THE CITY OF KISSIMMEE

Transcription

1 THE CITY OF KISSIMMEE EPERMITS APPLICANT USER S GUIDE Applicant User s Guide epermits Review 1 City of Kissimmee, Florida

2 CONTENTS epermits Introduction... 4 Electronic Plan Submission... 4 Standards... 5 Computer Requirements... 6 Required Files... 6 Border Standards... 6 Graphic Scale... 6 File Naming Standards Building Plans (Residential & Commercial)... 7 File Type Standards... 7 Signed and Sealed Drawings... 8 Folder Structure for Uploaded Drawings and Documents... 9 Markup Name & Color Standards... 9 Login to City of Kissimmee epermits epermits Review Invitation New Users Existing Users Quick Reference Table Uploading Files Security Timeout Prescreening Prescreening Has Been Approved Prescreening Has Been Rejected Outside User Project Access Plan Review Cycle Plans Are Ready For Approval Plans Are Not Approved and Corrections Are Requested Permit Approval & Release of Plans Approval Release of Plans Submitting Amended Plans Appendix A epermits End-User Training Guide Applicant User s Guide epermits Review 2 City of Kissimmee, Florida

3 Appendix B epermits Visualization Tool Appendix C epermits System Use Requirements Appendix D Vista & Windows 7 Install Instructions Appendix E Frequently Asked Questions Appendix F - Definitions Applicant User s Guide epermits Review 3 City of Kissimmee, Florida

4 EPERMITS INTRODUCTION The City of Kissimmee Building Division is pleased to announce the unveiling of our new electronic building application program, epermits. This web-based program will transform our paper based building permit application process into an electronic/paperless process. epermits will increase review efficiency, allowing for reviews to be completed faster; reduce costs for both the City and its customers; and support green initiatives by eliminating the need to print and submit paper plans. When an applicant (architect, engineer, home owner, business owner or agent) submits a building permit application requiring drawings, epermits will invite the applicant s architect and/or agent by to upload the electronic drawings and all relevant documents. City review staff will then have simultaneous access to review the plans and note any corrections directly on the plans to afford absolute clarity. The applicant is notified of the correction and the updated plans are electronically resubmitted to the City. When the plans are in order, all fees are paid and a permit issued, the applicant can download the approved stamped plans. At that time, the plans are to be printed by the applicant and used for construction of the project with subsequent inspections to follow. Submit Pre-screened & Routed for Review Make Corrections & Re-Submit Final Approval Download Approved Plans This guide provides basic documentation on the steps involved in the epermits process. It has been prepared as a general reference guide and is not designed to present every detail or situation on every element of the process. There are text descriptions and screen images of the step-by-step tasks necessary to complete a submittal and review using epermits. If at any time in the process you have questions or concerns, please contact the Development Services Building Division at or epermithelp@kissimmee.org. ELECTRONIC PLAN SUBMISSION As of this time, the following Building Permits will be processed through epermits: Commercial New (Under 6,000 sqft) Commercial New (6,001 to 10,000 sqft) Commercial New (Over 10,001 sqft) Commercial Addition Commercial Interior Alteration Commercial Interior NEW (Under 6,000 sqft) Commercial Interior NEW (Over 6,000 sqft) Multi-Family (Less than 9 Units) Multi-Family (9 to 16 Units) Multi-Family (Over 16 Units) Single Family (0 to 1,499 sqft) Single Family (1,500 to 2,499 sqft) Applicant User s Guide epermits Review 4 City of Kissimmee, Florida

5 Single Family (2,500 sqft & Up) Single Family Model (0 to 1,499 sqft) Single Family Model (1,500 to 2,499 sqft) Single Family Model (2,500 sqft & Up) Applications are available at the Development Services Building Division office or at Single Family Additions Single Family Alteration Townhouse Model Townhouse In Person or Mailed: Completed applications and permit review fees are to be submitted at: Development Services Building Division 101 Church Street, Suite 120 Kissimmee, FL A non-refundable upfront permit review fee is due at time of permit application submittal. Permit review fee is based on the value of the construction proposed. Please consult the Building Division for estimates. The following forms of payment are accepted for permit review: o Cash or Check o Money Order o MasterCard or Visa Note: Additional mobility, impact and other related fees may be required prior to permit issuance All fields must be entered into ComDev. Once the permit number has been created, the application must be scanned into the file folder U:\Building\Projectdox File and it is to be named by the permit number (Follow the scanning instructions). Hardcopy plans and documents cannot be accepted. After the application has been entered and the fees have been paid, the Applicant will receive an epermits from the Permit Coordinator requesting the plans and documents to be uploaded into the program. Note: A project will not be created until the review fee has been made. NOTE: All other permit application types are called Traditional permits and must be submitted in person, mail or by . Traditional permits, which are those that are minor in nature and in most instances can be obtained over the counter or within a couple of days of submittal, include: Fences & Walls Aluminum & Vinyl Siding Tree Removal Sheds & Garages Signs Fire Protection Pools & Spas Tents Plumbing Screen Rooms & Enclosures Minor Interior Alterations Mechanical Roofing Site & Land Clearing Electrical STANDARDS Standards allow for easy identification of drawing by naming convention, vector file types in order to facilitate the most efficient review, color coding of comments for visual identification of departments and so on. Applicant User s Guide epermits Review 5 City of Kissimmee, Florida

