user guide for the san francisco public works...

User Guide for the San Francisco Public Works Department

Department of Public Works Street Use Permitting System

Prepared by the Applications Development Division of Department of Telecommunications and

Information Services for Bureau of Street Use and Mapping

September 2007

LOGIN..........................................................................................................................................................3

LOGIN FULL SCREEN VIEW.................................................................................................................3

CREATE A NEW PERMIT.......................................................................................................................5

STREET INFORMATION TAB FULL SCREEN VIEW ......................................................................8

ADD DIAGRAM .......................................................................................................................................12

PRINT TEMPORARY PERMIT, AND SUBMIT TO PLAN CHECKER .........................................15

PERMIT SEARCH ...................................................................................................................................19

UPDATE COMPANY INFORMATION ................................................................................................21

UPDATE USER INFORMATION ..........................................................................................................25

APPENDIX A: SPECIFIC PERMIT TYPE SCREENS.......................................................................27

TABLE OF CONTENTS

User Acceptance Testing / User Guide – DPW Street Use Online Permitting System

DPW_PermitTracker_UAT_screens_External.doc printed: 3.19.2008

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LOGIN

LOGIN FULL SCREEN VIEW

LOGIN

What to do: What Happens

Type User Name and Password.

NOTE: If you currently do NOT have a User Name and Password, Please see BSM system administrator.

The user name and password identifies your role in the system. The following are the defined roles:

• Internet Users

• Plan Checker

• Inspector

• Front Desk

• Applicant.

• Administrator

Click on Login button This button will navigate you to a menu screen



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Create a New Permit

MAIN MENU FULL SCREEN VIEW

MAIN MENU


Click on New Permit This button will open the form to Create a New Permit.

Application Processing TASK 1.2 DETAILED STEPS ON HOW TO CREATE A NEW PERMIT


1. Enter Work Location (optional) The work location is not a required field. When furnished, the system will take this information and pull related street segments and property owner data for this location.



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CONTINUED –DETAILED STEPS ON HOW TO CREATE A NEW PERMIT


2. Click on Validate button If your company has an outstanding payment that is due or an expired bond or insurance, the system will show a list of violations. If no violations were found, the drop down list of permit types will appear.

When there are violations, the USER must Click on VOID

This button will void the entry and the screen will revert back to the 1st screen where a location may be selected. If the violations is against your company, please contact BSM to fix the violations.

3. Select Permit type from the drop down list AND enter required permit fields.

Depending on the TYPE of permit selected, the system will pull the required fields for data entry. Shown below is the Temporary Occupancy permit. For list or view of ALL type of permit required fields, please see the appendix of permit type data entry screens(Appendix A).



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4. OPTIONAL: Select or create a project to associate for this permit.

This section of this form allows users to associate this particular permit to a project and /or companies. By clicking the “Create New Project” link, a new project is created and selected in the project drop down list.

5. View Required documentation/Enter Emergency contact information and comment information

Required documentation: This field will list ALL documentation required before permit is approved.

6. Click on Save & Continue button This button will save your entry, create a permit number, and navigate you to Street Information, your next data entry screen.



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ADD STREET SEGMENT

STREET INFORMATION TAB FULL SCREEN VIEW

DETAILED STEPS ON ADDING STREET INFORMATION

NON-EXCAVATI ON PERMIT


NOTE: When a work location is specified on the Permit Screen, a list of surrounding streets is pre-selected and shown in the 2nd drop down list.

1. Select Street from drop-down list and click to view Streets

Once the street is selected from the 1st drop down list the “click To View Streets” will filter ALL pertinent street segments into the 2nd drop-down list.

1st drop down list 2nd drop down listClick here to filter streets.

Excavation and NON-Excavation

Step 1

Excavation ONLY Step 2

Excavation ONLY

Step 3

Excavation and NON-Excavation Step 4

Excavation with Street Moratorium ONLY

Step 3

Street exceptions view



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2. Add a street segment from the map view by clicking the “Click here to view MAP.”

On click a view of a map pops-up on the screen. This feature allows the user to select a street segment from the map and add the segment.

Quick NOTE: To ADD more street segments, please repeat NON-Excavation steps 1 or 2, and 4. To Add multiple contiguous streets, do step 3 below.

3a. Select ending street from the drop down list and check the box if the segment insections are to be included.

By providing the ending street and checking the ‘include intersections’ box, the system adds ALL of the affected streets without individually entering segments

3b. Choose sides by clicking on the drop down list.

The side selected from this drop down list will limit the segments to be added (All, North, South, East, West).

NOTE: Non-Excavation permits proceed to step 4. Excavation permits refer to Task 2.B for additional steps for excavation specific street data.

4. Click on Add Segment button On click this button will add the segment or group of segments to the street segment list box.

1. Click on from the map view. i

2. Select a street from the map by clicking on the desired street.

3. Once the selection is decided click on the select & close button to select or the cancel button to cancel selection.

Add Segment button

Segments list box.



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DETAIL STEPS ON ADDING STREET INFORMATION EXCAVATION PERMIT


1. Enter Asphalt/Concrete SQFT These fields are required.

2. Optional: Enter Excavation Information These fields are used to determine permit approval.

3. If the selected street segment is in moratorium, Please enter moratorium information.

END DETAIL STEPS FOR EXCAVATION PERMITS, Return to Step 4 above to ADD the segments.

