1. New Document Types for Building & Planning Modules (Live Feb 2)
The following document types have been added: Building Module:
2. Added ‘Inspection Seq #’ Field (Live Feb 6) The ‘Inspection Seq #’ field was added to the Inspection List, Record Inspection List, Inspection Detail for Supervisor, Inspection New Detail, and the Inspection Detail form. Each inspection is assigned an Inspection Sequence # value and it can help you troubleshoot inspection scheduling issues when it is matched up to entries in the Inspection Log. 3. Modified ‘Record Search’ Screen (Live Feb 7) The ‘Record Search’ screen has been modified for the following modules: Building Module:
4. Modified Standard Language for Onsite Reports (Live Feb 7) In the Onsite module, the standard language that automatically appears on the Site Evaluation and Authorization reports has been modified based on the request of DEQ. 5. Revised Default Email Language (Live Feb 15) When a report is generated and emailed from any of the OSM modules, there is default language in the body of the email. The language was more specific for the Building module but has been revised to be much more generic across all modules.
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1. Corrected a typo in the Payment screen (Live Jan 5)
We corrected a typo that displays on the Payment screen when a user belongs to a user group that cannot process the payment using exceptional payment methods (Journal Entry, Billed, Credit Memo, Fee Waiver, or Write Off). 2. Removed ‘County’ field for Non-DEQ Onsite agencies (Live Jan 10) Removed the “County” custom field in the Onsite module for all non-DEQ agencies. This field was intended to be available only for DEQ agencies since they provide services for multiple counties. 1. New Planning Reports
Application Type Summary List This is a summary report for Planning Tracking records. The report is defaulted to group the records by the Application Type. This report will pull the following additional data for the records:
This report will provide a summary list of how many active records are assigned, and to whom. The subsequent pages will provide a high level overview of the records that are assigned to each individual. This report is defaulted to group the records by the assigned user Below are the fields displayed for each assigned record:
o Withdrawn o Expired o Final Approval o Final Denial o Closed Farm or Forest Use This report will pull all records that have the “Farm or Forest Use” box checked. This will display all of the custom fields that are filled out. Below is the methodology of what qualifies a record to be included:
This report is automatically exported to Microsoft Excel. It provides a high level overview of all active planning investigation records. Below are the fields displayed for each record:
This report will run for only one record entered as a parameter. It will show all of the custom fields that are populated. This report will pull the following additional data for the entered record:
2. Corrected Invoice The new version removes duplicate lines and corrects errors in the invoice fees total and balance due. Along with the corrections 3 changes were made:
3. New ‘Inspection Calendar Block Out Dates’ and ‘Inspection Holiday Block Out Dates’ Report Agencies will want to pull both this report and the “Inspection Calendar Block Out Dates” report when looking for holiday block outs as some holiday’s like New Years Eve are listed with Block Out instead of the holiday name and they will not show on the Holiday Block Out report. 4. Update ‘Inspection Results' report for email to attach All Record Contacts The new version will now have all record contacts listed verses only able to select a single contact. 1. Change in Documents ‘File Name’ Column (Live Nov 13)
The way in which the “File Name” column displays in the Documents page was changed so that it includes both the File Name and the Document Name, separated by a slash (/). This was done to patch together inconsistencies between different views in Accela. 2. New Report: Assigned Planner (Live Nov 13) A new report called “Assigned Planner” shows all open Planning records that are assigned to a user. A parameter for Open After Date is used to filter records opened after a specific date. The report lists details about each record assigned to the Planner and is grouped by assigned Planner. The report also includes a summary with the number of assigned records, per Planner. Unassigned records will not appear in the report - a record list My Filter can be used to locate unassigned records. 3. Revised Report: Bldg Program Data Request (Live Nov 13) The Bldg Program Data Request report which can be used to complete the Building Program Data Request Form that must be submitted to Building Codes Division has been corrected for the FY 15-16. The report has been modified to include Residential Sign, Residential Phased Project, and Commercial Phased Project record types. The inspection portion has been modified to include Inspections with a status of ‘Insp Cancelled’ and results of ‘No Access’, ‘Not Ready’ or ‘Information Only’. The last page of the report describes the contents of the report. 