6 COMPUTER REQUIREMENTS epermits requires an Internet Explorer Version 6 or greater browser running on a Windows 7 operating system. REQUIRED FILES 1. Drawing Files o All drawings MUST BE uploaded in a landscape orientation. o All drawings MUST BE uploaded as a separate file. o All drawings MUST contain a cover sheet o An index of drawings MUST BE included and contain a list of all plans with the page number system. 2. Supporting Document Files all other files that are required as part of the application submission but are not drawing files (i.e. Notice of Commencement, Energy Calculations, etc.). Each document shall be uploaded as a separate file. BORDER STANDARDS epermits will programmatically stamp the plans at the conclusion of the review. The stamp will be placed in the lower right hand side of each plan sheet. A minimum 3 wide by 3 high clear space MUST BE reserved on each sheet and be directly to the left of the title block. All title blocks must be exactly 3 in width. See diagram below for sample: GRAPHIC SCALE All plans must be drawn to scale and include a typical graphic scale as shown in the image below. When more than one scale is used on a sheet, an independent graphic scale must accompany the applicable detail Feet Applicant User s Guide epermits Review 6 City of Kissimmee, Florida

7 FILE NAMING STANDARDS BUILDING PLANS (RESIDENTIAL & COMMERCIAL) Filenames for drawings submitted through epermits Review are to include the first character(s) of the discipline name, followed by a 3-digit sheet number and drawing type. File names for both drawings and documents shall remain the same for all submittals. Please do not create different versions of the file name when uploading resubmitted files. Discipline First character(s) must represent the area of discipline, for example A for Architectural, STR for Structural. Ensure that all plans, including the associated details, are submitted under the correct discipline characters to be used. Sheet Number Must be a 3 digit number with leading zeros. Note: if decimals are needed, place decimal after the 3 rd digit, ex. P Drawing Type Discipline Discipline Sheet Number Example File Names Character Architectural ARCHITECTURAL A Cover Sheet ARCHITECTURAL A000 COVER Floor Plan ARCHITECTURAL A001 FLOOR PLAN Foundation ARCHITECTURAL A005 - FDN Elevations ARCHITECTURAL A009 - ELEV Details ARCHITECTURAL A015 - DETAILS Interior Design INTERIOR ID ID009 INTDS DESIGN Structural All STR STR002 STEEL BLDG Structural and related plans including details STRUCTURAL Plumbing PLUMBING PL PL099 - PLUMB Electrical ELECTRIC E E001 - ELEC Mechanical MECHANICAL M M101 - MECH Landscape LANDSCAPE L L011 IRRIG Survey SURVEY S S008 - SURVEY Shoring SHORING SHR SHR022 - SHORING Fire Protection FIRE F F799 FIRE Energy ENERGY EN EN012 - ENERGY Tip: Use a decimal to insert a plan page into the existing plans in the order you wish it to appear. Example: A001 FLOOR PLAN A001.5 ELEV inserted page. A002 - DETAILS FILE TYPE STANDARDS Only DWG, DWF, DGN, DXF or Vector PDF files will be accepted for drawings. AutoCAD software is commonly used to create drawing files. When creating each file, drawing must be sized in order for Applicant User s Guide epermits Review 7 City of Kissimmee, Florida

