Release Notes January 2012

An updated version of ePermitting, with new features and enhancements, is now active.

Newly released in October 2011, ePermitting is designed to enable online submission and management of Highway Occupancy Permit (HOP) applications by landowners, business partners, utilities and engineering firms.

In response to preliminary feedback, the January 2012 Enhancement Release incorporates improvements suggested by PennDOT business partners and permit management staff.

PennDOT appreciates the helpful comments and suggestions provided by users following the introduction of the new ePermitting system!

The Release Notes below provide an overview of the new or improved features. Click the links, when available, to access the ePermitting help file for full instructions or details.

For the Applicant Team

The following changes and new features are available to all applicants, co-applicants and engineering firms when creating, submitting or reviewing applications.

Application and Submission On Behalf Of New Agent Option

The ePermitting application process has been expanded to allow engineering firms and contractors to submit and manage applications on behalf of another company or an individual.

The Agent must have a valid Business Partner ID and ePermitting access.

After logging on to ePermitting, the opening Portal screen displays two Create New Application options: Agent for Applicant and Applicant.

The flexible new application process enables the agent to assume responsibility for managing an application issued to another party.

There are now three ways to create and submit permit applications:

·        Applicant (self)
The applicant is an individual or firm with a valid business partner ID, applying for the permit. Select the Applicant option. The Application Information screen opens with the applicants information in the fields.

·        Agent for Applicant (business partner)
An individual or firm is managing the application process for another business partner. Select the Agent for Applicant option. The Application Information fields are blank. Use the new Business Partner ID lookup to locate and select the applicant. The applicants information will populate the fields. The agent can complete and submit the application on behalf of the applicant. To receive e-mail notifications, the agent can add his or her BP ID to the Applicant Team as a co-applicant or engineering firm.

·        Agent for Applicant (individual)
An individual or firm is managing the application process for a property owner who is not an ePermitting business partner. Select the Agent for Applicant option. The Application Information fields are blank. Complete the fields with the property owners name and address. The agent can complete and submit the application on behalf of the applicant. To receive e-mail notifications, the agent can put his or her email address in the Applicant Email field or add his or her company to the applicant team as a co-applicant or engineering firm.

The Submission Authorization Confirmation window that appears when submitting an application now enables the agent to indicate that the applicant is an individual or corporation and that the agent is submitting the application on behalf of the applicant.

Application Attachments New File Formats and Types

The application attachment process has been modified to accept new file formats and provide new categories and displays for easier organization of permit documents.

·        New File Formats
In addition to standard Adobe PDF files, ePermitting now enables the attachment of documents produced in HCS, QuickZone, SignCad, SimTraffic, Synchro applications.

·        New File Types
Additional file types have been added to the Application Attachments screens. More categories are available to identify different types of documents for better organization.

·        New Cycle Displays and Controls
The Application Attachment screen now displays the application cycle in which the documents were added. Attachments can be added or deleted only for the current application cycle.

·        New User Name Display
The Application Attachments screen now displays the user name of the person who attached each document for additional reference.

Application Details New Permit Use Fields

For enhanced application tracking and reporting, the Application Details screen contains two new fields.

·        Permit Use
A selection box for Permit Use enables selection of a purpose for the permit. Available Permit Use options are based on the permit type (driveway, utility, etc.).

·        Permit Sub Use
Additional usage information can be identified by selecting an option in the new Permit Sub Use field. The available sub use options are based the selected Permit Use.

Both new fields also appear as selection criteria on the Advanced Search screen to enable searching applications by use or sub use.

Application Details ADT Volume Displays for Driveways

On the Application Details screens for Driveway permits, the ADT counts are now displayed beside the volume selection to assist with identification.

·        Minimum Use (<50 ADT)

·        Low Volume (51 to 1,500 ADT)

·        Medium Volume (1,501 to 3,000 ADT)

·        High Volume (>3,001 ADT)

Application Identification Enhanced Features

Some fields on the Application Identification screen have been modified to streamline entry of application information.

