OPS User Manual - Cayman Islands Planning Department
Contents
1. List of Permits for a pre determined number of days before it is automatically moved to the Archive 5 1 2 Form Status All inspection request forms that have been submitted appear in the Inspections list In the Status column you will see the status of each one e Preparing when an inspection request has been prepared and saved but has not yet been submitted e Pending when an inspection request has been submitted and is pending DOP review e Assigned when an inspection request has been assigned to an inspector e Approved when an inspection has been approved by an Inspector e Rejected when an inspection has been rejected by an Inspector When forms are rejected a reason is required e Expired when an inspection has been expired by DOP and becomes disabled bio Brac Informatics Centre DOP User Manual 5 2 Options 5 2 1 District West Bay George Town East End Bodden Town North Side Cayman Brac Little Cayman 5 2 2 Permit Type RESIDENTIAL COMMERCIAL INDUSTRIAL INSTITUTIONAL RECREATIONAL ESSENTIAL SERVICES AGRICULTURE HOTEL TOURISM OTHER _NULL_ 5 2 3 Permit Subtype CHANGE OF BUILDING USE CANAL COASTAL WORKS LAND CLEARING SITE PREPARATION MATERIAL STORAGE SITE PARK ROAD RIGHT OF WAY SUBDIVISION LESS THAN 6 LOTS SUBDIVISION GREATER THAN 6 Page 19 bio Brac Informatics Centre DOP User Manual Page 20 LOTS e SIGN e ADDI2. o Inspectors can Defer an inspection This causes the inspection to go back to the Employee queue for re assignment Observer Government Agency Employees Internal o Observers have read only access to permits They are able to view inspections but cannot make changes to them Business Non DOP Employees External o Businesses are granted access to the portal for the purpose of requesting inspections They have access only to the permits assigned to them o A Business can be assigned the role of Agent within the system The Agent is responsible for managing a project and assigning the permit to the businesses contractors associated with a project There is only one Agent assigned per permit o Non Agent Business can assign the permit to contractors associated with a project o An individual operating as a Business can be classified as Freelance within the system o Login credentials are provided to Businesses by DOP Contractor Non DOP Employees External o Contractors are individuals assigned to a permit by a Business and can be granted access to the portal for the purpose of requesting inspections o A Contractor can be assigned the role of Project Manager by the Agent Email notifications generated by the system will be sent to the Project Manager instead of the Business o Businesses can select a group of preferred contractors to work with This list of preferred contractors can be used
3. assigned inspector The system automatically provides the dropdown list based on the inspector s specialty and availability Once the Permit Final Permit Close inspection has been satisfactorily completed the inspection process is complete and the permit is moved to the Archive after a pre determined number of days default is 7 days but this can be changed by an Administrator in the Information section of the portal Archived permits can only be viewed by DOP employees and inspectors Each Permit has an Inbox which is available to all users All electronically submitted documents will arrive in the Inbox Employees can move the documents from the Inbox and distribute them throughout DOP to the appropriate recipients by token email bio Brac Informatics Centre Page 6 DOP User Manual 1 2 Inspection Workflow Scenarios DOP Process Flow Create Permit amp Assign Agent Permit Z l STARTED Form Addedto Emplovee ti Pending List Employee Assigns Employee Assigns Form Added to Inspection Form to i Final inspection Form Emplovee Inspector i h Pending List To Inspector r U 1 r Inspection Form PENDING Final Inspection Form PENDIN Assigns to businessis Permit ACTIVATED Pass __ Issue Certificate Request for CO Form PENDING i Business Agent Business Agent Inspection Form REJECTED Sy
