GNA Department Maintenance

Department Maintenance

Overview

This form is used to define the profile for each department. This includes the fiscal year used by the department, access to the Govern data entry functions and access to Accounts / Receivable data. This form also contains the Multimedia Parameters and Multimedia Codes.
To access this form, from the Govern New Administration (GNA)…

  1. Select the System Parameters tab in the GNA ribbon.
  2. Click to select Department Maintenance..

Command buttons

Browsing Records: In the Department Maintenance form, the list of existing department profiles can be seen on the left hand side (LHS).
Creating a Department: Click New to clear the form and create a new department profile.
Canceling Changes / Creation of a Department: To cancel the creation of a Department, click Cancel changes icon. This icon is similar to the Create a New Item icon during the creation process. A confirmation message appears if there are any unsaved modifications.
Saving a Department Record: Click Save the Current Item to save a new department profile or modifications to an existing one.
Deleting a Department: Click Remove the Current Item to remove the current department record.

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General tab parameters

Department Code: This code is used to Identify the department. All links to this department will use this code. All alphanumeric characters are valid.
English Short Description: In the English Short Description field (or the Short Description field for your first language), enter a description using a maximum of 25 characters.

NOTE: When a Short Description is entered and you click in the Long Description field, it is copied into the Long Description field.

English Long Description: In the English Long Description field, enter a description up to a maximum of 50 characters. French Short Description: In the French Short Description field (or the Short Description field for your first language), enter a description using a maximum of 25 characters.

French Short Description: In the French Short Description field (or the Short Description field for your first language), enter a description using a maximum of 25 characters.

NOTE: When a Short Description is entered and you click in the Long Description field, it is copied into the Long Description field.

French Long Description: In the French Long Description field, enter a description up to a maximum of 50 characters.
Any modifications to a record, or creation of a record are presented with the option to Save. Click Yes to accept the changes. When there are Validation issues with the record, the Validation Errors form is presented. Click OK to continue.
Fiscal Year: This field will display the fiscal year that the current department will work in; when creating a new department, this will be the fiscal year that the department will be working in.

NOTE: This field must be modified manually when the department changes to a new fiscal year.

Owner as of Month / Plus (+) or Minus (-) Years

The Owner as of Month feature allows you to specify the month that the system will register new owners. For example, the assessor’s office might use the date of March 1 as their annual registration date. This means that if a parcel is sold after March 1 plus a day, i.e. March 2, 3 etc., the previous owner will still be considered as the Owner because they were in possession as of March 1.
Owner as of Month: Specify the (as of) month to be used when creating new property owners.
+ or – Years: Specify the number of years added, or subtracted, from the fiscal year, relative to the last assessment.
For example, if the last assessment was performed in the year 2007, and the current year is 2009, we would enter –2, i.e. (2007-2009 = -2), in the + or – Years parameter.

Modifying the Fiscal Year

To modify the Fiscal Year value, click in the field, select the existing year and overwrite the value.

Privacy / Restrictions for Names

Name Group Code: You can create a Name Sharing Group in order to extend access rights to the name and address records, created by your department, to one or more of the other departments, within your organization.
Use the options in this group to set up access rights for Name and Address records; to do this you need to define the following:
To create a Name Sharing Group…

  1. In the form, enter a code of one or two characters in this field. Then, enter the same code when you set up the other departments in this group.
  2. Select one of the following options to define the access rights for the departments included in the Name Sharing Group and for those outside of it.

The code of the Name Sharing Group and the type of security permissions are displayed on the Name and Address Maintenance function in Govern, unless the records are private to another department. If the name is restricted, it is grayed out and cannot be modified. Similarly, if the address is restricted, it is also grayed out and cannot be modified.

There are four (4) levels of security for name and address records.