8 the approval stamp to be placed properly. Preferred drawing size is 24 X 36, landscape format. If PDF is the preferred file type, it is recommended that drawings created in AutoCAD are converted to Vector PDF by using the Autodesk Vector Graphic Converter DWG to PDF.pc3 plotter driver. If drawings are electrical, mechanical, plumbing/gas, etc, confirm that only the trade lines are dark by changing the background to grayscale prior to saving as a vector PDF file. Supporting files (non-drawing files) may be in the following formats: PDF, DOC, DOCX, XLS, XLSX, PPT, PPS, PPTX, TIF, TIFF, JPG, PNG, IMG, or BMP. Please submit searchable PDF files for calculations, reports and other supporting documentation. SIGNED AND SEALED DRAWINGS PEDDS (Professionals Electronic Data Delivery System) is a free program that is used to digitally sign and seal documents. This system is required to be used in lieu of the traditional embossed or ink seal normally placed on construction drawings. PEDDS is officially recognized by Board of Architecture and Interior Design and the Florida Board of Professional Engineers. Architects and Engineers are required to submit their certification of the drawings through the PEDDS system. For more information about PEDDS, click HERE and the system can be downloaded by clicking HERE. The PEDDS document must be submitted at the time of plan submittal and again at the end of the review if any changes or corrections were made to the original plans submitted. This document may be mailed in or delivered in person and is required before the plans can be released to the applicant. Applicant User s Guide epermits Review 8 City of Kissimmee, Florida

9 The PEDDS document must be submitted by each design professional that may collaborate on a project. For example a project may have different design professionals for Architectural, Structural, Mechanical, Electrical, Civil, Fire Protection, etc. FOLDER STRUCTURE FOR UPLOADED DRAWINGS AND DOCUMENTS All Building permit application forms must be uploaded into the Documents folder for each project. All drawings must be uploaded to the Drawings folder for each project. o It is important to upload ALL associated drawings at this time. o All Drawing files must be sized and saved in landscape orientation before uploading, in order for the approval stamps to be located properly in the upper right hand corner. o The Site layout for building plans should be uploaded into the drawings folder. All supporting documentation (any non-drawing files, truss calculations, electrical reports, etc.) must be uploaded into the Documents folder for each project. All responses to corrections requested by City Selected Department Reviewers must be attached to the eform for each project (see ecorrections User Guide) Approved folder will contain all City stamped and approved drawings and documents. MARKUP NAME & COLOR STANDARDS Standard markup names and colors will be used for each reviewing department for easy identification. A markup can have one or more changemarks. Changemarks are created to quickly identify a markup and associated comments. Corrected files should always be re-submitted with the SAME FILE NAME as the original submittal. DEPARTMENT REVIEWER MARKUP NAME MARKUP COLOR Department Reviewer Initials Building Division BD Purple Fire Department FD Red Planning Division PL Teal Toho Water Authority TWA Blue Engineering PE Orange Kissimmee Utility Authority KUA Green Applicant User s Guide epermits Review 9 City of Kissimmee, Florida

10 LOGIN TO CITY OF KISSIMMEE EPERMITS EPERMITS REVIEW INVITATION Once your application has been entered into the program, an epermits Review Invitation will be sent to the Applicant s address. The will contain the Applicant login information and information about the project, including a link to the project. The address the Applicant provided on the first application will be the User ID on all future epermits submittals. For first time users, the invitation will contain your login information, temporary password and information about the project, including a link to the epermit web portal. Applicant User s Guide epermits Review 10 City of Kissimmee, Florida

11 After you have clicked the link from your Plan Review Invitation, you will be directed to the epermits login screen. NEW USERS 1. Before attempting to use epermits for the first time, please read the User Guide in its entirety before attempting to upload files into epermits. 2. You must use Internet Explorer v6.0 or higher to access epermits. (epermits now supports multiple browser applications but Internet Explorer functions best when installing the components and viewing the drawings.) 3. Prior to logging into the epermits application, the following actions must be completed: If your computer has pop-up blockers installed, you will need to disable pop-up blocking for the epermits web address ( The indicator that this has not been done will occur when you type in your login and password, then hit the Login button and the page immediately disappears. It is not uncommon to have more than one pop-up blocker installed (Internet Explorer, Google Task Bar, etc). Once the epermits site is allowed, you will be able to utilize the application. epermit components are installed by opening a drawing or document and installing the Active X control. There will be a banner at the top of the drawing for you to click to begin the installation. A box will open and you will need to choose the Install button. Once this is completed, the drawing or document will open. (If you are using Windows 7 you will need to turn off the User Account Control (UAC) prior to installing the Active X control.) Although the program supports multiple browser applications, Internet Explorer is the preferred Applicant User s Guide epermits Review 11 City of Kissimmee, Florida

