MyBuildingPermit.com (MBP) Release Jurisdiction Administrator User s Guide

Transcription

1 MBP Resources and Links MyBuildingPermit.com (MBP) Release 2016 Jurisdiction Administrator User s Guide MyBuildingPermit.com (MBP) 2016 Jurisdiction Administrator s Guide. This detailed guide provides jurisdiction administrators information on configuring, managing, processing, and troubleshooting permit applications within MBP. All Rights Reserved November 2016 Page 1 of 94

2 MBP Resources and Links Table of Contents MBP Resources and Links... 4 Conventions used in this manual... 5 Jurisdiction Administration Site... 6 User Profiles... 7 Contractor Accounts... 7 SEARCH... 7 VERIFY... 8 Contractor Registration... 9 Staff To Create a NEW Staff Account: Managing Items in MBP Application Configuration Customer Application Process and Selections Configuring Applications Considerations when Configuring Applications Adding Supplemental Questions or Information Document Types Submittal Information General Process Info Tab Cloning or Copying an Application Configuration Deleting an Application Configuration Requesting New Items Permit Types, Document Types, Work Types, etc Fees/Permit Prices Fee Codes-Overview Valuation/Range Tables-Overview Creating Valuation or Range Tables Creating and Using Fee Codes Order for creating Fee related items Deleting Fee Codes Assigning Fee Codes to Work Types/SKU s Page 2 of 94

3 MBP Resources and Links Fee Maintenance Increases, New Fees Settings Jurisdiction Information Supplementals Creating New Questionnaires Support Menu Notifications Requesting new Work Types, Document Types, etc Reports Addresses in MBP Additional Resources - MBP Team SharePoint Site Application Process Flows MBP Jurisdiction Integration How data is transferred and displayed Skills and Resources Needed Terminology Used MBP Application Configurations Integration Points Page 3 of 94

4 MBP Resources and Links MBP Resources and Links Production Admin Page: - Production Apply Page: - Staging is used by jurisdictions for testing, training, and researching issues. Anything entered into Staging will not transfer into Production. Staging 2016 Admin Page: - Staging 2016 Apply Page: MyBuildingPermit.com Home Website -- MBP Team SharePoint Site -- Resources & Committee Information -- MBP Team Site Link Contact the MBP Program Business Analyst for a user account on this site. Link to contacts on SharePoint egovcity Alliance/MBP Contact Lists Page 4 of 94

5 MBP Resources and Links Conventions used in this manual Pictures with a green border are customer/applicant screenshots. Pictures with a blue border are jurisdiction administrative screenshots. Page 5 of 94

6 Jurisdiction Administration Site Jurisdiction Administration Site All jurisdiction functionality in MBP such as settings, staff users, and configurations, along with a link to your jurisdiction dashboard, are accessed from the admin site: The Landing Page contains shortcuts to many tasks frequently performed by jurisdiction staff. The small number inside the button indicates the number of that item or status there are. These are things that typically need immediate attention such as when the backend system integration fails, permit applications which have been submitted, or contractor local business licenses needing validations in your jurisdiction. The Jurisdiction Administrator Menu s give you access to all functionality to administer MBP. DASHBOARD Links you to the Jurisdiction s Plan Review Dashboard USER PROFILES Manage Contractor accounts and licenses, Customer names and addresses, Staff accounts REPORTS Exports, Statistical Reports and others as they become available MANAGE Manage your Applications, Fees, Settings, Supplementals, and Support Functions HELP Links to both Jurisdiction and Customer help documents Page 6 of 94

7 User Profiles User Profiles From the Jurisdiction Admin menus, USER PROFILES allows you to search and manage Contractor, Customer and Staff accounts. However, you cannot reset a user s password. Users must use the link on the Log In page for can t access your account? TIP To Search an account by: Use this Menu: Company Name Username or Jurisdiction Staff Contractor Customer Staff Contractor Accounts Contractors must create an account in MBP using their company name and UBI number. The MBP system connects to the WA Department of Labor and Industries (LNI) web site to confirm each contractor s UBI on and complete all pertinent information including State Contractor Licenses numbers for each contractor s profile. A Contractor must have a current valid Construction or Electrical contractor license number to obtain an Over-the-Counter (OTC) permit in MyBuildingPermit.com. Plan Review applications by-pass the contractor validation as the jurisdictions will complete the license verification during the review process. SEARCH Search for a contractor company in MBP using name, UBI#, Professional License#, or with Expiration Date Ranges. Jurisdictions can perform the following actions to a Contractor Account: Remove associated Company Users Add and Edit Jurisdiction/Local Business License information Add notes to their account Change the Status (Active or not) Page 7 of 94

8 User Profiles All Contractor Company address and license data comes from the LNI interface and cannot be modified. If the Contractor has changed anything on the LNI site that hasn t been updated in MBP, please contact MBP support. User passwords can only be changed by the user from the Log In screen using the can t access your account link. VERIFY Until the local business license interface is developed in MBP, each jurisdiction must verify Contractor s Local business licenses if the jurisdiction requires one. The small number on the View License Requests indicates how many new licenses need verifying. Steps 1. Click EDIT on in the left column 1. Verify their city/local business license number and Expiration Date 2. Click the down arrow in the Approve column to set the approved status 3. Click UPDATE to complete and save 4. An will be sent to the contractor Just FYI --- The following is information for registering as a contractor in case you need to assist a contractor registering on MBP. (More detailed information is on the MyBuildingPermit.com homepage.) Page 8 of 94

9 User Profiles Contractor Registration This process is used by licensed contractors to create an account on MyBuildingPermit.com. When registering a new company on MyBuildingPermit.com, state license validation is required as well as some jurisdictions require local business licenses before a licensed contractor can submit a permit application. NOTE: A company UBI may only be registered one time with MBP; however, there can be multiple user accounts associated with a single company. Jurisdiction Admins have the ability to add their jurisdiction to a contractor company. From the Contractor Search find the company. You will have the GREEN INSERT button next to your juris if that company has not already registered with you. Clicking on INSERT allows you to add their local license data. Page 9 of 94

