WEBVTT

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SPEAKER: Hi there and welcome.

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Today I am going to give
a demonstration of the new

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TWDB Stream application.

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That stands for System
for Tracking, Recording,

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and Monitoring.

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And the stream application
is meant to provide a new

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and ideally more streamlined
way for external customers

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to submit review requests
and deliverables to the TWDB

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for review and approval
related to their projects.

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So, as you are likely familiar
if you are an external customer

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watching, our current or
previous process was for

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customers to make those
submissions or communicate about

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those review requests via email.

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And the agency is working to
migrate that email process into

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a more streamlined methodology
using this stream platform.

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So, the stream application will
be a portal where external

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customers can come and submit
those items to the TWDB staff

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overseeing their project
for review and approval.

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Automated trigger processes
will notify TWDB staff

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and internal project
stakeholders whenever a review

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is submitted so that they will
be aware of that submission

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and be able to begin their
review and approval process.

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We are excited about this
and hoping it sees some more

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streamlined improvements
from our existing process

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as we continue to roll out
and implement this new system.

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So, with that, today I am
going to give a demo from

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an external user's perspective
of the stream system, including

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making a submission request for
a TWDB staff member overseeing

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a project to review
and approve on their end.

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So, with that, I am going to
move on to a few points about

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the stream application.

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It requires a unique user
account invitation and setup

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via Okta Access Management.

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So, if you are a Stream user,
you will have your own unique

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account by which you sign into.

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TWDB project contacts
will receive Okta account

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invitations via email.

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A project contact is any
external customer or external

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entity or an individual that
is currently working on

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an active TWDB project.

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So, if you are a project
owner, for example, maybe

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a city manager or a city
engineer or a project

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consultant assisting with any
active TWDB projects, maybe

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an environmental consultant,
an engineering consultant, you

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should receive an Okta account
invitation to your email.

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And just to be aware,
Okta invitation links

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expire after seven days.

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So, whenever you receive
that invitation, it starts

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a timeline of seven days,
and then that link will

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expire and become inactive.

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But if that happens, it's OK.

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We all have busy schedules.

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Sometimes we're out of office.

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Sometimes our inbox is
inundated with items.

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If your Okta link has expired or
if perhaps you didn't receive

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an Okta link and you know
you are working on an active

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project and need to use
the stream platform to submit

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a review request, just contact
streamhealth at twdb.texas.gov

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for a new Okta invitation link
and our internal staff will work

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on getting that sent out to
you as soon as possible.

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And with that, I am going
to move on to the stream

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application portal itself
for my demonstration.

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So, whenever you visit
the stream site, this is

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initially what you will see.

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Of course, it is owned
and developed by the Texas

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Water Development Board.

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And at the top right
is a sign-in option.

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So, I am going to click
to sign in there now.

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And I believe my Okta account
recognised me and ushered me

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onto my user page.

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However, if this is your first
time signing into your Okta

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account or you are not signed
in, you would probably be

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presented with an Okta sign-in
page before being ushered into

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this stream screen.

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But now that we are here,
I am going to point out a few

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things about this home screen.

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There are links up here
on the upper right.

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One is new request, and that
is where you will go if you

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need to submit a new request
for a review item or

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a review request to the TWDB
to be reviewed and ideally

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approved for the project you
are working on to oversee or

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the project you own.

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In this My Requests dashboard
view, you can see a list

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of all of the requests you
have submitted in case you

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need to refresh yourself or
potentially revise one of

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those requests and submit
a new or revised version of

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your previous submittal.

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And then here is your
general account link.

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You can see if I click
down, I can view my

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profile, or I can sign out.

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Now under my profile view, there
are some basics included with

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your Okta account, and that is
your name and email address.

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You can add other additional
information like your phone

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number, your organisation.

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So, if you want to visit
this profile page and update

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your account information
with additional details,

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feel free to do so.

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But at the minimum level, your
name and email information will

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be included with your account.

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So, with that, I am going
to navigate to new request

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and we are going to go
through the process of

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submitting a review request
via this intake form.

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So, you can see here, it's
called WSI RWPD intake form.

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The stream application
is initially built with

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the regional water project
development office in mind.

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However, potentially other
offices in the future could

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become internal stream users.

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So, this could change.

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But for now, this application
is really focused on WSI's

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regional water project
development work group.

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And below you see some
fields that are required

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to be completed in order to
submit a review request.

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So, now we are going to
go through those fields

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and complete that process.

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The first field to complete
is authority name.