12 browser for the Active X installation. This installation will only need to be done once; if you utilize a different computer it will require another installation for each unique computer. The login page also provides a shortcut that you can drag and drop onto your desk top as well as a link to save the epermits web address to your favorites. The login page also provides a link to helpful user guides and frequently asked questions. 4. To sign in, enter the Applicant s address and temporary password (first time use) and click the Login button, as shown below: 5. Enter your new password and reconfirm the new password, personal account information. Fields with red asterisks are required but a full Profile record is ideal, then click the Save button in the middle of the screen. Remember passwords are case sensitive and must be 8 to 10 characters is length with at least one number and no special characters. This Profile Information can be accessed at anytime by selecting the Profile button at the top of the Home page. Applicant User s Guide epermits Review 12 City of Kissimmee, Florida

13 EXISTING USERS If you are a returning user, login to epermits with your full address and password. If you have forgotten your password, enter your address and click the "Forgot your password?" link on the login screen. This will bring up a screen and you will need to fill in your first and last name and then click the button Display security question. Once you have answered your security question, a new temporary password will be sent to your account to login and create a new permanent password. This will work only if you have logged in once and added a security question and answer. Note: No one, including City of Kissimmee System Administrators can see your password or security question answer. If you cannot access your account after trying to retrieve your account information, contact the epermits Administrator at to have your password reset. Applicant User s Guide epermits Review 13 City of Kissimmee, Florida

14 QUICK REFERENCE TABLE Applicant User s Guide epermits Review 14 City of Kissimmee, Florida

15 UPLOADING FILES 1. When you have successfully logged into epermits, the project screen home page will display. Any projects for which you have access will display in the list. Any outstanding tasks that require your action are displayed in the Task List area below the project list. Select the specific project that corresponds to the plans you will be uploading. The projects are listed in order by Project number (which is also the Building Permit number), but can be sorted by clicking on any header field name. 2. Click on your permit/project, then click the Drawings folder to upload your plan drawings or Documents folder to upload supporting project documents. REMINDER: All Drawing files must be saved in landscape orientation before uploading in order for the approval stamps to be located properly in the upper right hand corner. Applicant User s Guide epermits Review 15 City of Kissimmee, Florida

16 3. Upon entering either folder, you will be presented with two buttons, View Folders and Upload Files. 4. Click the Upload Files button. Select Files to upload will open. Click the Browse button to go to the file location on your computer and select the files you want to upload; multiple files can be selected by using your Shift or Ctrl keys. The files will then be copied to the upload window. Applicant User s Guide epermits Review 16 City of Kissimmee, Florida

17 5. Select or browse to the file location on your computer. Select or highlight the files you want to upload; multiple files can be selected by using the Shift or Ctrl keys. Click the Open button. Note: All drawings must be uploaded as individual files and saved in landscape (horizontal) orientation, by sheet name according to the file naming standards contained in this guide. See pages 6-9. Applicant User s Guide epermits Review 17 City of Kissimmee, Florida

18 6. Select Upload and a new window will open stating Your files have been uploaded with a list of those files. 7. Once the files are uploaded to the folder, the folder list is replaced by thumbnail images of each file contained in the folder. Next to each thumbnail, the file name, author, date uploaded, file size, and History icon displays. Applicant User s Guide epermits Review 18 City of Kissimmee, Florida

19 8. Repeat steps 1-7 to upload any associated documents. 9. Once all documents and drawings have been uploaded, the City Permit Coordinator needs to know that you are ready to begin the Prescreening process. a. Do this by being on your project home page (click on Projects icon) near the top right corner of the epermits window. b. Then click on ApplicantUpload text in the My Task Field. A pop up window will appear and click Yes to accept the task. Applicant User s Guide epermits Review 19 City of Kissimmee, Florida

20 10. An eform will appear. Click Upload Complete at bottom right corner of window screen. Another window will pop up asking if you want to continue; click Ok. Applicant User s Guide epermits Review 20 City of Kissimmee, Florida

21 11. Congratulations! You have successfully finished part one of submitting your plans electronically. Please logout after your session is complete. A notification has been sent to the Permit Coordinator to start the prescreening process to determine if the submittal requirements have been met. SECURITY TIMEOUT Due to security and resource concerns, the system will automatically sign you out after 60 minutes of inactivity. When you are ready to resume working with the system, click any button on the screen. The system automatically loads the login page for you. You can also close the web browser window and reload the login page manually in a new browser window. PRESCREENING After the files have been uploaded, the Permit Coordinator will start the prescreening process to ensure that the submittal is complete and accurate. Allow a minimum of one (1) business day after you have uploaded your documents for the Prescreening process to take place. PRESCREENING HAS BEEN APPROVED If your plans and documents are complete, an notification will be sent to the Applicant indicating that the prescreening process is completed and the formal review process will start. PRESCREENING HAS BEEN REJECTED If there are questions or missing items from your submittal, you will receive a Prescreening Corrections Request with items needed and instructions on how to re-submit. Applicant User s Guide epermits Review 21 City of Kissimmee, Florida

