8Setting Up Contractor Licenses

Setting Up Contractor License Options

Contractor license options are system-wide settings that control contractor license processing and data. You can maintain multiple sets of options, each with its own identifying code. But only one code at a time can be active.

Use contractor options to control:

• Whether you integrate with an external licensing body to validate license information during application intake.

• Whether to allow users to manually choose classifications for licenses.

• Whether to decline an application based on the status of the license.

• Which sections for supplemental license information are visible to users.

• Which ownership and insurance types the applicant can select in the intake form.

You can also establish an integration with an external licensing body to load license information into your contract records.

Configuring Contractor License Options

To set up contractor options:

1. Select Contractor Setup > Contractor License Options.

2. Click Add to create a new set of options, or click an existing row to modify it.

3. If you’re creating a new set of options, enter a unique Code as an identifier.

4. Enter a Description for this set of configuration options.

   The description should be suitable for end-users because both public users and agency staff see the description when entering contractor information.

5. Use the Active switch to indicate whether this is your active contractor configuration.

   Only one set of configuration options can be active. If another configuration is already active, then an error message explains that you must turn off this switch for the active configuration first.

6. Use these switches to enable additional configuration options:

   Page Element	Description
   Integrated with External Source	When this option is enabled, users can retrieve license information from an external licensing body in the intake form. Click the Integrations link to identify the Oracle Autonomous Integration Cloud (OIC) integration that retrieves the information. When integration is inactive, the Limit to Contractor List option is automatically enabled and the License Types link appears. Whether the Integrated with External Source switch is on or off, you can set up an integration to load license data using batch processing in the Integrations section.
   Limit to Contractor List	When this option is enabled: Users can only select licenses from the agency’s contractor records in the intake form, whether or not there’s an active integration. The agency can still add licenses to the contractor records from an external source using an integration. When this option is off, licenses entered in the intake form are retrieved first from the contractor records if they exist there, then from the external licensing body.

Working with Integrations

To enable integration with an external contractor license source:

1. Click the Integrations link to configure integration settings in the Integrations grid.

2. Click the Add action to add an integration. You can only add one of each type of integration.

3. Enter the following for each integration:

   Page Element	Description
   Type	Identifies the process that uses integration: Verify license online retrieves information for a specific license that a user enters in the main contractor page or in the intake form for a permit or planning application. These pages have a button that the user clicks to initiate information retrieval. Batch load license data establishes the integration used to load information for multiple licenses into your contractor records when batch processing runs. You can create only one row for each integration type.
   Integration Name	Enter the name of the OIC integration that retrieves contractor license information.
   Integration Parameter	Enter the query parameters for the OIC integration end point.
   Integration Version	Enter the version number of the OIC integration.
   Key	Leave this field blank. The source key is maintained in the OIC integration definition.
   Integration Enabled	Indicate whether the integration type is enabled.

Selecting License Types

You must set up license types when the system isn't integrated with an external source. Applicants select a contractor license type when entering contractor information in the intake form.

If the Integrated with External Source switch is turned off, the License Types link becomes visible.

To select license types for this set of license options:

1. Click the License Types link to maintain license types.

2. Click the Add action to add a license type.

3. Enter the following information for each license type:

   Page Element	Description
   License Type	Enter the unique identifier for the license type.
   Description	Enter the descriptive name of the license type.
   Enabled	Indicate whether the license type is enabled.

Working with License Classifications

To set up license classifications for this set of license options:

1. Click the Classifications link to maintain the license classifications in the Classifications grid.

2. Click the Add action to add a classification.

3. Enter the following information for each license classification:

   Page Element	Description
   Code	Enter the unique identifier for the license classification. The contractor licensing body sets these codes.
   Description	Enter the descriptive name of the license classification.
   Enabled	Indicate whether the license classification is enabled.

Working with License Statuses

The statuses that the licensing body assigns are called source statuses. When integration is turned on, you map a source status to an agency’s internal status.

Caution: The license status defaults to Other for unmapped source statuses. Applications that include licenses with an Other status are automatically declined.

To set up license status mapping rules:

1. Click the Status Rules link to maintain a mapping in the Status Rules grid.

2. Click the Add action to add a mapping.

3. Enter the following information for each status rule:

   Page Element	Description
   Status	Select the agency status for this rule. When a license has this status in the contractor records, and the Decline Application switch is on, the application can’t be submitted. If using an integration, select the agency status to assign to licenses that have the specified source status. If multiple source statuses map to a single agency status, there will be multiple rows for the agency status.
   Source Status	Enter a license status that’s assigned by the licensing body. This field is only available when you’re integrating with a licensing body. When integration is turned on, you map a source status to an agency’s internal status.
   Decline Application	Enable this switch to prevent applications from being submitted when a contractor license has this agency status, or this source-to-agency status mapping when integrated with an external licensing body.
   Enabled	Indicate whether the status rule is enabled.

Displaying Category Sections

Sections are specific categories of supplemental information about licenses. License classifications appear in a section on the intake form and contractor record. Other sections include information about bonds and insurance such as Workers' Compensation. You can change section titles that appear on the intake form and contractor record by updating the section description on Contractor License Sections setup page.

To select the sections you want to display:

1. Click the Sections link to maintain sections in the Sections grid.

2. Click the Add action to add a section.

3. In the list of available sections, use the Enabled switch to control section visibility. Turning off the switch hides the section on the intake form and contractor record from both agency staff and public users.

Selecting Ownership Types

Applicants select an ownership type from the list when providing license information on the intake form. You define which ownership types are available to choose from.