• New Filtering on Utility Fields
  For Utility permits, when Above Ground is selected, the subsequent Application Identification screen now includes only the following fields:

• Installation (default is No)

• Emergency Repair (default is No)

• Replace (default is No)

• Removal (default is No)

For Utility permits, when Subsurface is selected, the subsequent Application Identification screen now includes the following fields:

• Opening over 36 ft along and/or across highway

• Installation (default is No)

• Emergency Repair (default is No)

• Repair (default is No)

• Replace (default is No)

• Service Connection or Disconnection (default is No)

• Removal (default is No)

• Start Date
  The Date work is schedule to begin field now defaults to the day after the current date.

• End Date
  The Approximate date when work will be completed field cannot be earlier than the start date.

• ADT Totals
  For Driveway permits, the individual ADT amounts entered for cars, trucks and buses are now added automatically and displayed after clicking Save. To locate ADT information quickly, use the Video Log.

Application Work Summary New Video Log Location Tool

The Work Summary and Locations screen now displays a link to PennDOT Video Log application. Video Log displays footage of Pennsylvania roadways to help locate and identify route, segment and offset information quickly and easily.

Fee Information

The Fee Information screen displaying fees applied to the application is now visible to all members of the applicant team while the application is Received or Under Review. Fee information can be viewed and entered by the applicant. Entry of fee information is optional for applicants. PennDOT staff will verify the fee information and enter payment information during the review process.

Search and Selection Enhanced Features

New features have been added to selection screens and searches throughout ePermitting.

• Selection Screens, Sort-able by All Columns
  Selection screens used to locate entries for field completion now include sort for all column headings. Click the heading once to sort information by the column; click the heading a second time to sort the column in reverse order.

• Selection Screens, Searchable by All Columns
  The selection screens also include Search and Filter options for all columns. For example, when using the selection screen to select a business partner, the filters are active for BP Name, User Name, Phone Number, ID and email. Remember to use the asterisk (*) before and after a word or selected characters to list all entries containing those characters.

• Enhanced Date Range Search, Advanced Search
  Searching by date range can be performed for a specific activity (such as submission by date) or for any applications with activity between the ranges. The dropdown options now include:

• All (all activities within the date range)

• Close Out (applications closed within the date range)

• Expire (permits expiring within the date range)

• Issue (permit issued within the date range)

• Response (responses posted within the date range)

• Submit (applications submitted within the date range)

• New Reviewer Field, Advanced Search
  The Advanced Search now includes the Reviewer User ID field to enable defining searches for applications assigned to or reviewed by a selected Reviewer.

• Permit Type, Advanced Search
  The Permit Type search selection now restricts the Permit Sub Type selection to include only associated sub types.

• If the Permit Type is Driveway, available Permit Sub Type selections are High Volume, Medium Volume, Low Volume, Local Road, Temporary Access and Minimum Use.”

• If the Permit Type is Utility, available Permit Sub Type selections are Above Ground and Subsurface.”

• If the Permit Type is Miscellaneous, available Permit Sub Type selections are Crossing, Curb and Non-Utility Structure.”

• Permit Use, Advanced Search
  The Advanced Search now contains selection fields to locate applications by Permit Use and Permit Sub Use. When a Permit Use is selected, only the associated sub uses are displayed in the Permit Sub Use field.

Submitting Applications

Several new verification procedures have been added to ensure that information on applications is complete and correct before it can be completed and submitted. If required fields are not complete, a system message listing all required information appears below the toolbar.

• Phone Number Validation
  Only numerals are accepted in phone number fields.

Summary New View and Print Features

The Application Summary provides a single display of all information currently entered for an application. The summary can be viewed or printed as needed throughout the application process.

• Viewing
  The Application Summary option now is available any time after a new application is saved. It can be viewed as often as needed while the application is in Draft, Submitted, Under Review or Response Pending status. Note that the information on the summary display cannot be edited. Return to the Application Information screen to add or modify information.

• New Print Feature
  The Application Summary has been formatted for easy printing of all current information. From the Application Information screen, click Application Summary to open a display window showing all information currently saved for the application. Click the printer icon in the window to send the data to a selected printer.

For the PennDOT Review Team

In response to user requests, the January 2012 Enhancement Release includes the following changes designed for the PennDOT Review Team.

Application Information Responder Access to Draft Applications in New Cycles

After an application has been returned to the applicant for revisions, the application returns to Draft status in the next cycle. The PennDOT Responder can now view the returned application information while it is in Draft status pending resubmission. All screens are read-only until the application is resubmitted.