22 To review the comments and to make corrections, follow the steps below: 1. Click the link provided in the to access the epermits site and login. 2. The PrescreenRejected task will appear at the bottom of the Projects screen (Home Page). Click on this task and this will launch an Internet Explorer screen with the corrections form and another screen with the Drawings and Document folders you saw in the original upload request. Applicant User s Guide epermits Review 22 City of Kissimmee, Florida

23 3. Review the comments to identify which requirements were noted as missing or need correcting. Applicant User s Guide epermits Review 23 City of Kissimmee, Florida

24 4. After you have identified the missing or corrected drawings and/or documents to upload, login to epermits (if not already logged in) and enter the project. 5. Upload the missing and/or corrected drawings and documents (see the Uploading Your Files section on pages for instructions). Note: When uploading corrections be sure to label each page using original page identifier. 6. Click back to your Projects screen (Home Page) and click CorrectionComplete at the bottom of the page. This will trigger an eform to appear. When the eform opens, place a checkmark in the I have uploaded the corrected and the Corrections Complete button will display for you, click to complete your task. Upon completion, the City will be notified that the files have been completed or corrected and will continue with the Prescreening process. This will notify the City Permit Coordinator that you are ready for Prescreen Review again. Applicant User s Guide epermits Review 24 City of Kissimmee, Florida

25 Note: If you have outstanding fee balance, the plan review process will not start. An notification will be sent to the Applicant, including the amount of the permit review fee and instructions for payment. OUTSIDE USER PROJECT ACCESS To request an outside user have access to your drawings, changemarks and any other requested corrections, follow the steps outlined below: 1. Click on the Notes icon located near the top right corner of your epermits project window. 2. A window will appear; click on Add Topic button. 3. Select the Add outside user to project for View Only privileges category from the drop down menu. 4. Enter a subject and in the description list their complete name and address, then choose Save & Prepare Place a checkmark in the Submissions group and click Send. Applicant User s Guide epermits Review 25 City of Kissimmee, Florida

26 PLAN REVIEW CYCLE After Prescreening process has been approved. The review process starts and Selected Department Reviewers, will begin their review of the plans and documents. PLANS ARE READY FOR APPROVAL If your plans and documents are deemed ready for approval, please see page 28. PLANS ARE NOT APPROVED AND CORRECTIONS ARE REQUESTED If corrections are requested following the formal review cycle(s) of your drawings, follow the steps below: 1. You will receive an notification from the City requesting revised plans and/or documents. 2. Click the link in your to access the epermits site. 3. Login to epermits. The Applicant Resubmit task will display at the bottom of the main page with your permit/project number under the heading Project Name (i.e. BP ). Click on the permit number to access comments and mark-ups. Applicant User s Guide epermits Review 26 City of Kissimmee, Florida

27 CAUTION: You will need to open the eform to accept your task and access the review checklist comments but do not check the boxes until you are ready to resubmit your revisions. Checking the boxes at the bottom of the page in advance and then closing the eform, will prohibit the complete review button from being available at the time you are ready to resubmit your corrected plans. If this occurs, simply uncheck the boxes and close the form. Reopen the eform, check the boxes and the complete review button will be available. 4. The project page will open. Click on the Drawings folder to view all the plans that have markups 5. If markups exist on the file, a markup icon will be displayed. To access it, click on the icon next to the drawing as shown here. You would need to click on each drawing markup icon to view the comments for each applicable plan. Applicant User s Guide epermits Review 27 City of Kissimmee, Florida

28 6. Check one or more boxes to view the applicable comments compiled by a Selected Department Reviewer. 7. All changemarks will display in the right hand pane and as you review, click on each changemark and it will zoom directly into the red line made by the reviewer. Right Hand Pane 8. Once you have corrected all plans and are ready to upload your revised plans and supporting documents open the eform to mark this step complete. Applicant User s Guide epermits Review 28 City of Kissimmee, Florida

29 9. The eform will appear, scroll to the bottom of the page and select application confirmations. Checkbox 1 and 2 asks for confirmation that you have reviewed all the markup comments (red lines) and have addressed all the issues. Checkbox 3 confirms that you have uploaded revised drawings and/or documents using the SAME FILE NAMES. Note: You can click Save Task for Later to return to the project at any time. 10. Checkbox 3 asks for confirmation that you have corrected the plans and/or documents per the reviewer s request and that you have uploaded them into the appropriate folder. The Upload dialog is identical to your initial upload. The file will display the version number, V2 for example, because the correction was uploaded with the SAME FILE NAME as the original file name. Once all boxes have been checked, the Complete button will illuminate (see above step #9 illustration) and click it to resubmit to exit the form and submit the revised plans. This will send the task back to City staff to start the review cycle. PERMIT APPROVAL & RELEASE OF PLANS APPROVAL When the review is approved by all reviewers, the plans will be electronically stamped by the City. You will be notified by listing any potential holds and final fee balance. Applicant User s Guide epermits Review 29 City of Kissimmee, Florida