4. to select the Person Making Request on the inspection request form the contractor who did the work o Contractors must have a valid and up to date Licence The Licence expiration date must be at least 7 days beyond the preferred inspection date o Login credentials are provided to Contractors by DOP bio Brac Informatics Centre DOP User Manual Page 9 2 2 Login To login to the production Online Planning Svstem open a browser and navigate to https dop secure kv Vou will see a login screen similar to the screenshot below ENG Department of Plannin ZEWG ma EBDA TIT Welcome to the Cayman Island Online Planning System Please enter your login information to securely access your inspection requests Username Password Login Forgot Your Password Click here copyright 2012 v 605 snapshot help email support Login to the system using the credentials username and password provided to you by DOP The first time you login with a new or reset password you will be required to change your password and answer a security question This will be used for authentication if you forget your password or do not login for an extended period of time See screenshot below Department of Planning ano Questions for alternate authentication Please answer the following question s These questions will be used to further authenticate vou if you forget your password or do not log into the system fo
5. 56 PM APPROVED Test04 Employee 02 Jul 13 03 24 PM 1070213 112746 PLUMBING FINAL PLUMBING F View 02 Jul 13 11 28 AM ASSIGNED 1070213 111452 ELECTRICAL ELECTRICAL FINAL F View 02 Jul 13 11 15 AM APPROVED 02 Jul 13 11 23 AM 1070213 105625 GENERAL BUILDING BUILDING FINAL F View 02 Jul 13 10 57 AM APPROVED BIC QA Business 02 Jul 13 11 24 AM 1070113 100112 GENERAL BUILDING SLAB F View 01 Jul 13 10 03 AM APPROVED BIC QA Business 02 Jul 13 10 13 AM bio Brac Informatics Centre DOP User Manual Page 14 To add a new inspection select an Inspection Categorv and Inspection Tvpe from the dropdown lists and then click Add Inspection Vou will be presented with a blank inspection request form Enter information in all the required fields indicated bv a red asterisk and click the Submit button If vou are not readv to submit the form vou can click Save to save vour information e Information provides you with a quick view of all pertinent information about a permit including the Agent Description Parent Permit Number Permit Tvpe Location and Building Details e Assignment provides a list of all businesses and contractors associated with a permit o Agents are able to assign additional businesses and contractors to the permit by clicking the Add Existing Business or Add Existing Contractor button and searching for the business or contractor you wish to add Only contractors who have login capabilities can be added Once a selec
6. Brac Informatics Centre DOP Online Planning Svstem OPS External User Manual e iiinformation Is an asset Information availability is a requirement Brac Informatics Centre DOP User Manual Page 2 CopvrightO Brac Informatics Centre June 2013 This document is the intellectual propertv of Brac Informatics Centre It mav not be sold or distributed in hard copv or electronic format to anv other companv or association BIC CONFIDENTIAL DOP User Manual Table of Contents ma omni bl 2A 2 2 3 2 3 3 5 2 OVERVIEW OVERVIEW INSPECTION WORKFLOW SCENARIOS 1 2 1 ASSIGN INSPECTION REQUEST 1 2 2 RE ASSIGN INSPECTION REQUEST USERS USER TYPES LOGIN DOP EXTERNAL USER NAVIGATION amp FUNCTIONALITY GENERAL NAVIGATION 3 1 1 EXTERNAL USER FUNCTIONALITY PERMIT NAVIGATION NAVIGATION FEATURES 3 3 1 ADD FEATURES 3 3 2 VIEWING SCREENS 3 3 3 SEARCH INSPECTION REQUEST FORM COMMON SECTION STATUS amp OPTIONS STATUS 5 1 1 PERMIT STATUS 5 1 2 FORM STATUS OPTIONS 5 2 1 DISTRICT 5 2 2 PERMIT TVPE 5 2 3 PERMIT SUBTVPE 5 2 4 ISLAND 5 2 5 AUTO GENERATED NUMBERS Page 3 NN S A Brac Informatics Centre DOP User Manual Page 4 1 Overview 1 1 Overview The Department of Planning DOP Online Planning System OPS is a secure website for managing online communication between DOP emplovees inspectors and businesses contractors associated with the permits being administered bv DOP Th
7. Manual Contractor Tvpe Architect Engineer Interior Designer Landscape Designer Planner Draftsman Project Manager Building Contractor Tradesman General Operative Maintenance Technician Estimator Mechanical Engineer Mechanical Technician Survevor Apprentice Plumber Journevman Plumber Master Plumber Septic Tank Emptier Waste Water Installation and Maintenance Well Driller Electrical Engineer Temporarv Electrical Engineer Electrical Lineman Temporarv Electrical Lineman Electrician Temporarv Electrician Master Electrician Temporarv Master Electrician Electrical Wireman Temporarv Electrical Wireman Apprentice Electrician Temporarv Apprentice Electrician Page 27 DAR 000000 DEN 000000 DID 000000 DLD 000000 DPL 000000 DDP 000000 CPM 000000 CBC 000000 CTG 000000 CMN 000000 CTE 000000 CES 000000 MME 000000 MMT 000000 SSR 000000 PAP 000000 PJP O00000 PMP 000000 PST O00000 PWW 000000 PWD 000000 EEE O00000 ETEE O000000 ELM 000000 ETLM 000000 EEL OO00000 ETEL O00000 EME 000000 ETME 000000 EWM 000000 ETWM 000000 EAE 000000 ETAE 000000 bio Brac Informatics Centre