4. New Report: Contractor NonContractor Permits (Live Nov 13) A new report has been installed called “Contractor NonContractor Permits”. With this report you can gather information for a specified time frame, the report lists record types and the number of permits issued to licensed professionals and to property owners or other applicants with percentages. You can find a sample of this report and other sample reports like this by going to the Knowledgebase and selecting the “Reports” category and the “Sample Reports with Instructions” article. You can access the knowledgebase at: http://orepermittinghelp.kayako.com/Core/Default/Index 5. Department Picker (Live Nov 13) In the Planning module, the Record Search screen was updated so that the Assigned to Department and Assigned to Staff fields are dropdowns instead of “picker” icons. 6. Revised Report: Contractor NonContractor Permits (Live Nov 20) Three changes were made to the new Contractor NonContractor Permits report (referenced in #4 above):
7. Revised Report: Bldg Program Data Request (Live Nov 28) A bug was found in the Bldg Program Data Request Report (referenced in #3 above). Near the end of 2014, as the result of clarification fro the BCD Building Official, we switched from classifying Category of Construction = ‘Multi-family’ from Residential Structural to Commercial Structural. The result of this is some agencies may have both Residential Structural with Category of Construction = ‘Multi-family’ and Commercial Structural with Category of Construction = ‘Multi-family’ showing in the reporting period of FY 15-16 that is currently being requested by Tyler Larson from the Building Codes Policy Team. Previously, if the Category of Construction equaled ‘Multi-family’, the report was only counting the Commercial Structural permits in the ‘Multi-family’ category and putting the Residential Structural in the Residential ‘Other’ category. If an agency had Multi-family permits during this reporting period (FY 15-16), the report should be rerun and resubmitted to Tyler Larson. 8. New Filter: ACA permits opened in the last 180 days but not issued (Live Nov 30) This new filter is now being rolled out to Production. It's called "ACA permits opened in the last 180 days but not issued". It will show up in the Record List for the Building module. It includes all record types that have come in through ACA but are still in the status of “App Submitted”. It should help you catch anything that might have been missed or might need some follow-up work. 1. Three New Reports: Inspections by Inspector, Address, or Record (Live Oct 6)
2. Add “Conditions of Approval” for BuildingSupervisorAdminDaily (Live Oct 5) The “Conditions of Approval” was added for users in the BuildingSupervisorAdminDaily usergroup. 3. PM License Holders (Live Oct 11) Plumbing Business and Limited Maintenance Specialty Contractor (PM) license holders can now apply for both Residential and Commercial Plumbing permits online. 4. New Report: Withdrawn Void Records (Live Oct 12) A new report called “Withdrawn Void Records” can be found in the “Activity” category of the Reports page. The report shows records that were set to the application status ‘Withdrawn’ or ‘Void’ on a day that falls within the report start date and end date. The report can be run for a single department or multiple departments. For each record in the report, the address, parcel, work description, status, status date, balance, and balance date are displayed if available. The status comment displays if a comment was made. All fees associated with the record are also displayed. 5. Revised Report: CETv3 Corrections (Live Oct 18) CETv3 has been corrected so that it uses the school district name in the CET fee to determine which school district receives the fee. Also, permits and fees are included in the report based on the date the fee was paid rather than the date the permit was issued. 6. Expanded Phone Fields (Live Oct 19) The Phone fields were expanded so that the whole field value can be seen when in the New UI. 7. Comment Group Dropdown Now Visible (Live Oct 26) When adding Standard Comments, the Comment Group dropdown was missing for some user groups. This has been corrected for all user groups. 8. Expose Two New AdHoc Report Views (Live Oct 27) Two new AdHoc Report views were exposed. They are called V_CONDITION_RECORD and V_PARCEL_CONDITION. Both views will display conditions. 1. Revised Record Search Screen (Live Sept 12)