STEPS TO VIEW/UPDATE ENTRIES FOR A STREET SEGMENT:

What to do What Happens

1. Click on the desired street segment button A list of exceptions should appear

2. View/Update entries for the street segment. Enter the new data for the segment.

Step1. Check ALL that applies

Step2. Add Curb Corner

Step3. Add Curb Direction

Step4. Click ADD

Step5: To Change CURB RAMP repeat steps 2 and 3 and click UPDATE CURB Ramp



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3. Click Update Segment button The new data should be saved.

STEPS TO DELETE A STREET SEGMENT: 1. Select a Street Segment

2. Click Delete Segment button to remove the one selected street segment.

3. Click Delete All button to remove all selected streets and start over.

STEPS TO VIEW STREET EXCEPTIONS: 1. Click on the desired street segment from the list

The system pulls the exceptions for the selected street segment.

2. Click Check ALL Exceptions button The system pulls the exceptions for all street segments.



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ADD DIAGRAM

S T E P S TO D E C L A R E A S U B M I T TAL D A T E


1. Enter a date in the text box. This date is saved as the expected date for the diagram.

2. Click on Add to save the date. On click the system saves the date into the database.

STEPS TO UPLOAD A DI AGRAM


1. Click the Browse Button A file open dialog box appears prompting for a file.

2. Click on Upload to upload the diagram.

On click the system pulls up a map of the street segment with a toolbox for drawing on the map.

Declare a date when the diagram will be submitted by hand.

Select a segment (one only) to use as a base for the diagram.

Upload a picture



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STEPS TO CREATE A DIAGRAM


1. Select a street segment from those chosen on the previous screen.

The street segment is chosen and displayed on the map.

2. Click on Draw Diagram button to start drawing the diagram.

On click the system pulls up a map of the street segment with a toolbox for drawing on the map.

CONTINUED - STEPS TO CREATE A DIAGRAM


1. Click in the map to activate the map controls.

The buttons and text control are now available to be used.



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2. Click on any control on the left to add to the map.

The objects are drawn on the map based on mouse controls such as clicking and holding the button.

3. Click on Save Diagram to save the drawing.

The map with the drawings is stored on the server, available on the Review screen and on the permit.



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Print Temporary Permit, and Submit to Plan Checker

REVIEW TAB FULL SCREEN VIEW

S T E P S TO P R I N T T E M P O R A R Y P E R M I T


1. Click on Print Draft button On click this button will open the temporary permit report in a new window.

2. Click on the print icon from the screen. NOTE: Be sure that the printed temporary permit has “This is not a permit” across the page.

On click the system will print the report on your default printer. This is a temporary permit only. See the next following pages for a sample of a temporary permit.



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STEPS TO SUBMIT TO PLAN CHECKER


1. Click on Submit button On click this button will submit the newly created permit to the plan checker for review. If you are logged In as a plan checker the system will navigate you to the plan checker screen. ELSE, the user may choose to log out of the system.

O P T I O N A L - S T EP S T O V I E W S P E C I F I C D E T A I L P ER M I T D E T A I L

1. Click on a specific interest for view. On Selection the system will dynamically change the view accordingly.

Approved Check



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Street Information

Estimated Cost

Exceptions

Address Information

Violations

Insurance/Bonds Information



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Activity Log

Notes:

The link on the right side of the map opens the permit print-out in a new window



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Permit Search


DETAILED STEPS ON HOW TO SEARCH FOR A PERMIT


1. Click on the ‘Search/View Permits’ button from the main menu.

This button will open the form to search for permits.

2. Select any field from a drop down list or type in any text in the text boxes. These fields can be used in combination to limit search results. Your company will be locked in as the “Agent”

The permits matching these criteria will be returned.



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3. Click on the ‘Search’ button. The permits matching the given criteria are returned.

4. View the permit by clicking on Select.

The screen applicable to the permit status and user logon will appear.

Internal User, any status except unassign and void goes to Plan Checker for a Plan Checker or Inspection for an inspector.

Accounting status goes to Fee Screen.

All external users and UNASSIGN/VOID are directed to the New Permit screen.



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Update Company Information


DETAILED STEPS ON HOW TO MODIFY A COMPANY


1. Click on the ‘Account Information’ button from the main menu.

This button will open the form to add or change a companies data.



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2. Modify the data. This will be the new data for the company.

3. Hit ‘Save Record’ to save the new data into the system.

The data will be stored in the accounting system.



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DETAILED STEPS ON HOW TO VIEW OTHER COMPANY DATA


1. Click on the ‘Account Information’ button from the main menu.

This button will open the form to add or change a companies data.

2. Choose a View The form will show new data based on the view selected. The default view is “General”



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Payment/Invoices View



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Update User Information


DETAILED STEPS ON HOW TO MODIFY A USER


1. Click on the ‘User Information’ button from the main menu.

This button will open the form to add or change an external user.

User selection list



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2. Select another user to change data for the current user.

This data will be stored with the user.

3. Click on ‘Save Changes’ to store the new data.

The new data is stored in both the database and the accounting system.



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APPENDIX A: SPECIFIC PERMIT TYPE SCREENS Additional Street Space

Boring/Monitoring Well

Commemorative Plaque Encroachment

Display Merchandise



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Excavation - Side Sewer

Free Sample Merchandise

General Street Excavation

Minor Sidewalk Encroachment



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Major Encroachment

Mobile Storage Container

Night Noise

Overwide Driveway



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Sidewalk Pipe Barrier

Sidewalk Vault Encroachment

Special Sidewalk Surface



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Street Improvement Excavation

Street Use Banners

Tables and Chairs



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Temporary Occupancy

Underground Tank Abandonment

Underground Tank Removal



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Utility Excavation

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