10 User Profiles Licensed Contractor Account A user profile is created and associated with a company profile that includes licensing and company information. A Contractor user account can be associated with multiple companies. MBP connects to WA Department of Labor and Industries each night and will update registered contractor account data such as license expirations in MBP if necessary. Preparation/Requirements This procedure requires a UBI (Unified Business Identifier) number. When registering a new company on MyBuildingPermit.com, information about company state and jurisdiction license(s) is required. This procedure requires basic information (first and last name, company name, address, street address, etc.) and the creation of a user name and password. Page 10 of 94

11 User Profiles Steps 1. Click Register Now on the MyBuildinPermit.com Login Page 2. Select Licensed Contractor 3. Enter UBI number 4. Register Company if not already in MyBuildingPermit.com 5. Verify Company Information and Enter Phone Number 6. Enter Jurisdiction License information (must enter at least 1) 7. Enter User Account Information 8. Review and Certify 9. Exit the Registration Process or Register with another Company Customers USER PROFILES ->Customers will allow you to search accounts by either a Username or address. You can: Change Status Active or not Edit Names and Address And if they are a Contractor Company: See Recent permit activity and Associated Companies Staff The Staff choice under User Profiles allows you to search your jurisdiction s users and modify: Status Names And depending on your user level and access rights, you can change staff User Levels. Page 11 of 94

12 User Profiles Staff accounts can be created or edited with the USER PROFILES-> STAFF menu. Passwords cannot be reset. They must use the Can t access your account? on the Log In screen. Jurisdiction Admin s can set User Levels. Clicking the? next to the User Level will give you a pop-up with a description of what each level can access within MBP. Administrative Users There are Four Administrative user levels within MBP. 1. System Admin 2. Jurisdiction Admin 3. Jurisdiction Staff 4. Jurisdiction Reviewer System Admin Application developers, application project leads and support staff are provided with the user level of System Admin. These users are able to access all editable fields and enter and save changes for all jurisdictions and customers within MBP. Jurisdiction Users Jurisdiction administrative staff have the choice of three defined user levels, enabling specific activities within the MBP admin site. 1. Admin 2. Staff 3. Reviewer Page 12 of 94

13 User Profiles Jurisdiction Admin Users have the highest access and are engaged in creating and editing application configurations. Jurisdiction Staff and Reviewer levels are more engaged in the daily review and processing of OTC and plan review applications. To Create a NEW Staff Account: 1. Click the on the Search Staff screen. 2. Enter the First, Last and User names and Address NOTE: new Staff Accounts will have a default password of: Welcome1 5. Set the User Level 6. Click SAVE HINT: It is a good practice to inactivate any Staff accounts for people no longer at your jurisdiction. Page 13 of 94

14 Managing Items in MBP Managing Items in MBP Many things are configured and customized and by jurisdictions within MyBuildingPermit.com. Most of these settings and items that are managed by Admins, who control what choices and information an applicant has available or needs to submit during the application process. APPLICATION CONFIGURATIONS Create new or modify existing application configurations which control the choices and information required when applicants are applying for a permit. FEES Fees for Over-the-Counter (OTC) applications must be configured in MBP, Plan Review applications will have invoices generated with fee information from your backend permit system. SETTINGS Jurisdiction Information, Application Types you will accept on MBP, Inspection Information and Holidays (only if this information isn t available from your backend system). SUPPLEMENTALS Additional questions and information that can be added to any Application Configuration. SUPPORT Where you can regenerate a permit pdf, , remove unpaid invoices, and add delegates. ADDRESSES - Manually refresh addresses which are in the database view. Page 14 of 94

15 Application Configuration Application Configuration Customer Application Process and Selections When a customer steps through the MBP Permit Application Process, each selection and piece of data they enter is determined by the jurisdiction. The jurisdiction configures their applications from the Jurisdiction Admin site using MANAGE Applications. The Application, Project, Activity and Scope choice options (sometimes referred to as buckets ) are configured by each jurisdictions based on what maps best to their backend permitting system configurations. MBP sends permit data to the jurisdiction s backend permitting system and receives information back. The jurisdiction s web service will take the permit data, map and insert it into their backend permitting system s database. These buckets are for the applicant s convenience so they better understand which choices to make. Page 15 of 94

16 Application Configuration Here is an example of the Activity Type selection options available to Bellevue applicants when they ve selected Building then Single Family Residential for the Application and Project types. Customer/Applicant Apply Screen All of the Application, Project, Activity and Scope options were agreed upon by the MBP committees. A formal request must be submitted to the MBP Project/Program manager to have a new one created. After the first four buckets or types are selected, the fifth bucket is Project Details. Each jurisdiction determines the information needed from customer for each specific application. The Project Details page contains work types also referred to as SKU s. These are categorized into logical groups and can be radio buttons, check boxes, quantities, or text entries. Page 16 of 94

17 Application Configuration See the following example: Bellevue Building, Single Family Residential, Re-Roof Replacement, Residence Application Configuration looks like this when the jurisdiction is configuring. And looks like this to the Customer/Applicant Page 17 of 94

18 Application Configuration The Application Configuration, including the SKU detail and fees, will be included in the XML output from MBP that is sent to the jurisdiction via web services and must be mapped by you to your backend system. See MBP Integration Section in this document and also the Integration Guide. Over-the-Counter/Non-Plan Review High level of how MBP Integrates with Jurisdiction Backend Systems Collect data from a user Customer Applies for Permit online at MyBuildingPermit.com Customer Pays for Over-the-Counter Permit online Jurisdiction Permitting System backend MBP send Application Data to Jurisdiction s Web Service to populate their backend permitting system and receives permit number and details back Permit PDF populated with number from backend Page 18 of 94