8. N FACILITY e WATER STORAGE TANK e WIND TURBINE e WORKSHOP e OTHER e REPAIR OF VEHICLES e CONDITION OF LAND e DILAPIDATED BUILDING e EXCAVATION e FENCE WALL e LAND CLEARING e LIVESTOCK e LOCATION OF STRUCTURE e POOL e ROAD SIDE VENDING e SHED e SHORELINE WORKS e SIGN e MODIFICATION bio Brac Informatics Centre DOP User Manual Page 25 5 2 4 Island e Grand Cayman e Sister Islands Cayman Brac and Little Cayman bio Brac Informatics Centre DOP User Manual 5 2 5 Auto Generated Numbers Page 26 Inspection Number iIMMDDYYYY HHMMSS Business Type Alternative Energy Architecture Building Construction Civil Engineering Electrical Electrical Engineering Elevator Engineering Facilities Property Management Fire Contractor General Contractor Interior Design Land Surveyor Landscape Design Liquor Licence LPG Contractor Mechanical Contractor Mechanical Engineering Plumbing Pools Project Management Sewage Trucking and Maintenance Site Works Structural Engineering System Supplier Virtual Business Well Drilling BCL O00000 BCL O00000 BCL O00000 BCL O00000 ECL 000000 ECL 000000 BCL O00000 BCL O00000 BCL O00000 BCL O00000 BCL O00000 BCL O00000 BCL O00000 BCL O00000 BCL O00000 BCL O00000 BCL O00000 BCL O00000 BCL O00000 BCL O00000 BCL O00000 PCE 000000 BCL O00000 BCL O00000 BCL O00000 VCL O00000 BCL O00000 bio Brac Informatics Centre DOP User
9. TION e AIRPORT e AMUSEMENT PARK e ANCILLARY STRUCTURE e ANIMAL ENCLOSURE e APARTMENT CONDO e ASSEMBLY BUILDING HALL e ASSEMBLY PLANT e ASSISTED LIVING FACILITY e AUDITORIUM e AUTOMOBILE SHOWROOM e BAKERY e BANK e BARBER BEAUTY SHOP e BOWLING ALLEY e BRIDGE e BUS SHELTER e BUSINESS RETAIL e CAR WASH e CCTV PUBLIC e CEMETERY e CHEMICAL PLANT e CHILD CARE e CHURCH e CLINIC OUTPATIENT e COMMUNICATION STRUCTURE ANTENNA e CORRECTIONAL CENTER e COURT BUILDING e DANCE HALL NIGHT CLUB e DECK bio Brac Informatics Centre DOP User Manual Page 21 e DEMOLITION e DEPARTMENT WHOLESALE STORE e DOCK e DORMITORY e DREDGING e DUPLEX e DYKES e ELECTRICAL INSTALLATION e ELECTRICAL RECONNECTION e ELECTRICAL SERVICE e ELEVATOR 1 HYDRAULIC DIRECT e ELEVATOR 2 ROPED HYDRAULIC e ELEVATOR 3 TRACTION e ELEVATOR 4 MRL TRACTION e ELEVATOR 5 RESIDENTIAL e ELEVATOR 6 ESCALATOR e ELEVATOR 7 WALK e ELEVATOR 8 AMUSEMENT RIDE e ELEVATOR 9 OTHER e EXCAVATION e FACTORY e FENCE WALL e FIRE STATION e FIT OUT RENOVATION e FLORIST NURSERY e FOUNDATION e FUEL STORAGE TANK e GARAGE e GAS STATION e GENERATOR PETROLEUM bio Brac Informatics Centre DOP User Manual Page 22 e GENERATOR PROPANE e GREEN HOUSE e GROCERY CONVIENCE STORE e GUEST HOUSE e GYMNASIUM e HAZARDOUS FACILITY e HOSPITAL e HOTEL RESORT e HOUSE
10. actor click the Remove icon next to the contractor you wish to remove That contractor will no longer appear in the Contractor List 3 2 Permit Navigation Once you have selected a permit from the List of Permits you will see a secondary menu bar which will allow you to access information and submit inspection requests specifically for that permit Inspections provides you with a list of inspection requests that have been submitted for a permit and allows you to add additional inspection requests You are able to see the inspection requests in the Inspections List along with their Inspection ID Inspection Category Inspection Type P F whether if is for a Partial or Full inspection Date Submitted Status Requested By and Inspection Date See the image below BIC A Business bic qa business dry Department of Planning Eno Home My Account Logout Applicant Status PERMIT ISSUED Block amp Parcel 151a Inspections Type AGRICULTURE Expiration Date 2014 01 02 Building No LI Electrical Connection Date Road Forms for Inspections SubType District North Side Desc Select an Inspection Add Inspection Inspection ID Inspection Inspection P F Date Submitted Status Requested By Inspection Date Expire Delete Category Type 1070513 005617 PLANNING PLANNING INVESTIGATION F View 05 Jul 13 12 56 AM PENDING Dop administrator 1070213 145503 PERMIT FINAL CERTIFICATE OF OCCUPANCY F View 02 Jul 13 02