30 RELEASE OF PLANS After payment has been made and all holds have been satisfied, you will receive an with instructions on how to download and print your files located in the Approved folder. Applicant User s Guide epermits Review 30 City of Kissimmee, Florida

31 The plans and associated specifications/documents need to be printed by the Applicant and present on the job site and used for construction. The PEDDS Signature Document and the Signature Report need to be attached to the plans on the job site. Failure to have stamped approved plans, documents, and PEDDS certification on the job site will result in inspection denial and possible fines. 1. To print your approved plans and associated documents, click the login to epermits link at the bottom of the You will notice that you now have an Approved folder. 3. Click on the Approved folder. Above the thumbnails of your released plans, are several icons. Click the Download Files icon to download your final stamped released drawings. Once downloaded, plans and associated documents can be printed. Applicant User s Guide epermits Review 31 City of Kissimmee, Florida

32 4. Once downloaded, each sheet of the approved plan and document will have an batch stamp identifying the City s approval. SUBMITTING AMENDED PLANS After the plans have been approved and a permit is obtained, sometimes changes arise that require revisions to your approved plans or documents. These changes to a plan via a permit amendment can still be made. Note additional plan review fees may apply. Please consult the Building Division by contacting or at epermithelp@kissimmee.org. APPENDIX A EPERMITS END-USER TRAINING GUIDE This guide provides the information to help end users leverage the features and functionality offered by the ProjectDox solution. This guide is designed for individuals using the ProjectDox end- Applicant User s Guide epermits Review 32 City of Kissimmee, Florida

33 user web interface. Note: this guide is intended to apply to all ProjectDox type programs and may not be applicable to every step of the City of Kissimmee process. APPENDIX B EPERMITS VISUALIZATION TOOL This guide provides an overview of the ProjectDox Visualization Tool and provides exercises for the most commonly used features. The guide is designed for end users who are using their browsers to view documents, via web page links, that were processed and cached through the ProjectDox server. The ProjectDox Visualization Tool allows users to view, zoom, pan, rotate, measure, annotate, and redact documents and images quickly and easily. APPENDIX C EPERMITS SYSTEM USE REQUIREMENTS This document contains information regarding component installation, disabling pop-up blockers, and troubleshooting. This guide is intended for use by all users and departments. APPENDIX D VISTA & WINDOWS 7 INSTALL INSTRUCTIONS 1. On Windows 7 make sure UAC is turned all the way off first and reboot. 2. Sign in with an administrator account of course for the installation process. 3. Go to this website and make sure you have no popup blockers turned on Once there just click on Install epermits (ProjcetDox) Components as shown here and go through everything till it completes. 4. Once done log into the software using the username techs@kissimmee.org and use the admin password you use on pcs when setting up. If still not sure just use the Forgot your password link and you will see an come in if you are part of the tech group to receive to reset it. 5. Once you are in the software and logged in then go to the ProjectDox Portal. 6. Click on one of the guides in the epermits User Guides and it will also want one other piece installed so let it through and make sure you can get into the document. 7. If you can read document then that is it and you are done. You can turn UAC back to where it is if you like and now the user can login and use the program but still make sure they don t have popup blocker turned on in their profile or it will not make them login. APPENDIX E FREQUENTLY ASKED QUESTIONS Q. What is epermits? Applicant User s Guide epermits Review 33 City of Kissimmee, Florida