19 Application Configuration Plan Review Permit Collect data from a user Customer Applies for Permit online at MyBuildingPermit.com Application is Screened by Jurisdiction and Accepted on MBP Dashboard Jurisdiction Permitting System backend MBP send Application Data to Jurisdiction s Web Service to populate their backend permitting system and receives permit number and details back Customers and Jurisdictions communicate via the MBP Dashboard Page 19 of 94

20 Configuring Applications Configuring Applications Each jurisdiction sets up their own application configurations. From the Jurisdiction Admin site, use the MANAGE menu then select Applications. Or from the landing page, click Each Application Configuration can have the following components: Application, Project, Activity and Scope Types the four buckets -- Four buckets and at least 1 Work Type are required for each Application Configuration. Pre-App Message message that displays immediately after the four buckets (on applicant page)are selected. Work Types additional information for the permit which displays on the Project Details page (includes things like: fixtures, heating source, materials used, quantities of items, etc.). Supplementals additional questions or information you need from the applicant. Document Types list of documents the applicant will need to upload with their application. Submittal Info information the jurisdiction needs to tell the applicant pertinent to submitting this application type. General Process information the jurisdiction needs to communicate to the applicant regarding the general permit application process such as contact information, timeframes, etc. An Application Configuration can be active as a whole, plus each individual Work Type within the configuration can be set to be active or not. This allows you to set up Configurations and/or Work Types without them being visible on the applicant screen. This is beneficial for testing or preparing for rolling out new Applications in the future, or if and when your permit fees change. You can configure everything and wait to activate it until you are ready for it to display for customers. Page 20 of 94

21 Configuring Applications Considerations when Configuring Applications You may configure multiple applications in MBP that map to a single location in your backend system. This will aid the applicant as they will have more than 1 way to get the correct permit. The Customer/Applicant s thought process consider how a typical customer would think and what choices you need to set up for them to select.. Your Jurisdiction s workflow and backend processes. Determine which permits can be obtained as Over-the-Counter/Non-Plan Review. Create Spreadsheet of your permit types and how they map to MBP buckets, if Plan Review is required, fees for Over-the-Counters, etc. Here is an example of how a jurisdiction with TRAKiT as their backend permitting system maps the MBP buckets to their database. Page 21 of 94

22 Configuring Applications Steps: 1. Select one type from each of the four buckets APPLICATION Type PROJECT Type The number in parenthesis next to the Application Type tells you how many configurations you already have for that type. ACTIVITY Type SCOPE of Work Page 22 of 94

23 Configuring Applications NOTE: The Show All? box must be checked to see all possible choices within each type. Without the Show All? checked, you will only see the choices in each list of what you already have configured. Once you have the buckets selected, then using the page tabs you will configure the Pre-Application Message, Work Types, Supplementals, Submittal Info and General Process Info. Page 23 of 94

24 Configuring Applications 2. Create Pre-Application Message The Pre-Application message is for any information to display immediately after the applicant selects the first four buckets. This message will be displayed in yellow. Clicking the Stop Applicant from Proceeding? box will display the message and will not allow the applicant to continue or submit this specific application. Page 24 of 94

25 Configuring Applications An example of using this would be if your jurisdiction does not issue Electrical Permits and you need to refer the applicant to the WA Department of Labor and Industries. Example Instead of not having Electrical in your application type selection which could cause them confusion and increase phone calls to your permit team, you can configure the Electrical permit with the Pre-Application message with the instructions and stop them from proceeding. Customer Application Screen example of a Pre-Application Message Page 25 of 94

26 Configuring Applications 3. Select the Work Types (also known as SKU s) Work Types are permit type specific in other words, you will see different choices for BUILDING permit types than with FIRE. The Work Types display on the Project Details page and allow you to gather more specific information about the work they will be performing on this permit. Jurisdiction Application Configuration Will show as this on the Customer Application Project Details Screen Page 26 of 94

27 Configuring Applications Work Types are specific to each Application Type and as associated with a particular Category. This is how they will be organized on the Customer application screen. Each Work Type has a unique identifying number known as a SKU and will be sent to your backend permitting system via XML text file with the SKU number, your jurisdiction short name (i.e. KL for Kirkland), and the permit type: KL_MECH_5476. Your webservice integration will translate this to your backend system database. Application Configuration Screen no Work Types have been selected yet To ADD Work Types, click the +Add button on the right side of the screen. Search for Work Types by using the Category drop-down or by entering a Key Word, then click Find. Categories with a Red Asterick * are required categories, which means an applicant must fill in at least one of the options in that category. Page 27 of 94

28 Configuring Applications When you have found the Work Type(s) you want, click the ADD button in the right column. Once you ve added that Work Type, it will disappear from the Add Work Types Listing and will show on your configuration Work Type screen once you have closed from the add screen. Summary of steps: 1. Click +ADD on the Configuration Work Type Screen 2. Search for Work Types by using the Category and/or Key Word Search and click FIND 3. Click the ADD button on the right of each Work Type name in the list for the ones you want in your configuration 4. Click CLOSE to return to your Application Configuration NOTE: You can use the Fee Code, Req Review, & Is Active? After you have selected and entered them in the configuration so there s no need to use those fields while you are adding Work Types. ADD Work Types Screen Page 28 of 94

29 Configuring Applications After you ve added all the Work Types, Click the CLOSE button to return to the Application Configuration screen. You will see the newly added Work Types in boldface and hovering the mouse over the Work Type Name will give you information on when and who added that Work Type. Application Configuration Screen -- Newly addd Work Types display in bold Page 29 of 94

30 Configuring Applications Customer Summary Screen indicating Plan Review Required Next you will assign a Fee Code if this configuration will be Over-the-Counter (Non-Plan Review). Plan Review configurations will not use Fee Codes -- jurisdictions will Invoice for the fees. You will also flag if this Work Type will trigger the Application to Require Plan Review, if it s Active yet, and if this SKU is required to be filled in by the applicant. See FEE CODES Section in this document for detailed instructions on creating Fee Codes. Page 30 of 94

