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Trekker Workflow

 

 

 

 

As mentioned earlier, Trekker 2.0 is tightly integrated with the NY CRIS platform. Trekker leverages the existing CRIS Survey (SR) data model and identifiers (e.g., 19SR00078). It is important to note that all Trekker Surveys conducted by consultants require a SHPO approved CRIS Survey Record (SR) prior to any field data collection. That is, Trekker Surveys begin as Trekker Survey "Proposals", and after approval by SHPO, become a CRIS Survey (SR) within a CRIS Project (PR). Trekker surveys are submitted as part of a consultation (typically via request for information) or Independent Survey project within CRIS.

 

Roles in the Trekker Workflow

There are several roles in the Trekker 2.0 work flow which are as follows:

Consultant Roles

•Lead – The Lead will serve as the "Trekker Survey Project Manager" for the consultant organization and will be responsible for submitting the Trekker Survey Proposal within CRIS, adding members to the Survey team (using Trekker Manager), reviewing the incoming inventory forms, QA/QC and editing survey data, creating and approving proposed historic districts, and ultimately submitting building and proposed district data to SHPO. For smaller Trekker survey projects, it is likely that the Lead may also serve as a field worker, collecting the data in the field, then reviewing/editing their own survey data when back in the office.

•Field Worker - The field worker(s) will be responsible for collecting data for buildings and historic districts in the field using Survey123 and CRIS Mobile Pro. They also can use the Manager application to QA/QC and edit data at the desktop.

SHPO Roles

•SHPO Trekker Reviewer – This represents SHPO staff that are responsible for reviewing surveys that are submitted from the consultants/partners, communicating with the consultants, performing final QA/QC on all data, managing and approving proposed historic districts, and loading inventory forms as new/updated buildings/districts in the CRIS database.

Workflow Steps

Below are the general steps in the workflow associated with creating and conducting a Trekker Survey. Steps that require consultant interaction contain a link to another section providing further details and instructions.

1. Submit Trekker Survey Proposal (in CRIS)

The first step is for the consulting firm to submit a Trekker Survey proposal to SHPO by completing the on-line submission form available within CRIS. This will be done as either a new Independent Survey project submission (by selecting Trekker as the type of Independent Survey), or in response to a request for more information within a CRIS Consultation project when SHPO has requested a Trekker Survey (i.e., CRIS now has a new type of information request specifically for a Trekker survey).

2. SHPO Reviews/Approves Trekker Survey


Once the user submits a Trekker Survey proposal, SHPO staff will review the survey area and methodology. If the proposed survey is acceptable, they will mark it as "Approved" within CRIS and the lead will receive an email as described below. Otherwise, they will request revisions to either the survey area or methodology via one or more requests for information within CRIS.

 

3. Survey (SR) Created in CRIS

 

Once a Trekker Survey proposal has been approved by SHPO, a CRIS Survey record is created (SR) in the system, and the Consultant Lead is sent an email notifying them that their survey has been approved and is ready for field data collection. The email also contains the SR number (e.g., 19SR00035) of the approved survey which is important to note and pass along to the field workers who will be responsible for downloading the corresponding forms for that specific survey project in Survey123.

 

4. Lead adds Field Workers to Team

 

Once the Lead receives the approval email from SHPO, they can login to Manager and add field workers to the team if needed (initially the Lead is the only person that can access the new survey project). Note that all field workers to be added must be authorized by SHPO for Trekker access prior to being added.

 

5. Field Workers Download Survey123 Forms

 

At this point, the field data capture can commence. All field workers are required to perform a one-time download/install of the Survey123 app to their device before conducting any field work for a Trekker survey. Assuming the field workers have Survey123 installed, they will be required to download the two forms (Building Inventory Form and Proposed District Form) specific to the Trekker Survey project (note each Trekker Survey has two forms specific to that survey).

 

6. Field Data Capture

                    The field staff use CRIS Mobile Pro and Survey123 to conduct their field work, capturing data on Building resources and Proposed Districts.

•Capturing Data for Building Resources

•Capturing Data for Proposed Districts

 

7. Review/Edit/Process/Manage Survey Data

 

Consultants can use the Manager application to review, QA/QC, edit, process and manage the building and district data for their survey project.

 

8. Submit Building and Districts to SHPO

          When consultants are done reviewing and editing the data for a building or a proposed district, they can use the Manager application to submit the building or district to SHPO for review and ultimate loading into the CRIS database.

•Submitting Building Inventory Forms

•Submitting Proposed Districts

 

9. SHPO Loads Submitted Buildings and Districts

Once the consultant submits buildings and/or proposed districts to SHPO, SHPO staff will review the data and either load the data into the CRIS database as a new or updated building USN, or new district.

 

**However, it is important to note, if SHPO feels the building or district needs further editing by the consultant, they can flag the record with a status of "Needs Editing" (along with a communication note to describe the changes required). The consultant will then see this status change in Manager and need to make the appropriate edits (either at the desktop in Manager, or in the field with Survey123) and resubmit the record to SHPO.

 

10. Upload Final Survey Report

When the Trekker survey is completely done, with all buildings and districts submitted to SHPO (and SHPO has loaded all resources submitted into the CRIS database as new or updated USNs), the consultant is required to upload their final survey report to SHPO using CRIS. This step completes the entire Trekker survey process and marks the survey status as "Complete" in CRIS.