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And that is specifically
the project owner or

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project sponsor of this
active TWDB project.

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And I am going to
select this drop down.

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And you can see a dropdown
list that is scrollable of

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all of the authorities that
are currently sponsoring or

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own active TWDB projects.

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Now, note I keep saying active,
and that's because the stream

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system does not include
submission review request

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process for inactive projects,
that includes completed

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projects or potentially
withdrawn projects.

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So, you can only submit
a review request for projects

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that are currently active.

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And I think that will
generally be applicable.

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I don't foresee that being
an issue because we generally

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don't accept deliverables for
completed or withdrawn projects.

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But just be aware.

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If you're looking for
an authority and potentially

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can't find it, that
could be the reason.

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So, I am going to select
Austin because that's

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where I am right now.

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And the next two fields are
auto filled from my stream

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account profile, my name
and my contact email address.

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I'm going to input a phone
number right here.

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And if you don't remember
your project number, your

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specific five digit TWDB
project number, that's OK.

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If you do, you could
manually enter it here.

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But if you don't, just
click this lookup link to

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the right of that field.

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And it will give you a list
of all active projects

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associated with the authority
you previously confirmed in

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the first field.

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And it includes
the project number to

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the left and the specific
project name to the right.

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Now our project names are unique
enough that I don't really

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foresee any confusion about
project names being so similar

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that our users have an issue.

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But like I said before,
if you have any questions,

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just contact that stream
help at TWDB.Texas.gov email

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address, and we will be
happy to provide guidance.

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I'm going to click on this
first project to select it.

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And the ID number is 73953.

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And it is the Austin
Buttermilk Creek Water

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Quality Improvements Project.

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I am going to click select.

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And that project number will
have been input into my

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specific TWDB project field.

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And in scrolling down to
the approval requested, this is

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the specific approval that you
are anticipating as a result of

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submitting this deliverable.

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So, as you may be aware, we
have multiple phases during

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our project lifecycle, planning
phase, acquisition phase, design

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phase, construction phase.

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And all of those phases include
a myriad of different documents

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and forms that are required to
be submitted to us for review,

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confirmation, and approval to
provide appropriate oversight

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for our project funding.

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And in selecting this
dropdown, you can see

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a long list of planning,
design, and construction

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related documentation that
can be submitted to us for

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review and approval.

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So, you can see at the very
end of these items in this

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dropdown view, a TWDB
document identifier number.

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And that number is specifically
related to the standardised

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forms that all have their own
identifying number in our

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programme guidance and manuals
library on our agency website.

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So, you may be familiar with
this library and likely

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familiar with several of
these standardised documents

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and forms.

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But if you need a helpful
understanding of what you need

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to be submitting with these
specific selections, please just

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follow that relationship between
the TWDB document identifier

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number to our programme guidance
and manuals library to look up

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or find the specific document
you're looking for or you need

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to submit in order to save
it and customise it for your

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specific project.

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And moving back to the form,
I am going to pretend that

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for my particular project.

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I have completed the design
phase, I'm ready to move on

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to construction, and we've
just undergone the bid phase

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or bid process for our first
construction contract.

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So, I am going to select
construction contract

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bid phase submittal.

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And you can see whenever
I selected that, a few

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additional questions popped up.

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Depending on your individual
selection, there may be

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a couple branching questions
that pop up that are also

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required in order to provide
additional clarification

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about which specific project
component you are referring to

00:12:51.965 --> 00:12:53.870
in this document submittal.

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In this case, since I selected
a construction phase document

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submittal, the system is
wanting to know which specific

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contract I am referring to
with this bid phase submittal.

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Like I mentioned previously, we
are ready to start construction

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or move on to construction
with our initial contract.

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So, I'm going to input 001.

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And the next field is to add any
clarifying information about

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the specific submittal you have.

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That could be any unique
details you want to provide

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that pertains to the specific
project, the specific

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deliverable, or any unique
scenario you want to explain

00:13:43.800 --> 00:13:46.160
to the TWDB reviewer.

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This is an optional field, so
if you don't have anything to

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say, that's perfectly fine too.

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In this case, I am going
to just clarify that this

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is a re-bid of CID 001.

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Perhaps we've bid it before.

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Something strange happened,
and we had to bid it again.

00:14:09.240 --> 00:14:13.080
But that is something I want
the reviewer to know.

00:14:13.720 --> 00:14:18.000
And next, we have to actually
upload the document.