34 A. epermits is a web-based electronic plan and document workflow solution that allows citizens and City staff to initiate and complete the building permit plan submission, review and approval process on-line as opposed to a manual in-person and paper-based process. Q. How Does epermits Work? A. When an Applicant (architect, engineer, contractor, home owner, business owner or agent) submits a building permit application requiring drawings, epermits will invite the Applicant s architect and/or agent by to upload the electronic drawings and all relevant documents. City review staff will then have simultaneous access to review the plans and note any corrections directly on the plans to afford absolute clarity. The Applicant is notified of the correction and the updated plans are electronically resubmitted to the City. When the plans are in order, all fees are paid and a permit issued, the Applicant can download the approved stamped plans. At that time, the plans are to be printed by the Applicant to start construction with subsequent inspections to follow. Q. What Technology Do I Need to Use epermits? A. As a web-based system, all the epermits requires is an Internet Explorer Version 6 or greater browser running on a Windows operating system. Q. What are business hours of epermits? A. epermits can be accessed at anytime and anywhere. Q. What is the cost to use epermits? A. The epermits services is absolutely free. Fees for building permit plan review and applicable mobility and transportation related impact fees still apply. Q. Is epermits a secure web application? A. Yes. epermits also utilizes the same browser security deployed by on-line banking sites. Q. How does epermits treat plans and documents? A. Plan and document files that are uploaded into epermits are published immediately into a screen rendition format that is used throughout the review and approval process. The plan files themselves, once published, are archived away in order to ensure they are never altered or modified in any way. All red-lines, markups and annotations applied to the plan file renditions occur on virtual layers in epermits. This means plans and comments can be managed effectively for specific operations useful for streamlining the review process. Q. How do citizens access epermits? A. Citizens MUST be invited to use epermits. When the Applicant receives an epermits project invitation via from the City, the contains a temporary password that is used to log in. The Applicant must then change the temporary password to a permanent one. The Applicant is only allowed to view and access the projects belonging to his/her identity, and many of the epermit features are disabled to ensure that the citizen cannot, either on purpose or by accident, adversely affect the review process by adding or deleting a file. For example, the Applicant User s Guide epermits Review 34 City of Kissimmee, Florida

35 Applicant s ability to access a particular folder or view, print or download files will be suspended depending on the status of the workflow. Citizens can be notified automatically via from epermits when the review process requires their attention and participation. Q. Who can view my project? A. Only the Applicant and City review staff can view a project. Q. How does epermits benefit our departments and our community? A. First, epermits helps reduce and eliminate the cost of paper. Not just the paper itself, but the cost to print blueprints and documents lots of them which can cost tens and even hundreds of thousands of dollars on big projects. Then there is the cost to deliver paper plans, multiple times to the City. There are also costs to store paper plans, as well as retrieve them. Paper plans and documents can be damaged or lost. Also, most paper comes from trees. Using lots of paper does not help the forest or the air quality. epermits helps to keep the trees and get rid of paper where it is not needed. Second, epermits helps improve customer service. Instead of driving to City Hall and standing in line, customers can upload plans and documents anytime of the day or night, from anywhere that has internet access. They can get review status updates online as well. The approval process goes faster, too up to 80% faster which all stakeholders want to achieve. Third, epermits help people work together better than ever before. The automated workflow, collaboration and view and markup tools in epermits improved and clarify communication between everyone working on a project. Each epermit activity is logged, so the facts are always ready for those that need them. Work is streamlined and made more efficient without changing what people like about their jobs. Also, because the department works with digital files instead of paper, the electronic plans can be used instantly by emergency first responders and disaster preparedness and recovery personnel from local, state and federals agencies, should the need arise. Q. What if I don t have a computer? A. We currently accept permit applications over the counter at the Building Division. However, submittal of paper plans and documents will not be accepted and must be submitted in electronic form. Q. What type of permits can be filed using epermits? A. At this time, the City has a limited amount of permit types that can be filed using epermits. Those types are for Single Family, Multi-Family and Commercial plan submittals. At a future date, every type of permit will be able to use epermits. Until then all other Traditional type permit types must be submitted at the Building Division. Q. Why are only some projects eligible for online permits? Applicant User s Guide epermits Review 35 City of Kissimmee, Florida

36 A. The Florida Building Code exempts plan review on certain permits and we are currently set-up to receive only certain permit types electronically, but will be adding more in the future. Q. How long should I wait to receive an for my project invitation? A. Prescreening review of all applications should be processed within 1 business day. If you do not receive an within this timeline, please check your spam or junk folder. If the is not there, please contact the Development Services Department Building Division at (407) or epermithelp@kissimmee.org. Q. I didn t receive my epermits invitation. A. If you did not receive an invitation to upload your plans and documents, please contact the Development Services Department Building Division at (407) or epermithelp@kissimmee.org. Please note: Depending on the time and day the application was submitted, it could be the next business day before the epermits invitation is generated. Please remember your application must be reviewed and accepted first. This prescreening should occur within 1 business day from the receipt of the application. If it has been longer than 1 business day from the receipt of the application, check your junk or spam folder. If not present, please contact the City Permit Coordinator. The invitation will be resent to the address listed for the project contact. Q. Why do I have to sign my projects electronically with PEDDS? A. Florida Statutes and Florida Administrative Code require architects and engineers to sign and seal plans and documents submitted for public records. There are specific provisions for electronic signatures within the Rules and Regulations. Architects and Engineers are responsible to meet the rules. For more information, please refer to the State of Florida webpage: Q. Where do I find the applications? A. Application forms for each application type is available online at the City of Kissimmee website ( or at the Building Division located in City Hall. Q. How can I check the status of my review? A. The status of your review can be accessed under Reports, click the report for Department Review Status. Q. Can I track the plan review progress? A. As the Applicant you will have access to the website and can track real-time progress of the plan review. Even though a correction submittal is not accepted until the review is complete you are encouraged to track these comments and start assembling the corrected documents and requested information. Q. Can my subcontractor submit a correction? Applicant User s Guide epermits Review 36 City of Kissimmee, Florida