11. cation between DOP employees inspectors and contractors associated with the permits being administered by DOP The portal uses technology to simplify 1 the process of communicating with contractors 2 receiving and handling inspection requests submitted online and 3 processing the permits all the way from the issuance of a Building Permit until the Certificate of Occupancy Contractors Businesses associated with a project are provided with secure login credentials by DOP They can visit https dop secure ky to login and view permits that have been assigned to them complete inspection request forms and securely submit the forms to DOP Communication ion request forms online thereby avoiding multiple phone calls and time consuming visits to DOP nt inf uta pern mit jests can be quickly processed and assigned to inspectors in the field with a PC or tablet to the inspection requests assigned to them the results of the inspection Management of Permits DOP Employees are a pen r an inspection contractors will submit an online inspection red to then managed by DOP employees who are authorized to assign the submitted requests to inspectors who will then perform the inspections Inspectors are selected from the dropdown list of inspectors An At the top right corner of all of the screens you will see your username Just below your username you will find the following set of utility icons e Home wi
12. dd or remove contractors from the list The Select Contractor list is used when completing an inspection request form Person Making Request and is your preferred list of s for all projects and permits Department of Planning mm Status ACTIVE andria_contr ACTIVE bic_qa_contr ACTIVE Re e e ACTIVE o e e To add a new contractor click the Add Contractor button Vou will be presented with the Search Registered Professional box You can search for the contractor you wish to add by entering information in the search boxes and clicking the Search button You will be presented with a list of contractors based on the criteria you bio Brac Informatics Centre DOP User Manual Page 13 entered Leaving the search boxes blank and clicking Search will bring up a list of all contractors Click the Add icon next to the contractor vou wish to add Vou will then be able to see the new contractor in the Contractor List See below Search Registered Professional Name Type Island Search Close ame Type Island Login Add 000 Virtual Administrator VIRTUAL GRAND CAYMAN dop virtual e 000 Virtual Contractor VIRTUAL GRAND CAYMAN e 000 Virtual Employee VIRTUAL GRAND CAYMAN e 000 Virtual Inspector VIRTUAL GRAND CAYMAN e DAM MCLAREN ELECTRICAL WIREMAN GRAND CAYMAN e LBERT CONOLLY ELECTRICAL WIREMAN GRAND CAYMAN e LLAN R MOORE MASTER ELECTRICIAN GRAND CAYMAN e v To remove a contr
13. e portal uses technology to simplify 1 the process of communicating with businesses contractors 2 receiving and handling inspection requests submitted online and 3 processing the permits all the way from inception until the Certificate of Occupancy is issued Businesses Contractors associated with a project are provided with secure login credentials by DOP You can visit https dop secure ky to login and view permits that have been assigned to you complete inspection request forms and securely submit the forms to DOP u Communication o Inspections businesses contractors are able to complete and submit all inspection request forms online thereby avoiding multiple phone calls and time consuming visits to DOP o Information permit information is posted here so that businesses contractors can easily obtain all pertinent information about a permit o Assignment all businesses contractors associated with a project can be assigned to the permit and viewed here o Inbox documents specifically related to a permit can be uploaded and downloaded from the Inbox section of the portal o Token Emails to Inspectors inspectors receive an email notification with a token link which allows them immediate access to the inspection requests assigned to them o Inspection Results Emailed to Businesses Contractors once inspections are completed businesses contractors receive an email notification with the results of the inspect
14. e LABORATORY e LAUNDRY DRY CLEANING SERVICE e LIBRARY e LIGHT RAIL e LIQUID PETROLEUM GAS SYSTEM e LIQUOR LICENSE e LPG STORAGE TANK e MARINA e MARKET e MECHANIC GARAGE e MIXED USE RESIDENTIAL COMMERCIAL e MUSEUM e NURSING HOME e OFFICE MEDICAL e OFFICE PROFESSIONAL SERVICE e PARKING LOT e PARKING STRUCTURE e PASSENGER STATION DEPOT e PAVILION GAZEBO CABANA e PHARMACY DRUG STORE e PHONE BOOTH bio Brac Informatics Centre DOP User Manual Page 23 e PIPELINE e POLICE STATION e POOL e POSTAL BUILDING FACILITY e POWER PLANT e PRINT REPRODUCTION SERVICES e PRISON JAIL DETENTION CENTER e PROCESSING PLANT e PRODUCTION PLANT e PUMP STATION e PV PANEL e RADIO TV STATION e RECREATIONAL BUILDING FACILITY e REFINERY e RESTAURANT BAR e RESTROOMS WASHROOMS e SCHOOL HIGH e SCHOOL HIGHER LEARNING e SCHOOL PRE SCHOOL e SCHOOL PRIMARY e SEAWALL e SEAPORT e SEMI DETACHED HOUSE e SERVICE STATION e SEWAGE SYSTEM e SHED e SHOPPING CENTRE e SOLID WASTE FACILITY e SPA WELLNESS e STADIUM e STORAGE STRUCTURE bio Brac Informatics Centre DOP User Manual Page 24 e STORM SHELTER e SUB STATION DATA EXCHANGE e TEMPORARY STRUCTURE e TENT FOR ASSEMBLY TENT e THEATRE e TOWN HOUSE e TRAILER HOME e TRANSPORTATION FACILITY e VETERINARIAN FACILITY e WAREHOUSE e WASTE WATER TREATMENT FACILITY e WATER PRODUCTIO