To select the ownership types you want to display:

1. Click the Ownership Types link to maintain the types of business ownership that can be associated with the contractor’s license in the application.

2. Click the Add action in the Ownership Types grid.

   Using the lookup prompt, you can select from the ownership types that you set up on the Ownership Types page, for example, Corporation, Partnership, or Sole Proprietorship. For information about setting up ownership types, see Setting Up Ownership Types. If an ownership type is retrieved from an integration but isn’t in the contractor license options, the ownership type is added to the Contractor License Options page.

3. Turn on the Enabled switch to indicate the ownership type is active.

Setting Up Insurance Types

To set up the insurance types you want to display:

1. Click the Insurance Types link to display the Insurance Types grid.

2. Click the Add action to add the types of insurance information that can be associated with a license.

3. Enter values in the Insurance Type and Description fields.

4. Turn on the Enabled switch to indicate the insurance type is active.

Setting Up Contractor License Sections

Contractor license information can include sections with different types of data such as license classification information, workers’ compensation information, and contractors’ bonds. To ensure that users see meaningful labels for these sections, use the Contractor License Sections page to maintain section descriptions.

Note: This page is only for updating descriptions. To hide a section so it is not seen by either agents or public users, use the Contractor License Options page.

To maintain the descriptions of contractor license sections:

1. Select Contractor Setup > Contractor License Sections.

2. Review the Description for each delivered section, and update the descriptions as needed.

   These are the delivered sections:

   Section Code	Delivered Description
   ORA_BQI	Other Bonds
   ORA_CB	Contractor Bond
   ORA_CLASS	Classification
   ORA_WC	Workers' Compensation

3. Click Save.

Preparing to Load Contractor Licenses

Oracle provides a prebuilt Oracle Integration Cloud (OIC) integration to load licenses from a manually provided file, or you can get licenses from a contractor licensing body. Import a package and activate integration settings in OIC before you load contractor licenses.

Your OIC configuration depends on which batch load method you're using. You can retrieve licenses from:

• A contractor licensing body.

  This option is only available with integration to an external service and integration is enabled on the Contractor License Options setup page. This option applies when you want to update the licenses in your contractor list.

• A file.

  You can manually load a file with contractor licenses regardless of whether an integration with an licensing body is enabled or not. When an online integration is not available and integration is disabled on the Contractor License Options setup page, licenses can only be loaded using a file. This option can help you migrate contractor data from a legacy system.

For information about integration settings on the Contractor License Options page, see Setting Up Contractor License Options.

To configure OIC to load contractor licenses:

1. Go to My Oracle Support (MOS) and access Doc ID 2759502.1, "Configuring Oracle Integration Cloud (OIC) for Loading Contractor Licenses in Public Sector Compliance and Regulation."

2. Follow the instructions on the MOS page, and save the .par package file for loading licenses from a contractor licensing body or a license file.

3. Access the main console in OIC.

4. Click Packages in the left frame.

5. Click the Import button at the top of the Packages page.

6. Select the package file for loading licenses from an external licensing body or license file, then click the Import button.

7. Click Connections in the left frame.

8. Configure, test, and save these connections in the package:

   1. FTP Read Contractor File

   2. PSC Rest Connector

   3. CSLB Rest Trigger

   4. CSLB REST CONNECTOR

9. Click Integrations in the left frame.

10. Configure and activate these integrations in the package:

    1. CSLB BATCH LOAD - REST

    2. CSLB POST LICENSE - REST

Loading Contractor Licenses

You can use batch processing to load contractor license records manually from a file or through an integration with a licensing body. Merge options enable you to load a full file or update licenses matching those in the agency-maintained contractor list.

Processing can be executed as needed, such as when you want to migrate contractor data from a legacy system, or on a scheduled basis to refresh license records in the contractor list.

Before You Begin

Oracle provides a prebuilt Oracle Integration Cloud (OIC) integration to load licenses. You import a package and activate integration settings in OIC before you run batch processing.

For information about OIC configuration for an integration with a licensing body and connections for loading a file with license records, see Setting Up Contractor Integration and Preparing to Load Contractor Licenses.

Entering Parameters

1. Select Contractors > Load Contractor Licenses.

2. Access the Parameters tab on the Load Contractor Licenses page.

3. Enter the parameters for your batch process.

   Page Element	Description
   Data Source	Select an option to indicate the source of the license records that you want to load: File – Processing picks up license information from a file to merge with license records. Integration service – Processing connects with a licensing body through an integration service to get the license file and merge license records.
   Merge Option	Select how you want to merge the data from the source with your system: The Entire file option works in two ways: Loads any new licenses from the file that do not exist in the contractor list. Updates existing licenses in the contractor list from the file. Use the Contractor list option to update licenses that already exist in the contractor list. The process skips licenses that don't exist in the contractor list.
   Period in Which Licenses Were Last Updated	Identify which records you want to merge by when they were last updated. For example, if you want to merge the records from the source that were updated in the last two weeks, select the number 2 and the unit of time, Weeks. Select a number 1 or greater. Select a unit of time, including None, Days, Weeks, or Months. If you don't want to load records based on a given period, select None. Note: To identify licenses that were updated in the specified period only, the license data must have a last updated date. If a licensing body doesn't use a last updated date, select None.

Scheduling the Process

1. Access the Schedule tab.

2. To immediately add the process to the queue, select the As soon as possible option.

3. 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. 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.
   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.

1. Turn on the Notify Me When This Process Ends switch to send yourself a notification when the process finishes.

2. Access Notification tab.

3. Click Add.

4. 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.

5. Click OK to save the notification recipient.

6. (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.