Working with Meetings

Meetings are scheduled between registered public users and agency staff to review and discuss the requirements of preapplications and planning applications. This topic describes the meetings pages displayed using the Redwood Experience interface.

A meeting is scheduled between the registered public user who has submitted a preapplication or planning application and the agency assigned planner, to review and discuss the requirements of the project.

Applicants and authorized agency staff can schedule meetings. The authorized staff include the planning assistant, zoning administrator, principal planner, and associate planner.

Administrators configure the system to enable the applicants and the agency staff to schedule meetings using the Meeting Setup Template page. See Setting Up Meetings.

Security Details for Working with Meetings

This section describes important security roles, requirements, or considerations specific to working with meetings.

Primary Role	Access Description	Associated Job Roles and Abstract Roles
PSC Access Planner Calendar	Access the planner calendar.	PSC Agency Staff – All agency users
PSC Planning Application Meeting Inquiry	View a planning application meeting.	PSC Agency Staff – All agency users
PSC Planning Application Meeting Management	Schedule and reschedule planning application meetings.	PSC Zoning Administrator PSC Planning Assistant PSC Associate Planner PSC Principal Planner
PSC Pre-Application Meeting Inquiry	View a preapplication meeting.	PSC Agency Staff – All agency users
PSC Pre-Application Meeting Management	Schedule and reschedule preapplication meetings.	PSC Zoning Administrator PSC Planning Assistant PSC Associate Planner PSC Principal Planner
PSC Review Summary Inquiry	View preapplication outcome.	All users including users without login
PSC Review Summary Management Self	Manage preapplication outcome of applications assigned to themselves.	PSC Associate Planner
PSC Review Summary Management All	Manage preapplication outcome for all the applications.	PSC Zoning Administrator PSC Principal Planner PSC System Administrator
PSC Planning Application Management with Elevated Access	Manage preapplication outcome for all the applications.	PSC Zoning Administrator PSC Principal Planner PSC System Administrator

For more information on creating roles for Oracle Permitting and Licensing, see Creating Custom Roles for Oracle Permitting and Licensing.

For more information on all the predefined security data such as abstract roles, job roles, privileges and so on, see the Security Reference for Oracle Permitting and Licensing.

Viewing Meetings

Agency staff and registered public users view preapplication or planning application meetings in the application details on the Meetings page. In the left navigation panel, expand the Communication menu section, then click the Meetings menu link to open the Meetings page.

View the list of meetings, including this information:

• Date and Time - The date and time of the scheduled meeting.

• Status - The meeting status, for example, Scheduled or Canceled.

• Subject - What the meeting is about, entered in the subject line.

• Meeting Location - Where the meeting will occur.

Scheduling a Meeting

Planners use the New meeting drawer for scheduling preapplication and planning application meetings.

Applicants can schedule a meeting depending on the scheduling configuration on the Meeting Setup Template page. See Setting Up Meetings.

Here's how to schedule a planning and zoning meeting:

1. On the Meetings page in the preapplication or planning application details, click the Schedule Meetings button.

   The New meeting drawer opens.

2. On the drawer, some information is prepopulated as set up in the meeting template associated with the application type. Enter or update values for these fields:

   Page Element	Description
   Schedule Date	Select a date for the meeting. The dates available for scheduling your meeting are based on the meeting template applied to the application type and the agency’s holiday calendar. The meeting template is added to the preapplication or planning application type. For more information, see Setting Up Planning Application Types.
   Scheduled Time	Select the start time for the meeting. The time values available for scheduling your meeting are based on the template applied by the agency.
   Meeting Duration in Hours	View the duration of the meeting, which is set up by the agency in the template applied.
   Meeting Location	View the location of the meeting. Only planners can change the location of the meeting.
   Invitees	View the list of additional invitees for the meeting. Agency staff can add or remove invitees.
   Subject	Review the subject for the meeting. Only planners can change the subject of the meeting.
   Meeting Agenda	Review the agenda for the meeting. Only planners can change the agenda of the meeting.

3. Click the Schedule button to schedule the meeting and return to the Meetings page, where you see the newly scheduled meeting listed.