15. ion They can view the results in detail by signing into OPS Inspection Request Submission o DOP employees are able to view all submitted inspection requests in the Pending section of the portal such that the requests can be quickly processed and assigned to inspectors bio Brac Informatics Centre DOP User Manual Page 5 O Token Emails to Inspectors inspectors receive an email notification with a token link which allows them immediate access in the field with a PC or tablet to the inspection requests assigned to them Inspection Results Emailed to Businesses Contractors once inspections are completed contractors receive an email notification with the results of the inspection Management of Permits O Employees are responsible for managing the permits They can add new permits review inspection requests and assign inspectors Once a permit is entered into the system and assigned to an agent the agent will assign the permit to all associated businesses contractors When a project is ready for inspection businesses contractors will submit an online inspection request which will be securely delivered to the Pending section of the portal Pending applications are then managed by DOP employees who are authorized to assign the submitted requests to inspectors who will then perform the inspections Inspectors are selected from the dropdown list of inspectors An email notification will then be sent to the
16. ion about the permit assign additional businesses contractors to a permit and access the Inbox See 3 2 below Department of Planning BBO Home List of Permits Agent Project Name AL Tes Parent Project No Status st Project Fi Application Date 234 151a CAYMAN PLANNING GROUP ACTIVATED 17 Jun 13 Aarz3 ws ABAJA Andra TESTO3 TEST 03 101A56 BIC QA TESTQA1 test 34334 Andria Test Business COMPLETED TESTQA3 test 4556 BIC QA Business ACTIVATED ACTIVATED ACTIVATED e View Activity allows you to view recent activity within the system Clicking on the View Activity tab will display the Activity List You can also Search for a particular inspection by clicking the Search bar and inputting the date submitted date range status category or inspector Clicking on Permit No will take you to the Inspections page for that particular permit Clicking on any other link will take you to the Activity Detail page Click the View Latest Form link to view the inspection request form You will also be able to see all the previous versions of the inspection form s in XML Department of Planning mm7 Home My Account Logou Preferred Inspection Created by Type Date BUILDING FINAL 26 Jul 13 BIC QA Busi i9 dul 13 BIC QA Business 12 3ul 13 BIC QA BUILDING FINAL e Select Contractor allows you to view your preferred list of contractors and a
17. ll take you to your home page e My Account will allow you to manage your account preferences Here you can change your password time zone email address and other personal preferences e Logout will properly log you out of the system You should always logout from here for security reasons 3 1 1 External User Functionality The top menu bar provides three 3 options to all external users Select Permit View Activity and Select Contractor e Select Permit As a Business Contractor you will have access only to the permits that have been assigned to you Clicking on the Select Permit tab will display your List of Permits Clicking on the Search bar will display the permit search criteria This will allow you to search for a permit by entering partial information into the Search fields fields are case insensitive and clicking the Search button You must enter the complete permit number to use the Quick Search option Once you have searched for a permit you will be presented with the List of Permits which will include only the permits containing the search criteria you entered bio Brac Informatics Centre DOP User Manual Page 12 o List of Permits From this list you can select the permit you wish to work on by clicking the Permit Number See the screenshot below Once you have selected a permit you will see a secondary menu bar which will allow you to submit inspection requests view informat