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Now be aware, for this little
statement here, you can

00:14:22.600 --> 00:14:27.600
upload a maximum of ten files
each up to ten gigabytes.

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So, that is the limit a user
can upload per submittal.

00:14:35.360 --> 00:14:39.760
And being mindful of that, I'm
going to click upload, and I'm

00:14:39.760 --> 00:14:42.920
going to select a file.

00:14:42.920 --> 00:14:50.907
Alright, the upload
process is complete.

00:14:50.907 --> 00:14:55.209
If I accidentally selected
the wrong file, that's OK.

00:14:55.209 --> 00:14:59.680
I can click this little trash
can icon to delete that file

00:14:59.800 --> 00:15:03.960
from my upload form or from
my intake form and select to

00:15:04.000 --> 00:15:05.600
upload the correct file.

00:15:05.960 --> 00:15:08.533
I'm going to do that now
just to demonstrate.

00:15:08.533 --> 00:15:12.280
Alright, I've trashed
it, and it's gone.

00:15:14.000 --> 00:15:17.280
I am going to select
the correct file.

00:15:19.240 --> 00:15:22.400
And then finally, I'm
going to enter this little

00:15:22.400 --> 00:15:25.947
CAPTCHA information
into the final field.

00:15:25.947 --> 00:15:30.987
This is a security measure
to make sure that bots or,

00:15:30.987 --> 00:15:35.920
I guess, anyone who's not
actually a human doesn't end up

00:15:35.920 --> 00:15:39.920
submitting bogus intake forms
and clogging up the system.

00:15:40.440 --> 00:15:45.750
And with that finalised,
I am going to click submit.

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Submit.

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OK, there we go.

00:15:54.453 --> 00:15:59.813
Now once you submit your
request, you are taken to the My

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Requests dashboard and presented
with a list of all of your

00:16:04.960 --> 00:16:08.560
previous requests, including
the one you just submitted.

00:16:09.160 --> 00:16:13.280
This includes a created
date column, the authority

00:16:13.320 --> 00:16:18.280
name, the specific approval
requested, the TWDB project

00:16:18.320 --> 00:16:22.320
number, the project
name, and if applicable,

00:16:22.640 --> 00:16:24.587
a construction contract number.

00:16:24.587 --> 00:16:28.253
So, if you need to refresh
yourself, remind yourself

00:16:28.253 --> 00:16:31.440
maybe you did this on Friday
and you're trying to remember

00:16:32.120 --> 00:16:36.720
what happened last week on
a Monday, you can revisit this

00:16:36.760 --> 00:16:40.200
and make sure that this task
has been completed and that

00:16:40.200 --> 00:16:44.680
now you are waiting on TWDB to
initiate their review process

00:16:44.680 --> 00:16:46.213
and coordinate with you.

00:16:46.213 --> 00:16:50.387
Here in this screen, you can
also click this drop-down

00:16:50.387 --> 00:16:54.680
arrow to view details and add
additional attachments.

00:16:54.680 --> 00:16:59.608
But right now, we are going
to select view details.

00:16:59.608 --> 00:17:03.130
And it's going to take you
to all of the details that

00:17:03.130 --> 00:17:07.690
you input into your form,
not just those limited to

00:17:07.730 --> 00:17:11.450
the column of the columns of
that My Requests dashboard.

00:17:11.450 --> 00:17:14.730
So, you have your form
information, the authority

00:17:14.770 --> 00:17:20.410
name, the specific comment
you left, and you can also

00:17:20.410 --> 00:17:24.730
revisit the document you
uploaded if you perhaps need

00:17:24.730 --> 00:17:28.050
to confirm that the version
you uploaded was correct.

00:17:28.050 --> 00:17:32.530
Maybe confirm after the fact
if there were any errors

00:17:32.530 --> 00:17:36.850
or issues that perhaps
you hadn't considered.

00:17:36.850 --> 00:17:40.290
But if you have any need
to revisit your upload,

00:17:40.290 --> 00:17:41.490
you can do that here.

00:17:43.250 --> 00:17:48.970
Now, if you need to submit
a revised version or a new

00:17:48.970 --> 00:17:54.130
version of your deliverable,
you can also do that in that

00:17:54.170 --> 00:17:54.943
same screen.

00:17:54.943 --> 00:17:59.250
So, you might be familiar with
our review process where often

00:17:59.850 --> 00:18:04.410
a deliverable is submitted
for review, the engineer or

00:18:04.410 --> 00:18:08.330
environment reviewer has
follow-up comments or requests,

00:18:08.610 --> 00:18:13.970
and then you have to submit
a new version or a revision with

00:18:13.970 --> 00:18:16.970
those comments or corrections
made in order to go through

00:18:16.970 --> 00:18:18.810
a final approval process.