Checklist Information Receiver Access

Receivers now have access to enter or edit fields on the Checklist Information screen when receiving an application. Completion of the screen by receivers is optional.

Complete Application New Validation

New validations have been added throughout the ePermitting system to ensure that all required fields are included before an application cycle can be completed. The new required fields include:

• Application Details
  Municipality is required on all application types.

• Work Summary and Locations
  County, SR, Segment and Offset are required. At least one Work Description, ID and code are required.

• Application Identification
  Utility applications now require completion of the start and end fields. Driveway and miscellaneous applications now require completion of all fields in Additional Details.”

• Reference Information
  Anticipated Review Date (formerly labeled Review Goal Date) is now a required field.

• Permit Information
  Issue Date and Expiration Date are now required fields.

• Fee Information
  At least one fee must be entered before the review process can be completed.

If you attempt to complete the application process without the required information, a message bar listing all incomplete fields will appear below the toolbar.

Create Application On Behalf

When a PennDOT Receiver creates an application on behalf of an applicant, the Submission Authorization Confirmation window for legal authorization no longer appears when the application is submitted.

Data Corrector Role

The new role of Data Corrector has been created to enable authorized personnel to change errors or enter missing data while the application is Submitted, Under Review or Pending Response. Changes can be made only for the current application cycle.

The new role is designed primarily to allow corrections to an application after a step has been completed. For example, an applicant may need to correct detail information or add a co-applicant after submission, or a reviewer may have to correct an entry after signing off the review.

Data Correctors have the ability to edit fields on the following screens until a response has been posted:

• Application Information

• Application Details

• Applicant Team (Co-Applicant and Engineering Firms)

• Work Summary and Locations

• Reference Information

• Checklist Information

• Permit Information

The Data Corrector role can be assigned to authorized PennDOT staff as needed. The Data Corrector can change data fields only. For higher level team or status changes, contact the assigned EPS Administrator.

Email Notifications Additions

Two additional email notifications have been added to the application process:

• All members of the Review Team (receivers, reviewers, responders and approvers) will receive notification when the response is posted (permit issued, permit denied, application returned, etc.).

• Emails notifying the Applicant Team of status changes are now generated to engineering firms in addition to applicants and co-applicants.

IMS Permit Data Codes and Full Text

The IMS Permit Data screen now includes the full text beside any Work Description Code or Permit Condition Code entered for the application. The displayed text can be printed or copied.

Permit Information Field Enhancements

The Permit Information option now appears in the Workflow section of the Application Information screen. Two fields have been modified:

• Close-Out Date
  Authorized users can edit the Close-Out Date field after the application status is Permit Issued.”

• Expiration Date Validation
  New controls require that the Expiration Date field must be later than the Issuance Date.

Receiver/Reviewer Automatic Receipt

If a Receiver selects himself or herself as a Level 1 Reviewer, the status of the application changes to Received automatically.

Note that, if other Level 1 Reviewers are needed, the Receiver must select them before assigning himself or herself so the status does not change until all assignments are made.

Reference Information Anticipated Response Date

On the Reference Information screen, the Review Goal Date field is now labeled Anticipated Response Date.

Response Comments and Permit Conditions Default to Yes

When a reviewer consolidated comments and permit conditions from a lower level review, the response comments Include? field now defaults to Yes.”

Response Letter Enhancements

The following enhancements were made to the Response Letter editing screens:

• When completing a Response Cover Letter, the Response Type selection box displays only the selections that correspond to the selection made in the Anticipated Response Status field.

• If no response comments have been included, the Response Comments section does not appear at the bottom of the response letter.

• If an application is returned for revisions, the Form Letter Notes comment is automatically included first in the list of response comments.

• A page break has been inserted between the response letter and the response comments section of the response letter.

Review Team Five Levels of Review

Five levels of reviewers are now available for County, District and Central Office reviews. At each level of review, the lowest level reviewer must complete the review before the higher level. The next higher level reviewer is responsible for consolidating comments and conditions.

For example, all County Level 4 reviewers must complete their reviews. The County Level 3 Reviewer is responsible for consolidating all Level 4 comments and conditions before completing the review. The County Level 2 would then consolidate the Level 3 reviews, etc.