18. mments will be recorded and dated and become part of the historical information for this request Some automated comments are entered by the system such as Approve and Disapprove events Save Submit Close Save allows you to temporarily save the information you have entered into the form such that it will be there when you return to complete the inspection request Once you have entered all of the required information you will use Submit to upload the submission to DOP Close allows you to close the form bio Brac Informatics Centre DOP User Manual Page 18 5 Status amp Options 5 1 Status 5 1 1 Permit Status You will be able to see all permits assigned to you in the List of Permits until they are moved to the Archive In the Status column you will see the status of each one e Started when a permit is entered into the system and an Agent has been assigned This status is used primarily for permits entered in bulk where Agent is not a required field e Activated when the Agent assigns a permit to a Business or when a permit is entered manually e Locked when a permit has been locked by DOP No one else can work on a locked permit e Void when a permit has been voided by DOP A permit is voided before it is deleted from the system e Completed when all inspections have been satisfactorily completed and the Certificate of Occupancy is issued The permit will remain in the
19. r an extended period of time copyright 2010 w605 SNAPSHOT gt Brac Informatics Centre DOP User Manual Page 10 oe he If you forget your password click on the Forgot Your Password Click here link You will be presented with the Reset password screen where you must input your username type a series of characters exactly as they appear on the screen and answer an authentication question based on the answers you previously provided You will then be sent an email with a temporary password When logging in with the temporary password you will be prompted to change your password Your password must contain characters from 3 of the following 4 categories English Upper Case Letter A B C Z English Lower Case Letter a b c z Westernized Arabic Numerals 0 1 2 9 Non alphanumeric space punctuation symbol bio Brac Informatics Centre DOP User Manual Page 11 3 DOP External User Navigation amp Functionality 3 1 General Navigation As an External user as defined in section 2 User Types once you have logged in and accepted the terms and conditions you will be presented with a screen similar to the screenshot below This is your home page BIC QA Business bie qa business A Department of Planning ku mm Home my Account Logout Business Home ll Welcome The Department of Pianning DOP Inspection Portal System IPS is a secure website for managing online communi
20. stem Places Completed Permit into Archive after pre determined days orms APPROVED Business assigns to Contractor Inspection Form PREPARING Inspection Form ED i i U i i i H i i U U U H Svstem retums 4 to Companv i Pending Folder 1 i i Contractor Contractor Admin Admin Contractor Business Emplovee Emplovee submits Inspection Request Agent Agent og Final Route KA Normal Route Fail Route Brac Informatics Centre DOP User Manual Page 7 Assign Inspection Request 1 2 1 1 Agent Contractor uploads an inspection request form 2 Employee Clerk locates the request under Pending tab all employees can see all requests from all Permits 3 Employee can assign an inspector from a dropdown list to an inspection request 4 Inspector selection is based on the availability excluding vacation sick and specialty of the inspector Only eligible inspectors will appear in the dropdown list 5 Employee also has the option to re assign inspections by using Inspection Pool feature This is in case the availability of the previously assigned inspector is in jeopardy 1 2 2 Re assign Inspection Request 1 Agent Contractor can upload a Rejected inspection for re inspection 2 Rejected inspection requests return to the Pending tab where an emplovee can assign an inspector based on availabilitv and specialt
21. tion is made click the Add icon Agents can also remove a business or contractor by clicking the Remove icon next to the business or contractor you wish to remove You cannot remove the Agent assigned to a permit o Businesses not assigned as Agent are able to assign additional contractors to the permit by clicking the Add Existing Contractor button and searching for the contractor you wish to add Only contractors who have login capabilities can be added Once a selection is made click the Add icon Department of Planning memo bio Brac Informatics Centre DOP User Manual Page 15 Inbox documents specifically related to a permit can be uploaded to the Inbox and viewed bv all users associated with the permit Vou are able to create new folders for organizing and storing documents as well as download documents from the Inbox BIC QA Business ie qa business i Department of Planning mm Home AA1111 Applicant Status PERMIT ISSUED BlockiiParcal 1513 Type AGRICULTURE Expiration Date 2014 01 02 Building No Electrical Connection Date Road SubType District North Side Documents Page 1 m Name Date Uploaded Uploaded By CI Another Folder 25 Jun 13 08 58 AM Andria Test Admin E subfolder 25 Jun 13 08 57 AM he imace 2 3PG 17 Jun 13 09 35 AM Test document paf 20 Jun 13 04 32 PM To upload a document click the Upload icon Browse for the document vou