00:18:19.450 --> 00:18:23.597
If you need to do that, please
do not submit a new request.

00:18:23.597 --> 00:18:28.530
Please simply submit a revision
to your previous request.

00:18:28.530 --> 00:18:32.586
So, let's say you submit your
bid package documentation,

00:18:32.586 --> 00:18:37.610
a TWDB engineer noted that
somebody accidentally

00:18:37.610 --> 00:18:41.410
forgot to sign this specific
form, and they've sent you

00:18:41.410 --> 00:18:45.797
a communication explaining
that this needs to be updated

00:18:45.797 --> 00:18:48.810
and perhaps some additional
details need to be corrected

00:18:49.130 --> 00:18:52.530
in order to go through
a final approval process for

00:18:52.530 --> 00:18:53.810
your bid package.

00:18:54.250 --> 00:18:56.650
You would navigate
to my request.

00:18:56.650 --> 00:19:00.090
Like I said before, please
do not submit a new request

00:19:00.530 --> 00:19:03.890
because this is related
to an already existing

00:19:03.890 --> 00:19:06.063
and ongoing review process.

00:19:06.063 --> 00:19:12.050
Select that drop-down detail
next to the individual

00:19:12.050 --> 00:19:16.770
review that you need to
update and click add

00:19:16.770 --> 00:19:18.610
additional attachments.

00:19:18.610 --> 00:19:22.623
So, you're taken back
to your intake form.

00:19:22.623 --> 00:19:26.370
You don't have to fill in
everything all over again.

00:19:26.570 --> 00:19:29.610
That's already been
captured, but you can upload

00:19:29.610 --> 00:19:33.370
an additional document that
could be a new version.

00:19:33.370 --> 00:19:36.730
So, that includes revisions
and corrections, that could

00:19:36.730 --> 00:19:38.570
be an additional document.

00:19:38.810 --> 00:19:42.610
Maybe the reviewer noted that
instead of someone forgetting to

00:19:42.650 --> 00:19:46.077
sign this form, someone forgot
to actually include the entire

00:19:46.077 --> 00:19:49.890
form and you just need to submit
that additional attachment.

00:19:49.890 --> 00:19:52.930
But that can be done right here.

00:19:53.330 --> 00:19:56.610
And here is a list of
specific file types.

00:19:57.090 --> 00:20:01.393
Like before, you can
upload a file size of

00:20:01.393 --> 00:20:03.253
10 gigabytes each.

00:20:03.253 --> 00:20:07.753
And in this screen with
a maximum of 14 files.

00:20:07.753 --> 00:20:11.340
And as I mentioned, your
file types that are

00:20:11.340 --> 00:20:14.340
supported in the stream
system are listed here.

00:20:14.860 --> 00:20:19.060
I think we've about covered
everything, but if you

00:20:19.060 --> 00:20:22.380
encounter a file type that you
need to provide to us that

00:20:22.380 --> 00:20:26.287
the system does not accept,
please reach out to that

00:20:26.287 --> 00:20:31.140
streamhelp at twdb.texas.gov
email address, and we'd be

00:20:31.180 --> 00:20:32.540
happy to offer guidance.

00:20:33.940 --> 00:20:40.020
I'm going to click upload
and I'm going to upload a new

00:20:40.020 --> 00:20:41.593
version of my document.

00:20:41.593 --> 00:20:44.860
That could be the version
with that form signed.

00:20:44.900 --> 00:20:48.660
That could be the form itself
if I maybe forgot to include it

00:20:48.700 --> 00:20:50.180
with the original submittal.

00:20:50.420 --> 00:20:53.713
But whatever follow-up
information or documentation is

00:20:53.713 --> 00:20:56.100
needed, I am uploading it here.

00:20:56.100 --> 00:20:59.020
And I'm also going to
upload a second file.

00:21:03.060 --> 00:21:07.300
Perhaps two forms were missing,
but I've got them right here.

00:21:07.780 --> 00:21:11.540
And once again, if you need
to backtrack, if you perhaps

00:21:11.540 --> 00:21:15.740
uploaded the incorrect or wrong
file, you can trash them through

00:21:15.740 --> 00:21:20.940
these little garbage icons,
remove them from the resubmittal

00:21:20.940 --> 00:21:25.420
form, and go back to upload
and select the correct file.

