00011852_Attachment E_Pilot Management Expectations.pdf

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Pilot Management Expectations

Version: 1.0

Last Updated: August, 18 2021

07/17/2020 Page 2 of 4

Summary The OReGO Program has been involved in several Research and Development (R&D) projects since its inception in 2015, in order to expand the Road Usage Charge (RUC) movement and the OReGO Program.

To support this, OReGO has identified specific data needs necessary to conduct R&D projects in a systematic and organized way. Additionally, specific communication between ODOT and the Business Partner (BP) have also been identified to increase collaboration and understanding.

Pilot Direction and Management

ODOT00

Business Partner(s)OO

• Collect RUC tax

• Analyze reports/data

• Audit program participants

• Audit AMs

• Exception process refunds/payments

• RUC calculation

• Error checks Data

ParticipantO

BANK

Funds

• Record miles traveled

• Record fuel usage

Data

Business Partner(s)O

• Provide and aggregate RUC data

Data Collection

Data

• Communication to volunteers

• Recruiting

• Validation/eligibility/maintenance

Data

Mileage Reporting Option

Transaction Processor Tax Reconciliation

Manage Volunteers• Dashboard/interface

• Technical system monitoring

• Process AM monitoring reports

Monitor & Reporting

Acronyms AM Account Manager DMV Driver and Motor Vehicles MRO Mileage Reporting Option ODOT Oregon Dept of Transportation RUC Road Usage Charge

• Collect RUC tax, reports and data

Tax Collection

• Vehicle Registration• Account payable

• Accounts receivable

• General ledger

DMVAccounting

• Certification

• Compliance

• Accounts payable

Manage Account Managers

• Setup/Manage accounts

• Claims management

• Billing / refunds to RPs

• Report data to ODOT

• Online RUC account

• RP notifications

Account Management

• Setup/manage account

• Register Vehicle

• Pay RUC, collect Credits

• Install / Activate MRO

Account Management

Industry Provided Legacy Systems

RUC Specific

Entity

BUSINESS PARTNER SUBSYSTEMS ADMINISTRATOR SUBSYSTEMS

Data

Funds

Data

Data

Data

The open architecture that has been designed for the RUC marketplace supports several options for conducting R&D pilots. Each of these options includes nuances in how pilot participants are managed, and expectations of the involved subsystems.

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Pilot is Administrator Directed, Participants are Administrator Managed The Administrator will notify the BP that a pilot is taking place, and share pilot documentation as a courtesy, if requested, even if the BP is not involved. This includes the scenario where another BP is involved in a pilot with the Administrator. This transparency is to confirm there are no unexpected market implications from the pilot.

Pilot is Administrator Directed, Participants are BP Managed When a pilot is directed by the Administrator and managed by the BP, there is an expectation that the BP will share pilot related information with the Administrator of the pilot. This is to ensure accountability, as well as traceability for any payments and/or tax calculations that may occur. An example is if the BP notices a large number of customer service calls on a specific topic. It is expected the BP will share this information with the Administrator, and collaboratively problem solve to find a solution.

BP Participant Managed New Data Points When the pilot is directed by the Administrator, these data points will be assigned by the Administrator and shared with the BP.

• Pilot ID o Pilot ID provides a unique identification key for all data records that belong to the given pilot.

• Pilot Name o Pilot Name is the business vernacular used to identify the pilot.

• Start Date/End Date o Start Date is the projected date the pilot will begin.

o End Date is the projected date the pilot will end.

• Exclusive Flag o Exclusive Flag is used only when a pilot requires participants to enroll in that pilot, and not participate in any other pilots in the RUC architecture. This flag is used to preserve pilot data integrity.

Account and VIN Update Report (AVU) A new section titled Pilot Details has been added to the Interface Control Document (ICD) for the Account and VIN Update report. Further validation logic and field definition details are included in the ICD.

PilotDetails [ { PilotID VehicleEntryDate VehicleExitDate VehicleExitReason

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Data Changes Unless otherwise explicitly noted, OReGO will not edit or overwrite any data sent from the BP.

This means updates to any information sent for the pilot must be resent in in the AVU as defined in the ICD. This is to maintain consistency across the Administrator system and the BP system.

One identified exception is if the pilot start date changes after the vehicles are loaded into the database. If this occurs, the Administrator will override the start date of all loaded vehicles to match the new pilot start date, and notify the BP of the change.

Pilot is BP Directed, and Participants are BP Managed Under this scenario the BP is expected to notify the Administrator that a pilot is taking place, and to share pilot documentation as a courtesy, if requested. This includes instances where another Administrator is conducting or managing a pilot with the BP. This transparency is to confirm there are no unexpected market implications from the pilot.

BP Participant Managed The BP will share the pilot objectives and timing with the Administrator. The BP will also inform the Administrator about the OReGO participants who are participating in the pilot.