22. tional fields can be defined to more precisely search Wild card search is performed on all open text fields When entering ABC the system will search for any entry with the pattern of ABC anywhere in the field For example 12ABC ABC12 and abc12 will all qualify for the search Empty fields imply don t care Anything in that field will qualify No special characters such as are implied bio Brac Informatics Centre DOP User Manual Page 17 4 Inspection Request Form 4 1 Common Section The information provided here is common to all inspection request forms Applicant Information Information on the person who applied for the Permit Business Requesting Inspection Information Information on the business designated as the Agent Contractor Requesting Inspection Information Information on the contractor requesting the inspection A valid Licence number is required o Person Making Request A dropdown list of preferred contractors of the business requesting the inspection who can make inspection requests for a project o IR Origin Inspection Request Origin The person who has logged in to submit an inspection request Property Information Information collected on this property It is pre filled and can t be modified Type of Inspection Full or Partial Inspection must be selected An Inspection Area Description box is provided for partial inspections Comments All co
23. v of the inspector 3 Rejected inspection requests do not have to be assigned to the original inspector 2 Users 2 1 User Tvpes Users involved in the online inspection process include the following six 6 tvpes e Administrator DOP Employees Internal O O Administrators are the general managers of the portal They are responsible for adding new permits to the system They can also delete permits from the system Administrators will also add new users change user information and delete existing users Administrators can disable an inspector such that the inspector will no longer appear in the dropdown list of available inspectors Administrators are also responsible for managing vacation and sick leave for the inspectors Administrators can bulk load permits businesses and users using a specially formatted text file This feature is used primarily during the initial installation phase of the project e Employee DOP Employees Internal O Employees have access to all permits and are responsible for managing the permits This includes adding new permits reviewing inspection requests and assigning inspectors bio Brac Informatics Centre DOP User Manual Page 8 Inspector DOP Employees Internal o Inspectors will perform the inspections assigned to them and complete an inspection checklist for each inspection performed Inspectors can approve or disapprove items in the checklist based on their findings
24. want to upload and then click the Submit button You will be able to see your document in the Documents list To download a document select the file or document vou wish to download and click the Download icon Vou will receive a message similar to the one below Download If you have compression software such as WinZip you may download the files and directories selected by clicking the Download as Zip button Otherwise the following files may be downloaded individually by clicking the links below Test document pdf Download As Zip Cancel You can select the Download As Zip button or click on the document link to open the file in pdf format You can then download the file to your pc and save it in a folder of your choice To create a new folder select the New Folder icon and enter the name of the folder you wish to create Then click the Create button bio Brac Informatics Centre DOP User Manual Page 16 3 3Navigation Features OPS contains manv features for ease in navigation throughout the svstem 3 3 1 Add Contractor Add Features o A Business with the Agent role for a given permit can add delete businesses and contractors for that permit o All other assigned Businesses can add contractors for that permit Viewing Screens Next scrolls forward Previous scrolls backward Delete the current entry if allowed Add select the current entry Search Addi
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