00:21:26.220 --> 00:21:29.820
I'm going to go through that
CAPTCHA process again just to

00:21:29.820 --> 00:21:34.460
make double extra sure that
no bots are submitting this.

00:21:36.100 --> 00:21:38.180
And I'm going to click submit.

00:21:40.780 --> 00:21:42.980
Are you sure you want
to submit this record?

00:21:43.020 --> 00:21:46.420
A soft warning pops up asking
you to just double check

00:21:46.420 --> 00:21:48.260
everything you're including.

00:21:48.820 --> 00:21:51.113
I'm going to click OK.

00:21:51.113 --> 00:21:54.540
Alternatively, you can click
cancel if you want to backtrack.

00:21:55.020 --> 00:21:59.100
And once again, I am taken
back to my request dashboard

00:21:59.980 --> 00:22:04.940
to view the list of my
previously submitted requests.

00:22:04.940 --> 00:22:10.380
And I can revisit that
same file if I need to by

00:22:10.500 --> 00:22:15.180
clicking that drop down
and selecting view details.

00:22:15.180 --> 00:22:21.780
So, now you can see that not
only is my first submission

00:22:21.780 --> 00:22:27.340
available to review, but my
subsequently uploaded

00:22:27.340 --> 00:22:31.780
and submitted documents are also
available to view here as well.

00:22:31.780 --> 00:22:35.540
So, all documentation that
you have ever submitted with

00:22:35.540 --> 00:22:39.650
a particular request will be
available to view in this

00:22:39.650 --> 00:22:42.900
screen in case you need to
revisit something, confirm

00:22:42.900 --> 00:22:46.700
something, in case your
reviewer calls you and you want

00:22:46.700 --> 00:22:48.260
to follow along with something.

00:22:48.260 --> 00:22:52.487
You can feel free to access
that documentation here.

00:22:52.487 --> 00:22:57.980
Now on our side of things,
like I said before, when

00:22:57.980 --> 00:23:02.860
a review is submitted,
the TWDB staff member receives

00:23:02.900 --> 00:23:07.100
an internal notification of
that submittal and is able

00:23:07.100 --> 00:23:10.660
to begin their process of
coordinating within their

00:23:10.660 --> 00:23:17.300
business area to complete that
review and approve or finalise

00:23:17.300 --> 00:23:20.500
the required task or step.

00:23:20.500 --> 00:23:25.260
So, you should likely receive
communication or coordination

00:23:25.260 --> 00:23:29.140
from the TWDB staff member
assigned to your review

00:23:29.140 --> 00:23:33.020
submittal, walking you along
any requests, any additional

00:23:33.020 --> 00:23:37.300
information, or ideally,
you're happily confirming

00:23:37.460 --> 00:23:42.100
the completion of your review
request and approval of

00:23:42.100 --> 00:23:45.620
the documentation submitted
in order for you to proceed

00:23:45.620 --> 00:23:48.647
with next steps of your
project lifecycle.

00:23:48.647 --> 00:23:53.820
So, with that, that is
essentially the demo from

00:23:53.820 --> 00:23:58.103
an external user's perspective
of the stream experience.

00:23:58.103 --> 00:24:03.070
Please feel free to provide us
with feedback, with user input.

00:24:03.070 --> 00:24:07.310
We would love to receive it
as we continue to roll out

00:24:07.310 --> 00:24:11.510
and fully implement this new
product within our internal

00:24:11.510 --> 00:24:14.710
staff process and external
customer process.

00:24:17.510 --> 00:24:22.110
And as I said before, if you
need assistance accessing

00:24:22.470 --> 00:24:27.363
or using the new stream
application, please email

00:24:27.363 --> 00:24:29.137
STRMhelp@twdb.texas.gov.

00:24:29.137 --> 00:24:33.710
That could include
a request for a new Okta

00:24:33.750 --> 00:24:37.270
link if yours has expired,
or you did not receive one.

00:24:37.270 --> 00:24:43.670
That could include any questions
or confusion you run into while

00:24:43.670 --> 00:24:45.590
using the stream application.

00:24:45.590 --> 00:24:50.250
And that could include
any feedback in general.

00:24:50.250 --> 00:24:53.110
If you're liking it, if you're
not liking it, if you have

00:24:53.110 --> 00:24:56.510
suggestions, we would love
to hear it because we want

00:24:56.510 --> 00:24:59.790
to continually move towards
improvement and progress.