Education: Transport Citizen Portal – Implementation Package

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Session 1: Demo and Planning Session

Objectives

• To provide a full system demonstration and overview of the Transport Citizen Portal
• To establish the current use of Transport within the LA in respect of Home to School Transport applications so that consideration can be given to the set-up required for the Transport Portal.

Audience

• MRI Education Co-ordinator and current Transport team members who will be processing Home to School Transport Applications.

Standard Agenda

• Introductions
• Purpose of today and expectations
• Review and discussion around current working practices
• Demonstration of Transport Citizen portal to include:-
• How parents register with the portal
• How parents submit on-line applications
• How applications are matched and processed within the back-office environments(s)
• How parents are informed of the outcome of their application.
• Discussion and questions around implementation approach and timescales for the project
• Discussion around pre-set and additional question configuration.
• Discussion around on-line text configuration to ensure it meets with the LA’s policies, procedures and guidelines.
• Any further questions Conclusion and summarise next steps.

Outcomes

• Users will understand how the Transport Citizen portal operates from both a parental perspective and back office processing.
• The LA will appreciate how the Transport Citizen portal will greatly benefit them in the processing of Home to School Transport applications.
• The Knowledge Specialist will have the information to establish the TEST environment and to set-up the configuration to best suit the LA.
• Everyone understands timescales and project implementation approach.

Session 2: TEST Set-up and Training

Key Prerequisites

• Transport V4 is Live within the LA
• Bases V4 is Live within the LA
• B2B Student is Live within the LA
• At least one other module within the Citizen Portal suite is Live and Users are familiar with the Portal System Administration
• Access to the TEST database.
• Internal I.T. on hand to assist with any issues.

Objectives

• To establish a TEST environment for the Transport Citizen Portal to enable users to fully test the system from both a parental and LA perspective.

Audience

• MRI Education Co-ordinator responsible for Portal applications.
• Transport Team members who will be dealing with Home to School Transport requests.

Standard Agenda

• Introductions
• Outline of the day.
• Establish the correct configuration for the portal.
• Text and wording required for the portal.
• Portal questions – when and where.
• Set up any additional questions.
• Set up letter templates for Pending, approved and Rejected Transport applications.
• Test thoroughly.
• Questions and anything else.
• Review and conclusions

Outcomes

• Users will be able to conduct extensive User Acceptance testing (UAT) within the TEST environment and satisfy themselves that the Portal configuration and set-up is correct and fit for intended purpose.

Session 3: User Acceptance Testing

Key Prerequisites

• Transport Citizen Portal correctly configured within the TEST environment.
• Some “dummy” applications to fully test the system from application submission through to approval/rejection.
• Other pre-requisites as previously outlined in Session 2.

Objectives

• Users will be able to fully test the Transport Citizen Portal within a “safe” TEST environment to ensure it filly meets their requirements.

Audience

• MRI Education Coordinator
• Transport team members who will be suing the Portal on a daily basis and processing Travel applications.
• Those LA Officers responsible for matching back-office applications to enable the correct submission of Transport applications.

Standard Agenda

• Submit an application as a parent.
• Match the application within the back office (if not pulled straight through to Transport back office).
• Process an approved application – test response to parent.
• Process a rejected application – test response to parent.
• Issue a journey notification – test response to parent.
• Thoughts and observations and questions
• Recommendations for changes when the portal goes LIVE.

Outcomes

• The Local Authority has agreed the process to LIVE and is fully satisfied with the portal and the process.

Session 4: LIVE Set-up and Floor Walking / Additional Training

Key Prerequisites

• Transport V4 is LIVE within the LA
• Bases V4 is LIVE within the LA
• B2B Student is LIVE within the LA
• At least one other module within the Citizen Portal is LIVE and users are familiar with the Portal System Administration.
• The LA have signed off UAT to confirm they are satisfied with the module and procedures for processing Citizen portal application.

Objectives

• To establish a LIVE environment for the Transport Citizen Portal to enable the real time processing of Home to School Travel Applications.
• To establish the correct configuration and wording for the Portal as agreed with the LA.
• The LIVE set-up will mirror the TEST set-up with agreed changes to additional questions and portal wording as necessary.
• Any changes which have been identified during UAT will be applied to the LIVE set-up and configuration.

Audience

• MRI Education Co-ordinator responsible for Portal applications.
• Transport Team members who will be dealing with Home to School Transport requests.

Standard Agenda

• Outline for the day.
• Agreed changes to the portal to be applied and tested.
• Testing and questions.
• Switch on “go live”.
• Floor walking to ensure everything working as agreed.
• Conclusion

Outcomes

• Transport Citizen Portal will be fully operational and available for the public to make on-line applications for Home to School Transport.
• Users will be fully comfortable with all aspects of processing on-line applications for Home to School Transport.