  • No Restrictions – There are no restrictions to the Name and Address portions of the records, they can be searched, modified, or deleted. Other users are equally unrestricted.
  • Private Names – Name and Address records, are private to the department or Name Sharing Group, where they were created. Other users can’t search, modify, or delete these names. They can only view them if they are already link to other Govern functions
  • Restricted Names – Names in the Name and Address records are restricted to the department or Name Sharing Group, where they were created. Other users can view the names can’t modify or delete them. They are still able to search for the records and modify the addresses.
  • Restricted Names and Addresses – Both the name and address portions, of the Name and Address records, are restricted to the department or Name Sharing Group where they were created. Other users can perform a search for these records but cannot modify or delete them.

What’s New!

Owner As of Month parameters in GNA

Available in GNA release 6.0.1611.0573
Addition of parameters to allows users to enter the “Owner as of Month” and “+/- Years” in the Govern New Administration (GNA) Department Maintenance form. See documentation below for details.
GNA_Department_Maintenance – Add Owner as of param.pdf

New Features in the Multimedia Codes form

Available in GNA release 6.0.1503
The Multimedia Codes form allows users to define multimedia codes for a department. The multimedia codes provide options for linking various document types to a Property, Name, Permit, Activity, Inspection, Sale, Building or Public Hearing record. The changes now allow the entering of file extensions for documents that are stored in the database, and for image types. (Table: PC_FREE_FORM).

Related Topics

Name & Address Group Security Rules Grid
User Maintenance

Now, We can set the extension for the file extension when the type of document is DB Document. Also, We can do the same for the image stored in database.

 

 

103-SY-003

 

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GNA User Maintenance

GNA User Maintenance

Overview

The User Maintenance form maintains user data. In this form, new users can be created, their access passwords can be set, or user profiles that are inactive can be removed.
Access rights can be set in the Govern Security Manager (GSM).

To access this form, from the Govern New Administration (GNA)…

  1. Select the System Parameters tab in the GNA ribbon.
  2. Click to select User Maintenance..

User Maintenance command buttons

Browsing User Records: In the User Maintenance form, the list of existing user profiles can be seen on the left hand side (LHS). Creating a User: Click New to clear the form and create a new user profile.

Canceling Changes / Creation of a User: To cancel the creation of a user, click the Cancel Changes icon. This icon is similar to the Create a New Item icon during the creation process. A confirmation message appears if there are any unsaved modifications.

Saving a User Record: Click Save the Current Item to save a new user profile or modifications to an existing one.

Deleting a User: Click Remove the Current Item to remove the current user record.

Read More...

User Maintenance parameters

These are the parameters that are located in (Table: USR_USERFILE).

ID: This informational field displays the unique user ID (U_ID) of the current record; this information cannot be modified.

Inactive From: Enter the expiration date for the account; i.e. the date after which the account is no longer active. Dates are entered in the following format: DD/MM/YYYY. The date may be entered manually, or the date control can be used. (Table: USR_USERFILE.INACTIVE_DATE)

User ID: The User ID is the user identification required for login. (Table: USR_USERFILE.USR_ID)

Password: Enter the password for the user; passwords will be cloaked, i.e. appear as an asterisk “*” when being entered. This value is encrypted in the database. (Table: USR_USERFILE.PWD)

Name: For this parameter, enter the full name of the user. This field supports up to 32 characters; spaces are included in the count. (Table:
USR_USERFILE.NAME)

Initial: Enter the initials of the user; a maximum of three (3) letters are supported. (Table: USR_USERFILE.INITIAL_NAME)

Email: Enter the email address contact for the user. This e-mail address is used in the Messaging System function within the Permits & Inspections subsystem. (Table: USR_USERFILE.EMAIL)

Any modifications to a record, or creation of a record are presented with the option to Save. Click Yes to accept the changes. When there are Validation issues with the record, the Validation Errors form is presented. Click OK to continue.

 

 

103-SY-004

 

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103-SY-001_SMTP

General Settings Parameters – SMTP Configuration

Overview

General SMTP configuration is carried out through the OpenForms General Settings Editor in GNA. Additional parameters are required to be completed when using the eGovern module.
Additional parameters are required to be completed for the eGov. See Configuration for eGovern – Public Self Service Portal below.