31 Configuring Applications For Over-the-Counter/Non-Plan Review only assign a Fee Code from the drop-down list. See FEE CODES Section in this document for details on creating fee codes. Hovering on the icon beside the fee code will give you details. Page 31 of 94

32 Configuring Applications Adding Supplemental Questions or Information You can gather or provide the applicant with additional information with Supplementals. Supplementals entered to this Application Configuration will display to the customer during the application process after they ve entered the project details and all the contact information. You can use Supplementals to ask additional questions based on this Application Configuration as a whole, or only if a certain Work Type/SKU is filled in by the applicant. On the Supplementals Tab, click the drop-down arrow to add a Supplemental. You can select a pre-existing questionaire from here. To create a new Supplemental questionaire, use the the MANAGE Supplementals menu. See Supplementals Creating New Questionaires. Click on the drop down box Select to Add. Page 32 of 94

33 Configuring Applications Click on the Supplemental you wish to add to this Application Configuration. By entering a SKU Assignment, you can trigger this Supplemental questionnaire when specific SKU s are filled in on the customer s Application. Otherwise, this Supplemental will appear for this Application Configuration regardless of which SKU s/work Types the customer fills in on the Project Details page. Page 33 of 94

34 Configuring Applications To assign SKU s, click the +ADD button and a list of the SKU s on this Application Configuration will be displayed. Select the appropriate SKU, then Click the +ADD button. You may add multiple SKU s to a Supplemental however, only the configured SKU s will appear in the drop down list. Use the DELETE Button to remove a SKU assignment. Page 34 of 94

35 Configuring Applications Customer Supplemental Screen Page 35 of 94

36 Configuring Applications Document Types For Plan Review applications, you can add Required and Optional/Additional Document Types which the applicant will upload with their applications. The Document Types list is a fixed list created by the MBP team. If you need a new document type created, submit a request on the MBP SharePoint Team site. Click the drop down box Select to Add for a listing of available document types. Select the appropriate Document Type and it will be added to your configuration. You may set this document to be Required, Assign specific SKU s, and allow Exception by SKU which reverses the Required or Not if that SKU is required to be filled out. If a document is marked as required, SKU s assigned as exceptions will change it to optional. If a document is optional, SKU s assigned as exceptions will change it to required. You may change the order these documents appear by using the arrows in the left column to drag and drop into the new order. To remove a document type from this Application Configuration, use the Delete icon in the right column. NOTE: All files uploaded in MBP must be a PDF format and less than 500 MB in size and have security settings that allow editing. Page 36 of 94

37 Configuring Applications Customer Application File Upload Screen Page 37 of 94

38 Configuring Applications Submittal Information Information on submitting this Application, additional details to communicate to the applicant, and links to other documents and information can be added to the Submittal Tab. The information will appear on this application configuration only it is not globably added to all applications. Customer Application Instructions Screen contains the Submittal Info from configuration Page 38 of 94

39 Configuring Applications General Process Info Tab Information on the General Process Tab will also show on the Application Instruction Screen when the applicant applies for this permit configuration. As with the Submittal Info, you may enter and format text and include hyperlinks to other documents. Page 39 of 94

40 Configuring Applications Customer Application Instructions screen displays: Submittal Info, Required Supplements list and General Process Info Page 40 of 94

41 Configuring Applications Cloning or Copying an Application Configuration Once you have an Application Configured, you may Clone it to another configuration. The Application Type must be the same (such as Building to Building) but the other 3 buckets may be different from the original. All of the components of the configuration including: Pre-Application Message, Work Types, Supplementals, Document Types, Submittal Info and General Process Info will be copied to the new configuration. All the components can then be modified accordingly. Steps: 1. From the original Application Configuration, click CLONE 2. Select the Project Type, Activity Type, and Scope of Work for the new configuration 3. Confirm your selections 4. Click Proceed with Cloning 5. You will see a green success message Original Application Configuration that you wish to clone/copy Page 41 of 94

42 Configuring Applications Select the Project, Activity and Scope for the new Application Configuration Confirm and proceed Confirmation of successful cloning Now you can open that new copy of the Application Configuration and make any modifications necessary. Page 42 of 94

43 Configuring Applications Deleting an Application Configuration You must delete all the Work Type/SKU s from the configuration before you can delete the entire configuration. Use the trashcan icon on the right of each Work Type to remove that line. Once all the Work Types have been deleted, you may delete the Application Configuration using the orange Delete Configuration button next to the Clone button. Page 43 of 94

44 Configuring Applications Requesting New Items Permit Types, Document Types, Work Types, etc If you need new or additional items when configuring applications, below lists the process for requesting new. If you have any questions, please contact the Program Team Chair or MBP Program Analyst. Permit Types- new Permit Types are only added if/when the entire Program Team fully discusses and is in agreement on the new type. The logic flow for a new Permit Type will have to be determined by the team and developers. Once the Program Team agrees on adding a new Permit Type, a new request can be added to the Tracker Backlog list and will go into the development process. Project Types same as new Permit Types Activity Types new Activity types can be requested. The name and a description must be submitted to the Tracker Backlog, approved by the Program Team, then will be submitted to the developers. Scope of Work same as Activity Types. Work Types/SKU s if you need a new Work Types/SKU, submit a request on the MBP SharePoint Team site. You will need to enter a name, screen label, type such as checkbox or radio button, and the category it should go in. Categories (for the Work Types) Categories are how the Work Types are grouped on the applicant s detail screen. Submit requests for new Categories in the same place as a new Work Type. Document Types Submit a new Document Type request on the MBP SharePoint Team site. Page 44 of 94

