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Department of the Treasury Alcohol and Tobacco Tax and Trade Bureau

Permits Online

Mail Room Module Requirements Clarification Meeting with NRC

Permits Online
Mail Room Module Requirements Clarification Meeting with NRC
Date: Start Time: Location: 01/28/2014 2:00 PM Live Meeting End time: Phone Number: 3:30 PM 202-453-2252

Topics
Objective: The purpose of this session is to clarify the questions related to the design of mailroom module so that TechGlobal team can be ready to move to the design phase. Discussion Topics: 1. The current scope of task order 3 for PONL team is to design mailroom module to track paper application packages. To make sure the mailroom module design and implementation can accommodate the future paper application creation, review and approval process in PONL, we would like to discuss the following two design options with NRC: a. Configure two separate records (CAPs) - One record (CAP) for mailroom, another record (CAP) for paper application: Mailroom record will have separate workflow tasks/status than Paper Application record(s) Original Applications - Clone function can be used to create original application(s) from mailroom record. Both mailroom record and its child paper application records(s) will be round robined to same triage specialist or specialist using hierarchy rules documented in RD. However, duplicate the information will be stored in both mailroom record and paper application record. Amended Application and Supplemental Documents No cloning of records needed. Only mailroom record is round robined or direct assigned. b. Configure one record to be used for both mailroom package and paper application: Original Application(s) - If package contains multiple original applications, a record will be created for each application (same as current process using TracDoc). This lead to challenges in routing the entire package (containing multiple applications) to a specialist 2. Triage Check List & Letter of Correspondence: a. Current TracDoc has comment against each checklist item. Letter is generated against the checklist item and corresponding comment. To meet this requirement in PONL, we suggest to create ASIT with 2 to 3 columns (depending on the decision made for item 1), for example:
Commodity (Dropdown List) Brewery Brewery Required Documents (Dropdown List) Brewers Bond Legal description of the brewery premises Comments (TextArea) This form is required This information is required

Department of the Treasury Alcohol and Tobacco Tax and Trade Bureau

Permits Online

Mail Room Module Requirements Clarification Meeting with NRC

Brewery

F5130.10 Brewers Notice

Be sure to enter your county in blocks 4 and 5.

b. Currently TracDoc has a separate checklist for each commodity, could we create one consolidated list to be used for all commodities? c. If yes to item a, do we need separate consolidated list as ASI check boxes in addition to the information captured in ASIT? d. Since letter requires address information, we will need to add address fields in mailroom record. 3. Currently the routing of amendment amendment is handled on the basis ofbased on the level of difficulty (Simple/Complex) of the application. Going forward do you want it to be handled: a. Level of Difficulty: Simple or Complex a. Type of AmendmentCould we define type of amendment as: Entity Level or Operational Level? b. Could we add Simple and Complex box for internal staff to manually check and we route application package based on the value of the checkbox? c. Combination of level of difficulty and type of amendment 4. Although mailroom RD included analysis on required fields based on the mail package type, should we leave all field as not required so that mailroom record can be created regardless if there is any missing information or not? 5. Is Are there any feedback questions on therelated to the review of Mailroom Module Requirements documents?

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