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HomeMy WebLinkAboutPlan UAT Guide.docx (2) EnerGov Plan Mgmt. UAT Guide Plan Types While testing EnerGov’s Plan Management module, take a look at the following items in reference to the plan case types: Name of Plan Type Make sure you agree with the name of the plan case type, and also make sure we have included all plan case types you will need. Prefix of Plan Type EnerGov gives plan types a prefix that begins their plan case number. Pay attention to this prefix and if it needs to be modified, please let us know. Plan Expiration Also, every plan in EnerGov has been given an expiration of 180 days. If the plan case type you are testing needs a longer, shorter, or unlimited expiration calculated from the application date, please let us know and we can modify this Plan Workclasses When testing our Plan Management Module, also pay attention to the workclasses associated with each plan case type. A workclass is the way EnerGov further describes what is being reviewed in a plan review. Each plan review case 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. Plan Statuses Plan Case statuses are also able to be modified. Statuses are not unique to each plan case type, so if you need a status added, keep in mind it will be available for all plan case types. Please review the statuses in your setup, and ensure all that are needed are listed. Plan Custom Fields Custom fields are also a very important aspect of EnerGov’s Plan Management Module. The Additional Info tab is where custom fields can be found. Each plan case type in EnerGov has its own set of custom fields, and this needs to be looked at very closely. Many of the Plan Cases in your database do not have custom fields, since much of the data has been captured at the permit level. When reviewing a plan case’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 fields 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 grouped under a tab name that lies under the Additional Info tab. We have done this for organization purposes, and also to aid users in 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. Plan Fees It goes without saying that fees are a very essential part to planning. EnerGov has setup some fees to automatically add when a plan review is saved. In order to see these fees, click the Save button located in the lower right of the screen. Navigate to the “Fees/Invoices” tab (4th 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 plan review 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 plan review, what fees automatically added to it? If a fee auto added to the plan case that shouldn’t, let us know. If a fee didn’t add to a plan case that should have, let us know as well and we can have the fee automatically add to future plan reviews. Manually Added Fees We have also set up the ability to manually add fees to a plan case. These can be found on the “fee/invoices” tab. Please try and some manual fees to ensure that we have included all fees you could potentially charge during your plan review. Default Plan Case Assigning When adding a new plan case to EnerGov, we have set up some plan case types to auto assign to a particular individual. If you add in a new plan case type, and it auto assigns to the wrong person, let us know. If a plan case doesn’t auto assign to anyone, and you would like it to, again, we can modify this. Auto Added Inspections When some plan cases are added into EnerGov, we have setup inspections to “Auto Add” to the case. These inspections are not scheduled, simply “cued up”. When adding a new plan case, verify that the inspections that auto added are correct, and if no inspections auto added to the plan case, we can add any you need. Plan Activities Also, in the Plan Management module we have setup activities for you to use, to keep track of important activity conducted on a plan case. Inspections, as noted above, are tracked separately from activities. When you add a plan case to EnerGov, here are a couple things to look for regarding 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 plan case, has a prefix given to it. If you add this activity and notice the prefix is not correct, please let us know. Submittals and Review Items When a new Plan Case is entered into EnerGov, we have setup submittals to auto add to the case, along with its review items. A submittal is either a tangible object handed in (submitted) to the permit center, or something contained in the workflow during the plan review process. The review items are those individual items that make up the checklist for each submittal. In order for a submittal (i.e. electrical plans) to be “approved” each review item must be completed and approved. Once all submittals have passed review, the overall plan case can be approved and associated permits can be issued. Please make sure these submittals and review items make sense to you. Any changes needed must be reported to the EnerGov staff. Hearings EnerGov has also setup hearings for you to track. Please navigate to the hearings tab of a plan case, and check the list of hearings available. Let us know if more are needed, or if some need to be removed. Correction Items Correction items are a feature that plan reviewers can use to begin listing issues with plans turned in during the plan review process. Correction items are added to a plan case attached directly to a review item. When testing plan cases, add some corrections to the case, and see if they make sense to you. They will be grouped by your department, so select the “Category” that matches your department name and check the items we have preloaded for you. Conditions Conditions are items that plan reviewers can use to pass a plan review, but institute certain stipulations on the associated permits. We have setup some conditions in EnerGov for you to use, so when adding plan cases, use these conditions and make sure they fit your needs. You can also create unique conditions from a case to case basis. Imported Plan Cases 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 plan type you tracked in your legacy system; please open these imported plan cases, and 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 plan case you select has the same payments that are in your old system. We need to ensure plan review cases do not show an open invoice, if they are actually paid off.