45 Fees/Permit Prices Fees/Permit Prices MyBuildingPermit will use the Fee Codes and Valuation/Range Tables to calculate the permit fees for Over-the- Counter (OTC) Non-Plan Review applications. Plan Review application fees come from you invoicing the customer utilizing your backend system fee calculations. For specific information on invoicing see the Plan Review Application Processing Document. The fees that are calculated for a permit, are included in the XML output from MBP that you will map to your backend permitting system. See MBP Jurisdiction Integration Section in this document. NOTE: Creating a spreadsheet of your permit configurations prior to setting them up and creating Fee Codes in MBP is very beneficial. Identify which configuration is Over-the-Counter verses Plan Review as only Over-the- Counter need a fee code. Also determine what type of fee each should be: flat, calculated, valuation, etc. Once you have your configurations in a spreadsheet, you can configure them in MBP more easily. Example: Page 45 of 94

46 Fees/Permit Prices Fee Codes-Overview Fees Codes contain the dollar amount, valuation and range tables to use, calculation type, which line in the cart it will appear, rounding, etc. Fee codes are used instead of hard coded calculations to allow ease of modifications and adjustments when necessary. Editing a single fee code will change the amount for every Application Configuration using this fee code. You also set an Effective Date which allows you to create Fee Codes prior to them going into effect. This is especially beneficial when your jurisdiction increases fees at the beginning of a new year or budget cycle. When creating a Fee Code, it is important to name it with a logical, meaningful name so anyone in your jurisdiction will understand its use. A good naming convention is to have the Application Type plus a description of the fee: Examples: BLDG-Demolition MECH-Heating Valuation Permit-Technology Fee MECH-8dollars Page 46 of 94

47 Fees/Permit Prices Valuation/Range Tables-Overview When fees are variable based on different project values or quantities, the Fee Code will need to reference a table. Valuation Tables are used for fees dependent on a dollar amount of the project or building valuation. Range tables are used when fees vary for different quantities. Each jurisdiction can create their own valuation and ranges in tables, save them with meaningful names, and then create fee codes using these tables. A valuation table or range table needs to be created prior to using it with a Fee Code. The Fee Code has to be created before you can assign it to a Work Type in the Application Configuration. Example of a table for Building Valuation Page 47 of 94

48 Fees/Permit Prices The flow chart below shows the process for creating MBP Fee Codes. Page 48 of 94

49 Fees/Permit Prices Creating Valuation or Range Tables From the MANAGE menu, select FEES, then MANAGE Valuation/Ranges. You will see a list of your jurisdictions existing Tables, if any. Clicking on the Table Name will open that table and display the table configuration and which fee codes reference this table. Page 49 of 94

50 Fees/Permit Prices Example of a Valuation Table (the Minimum and Maximums represent dollar ranges) Example of a Range Table (the Minimum and Maximums represent quantity ranges) Page 50 of 94

51 Fees/Permit Prices Steps to create a new Table: 1. To create a new Table, click the +ADD button and give it a meaningful name and detailed description. 2. Enter the Minimum & Maximum values, Base Rate, Plus $$ (amount added when the For Every value is reached), and the For Every value and click INSERT to add the line to the table. Page 51 of 94

52 Fees/Permit Prices In the following example, if the applicant entered 120 as a quantity for a Work Type with a Fee Code using this table, the amount would be: (100 * 5.00) + (2 * 2) = $504. $5.00 each for the first 100 (equals $500), then for each set of 10 thereafter (there would be 2 sets of 10), it would add $2: ($2 * 2 sets) = $4. Example of the line within the table. Page 52 of 94

53 Fees/Permit Prices 3. To ADD another line to the table, click the +ADD button. You may edit or delete each line within the table using the buttons in the first column. 4. Once your table is complete, click SAVE. To Copy or Duplicate a Table, click the CLONE button while in the table edit screen. You may DELETE a table only if it is not referenced in any FEE CODES. 5. Click CLOSE to exit the Table Edit screen. Once you have the necessary Tables created, they can be used within a FEE CODE. Page 53 of 94

54 Fees/Permit Prices Example of a Fee Code using a Valuation Table Page 54 of 94

55 Fees/Permit Prices Creating and Using Fee Codes MyBuildingPermit.com uses the Fee Codes, which are named calculations or amounts that could be fixed or based on a Table with a range. Only Over-the-Counter (OTC) or Non-Plan Review permits use the Fee Codes. Plan Review applications will have fees based on jurisdiction backend system fees and generated through an invoice process. Fee Codes are assigned to Work Types that do not require Plan Review within an Application Configuration. (see Configuring Applications) You can assign Fee Codes while configuring your Applications, or from the MANAGE Fee Code screens. A single named Fee Code can have multiple calculations, each with a different Effective Date. Order for creating Fee related items 1. Create Valuation/Range Tables (if needed) 2. Create Fee Code (see below) 3. Assign Fee Code to Work Type/SKU Steps to Creating Fee Codes 1. Determine the type of fee code and calculation needed 2. Use the MANAGE Menu > FEES >Manage Fee Codes 3. The list of your jurisdiction s Fee Codes will appear 4. Click the +ADD button on in the upper left of the grid to create a new Fee Code 5. Give the Fee Code a meaningful name 6. Click the +ADD button 7. Enter the following data: o Effective Date date which the code will take effect it will continue in effect until another line in this code is entered with a later date. o Fee Calculation Type - Calculation, Flat, Percentage, Range, Valuation, Valuation Exception (see more detail on the Calculation types below) o Cart Line Item how the cart will roll up the fees and display the amounts o Amount ($) dollar amount o Value/Range Table Name name of the Table to use for this Fee Calculation o Percent (%) - if the Calculation Type is Percentage, enter the percent amount o Rounding If you want the calculated amount to be rounded to nearest cent (2 decimals) or nearest dollar o Qty Sum by FeeCode? - if all items selected by the applicant with this same Fee Code should be counted together and then calculate the fee. (Example: fee applies to the total number of fixtures instead of each individual fixture.) o And a Description Detailed description for the code Page 55 of 94

56 Fees/Permit Prices Examples of Fee Codes Clicking on Column Heading will Sort by that Column Click the +ADD in the upper left column to add a new Fee Code. Page 56 of 94