Zip Code search field was added to the Record Search screen and ASI was changed to Custom Fields. 2. 1 & 2 Family Dwelling – Type of Work (Live Sept 12) The Type of Work field now defaults to New. 3. New Report: Phased Project Summary (Live Sept 19) Purpose The purpose of this report is to provide a high level summary view of a Phased parent record and all of its related child record. Report header Information in the report header contains the parent permit number, parent project construction type, parent site address, and the parent project name. Sorting Each report section is displayed with the phased (parent) record always on top, followed by the structural permits, and then each trade thereafter in alphabetical order. Project Permit Summary Section This section displays each child record that is related to the parent record, including the record status, valuation type, valuation amount, invoiced fee amount and description of work. At the end of this section the sum of the child record valuation amounts are compared to the parent record valuation amount, and if there is any difference, the valuation difference field will be highlighted in red and display the difference. Fees are also summarized at the end of this section. Project Fee Summary by Permit Section This section only shows what has been invoiced on the record and does not do any further financial checks beyond that (i.e. verify payment, refunds etc...). If a record does not have any fees it will say “none invoiced” in the fee item category field. Fees are summarized at the end of this section again. 4. CET Changes (Live for every agency by Sept 26) We revised the display of the CET fields so that they are shown on their own tab called, “Construction Excise Tax” but the fields and selections haven’t changed. Each agency who assesses CET fees was contacted individually throughout the month of September by ePermitting staff to announce the changes were completed in Production. All agencies should now see the new Construction Excise Tax tab. 1. Revised Report: Inspections Completed (Live 8/8)
A new parameter was added to this report to select the Inspector Name to generate the data for. The parameter is a dynamic dropdown list where “All” inspectors within an agency can be selected or an individual inspector. 2. New Licensed Professional Work Categories (Live 8/8) Five additional work category fields have been added to the Licensed Professionals, listed below. The work category is a way to note the type of work each LP is doing on an individual permit.
3. New Report: Structural Exemption Certificate (Live 8/8) A Structural Exemption Certificate report has been created for the Commercial Agricultural Equine record type. This report will contain all of the application specific questions and entered answers, comments placed by the jurisdiction, worksite address, and the Address/Parcel/Owner information. This report can be found under the “Permit Specific” reports section with the title “Structural Exempt Certificate”. The purpose of this report is to provide a document showing that an exemption review has been done and then whether it was approved as exempt or denied and requiring permit(s). Things to keep in mind:
4. Revised Report: Detailed Inspection Report (Live 8/10) As requested and prioritized from multiple agencies, a variety of changes were made to the Detailed Inspection Report. Please see last page for a detailed list of parameter selections and the layout of the data. 5. Prevent Payments on EST or TMP Records (Live 8/11) Previously and through a very convoluted path, Accela would incidentally allow a payment to be submitted on both EST and TMP records but the payment was no longer visible once the record was submitted and became a real record. A script was put in place so that payments can no longer be submitted on EST or TMP records. 6. Updated Message for Applicant on the Intake Form (Live 8/25) A red message displays for the Applicant section on the Intake Form as a reminder to enter a name in either the Full Name, Last Name, or Organization Name fields. This message was mistaken very often for an error message. The message has been revised to say it is not an error. 7. Resolved Issue: Schedule or Result Inspections for any Status on Onsite Records (Live 8/25) Now, inspections can be scheduled and/or resulted on Onsite records regardless of the record status when “Allow Inspections Prior to Permit Issuance” in the custom fields tab is checked. 8. Inspection Result Email Includes Result Date (Live 8/28) The inspection result date was added to the optional email that can be sent out to the customer from the back office when inspections are resulted. The result date was inadvertently missing from the email content. 9. CET Changes We revised the display of the CET fields so that they are shown on their own tab called, “Construction Excise Tax” but the fields and selections haven’t changed. These changes go along with revisions made to the complex scripting that goes on behind the scenes to assess and calculate the CET fees. Because of the complexity of the changes and the custom school districts for each agency, we are pushing these changes out individually to each agency. You will be contacted by ePermitting staff when it is your agency’s turn to move to the new CET display and revised scripting. 