Setting Up Agencies

An agency is an organization that offers a range of services to its constituents, including issuing permits and licenses.

Administrators add and modify agency information using the Agency page.

Set up exactly one agency, with agency ID 1. Oracle Permitting and Licensing doesn't currently support multiple agencies.

Adding an Agency

1. Select Common Setup > Agency.

2. On the Agency Information page, click Add.

3. On the Agency Information - Details page, enter values for the following fields:

   Page Elements	Definition
   Agency ID	Enter the number 1 as the ID for your agency.
   Name and Description	Enter a name and a short description for the agency.
   Country	Enter the country in which the agency is located. This value is informational only. Address fields throughout the system support only USA addresses.
   Currency	Enter the currency that the agency uses for financial transactions. This value is informational only. It does not affect the currencies for fees, cash drawers, or payment adaptors.
   Time Zone	Select your agency’s local time zone. All times displayed in Oracle Permitting and Licensing use this time zone.
   Time Format, Date Format, and Number Format	Select the default formats that the agency uses to display times, dates, and numbers for anonymous users.
   Parcel Owner Format	This field is reserved for future functionality. Currently, regardless of your selection, parcels have one field to identify the parcel owner and an additional field to identify a secondary owner.
   Hide property owners from public users	Turn on this switch to hide property owner information from public users.
   Oracle Policy Automation ID	Enter the unique identifier for an agency-wide Oracle Intelligent Advisor policy model. Oracle Intelligent Advisor is a separate Oracle product. Oracle Intelligent Advisor policy models provide logic models for questionnaires that help public users determine which applications they need to complete. The policy model that you enter here is used by offerings that do not have an offering-specific policy model. To specify an offering-level policy definition, select the Features tab on the Agency Information page, then click the Options link for the offering. For more information on Oracle Intelligent Advisor, see Overview of Oracle Intelligent Advisor Configuration.
   Business Number Rule	Select the autonumbering rule to increment numbers for businesses. Note: This field is required if the Business Licenses offering is enabled for your agency. Autonumber rules need to be defined after you create the agency, so be sure to return to the agency pages to add the business number autonumber rule that you define.
   Location Number Rule	Select the autonumbering rule to increment numbers for business locations. Note: This field is required if the Business Licenses offering is enabled for your agency. Autonumber rules need to be defined after you create the agency, so be sure to return to the agency pages to add the location number autonumber rule that you define.
   Default Search Filter	Select a default search filter. The available search filters are Address, Parcel, and Owner.
   Default Search Type	Select the default search type. The available search types are Starts with and Contains.
   Maximum copies allowed	Use the increment and decrement buttons to increase or decrease the number of copies that can be created for an application at a time. By default, this is set to five, but the agency can enter any number between 0 to 100.
   Business Rules Framework	The fields in the Business Rules Framework section apply to setting up automated retries for unsuccessful business rule actions. For more information on setting up automated action retries, see Scheduling Automated Action Retry.

4. In the Plan Reviews section, you can set up plan reviews with these options in both the Permits and Planning and Zoning offerings.

   Page Elements	Definition
   Default Plan Review Date Type Filter	Select a default value for the date type filter on the Plan Reviews console page for agency staff: Cycle Due - The date when the plan review cycle is scheduled to be completed. Cycle Created - The date when the plan review cycle was created. Reviewer Due - The date by which the plan reviewer must provide a decision. Reviewer Decision - The date when the plan reviewer provided a decision. Cycle Decision - The date when the cycle decision was provided. All Dates - All date types.
   Default Plan Review Date Filter	Select a value in the time period filter to correspond with the date type filter on the Plan Reviews console page for agency staff: Today Yesterday Tomorrow Last 14 Days or Next 14 Days Last 30 Days or Next 30 Days You can't select specific dates as the default date value.
   Exclude Saturday and Sunday	Turn on this switch to calculate plan review due dates not counting Saturday and Sunday. The holiday calendar is always taken into account to exclude holidays. For more information. see Setting Up Plan Review Due Dates.

   For more information about the Plan Reviews console page, see Using the Plan Review Console.

5. In the Inspections section, you can set up plan reviews with these options in both the Permits and Planning and Zoning offerings.

