SuccessWare21 allows you to record permit details for each job, including the stages of the permit as well as when the work is due to be completed. As the stages of the permits are completed the permit stages can be updated to indicate the completed status. Reports will then tell you what stages are running late and are in danger of exceeding the life of the related job permit. You can use these reports to ensure the work is complete before the permits expire and avoid unnecessary cost of purchasing additional permits.
In order for you to use the Permit tracking function in SuccessWare21, there are 3 Reference tables that you must populate. These reference tables will contain the values which you will select from the drop down lists in the Permit form as you are adding permits to a job.
All three of these Reference Tables can be accessed in the Customer Service volume of the Reference Library.
Modify the Permit Issuing Agency reference book and create codes for the different agencies that will be issuing job permits for you. You will be able to sort and group reports by this code.
Permit Stage Type
Modify the Permit Stage Type reference book to create codes which will represent the different stages of your permits. Create a code for each standard stage that must be completed before your permits expire. You will use these permit stages to identify the required elements of the Permit Types that you will create. You will be able to track your jobs/permits by the codes created here.
Modify the Permit Type reference book and create codes for the different types of permits that you will be tracking. A permit type consists of a code, a description, and a chosen set of stage types. You will create a permit type to represent each distinct set of stages. This permit type code will act as a "stage list" template when you are entering permits. This way, any time a Permit Type is selected it will contain the same stages.
The Permit form allows you to manage one or more permits for a particular job. Use this form to record new permits and update the status of permits after they have been recorded.
To access the Permit Form:
· From the Job Form- right-click and select Permits
· From the Call Center- right-click on an assignment and select “Job permits…”
·
From the
Job Manager- right-click on the job and select “Job permits…”
New permits are entered from the Permit form.
To create a new permit
1.
Open the job to which you want to add a permit, right
click and select Permit. This will open the Permit form. You can also open the Permit form from the
2. Press “Insert” , press the New button or right click and select New.
3. Enter the Permit Number, the Date Issued and the Expiration Date
4. Select the permit type from the Permit Type drop down list.
5. Select the Issuing Agency from the drop down list. When you select the permit type, the stages for that type of permit will automatically complete the stages grid.
6. Enter a contact name in the Contact field
7. In the Stages grid you can enter a Due Date for each of the stages. This due date serves as the basis for reporting related to permits stages. With it SuccessWare21 can help you to determine via the Permit Stages report, which permit stages are in danger of missing their due date.
8. Once all the appropriate detail has been added, you can close the permit. The permit's Status will be set to Open.
On a regular basis, as you complete phases of permits, you will need to update the your permits. As the stages of your permits are completed you will move toward the completion of the permit, you may additionally need to mark a permit as expired or cancelled.
To edit a permit, open the job to which the permit is attached, right click and select Permit.
From the permit form you can modify the due and completed dates of the stages in the Stages grid and add any comments that my be necessary.
While editing the Permit you can also modify its Status. There are 4 available Statuses for a Permit:
· Open- When a permit is created it is marked as Open and remains open as it is in progress.
· Complete- Permits are completed by entering a completed date for each of the stages. This will automatically change the permit status to Complete and make the Completed Date of the Permit equal to the date that the last stage was completed.
· Expired- If a permit is past its expiration date and all of the stages have not been completed, you can mark the Permit as Expired. If the permit has not reached its expiration date, you can not set the status to expired.
· Cancelled- If for some reason, you cancel a permit before the stages are complete, and before the permit expires. You can update the status to Canceled.
There are two reports in the Job/Call reports section of the Report Gallery to assist you in the tracking of Permits and their stages.
This report shows general permit information including stage detail for each permit included.
This report allows querying of permits based upon stage information and is primarily used to identify permit stages that have activity due within a given time period. The report can be run only to show stages of Permits that are still Due, or by selecting All Stages, stages will be displayed regardless of status.