4Working with Application Expiration
Application Expiration Overview
You can view the basics about how application expiration works, including application rules, when rules are applied to the different types of permit and planning applications, and expiration status processing.
Application Rules
Your agency defines expiration rules that determine the expiration dates for an application. The application expirations apply to different phases of the application. The rules include grace periods, which provide extra time beyond the expiration date for the user to take action. The rules also include extensions, which provide a way for you to add time to the expiration timeframe. The only exception is pending inactive applications, which cannot be extended.
For information about expiration rules, see Setting Up Permit Expiration Rules and Setting Up Planning Application Expiration Rules.
Permit Expiration Dates
Expiration rules for permit applications define the following:
When an inactive pending application expires.
The expiration timeframe begins when the user saves an application and ends with application submission.
When the application expires.
The expiration timeframe begins when the agency accepts an application and ends when the permit is issued.
Caution: When an application expires, all plan review tasks associated with the application are canceled.When the permit expires.
The expiration timeframe begins when the agency issues the permit and ends when the Certificate of Occupancy is issued or the permit is completed.
Caution: When a permit expires, all inspection tasks associated with the application are canceled.
For example, the rules for a permit application may be set up as follows: Require users to submit an application they started within 30 days. Then after the application has been accepted, they have another 45 days to complete requirements and get the issued permit. Once the permit is issued, the applicants must complete the all tasks including the final inspection within 180 days. The rules may provide for a grace period and one or more extensions to allow for more time.
Planning Application Expiration Dates
Expiration rules for planning applications define the following:
When an inactive pending application expires.
The expiration timeframe begins when the user starts an application and ends with application submission.
When the entitlement expires.
The expiration timeframe begins when the agency issues the completed entitlement and ends when the user submits the permit application.
This example applies specifically to planning applications: After the user submits the planning application and the agency issues an entitlement, the user must submit a permit application within 90 days. There is a grace period of 5 days, so the applicant has a total of 95 days to submit the application before the entitlement expires. The rules may provide one or more extensions to allow for more time.
The expiration rule for pre-applications defines when the pre-application expires.
Pre-Application Expiration Dates
Expiration rules for pre-applications define the following:
When an inactive pending pre-application expires.
The expiration timeframe begins when the user starts an application and ends with application submission.
When the pre-application expires.
The expiration timeframe begins when the user completes the pre-application and ends when the user starts the planning application.
An example for pre-application expiration might be like this: The applicant submits the pre-application within 30 days as specified in the expiration rules. Then the applicant completes the tasks such as meetings and required applications. Then the applicant has 120 days from the time the pre-application is complete until they submit the planning application. There may be a grace period and extensions for pre-application expiration dates.
Processing Expiration Status
You can view the latest expiration statuses in the permit or planning application details, or in the list of transactions. To change the status to About to Expire or Expired, your agency must first run an expiration process. Processing runs against applications with application types for which an expiration rule was defined.
Here’s an example of how the processing works: An agency created a rule for solar permits that indicates pending applications expire in 30 days. The period of time when a notification appears for applications about to expire is 5 days. In this case, the system updates the expiration dates for pending solar permit applications to indicate when the application is about to expire and when it expired. That is, when the pending application is inactive for 25 days, the application is about to expire, and at 30 days, the application expires. If the rule includes a grace period, such as 3 days, the system status changes to expired after 33 days of inactivity.
When the application expires, processing changes the system status to Expired and cancels all associated open tasks.
You must also periodically run batch expiration rule processing to update the about to expire and expired statuses after setting up communication rules. The system updates the statuses and sends out the communications according to the setup.
For information about how to process expiration statuses, see Updating Application Expiration Status.
Working with Application Expiration
You can view and extend expiration dates for different types of permit and planning applications that are determined by rules set up by your agency.
You view the expiration dates on the list of transactions with permit and planning application information as well as on the individual application’s Overview page.
Viewing the Expiration Dates
Here’s how you can view expiration dates:
Select Permits or Planning Applications on the Agency Springboard.
On the Transactions page, you see the agency view of the applications list. Click Sort By and select Expiration Date to view the applications with expiration dates. You can also use Filter By to filter the results based on expiration date.
Here’s an example of what you would see on the Transactions page: If the expiration rule is set up to show that the permit application is about to expire 5 days in advance, the expiration date displays Expires on <date> starting 5 days before the application expires. When the application expires, the application row displays Expired on <date>.