   Page Elements	Definition
   Default Inspection Date Type Filter	Select a default value for the date type filter on the Inspections console page for agency staff. Requested - Displays inspections that were requested. The status can be Requested or Canceled. Unassigned - Displays inspections with no inspector assigned and the status is Requested. Scheduled - Displays inspections that were scheduled. The status can be Scheduled or Canceled. Completed - Displays inspections with a Completed status. All Date Types Displays inspections with all of the listed date types.
   Default Inspection Date Filter	Select a value in the time period filter to correspond with the date type filter on the Inspections console page for agency staff: Today Yesterday Tomorrow Last 14 Days or Next 14 Days Last 30 Days or Next 30 Days

   For more information, see Managing Inspections for an Agency.

6. Click Save.

Modifying an Agency

1. Select Common Setup > Agency.

2. Click a row on the Agency Information tab.

3. Update the agency information field values.

4. Click Save.

Adding an Agency Address

1. Select Common Setup > Agency.

2. Click a row on the Agency Information page.

3. Select the Addresses tab, and click Add.

4. On the Addresses - Details page, enter values for the following fields:

   Page Elements	Definition
   Address ID	Enter a unique ID for the address.
   Primary	Select to indicate that this is the primary address for the agency. An agency may have only one primary address.
   From Date and To Date	Enter the date range for which the address is valid.
   Address Fields	The agency address. The Country field displays US. As you enter a Postal Code, the type-ahead list shows values that include appropriate city and state combinations. After you select a value, the city and state appear as read-only fields, and two address fields appear so that you can enter the rest of the address. If you don’t know the postal code, click the Don’t know link to display a full set of address fields.

5. Click Save.

Modifying an Agency Address

1. Select Common Setup > Agency.

2. Click a row on the Agency Information page.

3. Select the Addresses tab.

4. Click a row on the Addresses tab. You can:

   • Update the agency address field values.

     Note: You cannot change a primary address row to non-primary. Instead, when you update a non-primary row to primary, all other address rows are saved as non-primary.

   • Delete the address. You will be prompted to confirm the permanent deletion.

     Note: You cannot delete primary address rows.

5. Click Save.

Deleting an Agency Address

1. Select Common Setup > Agency.

2. Click a row on the Agency Information page.

3. Select the Address tab.

4. Click Edit.

5. Select the check boxes next to all the agency addresses that you want to delete.

6. Click Delete. You will be prompted to confirm the permanent deletion.

Note: You cannot delete primary address rows. To delete an address row that is designated as primary, you must first designate a different address row as primary. This changes the previously primary row to non-primary, allowing it to be deleted.

Adding Agency Languages

For information on adding languages and establishing language defaults for an agency, see Setting Up Languages.

Configuring Agency-Level Options for Specific Offerings

The Features tab lists offerings that are enabled in Functional Setup Manager (FSM). Because features are enabled in FSM, you can ignore the Integration Enabled field on this page. Use the Options link to configure offering-specific settings.

For more information about configuring these options, see

• Permits: Setting Up Agency-Level Options for Permits
• Planning Applications: Setting Up Agency-Level Options for Planning Applications
• Code Enforcement: Setting Up Agency-Level Options for Code Enforcement
• Business Licenses: Setting Up Agency-Level Options for Business Licenses

Enabling Subledger Accounting

1. Select Common Setup > Agency.

2. Click the row for your agency on the Agency Information page.

3. Select the Oracle Financials tab.

   Note: This tab appears only if you select Financials Cloud Subledger Accounting as your accounting framework option in Functional Setup Manager. For more information, see Selecting an Accounting Framework.

4. Turn on the Create Subledger Accounting switch.

5. Select your agency’s ledger in the Financials Cloud Ledger field.

6. Click Save.

For more information on Oracle Financials Cloud Subledger Accounting, see Oracle Financials Cloud documentation: Implementing Subledger Accounting and Using Subledger Accounting.

Setting Up Related Transaction Linking

The Related Transactions tab allows you to set up access for your users to link their applications with other related transactions. You control the way related transactions are linked with applications based on whether an applicant or a contact user is working with the application.