57 Fees/Permit Prices Fee Code Creation Detailed Steps Enter the Effective Date You may have more than one calculation or amount in a single Fee Code, each with their own Effective Date. This allows you to enter new amounts if your jurisdiction would have an increase in fees beginning on a specific date. MBP will use the Fee Code calculation with the most recent Effective Date. Select the Calculation Type Calculated quantity times the dollar amount Flat a fixed fee charged regardless of quantity Percentage calculate a percentage Range Uses the Table entered in the Value/Range Table Name to calculate the fee Valuation-- Uses the Table entered in the Value/Range Table Name to calculate the fee Other types of calculations such as Minimum and Maximum Adjusted Amounts can be created for your jurisdiction if needed. Page 57 of 94

58 Fees/Permit Prices Select how this Fee will be displayed in the Cart. The options will be based on the Fee Calculation Types you have. Example of Line Items in the Cart Page 58 of 94

59 Fees/Permit Prices If the Calculation Type is either Valuation or Range, a Table name must be selected. Example of a FLAT Fee calculation regardless of the quantity the applicant would enter, or the value of the work, any Work Type information entered that has this Fee Code assigned would be charged a flat $41 Page 59 of 94

60 Fees/Permit Prices Deleting Fee Codes The Fee Code cannot be deleted if it is assigned to any Work Types/SKU s (as noted in the far left column). You must remove the Fee Code from all assignments before deleting, then use the Delete icon next to the Edit button. NOTE: Newly updated data will have a darker shading and hovering over that line will display information on who and when it was last edited. Example of a Fee code with multiple Effective Dates Page 60 of 94

61 Fees/Permit Prices Assigning Fee Codes to Work Types/SKU s After the Fee Codes are created, they need to be assigned to Work Types/SKU s in the Application Configuration. There are two ways to get into the ASSIGN FEE CODE functionality: 1. MANAGE=> Fees=>Manage Fee Codes then click the ASSIGN FEE CODES button. Or 2. When Configuring the Application, Work Types Tab, use the ASSIGN button in the Fee Code column. Assigning Fee Code from MANAGING FEES Assigning Fee Code from the Application Configuration Screen Page 61 of 94

62 Fees/Permit Prices Steps for Method 1: Using the Manage Fee Codes Assign 1. From the MANAGE=>Fees=>Fee Codes, click the ASSIGN FEE CODE(S) button 2. Search for the SKU s/work Types for which you want to assign fee codes 3. Select the SKU/Work Type 4. Click ASSIGN FEE CODE-> button 5. Select all the Configurations from the List to assign to 6. Select the Fee Code from the Drop Down box 7. Click the ASSIGN button Detailed Steps From the MANAGE=>Fees=>Fee Codes, click the ASSIGN FEE CODE(S) button Search for the SKU s/work Types for which you want to assign fee codes You can search by an Application Type, or keyword within the SKU. Then Click on the GET button. Once you have the list of SKU s you want to assign the fees to, check the box for each one in the right column, or click the box next to Select ALL if you want every SKU in the current list being displayed. Then click the ASSIGN FEE CODE-> button. Search by Application Type: Page 62 of 94

63 Fees/Permit Prices Search by a Keyword Hovering over the Product Name will give you information on how many configurations you have with the SKU. After clicking the ASSIGN FEE CODE button, you will have a listing of all the configurations containing those SKU s searched for above. Check the box on the right for the ones you wish to assign the code to, then click the drop down arrow and choose the appropriate Fee Code. Click the ASSIGN button. Page 63 of 94

64 Fees/Permit Prices Select the Fee Code from the drop-down list and then click the Assign button. Examples of Fee Codes assigned to SKU s Hint: Any time you see a blue symbol with the arrow, you can click on that to jump to that code or configuration. To remove a fee code, follow the same steps and select No Fee Code. Page 64 of 94

65 Fees/Permit Prices Steps for Method 2: Assigning Fee Codes during Application Configuration 1. From the MANAGE-> Applications Menu, select the four buckets for the configuration 2. On the Work Types Tab, use the ASSIGN button in the Fee Code column 3. Remember to ACTIVATE the SKU if you ve just added it by clicking the box in the Activate Column NOTE: Remember only Over-the-Counter Permits need Fee Codes Plan Review fees will come from your backend system when you invoice. Page 65 of 94

66 Fees/Permit Prices Listing of your Configurations with Fee Codes Exporting your Fee Code List To export a list of your Fee Codes details to an Excel spreadsheet, including the Name, Number of Application Configurations it is assigned to, Effective Date, Calc Type, Amount, etc., use the Export Full List button when you are in the Manage Fee Codes screen. Example of the Fee Code Export Fee Maintenance Increases, New Fees When your jurisdiction increases, changes, or adds new fees, you can create the codes and add them to your SKU s/work Types ahead of time by setting the Effective Date to the appropriate future date (for instance 1/1/2018). You may also copy/clone Valuation/Range Tables and update the amounts be sure to give the updated table a new descriptive name and reference it in the appropriate Fee Codes. Adding a new FEE Code with future expiration date you can copy an existing Fee Code, change the Effective Date to the future date and enter the new Amount. Anywhere this code is used, the new Amount will be in effect as soon as the Effective Date occurs. Page 66 of 94

67 Fees/Permit Prices NOTE: If you ve created a new Valuation/Range Table that will be used with your new Fee Code, be sure to change the Table Name in the Fee Code setup as well. If fees are hardcoded or have special handling (such as complex electrical permit fees) send your new fee amounts to the MBP Support/Business Analyst to update. They will need to have a developer update the fees and you will need to thoroughly test in the Staging system before they will be entered into production. Example of a Fee Code with two separate Effective Dates Page 67 of 94