To view the expiration on the application’s Overview page, click the row for the application on the Transactions page. You’ll see the date next to the Expiration Date field.
Extending Expiration Dates
Depending on the rules created for an application type, you can manually extend the deadlines for an application. When one or more extensions are possible, the Extend link is available for you to enter a new expiration date. You must have appropriate permissions associated with your role to manually extend a permit. The link is available during the period when the application is about to expire and also during the grace period.
Depending on expiration rules setup, permits can also be extended automatically based on inspection activity. Both manual and automatic extensions count toward the number of extensions allowed. For information about setting up automatic extensions as well as the number of extensions allowed, see Setting Up Permit Expiration Rules.
Updating Application Expiration Status
You update the application expiration status using a process that runs against predefined rules.
You run the process that updates permit and planning application expiration status on the Process Expiration Rules page, which you access by selecting . Oracle recommends that you schedule expiration rules processing to run daily.
Processing runs against applications with application types for which an expiration rule was defined.
Here’s an example of how the processing works: An agency created a rule for solar permits that indicates application expires in 30 days. The period of time when a notification appears for applications about to expire is 5 days. During processing, the system updates the status to Expired when the application expires. That is, when the permit is not issued within 25 days, the application is about to expire, and at 30 days, the application expires. If the rule includes a grace period, such as 3 days, the system status changes to Expired after 30 days, but resets if there is activity within the 3-day grace period.
When the application or permit expires, processing changes the system status to Expired and cancels all associated open tasks.
Entering Parameters to Process Expiration Rules
Access the Parameters tab on the Process Expiration Rules page.
Select the Classification for which you are updating expiration dates: Planning and Zoning or Permits.
Scheduling the Process
Access the Schedule tab.
To immediately add the process to the queue, select the As soon as possible option.
To create a schedule for the process, select the Using a schedule option, and enter values using the following fields:
Page Element
Description
Frequency
Select how frequently you want to run the process. Values are:
Once: Select to run the process one time only.
Hourly or minute: Select to run the process at regular time intervals.
Daily: Select to run the process at regular intervals in days.
Note: Daily is the recommended option for running the expiration status update process.Weekly: Select to run the process at regular intervals in weeks.
Monthly: Select to run the process on specific days of the month.
Yearly: Select to run the process during specific months.
Start Date
Enter the date on which you want to begin your scheduled processing.
End Date
Enter the date on which you want to end your scheduling processing. You can leave this field blank to make the process schedule open-ended.
Hours and Minutes
Enter the time interval between scheduled processes. For example, if you enter 2 in the Hours field and 30 in the Minutes field, the process will run every 2 hours and 30 minutes beginning on the specified start date.
Note: These fields are available only if you select a process frequency of Hours or Minutes.Days
Enter the number of days between scheduled processes. For example, if you enter 3, the process will run every 3 days beginning on the specified start date.
Note: This field is available only if you select a process frequency of Daily.Weeks
Enter the number of weeks between scheduled processes. For example, if you enter 6, the process will run every 6 weeks beginning on the specified start date.
Note: This field is available only if you select a process frequency of Weekly.Repeat – By day
Select this option to run the process on specific days of the month irrespective of the date. For example, if you select the Secondand Wednesday options, the process will run on the second Wednesday of every month.
You can select more than one week of the month and day of the week option. For example, you could schedule the process to run on the first and third Monday of every month.
Note: This option and its associated fields are available only if you select a process frequency of Monthly or Yearly.Repeat – By date
Select this option to run the process on specific dates of the month. You can select more than one date.
Note: This option and its associated fields are available only if you select a process frequency of Monthly or Yearly.Month
Select the months in which you want your process to run.
Note: This option and its associated fields are available only if you select a process frequency of Yearly.
Setting Up Process Notifications
You can set up the process to send notifications to you and others when it runs.
Turn on the Notify Me When This Process Ends switch to send yourself a notification when the process finishes.
Access Notification tab.
Click Add.
On the Create Notification page, enter the email address of the person you want to receive notifications.
By default, the recipient will receive a notification when the process ends with the following conditions:
On success
On error
On warning
You can remove any of these process notification conditions.
Click OK to save the notification recipient.
(Optional) To delete a notification recipient, select the recipient in the Notification tab and click Delete.
Submitting the Process
Once you’ve entered your process parameters, scheduling information, and notification recipients, you’re ready to submit the process. Enter any additional information in the Submission Notes field and click Submit. Click Process Monitor to check the status of your process.