1. Select Common Setup > Agency.

2. Click the row for your agency on the Agency Information page.

3. Select the Related Transactions tab.

4. Select the check boxes for applicants and contacts to allow linking related transactions:

   • Applicants can link transactions to only their own applications

   • Applicants can link transactions to any application

   • Contacts can link transactions to any application that they manage

   • Contacts can link transactions to any other application

   Note: If no option is selected, then the Link and Actions options will not be available for applicants and contacts on the Related Transactions page.

5. Click Save.

See Working with Related Transactions.

Enabling Agency Features

Some features are set at the agency level and they can apply to one or more offerings.

1. Select the desired feature from the Feature Code drop-down list.

2. Turn on the Enabled switch.

Feature Code	Name	Description
ORA_PSCR_CREATE_ADDRESS	Users can create a new address on applications	Enables registered users to create a new address on the Search Property page during application intake.
ORA_PSCR_CREATE_INCIDENT	Guest Users Can Report Incidents	Enables guest users (non-registered users) to report incidents for Code Enforcement. For more information, see Setting Up Agency-Level Options for Code Enforcement .
ORA_PSCR_ESTIMATE_FEE	Guest Users Can Estimate Fees	Enables guest users (non-registered users) to estimate fees prior to submitting an application. For more information, see Estimating Fees.
ORA_PSCR_RST_DIRECT_CASE	Restrict Direct Case Creation Without Incident	Restricts code officers from recording a new violation from the Oracle Municipal Code Officer app. Restricts code enforcement staff from creating a case from the Cases list page. Note: A case can be created by initial inspection for incidents resulting in violation, regardless of this setup. Caution: Before enabling this feature, you must ensure that you allow selected staff members to record violations or create cases without reported incidents, by providing them the ADD_STANDALONE_CASE_PRIV privilege. See Viewing the Worklist and Creating a Case.
ORA_PSCR_RST_DIRECT_INCIDENT	Restrict Direct Incident Creation	Restricts public users from reporting incident using the code enforcement system. Restricts code enforcement staff from reporting incidents. Note: An incident can be created by the integration of a service request ID and the source information provided in the Payload. Caution: Before enabling this feature, you must ensure that the Report an Issue tile is unavailable for public users. Also, you must provide the ADD_STANDALONE_CASE_PRIV privilege to your selected staff members so that they can report new incidents - even when this feature is enabled. These restriction switches are useful when your agency is using any third party integration application to create incidents and cases, and it does not allow a direct incident or case creation without a service request. See Using the Code Technician Worklist and Reviewing Incident Lists.
ORA_PSCR_BL_CUST_GLOBAL_SRCH	Configure Public User Business License Search	Enables agencies to select the attributes that are searchable and displayed in the business license global search results and map for public users.

Configuring Business License Search Attributes for Public Users

Your agency can configure which attributes can be searched and displayed on the business license global search results and Explore Your City map for the public users. This enables your agency to hide information related to certain businesses, such as the license ID and type, location address, and business name or DBA (Doing Business As), from the guest and registered public users.

Use the Agency Features section to optionally enable or disable attributes for Business License searches for public users.

Note: Irrespective of this setting, agency users can search and view all business license-related attributes on the global search and main map.

To enable or disable attributes for Business License search:

1. Select Common Setup > Agency.

2. Click a row on the Agency Information tab.

3. Select the Agency Features tab.

4. Locate the feature code: ORA_PSCR_BL_CUST_GLOBAL_SRCH or Name Configure Public User Business License Search.

   Page Element	Description
   Enabled switch	Turn on this switch to open the Configure Public User Business License Search modal page.
   Configure link	Once the Enabled switch is turned on, a Configure link is displayed to access the Configure Public User Business License Search modal page.

5. On the Configure Public User Business License Search modal page, turn on the switches for the business license attributes which are to be searchable and displayed on the map for the public users. The options include:
   • Business License ID and Business License Type
     Note: If either one of these switches is turned on, the global search results will display both the business license status and expiration date.
   • Location Address

     When this switch is turned on, an Exclude Location Type field displays. Click on the field to select from a drop-down list, the location types to be excluded during the Business License Search, such as Residential, Commercial, Industrial and Mixed Use.

     Note: The global search results and Explore Your City map will not display the location address and business license information for the location types in the excluded list.
   • Business Name DBA
   • Description
6. Click Save.