Permit Business Process
Use the Permit business process to manage owner permit applications. You can use the business process to track key information about the permit application and the awarded permit, if applicable. You can also track permit-related inspections through line items.
Characteristics
This is a Project-level business process with a workflow, provided in the system template.
Record Statuses
| Status | Resulting State |
|---|---|
| Canceled | terminal |
| Completed | terminal |
| In_Review | non-terminal |
Workflow
The default workflow for the Permit business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can take the action of approving or rejecting the record or send it on to others.
Related Processes
The Permit business process might create the following business processes: Not applicable
The Permit business process might be created by the following business processes: Not applicable
Creating a Permit Record
Create a Permit record by navigating to Project Management / Permit on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Permit task that has been assigned to you from the Tasks log.
Complete the Permit form and attach related documents, if needed. After completing the form, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select Send to route the form to the next assignee.
Note:
You must enter a value in all required fields (*) before you can save the form.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Project Management, and then select Permit.
- On the Permit page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP but are not assigned a task.
- If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
- Select Send.
- In the Notification window, review the content, and select OK.
The record moves to the next step in the workflow.
Completing the Permit Form
Key Information
Key information about this permit record
| Field Name | Access | Description |
|---|---|---|
| Title | Required | Enter a title. |
| Due Date | Editable | Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record. |
| Permit Type | Required | The type of work that is being permitted |
| Area | Editable | The area, from a list of physical areas, related to this project or building |
| Administrative Division | Required | Select the agency that will issue the permit. This selection will determine where attachments are published to the Project Document Manager |
| Spec Selection | Editable | Specification section |
| Permit Duration | Required | Indicates whether this permit will be annual or for the entire project |
| Is this a public works project? | Editable | This field is optional. Indicates whether this permit is for a public works project. |
| Partnership or joint venture application? | Editable | This field is optional. Indicates whether this project is part of a partnership or joint venture. |
| Is this a temporary permit | Editable | This field is optional. Indicates whether this permit will be temporary. |
| Application Partner | Editable | If the project is part of a partnership or joint venture, identify the partner. |
Previous Permit
Details about previous permits
| Field Name | Access | Description |
|---|---|---|
| Have permits for any project covered by this permit application | Editable | Indicates whether portions of this work were previously permitted |
| Previous Permit Number | Editable | Identification number of the previously issued permit |
| Issuing office | Editable | If previously permitted, identify the issuing office. |
| Previous Permit Date | Editable | If previously permitted, identify the date of the previous permit. |
| Awardee name | Editable | If previously permitted, identify the name of the entity issued the permit. |
Key Dates
Key Dates for the permit
| Field Name | Access | Description |
|---|---|---|
| Request Date | Editable | The date the permit was requested |
| Target Permit Obtaining Date | Editable | The planned date of permit issuance |
| Date Permit Obtained | Editable | The date the permit was issued |
| Permit Valid From | Editable | Start date of the permitted period |
| Permit Valid To | Editable | End date of the permitted period |
| Permitted Year | Editable | If the permit is annual, select the year. |
| Permit Extension | Editable | If this application is for an extension to an existing permit, select this checkbox. |
| Extended permit end date | Editable | If this application is for a permit extension, enter the extended end date. |
Permit Requirements
Requirements for the permit
| Field Name | Access | Description |
|---|---|---|
| Permit Renovation Required? | Editable | Indicates whether the work being performed is a renovation that requires a permit |
| Permit Package Composition | Editable | A description of the materials submitted for the permit. Attach additional files to this record. |
| Permit Inspection Required? | Editable | Indicates whether the permitted work will require inspection. Inspection details may be added to line items on this record. |
| Permit Documentation Attached? | Editable | Indicates whether backup documentation related to this permit is attached to this record. Attached files will be published to the Document Manager for the Project. |
Permit Application
Permit application details
| Field Name | Access | Description |
|---|---|---|
| Permit Requested By | Editable | Who is requesting the permit? |
| Department Contacted | Editable | Department where permit application is submitted |
| Permit Responsible | Editable | Unifier user responsible for the permit application |
| Department Contact Name | Editable | Department contact to whom the application is submitted |
| Permit Requested by Other Details | Editable | If Other is selected for Permit Requested By, provide detailed information. |
| Permit Application Version | Editable | This field is optional. If a previous fund appropriation has been rejected or canceled, you can increment the version in this field. |
| Permit Application Comments | Editable | Additional comments on the permit application |
| Issuer Website | Editable | Link to issuer department website |
Permit Application Contractor
Permit application contractor details
| Field Name | Access | Description |
|---|---|---|
| Contractor Representative Name | Editable | If the permit request is by a specialty contractor, provide the representative's name. |
| Contractor Representative Email | Editable | If the permit request is by a specialty contractor, provide the representative's email. |
| Contractor Representative Title | Editable | If the permit request is by a specialty contractor, provide the representative's title. |
| Contractor Representative Phone | Editable | If the permit request is by a specialty contractor, provide the representative's phone number. |
| Contractor License Number | Editable | If the permit request is by a specialty contractor, provide the contractor's license number. |
| Contractor Representative Fax | Editable | If the permit request is by a specialty contractor, provide the contractor's fax number. |
Issued Permit Details
Details about the issued permit
| Field Name | Access | Description |
|---|---|---|
| Permit Not Required | Editable | If a permit for this scope of work is not required, select this option. |
| Permit Number | Editable | Identification number of the issued permit |
| Permit Cost | Editable | Cost of the issued permit |
| Permit Agency Reference | Editable | Select the agency that will issue the permit. |
| Permit Posted Onsite | Editable | Indicates whether a physical copy of the permit is posted on the jobsite |
| Permit Issue Comments | Editable | Additional comments about the issued permit |
Record Information
System information about this record
| Field Name | Access | Description |
|---|---|---|
| Record Number | Read-Only | System-assigned record number |
| Creator | Read-Only | Creator of this record |
| Creation Date | Read-Only | Date that the record was created |
| Status | Read-Only | Record status for a workflow BP record is based on the workflow action preceding the current workflow step. |
| Record Last Update Date | Read-Only | Date that the record was last updated |
| Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |
| Project Name | Read-Only | Name of the project |
| Project Number | Read-Only | Unique Project Number |
Completing the Inspection tab
Inspection Details
Lists individuals invited to the meeting. For users of the system, they are selected from a list. For individuals not identified within the system, the information is manually entered.
| Field Name | Access | Description |
|---|---|---|
| Short Description | Required | Enter a description of 250 characters or fewer. |
| Detailed Description | Editable | The detailed information about the short-description field. The field size can be expanded. |
| Inspection Item | Required | Item that is being inspected |
| Inspection Body | Editable | Entity performing the inspection |
| Inspection Stage | Editable | Is this a final inspection? |
| Inspection Method | Editable | Indicates the method of inspection |
Inspection Status
| Field Name | Access | Description |
|---|---|---|
| Inspection Status | Required | Current status of the inspection |
| Requested Inspection Date | Editable | The date requested for an inspection |
| Scheduled Inspection Date | Editable | The date for a scheduled inspection |
| Rescheduled Inspection Date | Editable | The date for a rescheduled inspection |
| Successful Inspection Date | Editable | The date for a successful inspection |