SIPA Workflow
Email Decommission email to: SIPA@cosipa.gov and CC Sharon Trilk <sharon@cosipa.gov> (SEE "SIPA Decomission" template).
Send the Decommission email a month before site is ready to launch - more info below:
From Sharon:
Sure, I'd be happy to go through the process. When we submit a decommission request to Tyler Colorado, their Director of Project Management assigns the request to a Project Manager to draw up the paperwork and work with the developers to implement the process of removing that website's database and implementing the proper redirect of the whole site. They will send me the decommission agreement to be signed by the customer, Tyler Colorado and SIPA; once that is complete, it will go into the next website update cycle which occurs every 1st and 3rd Monday of the month. When a site is decommissioned, it is redirected at that time and the redirect is scheduled to last for 6 months. The decommission and redirect happen simultaneously, there is no leaving the old website up because the url is redirecting to the new site. From start to finish, the process takes 1-2 months, unfortunately we cannot expedite it because of the limited bandwidth the Tyler team has at the moment.
If it's possible that you could send a decommission request a month ahead of when you expect to launch the new website for your client, that would help reduce the time that both sites are live so it's a smoother transition. At this time, I have a list from Daelon that is a month old of some sites that were done and ready for decommission or were pending, but I haven't been getting any updates and am having to manually check to see if the customer's new website is up at Streamline, then reach out to the contact I have for that entity to inquire they are ready for decommission, wait for their reply, and submit the decommission once confirmed. This is quite inefficient and means that both sites are simultaneously live for longer than they need be. I would greatly appreciate if I could get a regular update on sites pending launch and the current Board President's contact information (the special district management companies should have this) so I could send the decommission requests in a more timely and efficient manner thus helping us both.