37 A. Anyone can submit permit documents but a complete response to comments from a plan review cycle is required at one time. Incomplete responses from individuals other than the Applicant will not be accepted. Once another plan review cycle starts, no additional documents will be accepted for that review cycle, so it is important that the response is complete. Q. Can I submit corrections on-line if the initial application was brought in over the counter. A. Yes, you use the epermits username and password sent to your address. If you are submitting architectural signed, sealed plans then the Applicant must encrypt them using the PEDDS format. Please do not go to the City website and create another application. We would then need to revoke the newly created application and move the documents, delaying the process. Q. Can I start work before the permit is issued? A. No. However an early construction request can be made through the Building Division that may allow minimal work to be conducted. Q. Who can help me if I have questions or need assistance? A. Please refer to our Applicant User Guide, Applicant User Video or this FAQ page. If you still cannot resolve your question, please contact the Development Services Department Building Division at (407) or epermithelp@kissimmee.org. Q. I have installed epermit Components and I am still having problems when viewing files. I am a Windows 7 or Vista user. How can I resolve the problem? A. For Windows Vista and 7 users, the UAC (Use Account Control) must be turned off prior to epermit Component Installation. This in turn disables IE8 protected mode and will allow the installation components. You will need to do the following to do a clean uninstall and install: Turn off UAC first. Remove ALL epermit components from the machine. Using Control Panel (in classic view)->program Features, if there is anything involving epermits listed, remove it. In Internet Explorer (Internet Options->Browser History->Settings->View Objects remove anything Brava, epermits, or Xupload). After the above is completed, delete these directories using windows explorer: o For Windows Vista Documents and Settings->Your User Account->IGC Program Files->Avolve->Components o For Windows 7 Users->Your User Account->IGC Program Files->Avolve->Components Program Files (x86)->avolve->components Log back into the epermits (ProjectDox) website ( and reinstall the epermits Component. Applicant User s Guide epermits Review 37 City of Kissimmee, Florida

38 See allow ProjectDox Component Installation section in the Applicant User Guide for more details. Q. General Contact information. A. Development Services Building Division 101 N Church St., Suite 120 Kissimmee, FL Fax Counter Hours: 8a.m. to 4 p.m. Monday-Friday Online Permit Applications Contact: Dona Presswood Permit Coordinator dpresswo@kissimmee.org APPENDIX F - DEFINITIONS Administrator: The chief of the division or their designee, capable of final approval on behalf of that division. Applicant: A person submitting an application for development, a permit, or other required approval under local code. Includes the owner of the property, subject to the application and any person designated by the owner to represent the owner. Application: the first form completed by the Applicant, available on the City s website Once filled out, the appropriate fee and application shall be submitted to the Development Services Building Division and the workflow begins. Building Reviewer: Building Division reviewer who is tasked with the review of the project. Permit Coordinator: A City staff member who manages the entire intake process, working as a middle-person between the Applicant and City staff. eform: Formerly paper, eforms are web-based electronic forms used throughout the plans review process and include, but are not limited to, applications, checklists, transmittal, approval and procedural forms. Selected Department Reviewer: Individual reviewers from various departments who are tasked with the review of the project. Task: Applicants and review staff alike will receive tasks (usually accompanied with a notification ) when the epermits workflow reaches points when action is required by that particular participant. Tasks include, but are not limited to, filling out forms and checklists, verifying information, uploading documents, and reviewing documents. Applicant User s Guide epermits Review 38 City of Kissimmee, Florida

39 Workflow: The process which any project must go through from initial application request to approval and original signature. Within the main workflow, there are smaller workflows for each component in the process (intake, review, developer s agreements, planning board, originals, etc.). Applicant User s Guide epermits Review 39 City of Kissimmee, Florida