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HomeMy WebLinkAboutPermit UAT Guide.docx EnerGov Permit Mgmt. UAT Guide Permit Types While testing EnerGov’s Permit Management module, take a look at the following items in reference to the permit types: Name of Permit Type Make sure you agree with the name of the permit type, and also make sure we have included all permit types you will need. Also pay attention to the permit types listed, and let us know if you don’t need a type; it can be removed. Prefix of Permit Type EnerGov gives permit types a prefix that begins their permit number. Pay attention to this prefix and if it needs to be modified, please let us know. Permit Expiration Also, every permit in EnerGov has been given an expiration of 180 days. If the permit type you are testing needs a longer, shorter, or unlimited expiration from the date the permit was issued, please let us know and we can modify this. Permit Workclasses When testing our Permit Management Module, also pay attention to the workclasses associated with each permit type. A workclass is the way EnerGov further describes what a permit is for. Each permit type will have its own list of workclasses associated with it. Make sure all the workclasses you will need are listed, and also make sure they make sense to you. Permit Statuses Permit Statuses are also able to be modified. Statuses are not unique to each permit type, so if you need a status added, keep in mind it will be available for all permit types. Please review the statuses in your setup, and ensure all that are needed are listed. Permit Custom Fields Custom fields are also a very important aspect of EnerGov’s Permit Management Module. The Additional Info tab is where custom fields can be found. Each permit type in EnerGov has its own set of custom fields, and this needs to be looked at very closely. When reviewing a permit’s custom fields please pay attention to the following: Name of Custom field Does the name of the custom field name sense? During our analysis we took your applications and documents and tried to translate data we thought you would want to track. By doing this, we created custom fields with a name that may not look familiar. Please verify that the field name is adequate. Options in custom field drop down Some custom fields may have drop down options. For these kinds of fields, please make sure the options listed make sense, and that all options you need are present. Position of Custom field Custom fields have been created in a certain order, and therefore are listed in this order, mostly consistent with applications. If fields need to be re-ordered, please let us know. Name of Custom field tab Finally, custom fields are also group under a button name that lies under the Additional Info tab. We have done this for organization purposes, and also to aid users I knowing where to navigate to so they can find the field they need. Ensure each sub tab makes sense and is listed in the right order. Permit Fees It goes without saying that fees are a very essential part to permitting. EnerGov has setup some fees to automatically add when a permit is saved. In order to see these fees, click the Save button located in the lower right of the screen. Navigate to the “Add Fees” tab (3rd tab from the right at the top of the screen). When reviewing fees pay attention to the following: Fee Name Does the name of the fee make sense? If you are not sure what the name means, please ask your EnerGov Business Analyst for help. Fee names can be modified. Fee Amount Did the fee you added, or automatically added to a permit calculate the right amount? If it didn’t, please let us know and we will go over the calculation with you. Auto Added Fees When saving a new permit, what fees automatically added to it? If a fee auto added to the permit that shouldn’t, let us know. If a fee didn’t add to a permit that should have, let us know as well and we can have the fee automatically add to future permits. Manually Added Fees Finally, you can also add fees manually to a permit. This is also done on the “Add Fees” tab. When doing this, make sure all fees you could need are listed, and also calculate correctly. Auto Added Inspections When some permits are added into EnerGov, we have setup inspections to “Auto Add” to the permit. These inspections are not scheduled, simply “cued up” to prevent a Certificate of Occupancy from being issued before all inspections have been completed. When adding a permit, verify that the inspections that auto add are correct, and if no inspections auto add to the permit, we can add any you need. Permit Activities Also, in the Permit Management module we have setup activities for you to use, to keep track of important activity conducted on the permit. Inspections, as noted above, are tracked separately from activities. When you add a permit, here are a couple things to look for regarding permit activities: Activity Name Make sure the name of the activity makes sense to you. We imported most activities directly from your old system, but make sure none are missing. Activity Prefix Every activity, just like its associated permit, has a prefix given to it. If you add this activity and notice the prefix is not correct, please let us know. Activity Custom Fields We have the ability to add custom fields to any activity in EnerGov. For example, the Soil Evaluation activity has custom fields set up for it to track information about the contents of each sample. If you feel a permit activity I needs some custom fields, please let us know. Permit Checklist EnerGov’s permit checklist is where we can auto add “Sub” or “trade” permits. We can cue up these trade permits when a user inputs a main permit (like a Commercial Building Permit will auto add Electrical, Plumbing, Mechanical, Fire Construction sub permits). These permits are not issued or created, simply cued up so the permit center can link the sub permits back to the main permit once they are issued. Please check these auto added sub permits to make sure they are right, and also let us know if more are needed. Imported Permits Finally one of the most important items to test in your new EnerGov database is the imported data from your old system. There is a sample of every permit type you tracked in your legacy system; please open these imported permits, check how the data imported and lets us know what needs to be modified before we do our final import. Please check the following: Imported Custom fields On the additional info tab, there will be custom fields that we imported into. Check these fields to see if anything is missing. If we imported data into the wrong field, let us know so we can adjust our import utility prior to the final import. Imported Fees We also imported fees from your old system. Check these fees against your old system to ensure the amounts are the same. Imported Payments Along with fees, we also imported their associated payments. Please make sure that the imported permit you select has the same payments that are in your old system. We need to ensure permits do not show an open invoice, if they are actually paid off. Imported Inspections Also on the imported permits, we imported any associated inspections. Check these inspections to ensure they imported with the correct comments and are completed, as compared to your old system.