Configuring SMTP parameters

To configure the SMTP parameters, from the GNA ribbon…

  1. Select Parameters (tab) > System Parameters (group) > General Settings Editor.
  2. In the OpenForms General Settings form, set the Registry Filter to General.
  3. Under the Section Name column, locate the SMTP Keys.
  4. Complete the required parameters.

The required parameters are as follows:

  • Default Sender Address – Typically a no reply administrator address.
  • Host – This is the IP address of the host SMTP server
  • Password – Enter the password that is required to access the server
  • Port – Enter the port information specified by the System Administrator.
  • User – This is the username to access the server.

About Ports

Port information is best obtained from the system administrator that manages the communications requirements for the organization. By default, the following ports are used for the SMTP protocol:

For Unencrypted SMTP

Port 25 / 587 / 2525 – This is the default SMTP non-encrypted port but ISPs will deny its use because of spam and malware traffic. Alternate ports are 587, and 2525

SMTP with SSL

Port 465 – This is a deprecated port but may still be used.

Configuration for eGovern – Public Self Service Portal

Configuration of the eGovern – Public Self Service Portal is carried out within the Govern New Administration (GNA).
In the GNA ribbon …

  1. Select Application Configurations (tab) > Web Configuration (group) > Manage Web Site.
  2. In the Manage Web Site form, click the General tab.
  3. Locate the Mail group.
  4. Complete the required fields.

The required parameters are as follows:

  • Administrator Mail – This field should contain the email address of the system administrator that has been designated to receive error messages.
  • System Mail – The System Mail parameter is the address that will be used for the from field in the email message. These are system messages that will not require replies, e.g. confirmation of user payments.
  • SMTP Host – Enter the host name of your SMTP server in the SMTP Host parameter. Example: mailhost.domainName.com, or smtp.sparta.com.
  • SMTP Port – Specify the SMTP Port; the typical port is 25.
  • SMTP User – In the SMTP User field enter the username that is used to access the account.
  • SMTP Password – In the SMTP Password field enter the password used to access the account. Text entered into this field will appear “cloaked”, i.e. typed letters will appear as asterisks
    “ ” to hide the typed letters.
  • Activate email in HTML format – Select this option to send email messages in HTML format. As HTML text additional formatting can be added to the messages. The default format for sending messages is as plain text.
  • Include Administrator in Email Communication** – Select this option to send a copy of the email message to the administrator.

Change to Order of Precedence for Messaging

When messaging is required in Govern, e.g. the Activities function, messages were first relayed via SMTP. If this method was not successful, the system would then attempt to send using the Messaging Application Programming Interface (MAPI) Architecture. This methodology has changed. The system now uses only SMTP for messaging.

Related Topics

General Settings Parameter

 

 

103-SY-001_SMTP

 

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ST – Category Form Setup

Category Form Setup

Overview

Use the Self Reported Business Tax Categories form to create categories for self reported tax. You can add penalties and discounts to the categories. Then, set up Fields and Levies for each category.
The field setup function for the filings is very similar to prior OpenForms versions (backward compatible to Govern for Windows) with the exception of the method to add the fields to the WEB when using the e-Government System option.

NOTE: eGovernment version 6.0.1503 is required

What’s New

Available in Release 6.0.1511 and later

“Is Read Only” flag for Self Reported Business Tax Form Parameters

(Perform the “Verify Database Process” in the Govern New Administration (GNA) prior to use.)
In the form for “Categories Form Setup” in the GNA, options are available to restrict user access to the parameters that are presented on the OpenForm in the application. Administrators that need to present parameters with read only information can use the Is read Only flag. This flag allows administrators to let users view a parameter but not change it on the eGov.

Preview

This option is available for use in the OpenForm Settings and the Web Site Settings form. When set, “real time” preview can be observed under the Preview and Preview Web tabs. Previously, by default a parameter was always editable.