Workflow tasks are automatically updated using the Business Rules Framework when meetings are scheduled.

• When you schedule a business meeting, the workflow task Schedule Business Consultation will be updated to Completed.

• When you schedule a preapplication or planning application meeting, the workflow task Schedule Meeting will be updated to Completed.

For more about workflow, see Using Workflow.

You can configure the Business Rules Framework to trigger the generation of a communication to the applicant and the assigned planner. For more information, see Business Rules Framework Overview and Setting Up Business Rules.

Communication using the Meeting template includes an online notification and email, which are sent to the applicant and to the assigned agency staff with the schedule and details of the meeting, depending on the meeting setup template applied to the application type. Invitees receive an email about the meeting.

Updating, Rescheduling, or Canceling a Meeting

You can update, reschedule, or cancel a meeting on the Meetings page. Applicants can reschedule their meetings only if the administrator has enabled the settings in the meeting template that is applied to the application type.

Note:

To schedule, reschedule, or cancel public hearing meetings related to planning applications, see Working with Public Hearings.

1. On the Meetings page in the preapplication or planning application details, click the Actions menu button.

2. Select an action for the meeting:

   Page Element	Description
   View Details	Click to open the Meeting details drawer. Depending on your permissions, you can update the meeting location, invitees, subject, and meeting agenda. Click Save to save your changes.
   Reschedule Meeting Time	Click to open the Reschedule meeting drawer. Depending on your permissions, you can select a new available date and time for the meeting. Only planners can update the subject, agenda, and location of the meeting. Click Reschedule to save your changes. The Meetings page lists the meeting with the updated date and time, and the previous meeting record displays a Canceled status.
   Cancel Meeting	Click to cancel the meeting. Click Cancel to confirm. This is a permanent change and no further updates can be made to the meeting. The Meetings page lists the meeting with a Canceled status.

An online notification and email are sent to the applicant and to the assigned agency staff with the updated meeting schedule or canceled status, depending on the setup in the Communication template. For more information on communication event templates, see Setting Up Communication Templates.

Working with Meeting Comments

Comments enable you to add additional information to a meeting schedule.

Here's how to add a meeting comment:

1. On the Meetings page in the preapplication or planning application details, click the Add Comments button.

   The Add comment page opens.

2. Turn on the Private switch. Only agency staff can mark comments as private. Comments not marked as private are public, that is, visible to applicants and contacts with application access.

3. Add a new comment by entering the text. You can use the rich text options for formatting.

4. Instead of entering custom text, you can select recently used, existing standard, or favorite comments. For more information about standard comments, see Working with Comments.

To update a comment on the Meetings page, click the comment row to open the Comment details page. Depending on your permissions, you can make changes to the comment privacy setting or text. Click Save to save updates or click Delete to delete the comment.

Viewing Meetings on the Calendar

Agency-assigned staff can use the calendar in the classic interface to view their own meeting schedules or all the meeting schedules for the entire agency.

The Planner Calendar shows the meeting schedules for preapplication, public hearing, and planning application meetings.

1. Select the Planner Calendar tile on the Agency Springboard for preapplication, hearing, and planning application.

   Planners can also access the planner calendar from the Planner Worklist. On the agency springboard select the tile Planner Worklist > Calendar. For more information on Planner Worklist, see Using the Planner Worklist.

2. On the calendar page you can view the details of the meeting schedule. Click the application link to open the Hearing Details with a hearing summary, and access the Decision and Hearing page in the application detail pages.

3. On the calendar page you can perform these actions:

   Page Element	Description
   View	Click the drop-down list to select an option: My meetings (Default) All meetings View the meeting schedules for consultation, preapplication, public hearing, and planning applications on the calendar. Click the Filter button to customize the view.
   	Select to view the meeting schedules on a calendar. You can choose to view the calendar by month, week, or day. This view is the default selection.
   	Select to view the meeting schedules in a list format, with the current meeting displayed at the top followed by the future schedules. You use the Filter option to search the past and future meeting schedules. Use the Sort By and Search options to refine your search results.