1. Revised Report: Building Permit (Live Aug 17th) The main goal with re-writing the Building Permit was to improve the efficiency of the report so that it generates faster. Other goals included slight layout changes and basic cleanup of the permit. You can see an example of the new Building Permit appended to the end of this newsletter. Is anything new with the Building Permit? Yes! The following are new additions/features with the Building Permit: 1. Conditions of Approval: These are shown in the “Additional Information/Requirements” section, when displayed on the permit, on the last page. If no Conditions of Approval exist then nothing will be displayed. The ability to toggle a Condition of Approval to display on the permit can also be controlled by checking/unchecking the “Display on ACA” check-box option (defaults as checked) when creating or editing the Condition of Approval. 2. Inspections: The inspection section has now been split into two sections. The section that will display the pended inspections is named “PENDING INSPECTIONS”. This section will display only if a pending inspection exists. If no pending inspection is on the record, then it will not be displayed on the permit. The second section is named “SCHEDULING INSPECTIONS”. This section will always be displayed and contains the verbiage about inspections (see the verbiage change section below). 3. IVR Number: The IVR phone and tracking number is now displayed in two places on the permit. It has now been added beneath the permit number at the top of the Building Permit for quick reference. 4. Licensed Professionals: The primary contractor will now always be displayed on the top of the list if there are multiple contractors associated to the record and performing work. There have also been changes with certain verbiage within the Building Permit. They are as follows:
After (now displayed in the SCHEDULING INSPECTIONS section) 3. Permit Fees section header:
Before: “PERMIT FEES – Permit fees may change after staff review” After: “PERMIT FEES” Will there be training on the new Building Permit? There will be a training to outline how to toggle the display of a Condition of Approval on/off, how to ensure pending inspections are displayed on the permit, and that when the home owner is the one performing work that important information displays properly on the permit. 2. Revised Report: Certificate of Satisfactory Completion (Live Aug 17th) The Certificate of Satisfactory Completion report has been completely re-written. It has a more similar look and feel to the new permit. Type of Work with Valuation, Job Site information, Services (fees), Contractor Information and completed inspections are on the Certificate. While these have always been displayed, the lay out now matches that of the new Permit. The biggest change with the Certificate is that a red banner with white text will display in the first section indicating that the Certificate has not actually been issued if it meets any of the following criteria. There are two different notifications on this note: “Certificate Not Issued Due to Insufficient Information” will display if one more of these is true:
“Certificate Not Issued – Permit Not Finaled” will display if the following is true:
3. Revised Report: Building Placard (Available Now) The Building Placard was not re-written but did have minor design corrections and changes that may have prevented the Placard from being used. The changes are as follows:
4. New Report: Lookup by Invoice (Available Now) Accela doesn’t provide an easy way to search by Invoice Number so a new report was developed as a simple searching tool to find what record an Invoice Number belongs to. The report is available in all modules under Financial Reports v3 and is called Lookup by Invoice #. 5. New Report: C of Os Issued (Available Now) A new building report is available under the Monthly category named C of Os Issued. This report shows the details of all Certificates of Occupancy issued in the specified timeframe so you can review the information quickly, as requested from our last Focus Training on Reconciling Exceptional Payment Methods. 1. Affordable Housing CET
We built a new feature in OSM to accommodate agencies who are charging for Affordable Housing CET fees. Please submit an email to ePermitsHelp.BCD@oregon.gov if your agency will implement this fee. 2. Resolved Global Search We worked closely with Accela to resolve an issue with Global Search so now your search results should be accurate. 3. New OSM Inspector Route Sheet Report The report will show the scheduled inspections for a specified time frame for a particular inspector (or inspectors) or all inspectors within an agency. The report lists the inspections in route number order, if route numbers have been assigned. If no route numbers have been assigned the order is by permit number then inspection. |
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