Technical Information

Changes to the Database Structure

The following modifications were made to the Reference file MSGDatabaseStructureMods.xml for (Table: ST_PARM_FIELDS):

  • IS_READONLY
  • IS_READONLY_WB

For example:
<column name=”IS_READONLY” type=”smallint” length=”0″ nonull=”False” action=”add” gnaaversion=”6.0.0.0″ description=”Hide Field” />
<column name=”IS_READONLY_WB” type=”smallint” length=”0″ nonull=”False” action=”add” gnaaversion=”6.0.0.0″ description=”Hide Field for Web” />

Conversion

When performing an ST conversion, prior to setting up users to begin, you must also set up a Department in the ST_MASTER form. Unless a Department has been set up data will not appear in the ST Master form.

NOTE: Users of the eGovern that are configuring eRemittance (i.e. Online Self Reported Business Tax submissions), will need to create a duplicate of any forms that will be accessed. Creating this form will allow them to specify which fields are to be made available online.

See Also

What’s New in the eGovern Public Self Service Portal
Form Setup Section Manual 5.1

 

 

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103-st-parm-General

103-st-parm-General #103 #bu #st

General Parameters

General Module Overview, Configuration, Calculation, Installation, OpenForms Reference, What’s New, wiki Module MAP, R&D Only
VERSION 6.0 / VERSION 6.1 Last Updated April 21st, 2017

Table of Contents

Overview
SRT General Parameters tab
Controlling Account Number Increments
Next Account Number
Increment
Parameters related to the Missing Filer Process
Check Link to Permits
Check Change Date
Add Weekend, Holidays to Due Date
Apply Late Filing Penalty on Zero Tax
Allow Creation of Negative Levies

Overview

When configuring the Self Reported Business Tax module, the first form to configure is the Self-Reported Tax section of the OpenForms General Settings form.

SRT General Parameters tab

Controlling Account Number Increments

The ST General Parameters window automatically generates the first number for Self-Reported Tax accounts.

Next Account Number

The Next Account Number parameter is strictly informational and will display the current account number.

Increment

Entering a value into the Increment parameter will allow you to control the number that is added to generate each subsequent account.
For example, if your Next Account Number is 00000201 and you have entered an Increment of 100, the next account number to be automatically generated will be 00000301. This incrementing is observed with each new account generated.

Parameters related to the Missing Filer Process

The SRT Missing Filer process creates empty filing records (new entries into the following tables, (Table: ST_FILING_MASTER), (Table: ST_FILING_FIELDS) and (Table: ST_FILING_LEVY). The records created by this process will be flagged as UNFILED, (Table: ST_FILING_MASTER). (UNFILED = -1); no data is entered, therefore there is no computation or taxes calculated.
In the Govern New Administration (GNA), there are two (2) parameters available for this process:
Using the Check Link to Permits / Check Change Date options

Check Link to Permits

Select the Check Link to Permits (Create Missing Filing Process), if the Self-Reported Tax (ST) account is linked to PM, the process will take as Starting Date the PM_MASTER. START_DATE and only creates filing records back to that date.

Check Change Date

When the Check Change Date (Create Missing Filing Process) option is selected, the process will take the ST_MASTER. CHANGE_DATE as the Starting Date and only creates filing records back up to that date.

Add Weekend, Holidays to Due Date

Selecting the Add Weekend, Holidays to Due Date option will factor in weekends and holidays in due dates. This can impact the calculation of interest and other calculations

Apply Late Filing Penalty on Zero Tax

This option is used to apply a penalty on the Late Filing. When enabled, the minimum late filing penalty that is set in the Late Filing Penalty group of the Penalties and Interest sub-tab, will be applied. See the What’s New Section of the Zero Filers feature page for details.

Allow Creation of Negative Levies

NEW! When this option is selected, if a negative amount is entered in the Self Reported Tax Filing Information form, it will create a negative levy. When the return is posted to the A/R the levy will be created as a negative invoice which will credit the balance. See Allow Creation of Negative Levies for details.