calendar is then called and displayed in the External Master Calendar. This approach allows for: ○Events to be added and categorized for easy navigation from the end user displaying only events relevant to their needs from the sort tools. ○Events can be added with as little or as much content, imagery and details as necessary. ○The ability to export events from the calendar directly into your desktop calendar saving important information locally. ○Events can be emailed to a friend or any email address that the user wants to send it to. ○Events can be displayed in week, month or list view all controlled by the user. ○Each location used for an event is automatically linked to google maps so that the end user can quickly see where the location is physically at. ○Ability for departments/organizations to only have to update and manage their own calendar. ○No mishaps or mistakes on other department /organization calendars. ○Ability to export or interface various calendars to other projects within the TOV via RSS feeds. ○Approved organizations from the TOV to access only their own calendar(s) and populate their own events. ●Internal Master Calendar - The Internal Master Calendar is populated using a series of sub-calendars specific to a certain department. Each event from each sub-calendar is then called and displayed in the Internal Master Calendar. The following features are included for the IMC’s: ○Permissions and ability to view / edit will be controlled thru each user's registration account. ○All calendars (master and sub’s) will be password protected and only those with a username and password will have access to view / edit. ○Departments will be able to see what each department is doing on certain dates allowing for better coordination and scheduling from each department. Permit Application and Project Overview Update - 7.31.2012 Summary Create an online special event permit application for the TOV. This project will entail an application system and process that consists of approximately 28 to 35 pages of application forms, content, payment options and administrative features. Overall Update At this point we will have one more discovery meeting where all members will need to sign off on the provided documentation and final outline. We have thoroughly reviewed all requirements and system procedures and once approved can begin the actual build out. From there we will begin to build the forms and pages, execute payment procedures, develop the database, and create the online environment where the system will live. Ultimately, a good portion of the hardest part of this project has now been completed, and will now allow us to begin programming it. That is the actual content, and data collection, and information architecture. Timeframe / Hours ●Timeframe and estimated completion ○While it is still a little early to attach a hard completion date until discovery is signed off upon, I estimate the project to be live mid to late October, if not sooner. ○Please note that if the project scope changes so will the estimated completion date. ●Estimated Total Project Hours ○Low-end total = 165 hours ○high-end total = 219 hours. ○Estimated hours do not include time already spent in setting up site environment, module testing, etc. System Overview The following is a high level overview of the system and how it will function. ●Accounts - each applicant will create an account and gain login access to a secured portion of the site. This will allow them to: a.Start a new application b.Save, edit and return to a previously started application. c.Review all applications already submitted in their account. d.Copy / Duplicate a previous application, edit it, and then resubmit the application. ●Administrator - The admin will have full control over everything submitted to the system. They will be notified of, and/or able to do the following: a.Notified once an application is submitted via e-mail with a link to the application and basic recap of the overall details included in the application. b.Have a secured login to review every application submitted in the system, and sort those applications based on their statuses (approved / denied). c.Can “approve” or “deny” an application. Once approved or denied an email notification will be sent to the applicant with instructions on the next step or what to do next. d.Ability to add notes to an application and append it to the application. ●Payments - The application will include an online payment function. The $50 non refundable application fee, along with various fees associated to components of the applications that will be totaled as an applicant goes thru the process. This will in turn make the system a shopping cart application along with manipulating data. ●Application Steps & Process - The system will offer a step by step and page by page process that walks the applicant thru a series of forms and uploading tools. The following represents all of the pages at this time that will be on the site (not including admin pages): a.Master Details Page b.Diagram, site map and description of the event site. c.Tents and Canopies d.Request for Street Closures and/ or Bus Route Modifications e.Additional Town of Vail Services Requests f.Corporate Sponsors and Display Vehicles g.Green Events Checklist h.Waste Management and Removal: Trash, Recycling, and Portable Toilets i.Temporary Business License/Special Event Sales Tax License j.Vendors, Exhibitors and Sponsors k.Food Service and Catering l.Temporary Food Service Guidelines m.Food Vendor Certification Form n.Amplified Sound and Entertainment Plan o.Notification of Adjacent Properties p.Security Plan and Emergency Services Plan q.Additional Police Services: Extra Duty Police Contract r.Alcohol Permit s.Barricade Rental t.Hot or Cold Air Balloons and Inflatables u.Parade Permit v.Event Signage Plan and Venue Banners w.Town of Vail Round-about Banner Display Sites x.Town of Vail Designated Vail Village and LionsHead Banner Display Sites y.Insurance Requirements z.Fee Schedule aa.Signature Page ●Notifications - All parties will be notified once an application is submitted. Admin, applicant, internal staff, etc. Admins will have the ability to print off full applications from the management dashboard. Admins can then scan the applications into laserfiche for record retention policies.