68 Settings Jurisdiction Information Settings Jurisdiction Information Jurisdictions have the ability to setup and edit specific information from the MANAGE-> Settings menu on the Jurisdiction Admin page. Jurisdiction Settings Website link, Contact , Credit Card limit, if Local Business License is required, if Business License Expiration Dates is Required, and if you are active MBP and show in the Jurisdiction list. Applications- setting for which types of Permit/Applications you offer and which will accept Plan Review applications, and if you Opt Out of any types with a message displayed. Inspections- If you accept AM/PM inspection times, if the times come from the interface with the jurisdiction s backend system, and the message displayed on the Inspections site. Holidays only used for non-integrated jurisdictions Page 68 of 94

69 Settings Jurisdiction Information Application Setting Screen Editing options for the Application Setting Page 69 of 94

70 Settings Jurisdiction Information Inspections Settings Holiday Settings are needed only if your jurisdiction is not integrated with MBP Page 70 of 94

71 Supplementals Creating New Questionnaires Supplementals Creating New Questionnaires Supplementals are a way jurisdictions can request additional information or provide more detail to an applicant on Plan Review applications. Supplementals have to be created first in the Jurisdiction Admin MANAGE Supplementals, then assigned to an Application Configuration. Questions within the Supplemental can have different types of answers, be set as required to be completed, put in specific order, and also contain hyperlinks. Customer Application Supplemental view Page 71 of 94

72 Supplementals Creating New Questionnaires Steps for creating a new Supplemental questionnaire: 8. From the MANAGE menu, select Supplementals 9. Select the Application Type for which the Supplemental Questions will pertain 10. Click the ADD button 11. Enter the NAME of the Questionnaire 12. Confirm the Application Type 13. Click SAVE to save and begin adding questions 14. Use the EDIT button to edit the name or application type 15. Click ADD QUESTION to add your first question 16. Enter the Question text, Answer Type, and if it s Required 17. Click SAVE Configure Supplementals Screen Page 72 of 94

73 Supplementals Creating New Questionnaires Choose the Application Type for which this supplemental will be used, then click the +ADD button. Enter the Supplemental Name and confirm the Application Type the SAVE. Click the +ADD Question Button to begin adding questions. Page 73 of 94

74 Supplementals Creating New Questionnaires Once you ve entered your question text, select the type of answer you want. Each of the Choice answer types will give you the opportunity to enter the answers one at a time. After entering the first answer text, click on the blue plus symbol at the end of the text box to add that answer. Enter the remaining answers, each one at a time and then set if this question is Required or not. Once you have all the answers and Required setting, click the blue SAVE button. Page 74 of 94

75 Supplementals Creating New Questionnaires Examples of Answer Types of Label with no Response Required and Yes/No Page 75 of 94

76 Supplementals Creating New Questionnaires Supplementals are created using the MANAGE Menu, and then they are added to an Application Configuration on the Supplementals Tab. Page 76 of 94

77 Support Menu Support Menu The new release of MBP in May 2016 now has a SUPPORT menu that is available to Jurisdiction Admins and System Admins only. Searching by the Application ID, Permit, or Invoice number, you can: Regenerate Permit PDF Resend Transaction Confirmation Regenerate Application PDF Remove Unpaid Invoice from Cart Add Delegates MANAGE -> SUPPORT Clicking the blue arrow will take you to the Application Detail on the dashboard. Page 77 of 94

78 Support Menu NOTE: If a button is grayed out, that function is not available because the permit hasn t been generated or paid for, or there s no Unpaid Invoice, or it s not a Plan Review application to add a delegate to. Also, if you search for a permit and cannot find it, remember that Over-the-Counter permits are deleted from MBP 90 days following its date of issue. Any reprints of those permits will have to come from the jurisdiction s backend system which is the actual system of record. Page 78 of 94

79 Notifications Notifications System generated notifications are sent to customers and jurisdictions throughout the plan review process. Notifications are triggered by specific actions on the Dashboard. Who Action Subject Recipient Applicant Submits or resubmits a plan Application Confirmation Applicant, Project review application Contact Applicant Submits or resubmits a plan New Application Jurisdiction review application Jurisdiction Rejects a plan review application Application Not Accepted Applicant, Project Contact Jurisdiction Submits a new invoice Payment Due Applicant, Project Contact, Delegates Applicant, Pays an invoice Payment Confirmation Applicant Delegate Jurisdiction Uploads documents New Document(s) Applicant, Project Contact, Delegates Applicant, Delegate Uploads documents New Document(s) Jurisdiction Applicant, Delegate Submits contractor information or cancellation request New Document(s) Jurisdiction Page 79 of 94

80 Requesting new Work Types, Document Types, etc. Requesting new Work Types, Document Types, etc. To request new Work Types/SKU s, Document Types, or Activity or Scopes, or any other modifications or enhancements to MBP, enter a request on the MBP Team SharePoint Site. Any questions or assistance with best practices can be directed to the Program Team members, or Program Business Analyst (see the MBP contact list). Page 80 of 94

81 Reports Reports Page 81 of 94

82 Page 82 of 94 Release 2016 Reports

83 Reports Inspection Reports Only non-integrated jurisdictions will receive Inspection Reports. If you are integrated, Inspection data is updated regularly through a web service. Page 83 of 94

84 Addresses in MBP Addresses in MBP Addresses/Job Locations within MBP come directly from jurisdictions backend (source) system via a database view. This is a direct link between MBP and your source database whereby a process runs each night to pull information from your database view into the MBP Address table. To add or update an address in MBP, it must first be updated in your backend/source system. The database view or table that is connected to MBP needs to be refreshed on the jurisdiction side. This is probably a stored database procedure or server process that runs on a regular basis -- something your IT Department/Database person would have set up. Once the database view on your side is updated with the new address information it can be pulled into MBP by either: 1. The nightly automated process, or 2. Manually pressing the Refresh Addresses button on the Admin Landing Page. Page 84 of 94

85 Additional Resources - MBP Team SharePoint Site Additional Resources - MBP Team SharePoint Site The MBP Program Team maintains a shared site where program documentation, agendas, team contact information, MBP Team Site. Use the Forms Authentication. If you do not have login, please contact the MBP Program Business Analyst. Page 85 of 94

