User Interface

As is standard for Govern interfaces, lists are displayed on the left hand pane. As items are selected on the list the parameters and details are displayed in the central pane. Departments cannot be added in this interface, only their parameters can be modified.

Defining a Department

Prior to creating a Category, the following are required:

• A determination of which set of added fields are to be added to the entity.
• Application Numbers and Certificate ID’s that are to be created.

NOTE: Due to the Workflow modules ability to generate unique alphanumeric keys, i.e. Applications, Numbers and Certificate ID’s, these numbers are stored as strings and not numerical values in (Table: USR_KEY_DYNAMIC), refer to the Appendix within this document for details regarding the USR_KEY _DYNAMIC table.

The above are determined by the combinations of Kinds and Categories. In addition, the Kinds are also linked to an Account Receivable (A/R) Name and an Applicant Name.
Each Category will be linked to a Kind. In addition each Category can override the Application, Number, and Certificate ID’s.

Generated Tables

When created, the Kind will generate a (Table: WM_KIND_<kind code>). The Category will create a (Table: WM_CATEGORY_<category code>). If requested, each table will also generate respective required Added Fields.

Workflow – Department – General tab parameters

Accounts / Receivable (A/R) Parameters

A/R parameters can be defined at any of the following levels:

• Organizational
• Departmental, through the Permit Parameters form.
• Permit type, through the Permit Type Maintenance form.
• Activity step, linked to a permit, through the Activities tab.
• Fee, through the Fee Computation Setup form. (Under Development)

A/R Class Default – Select the default A/R class that is linked to the department.

Presentation of Numbers

When defining permit numbers by department, when generating Applications, Permits, Certificates (CO & CC), Offenses, Workflows, Payment and Submission sequence numbers if you are. Otherwise, leave this field blank and enter the number on the Land Management Parameters form or the Permit Type Maintenance form as applicable.

Override Sequence – By default this option is not selected. This means that all sequence numbers for Applications, Permits, Certificates (CO & CC), Offenses, Workflows, Payment and Submission sequence numbers will follow a conventional numerical standard, i.e. starting from 1, with no prefix or padding with zeros.
When this option is selected, parameters will be displayed that will allow the modification and appearance of the following:

Prefix – Enter an alphanumeric string that will be appended at the beginning of a numerical sequence; e.g. entering ‘AMT’ will result in a numerical sequence that is always presented as follows AMT001, or AMT1234, and so on. Look under the Preview column to see a real-time example of your sequence.
Sequence (Start Number) – The value that is entered in this field will be incremented by 1. The resulting value is your starting sequence number; e.g. if 100 is entered, the next starting number is 101. Look under the Preview column to see a real-time example of your sequence.
Length – Enter the number of digits to use for the length of the sequence. This field will accept a numerical value from 1 – 12. When a value is entered, the numerical portion of the sequence number will be “padded” with zero’s from the left hand side.
Example
When the number entered in this Length field is “8”, and no additional sequence numbers are entered, the starting number displayed under the preview will be 00000001. Likewise, if “1000” is entered as a Start Number, and a Length of “8” is entered, the number that will be displayed will be 00001001
Preview – A preview of your sequence configuration is displayed under this column.

Sequence types

Application – This is the sequence format that will be applied to an Application number when it is generated.

Number – These parameters will modify the sequence format that will be applied to a generated Certificate number.

Certificate – Complete the parameters to modify the sequence format that will be applied to a Certificate number when it is generated.

Automatically Link Applicant Name – Select this option to automatically enter the property owner as the applicant when you create a new record, i.e. permit, license, bond, approval or offense. The applicant will appear on the Names tab of the applicable function.

NOTE: The Link A/R to Names option must be selected on the Accounts/Receivable General Parameters form if you are using this option. However, if the Link A/R to Names option is selected and this option is deselected, a message appears to notify the user to add the applicant name, manually.

Automatically Link Owner Name – Select this option to automatically enter the property owner, on the Names tab, when you create a new permit, license, bond, approval or offense.

Automatically Link System ID’s – When creating a new Permit or Inspection, any Permits / Inspections, Hearings / Offenses, Workflow, Complaints/Request for Services/Grievances, Occupants, and Buildings record types already associated with the record, and displayed in the Dataset Treeview in Govern, can be linked when you click Automatically Link System IDs.

Display a Warning for a duplicate Type – T/C

Use the Activity Date to compute the Expiration Date from the Activities – Use activity date to compute the expiration date from the activities; when selected, the system will use the current activity start date to compute the expiration date for activities that use the expiration date automatic update (by adding “X” number of years, months or days).

Display all licenses issued to the Individual – Select this option to display all the licenses issued to the selected individual or company, when the user adds a reference name to a permit or license.

Inspection Parameters group

Inspection Territory – Select an inspection territory from the drop-down list.

Automatically Assign an Inspector – Select this option to automatically assign an inspector, when the inspection is generated from a System Activity.

NOTE: You can only assign an inspector to a Scheduled inspection.

The inspector is assigned, by availability and by territory, on the Inspector’s Schedule form; i.e., the location of the requested inspection needs to be within the territory assigned to the inspector. Otherwise, if All Territories have been assigned or if an Inspector’s Schedule does not exist for the inspector, the inspector can work in any territory.

• By Inspection Type – Select this option, if the Automatically Assign an Inspector option is selected, to assign inspectors by inspection type, as well as by territory. The inspector can only be assigned to an inspection if the inspection type matches one of inspection types selected on the Inspector’s Schedule form. Otherwise, if no inspection types have been assigned or if an Inspector’s Schedule does not exist for the inspector, the inspector can be assigned to any type of inspection. See Defining Inspection Calendars and Schedules in the Inspections guide for more information.

The inspector is automatically added to the Names tab of the permit or license that is associated with the inspection.

NOTE: The insp code must be present in (Table: VT_USR_PMNAME).

Show Inactive Inspectors – When selected, this option allows the system to display inspectors that are designated as inactive.

Use Light Inspection Scheduling – This feature allows you to indicate scheduled times which bypass the system scheduling restrictions which prevent conflicts in date and time. This would be the electronic equivalent of a sticky note reminder with a manually written time on it.

Generating Fees from Inspections

You can set up fees for failed or incomplete inspections for a permit, workflow or offense. When you select one of the following options, the Reason Code and Fee Amount fields are automatically displayed. The fee is generated from the Inspections function in Govern. Refer to the Inspections guide for further details.

NOTE: You can select only one reason and apply only one amount, per department, for an incomplete or failed inspection.

Generate Fee from Inspections – Select this option to set up a fee for an incomplete or failed inspection for an offense. Then, select a reason for charging the fee from the Reason Code field and enter an amount in the Fee Amount field.

Reason code – When an inspection is deemed incomplete or failed, a reason code may be required; select one from the combo box.

Fee Amount – Incomplete or failed inspections may have a fee associated with them. When this is the case, select the fee that is to be associated with it from the combo box.

Display a Warning for Unlinked Inspections – Select this option to display a warning flag for an inspection that has not been associated with a permit, license, approval, bond, decision, prosecution or appeal. If the user tries to access the inspection in Govern, a message will be displayed.

General tab Business Rules

A/R Class items that are year based that appear in the A/R Class Default combo box will use the year that is set under the GNA Year tab, not the year from (Table: USR_DEPARTMENT).

Workflow – Department – Activities tab parameters

See Workflow Activities

Workflow – Department – Types parameters

See Workflow Types

Workflow – Department – Inspections tab parameters

See Workflow Inspections

Technical Documentation

Click below to display or download the technical documentation.
103-wm-parm-301 Department Parameters.pdf