86 Additional Resources - MBP Team SharePoint Site Use the Issues and Requests Links to add new items you d like. Page 86 of 94

87 Application Process Flows Application Process Flows Over-the-Counter Permit Process Flow Page 87 of 94

88 Page 88 of 94 Release 2016 Application Process Flows

89 MBP Jurisdiction Integration MBP Jurisdiction Integration MyBuildingPermit.com is an online portal which sends permit application data to the member jurisdictions permitting system (referred to as backend system) and then displays information from the backend such as status, activity, invoice data, etc. When a customer applies for an Over-the-Counter (non-review) permit, or a jurisdiction permit technician accepts a plan review application in MBP, MBP packages up the Application information into an XML document that is sent to the jurisdiction provided Web Service. This XML document is then parsed on the jurisdiction side and should go thru a translation process to convert MBP terms into the Jurisdictions Permit System backend specific terms. After the translation process occurs, the data can be inserted into the backend system and return an XML file to MBP that the insert was successful. MBP then makes a second call to the jurisdiction provided web service method to receive the newly inserted permit number from the backend system which MBP will place on the Permit Card pdf. Each jurisdiction s backend system is technically the system of record and stores all application and permit data. This information is not stored in MBP, it connects to the backend to display the data. This includes: Addresses, Invoices, Permit Status, Inspection Data and Files Transferred and comes from database views the jurisdiction creates and exposes to MBP. It is the jurisdictions responsibility to develop the web service to receive the permit application XML file sent by MBP in the format, parse that data, and insert it into your backend system, send a response back to MBP, then send MBP the newly generated permit number. It is also the jurisdiction s responsibility to create and expose the necessary database views for MBP from which MBP pulls data. MBP Customer Application Process Application Summary Screen Page 89 of 94

90 MBP Jurisdiction Integration How data is transferred and displayed Page 90 of 94

91 MBP Jurisdiction Integration Skills and Resources Needed Jurisdiction Responsibility Develop asmx web service to receive MBP XML data, parse, translate, and insert into backend permitting system. Provide URL to web service to MBP staff. Create translation document or spreadsheet to convert MBP data into backend system terminology and correct database fields. Create database views with a read-only user account and provide details to MBP staff. Set up MBP Application Configurations, Fee Codes, etc. Test end-to-end Permit Application process and verify integration into backend system is correct and permit number and status back to MBP is correct. Description of Skills Needed Web Developer with web service and integration experience. Jurisdiction Business Analyst (SME) or Permit System Consultant with in-depth understanding of backend system database structure, permit process and fee structure. Database Administrator or Permit System Consultant Jurisdiction Permit Tech/Analyst (SME) with in-depth knowledge of jurisdiction permitting process, fee structure, business processes Jurisdiction Permit Tech/Analyst (SME) with in-depth knowledge of jurisdiction permitting process, fee structure, business processes Terminology Used Application Configuration MyBuildingPermit.com s structure for the permit application data which is set up by the jurisdiction. Consists of: Application Type (such as Building, Mechanical), Project Type (such as Single Family, or Nonresidential), Activity Type (such as New, Addition), Scope of Work (such as Primary Building, Accessory Structure), Fixture and Component Details, Documents Required, Plan Review or Non-Plan Review, Fees, etc. Backend System the Jurisdiction s permitting system (such as TRAKiT, Energov, Amanda) Database View a subset of read-only table data in your backend database Web Service - programming code that provides a method of communication between two electronic devices or applications over the internet. A request or response to a request that allows one application or program to remotely access or transfer data. XML the standardized format of the data that is sent from MBP to Backend System via a Web Service Page 91 of 94

92 MBP Jurisdiction Integration MBP Application Configurations MyBuildingPemit.com allows each jurisdiction to set up the specific information the customer will need to provide as part of the permit application process. Moreover, the online application process used by MBP is more akin to an interview process than a fill-in-the-form exercise. This means that while the technical application requirements will be specified by state and local codes and jurisdictional policy, the MBP application process may occur in an order and manner that is substantially different than the jurisdiction s current paper-based application processes. Using an interview process for the application substantially reduces errors and helps the applicant understand exactly what information and data must be submitted for each project. The application configuration information will then be sent to your backend system in an XML file via your web service. Your web service will contain the programming coding to parse the MBP XML data and insert into the correct fields into your backend system database. It is the jurisdiction s responsibility to develop the web service and mapping of the MBP data to your backend permitting system database. See examples in Appendix A. Page 92 of 94

93 MBP Jurisdiction Integration Integration Points Component Method Notes Permit Creation Web Service Web Service created by Jurisdiction to consume the XML output from MBP Inspection Scheduling Web Service Web Service created by Jurisdiction to consume the XML output from MBP File Transfer Web Service Web Service is provided by MBP will need to have the path/location of where you want the file uploads from MBP to land. Address Search Database View Expose a View in your permit database MBP will connect via your IP Address, Database Username and Password Invoicing Database Expose Views in your permit database MBP will connect via your IP Status Site Data View Database Views Address, Database Username and Password Expose Views in your permit database MBP will connect via your IP Address, Database Username and Password Page 93 of 94

94 Helpful Information and Troubleshooting Helpful Information and Troubleshooting Customers should contact the jurisdiction directly for help with the following: Find or add a new address within MyBuildingPermit.com Determine if work requires a permit or which type to select Request a refund Update a local/city Business License Request changes to a permit Inquire about Permit fees Technical Help - jurisdiction admins and customers can contact the MBP Support desk for technical assistance such as if MBP is offline, or they receive an error when applying for a permit. egovsupport@ecitygov.net Phone: Support is available Monday through Friday, 7:00 AM to 5:00 PM Pacific Standard Time. Offices are closed on Federal Holidays. Help documents are located in the following locations within MBP: Customer help documents and links are on MyBuildingPermit.com Home Page - Help page Jurisdiction help documents and guides are found on the MBP Team Site and the Jurisdiction Dashboard -- Page 94 of 94