CHAPTER 1 · CHAPTER 1 Construction Permits and Code Enforcement Maintenances The following maintenances are used in the MCSJ Construction Permits and Code Enforcement modules. The

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CHAPTER 1 Construction Permits and Code Enforcement Maintenances 1

Inspector Maintenance 2Inspector Listing 3

Activity Type Maintenance 3

Use Type Maintenance 4

Comment Maintenance 4

Ordinance Maintenance 5Ordinance Listing 6

Building Code Maintenance 7Building Code Listing 9

Work Type Maintenance 9

Certificate Type Maintenance 9

Permit Type Maintenance 10

Construction Type Maintenance 11

CHAPTER 2 Construction Permits 1

Construction Permit Maintenance 1General 3Description of Work 4Building Codes / DCA(NJ only) 5Fees 7

Calculate Fees 7Manually Add Fees 8Create Invoice 9Editing/Canceling Invoices 11Appending an Invoice w/ Additional Fees 12

Fee Summary 13Plan Review 13

Manually Add, Edit or Delete Activity 14

Inspections 14Manually Add, Edit or Delete Activity 15Generate a Letter and Record the Activity 16

Delinquent Charges/Violations 16Assigning a Permit Number / Printing Permit 17Occupancy Certificates - Assigning/Printing 19

Permit Fee Report 20

Permit Activity Report 20

Certificate Report 21

Custom Permit Report 22Page 1 23Page 2 24Saving and Retrieving Custom Reports 24

State DCA Report (NJ Only) 25

Create State DCA File 25

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CHAPTER 3 Code Enforcement 1

Violation Maintenance 1General 3Ordinances 4Fines 5

Calculate Fines 5Manually Add Fines 7Create Invoice 8Editing/Canceling Invoices 9Appending an Invoice w/ Additional Fees 10

Inspections 11Manually Add, Edit or Delete Activity 11Generate a Letter and Record the Activity 12

Delinquent Charges/Violations 12

Custom Violation Report 13Page 1 14Page 2 15Saving and Retrieving Custom Reports 15

Violation Activity Report 16

CHAPTER 4 Inspection Scheduling 1

Inspection Schedule 1

Inspection Sheets 4

Inspection Results 4

Construction Permits and Code Enforcement Maintenances 1 - 1

CHAPTER 1 Construction Permits and Code Enforcement Maintenances

The following maintenances are used in the MCSJ Construction Permits and Code Enforcement modules. The codes and Id’s cre-ated in these maintenances must be built prior to attempting to utilize the Construction Permit Maintenance (Chapter 2) or Viola-tion Maintenance (Chapter 3). The purpose and functionality of each maintenance is covered in this chapter.

Note: In addition to the maintenances below, Service Id’s (billing codes) should be created in Service Id Mainte-nance. This maintenance is discussed in the standard A/R documentation manual.

General Maintenances

• Inspector Maintenance

• Activity Type Maintenance

• Use Type Maintenance

• Comment Maintenance

Code Enforcement Maintenances

• Ordinance Maintenance

Construction Permit Maintenances

• Building Code Maintenance

• Work Type Maintenance

• Certificate Type Maintenance

• Permit Type Maintenance

• Construction Type Maintenance


Inspector Maintenance

Inspector Maintenance

This maintenance stores information about each inspector who performs building and code enforcement inspections or business license inspections. In addition to name and miscellaneous contact information , an inspector’s default inspection types and work schedule are defined in this maintenance.

Select Billing/Collections>Misc A/R>Inspector Maintenance.

Figure 1-1

You may Tab, Enter, or Click between fields in this screen.

Use the appropriate toolbar button to add, edit or delete an inspector. The << and >> buttons can be used to scroll between existinginspectors. Existing inspectors can be retrieved using the picklists <F3> in the Inspector Id or Name fields. Click Save to finalizechanges after adding or editing a record.

Inspector Type - Select whether the inspector typically handles Code Enforcement or Business License inspections. The typeallows inspectors to be separated on reports, picklists and the Code Enforcement/Permitting Inspection Schedule.

Default Building Code / Inspection Activity Type Id / Inspection Length- Optional. Use the picklist to specify the type ofinspections the inspector typically performs and for how long the inspection is typically scheduled (e.g. Electrical - Final Inspec-tions, 60 min). This information will default for the inspector when he/she is being scheduled using the Inspection Schedule, butcan be changed.

Max Inspections Per Day - Enter the maximum number of inspections an inspector can be scheduled for in a single day. A warn-ing will be given in the Inspection Schedule.

Availability - Specify the days and times of the week when the inspector is typically available. The Inspection Schedule will usethis information to keep track of which inspectors are available and when.


Activity Type Maintenance

Inspector Listing

This report can be used to display inspector information and/or generate a list of inspectors who are available on selected days of the week.

Select Billing/Collections>Misc A/R>Inspector Listing.

Activity Type Maintenance

Activities are user-definable codes which can be assigned and tracked on construction permits and violations. For permitting pur-poses, they are generally used to document the various construction permit reviews and inspections. Code Enforcement activities are usually created to document any municipal actions associated with a violation; such as inspections, sent letters, warnings, and other correspondence.

Select Billing/Collections>Construction Permits/Code Enforcement>Activity Type Maintenance.

Figure 1-2


Use the appropriate toolbar button to add or delete a record. Select a line and click Edit to change a description or type. ClickPrint to print a list of activities. Click Save after adding, editing or deleting a record.

Type - Plan Review and Permit Inspection activities will only be available for selection in Construction Permits. Violation Inspec-tion activities will only be available in Code Enforcement. Choose All for the activity to be available for selection in either area ofthe system.


Use Type Maintenance

Use Type Maintenance

A Use Type is intended to categorize the usage purpose of a property receiving a permit or violation. Examples could include res-idential, business, and education categories.

Note: NJ users CANNOT add records to this maintenance. Standard Use Types are shown in the below figure.

Select Billing/Collections>Construction Permits/Code Enforcement>Use Type Maintenance.

Figure 1-3


Use the appropriate toolbar button to add or delete a record. Select a line and click Edit to change a description. Click Print toprint a list of types. Click Save after adding, editing or deleting a record.

Comment Maintenance

The Comment Maintenance is used to pre-define comments which are typically entered when reporting the results of a plan review or inspection (permit or violation). Users will be able to select the comments from a picklist rather than re-typing the same com-ments on each permit or violation.

Select Billing/Collections>Construction Permits/Code Enforcement>Comment Maintenance.


Ordinance Maintenance

Figure 1-4


Use the appropriate toolbar button to add or delete a record. Select a line and click Edit to change a comment or type. Click Printto print a list of comments. Click Save after adding, editing or deleting a record.

Type - Plan Review and Permit Inspection comments will only be available for selection in Construction Permits. ViolationInspection comments will only be available in Code Enforcement. Choose All for the comment to be available for selection ineither area of the system.


The Ordinance Maintenance stores a list of municipal ordinances that could potentially be violated. Ordinances will be referenced on Violation records. Service Id(s) can be assigned to any ordinances where a fine may be billed for a violation.

Select Billing/Collections>Construction Permits/Code Enforcement>Code Enforcement>Ordinance Maintenance.



Figure 1-5

The top toolbar is used to add new ordinances and to edit or delete existing ordinances. The << and >> buttons can be used toscroll between existing ordinances. Existing ordinances can be selected using the Ordinance Id and Description picklists.

The grayed out toolbar in the above figure will enable when adding a new ordinance or when the Edit button on the main toolbar isselected. This toolbar is used to add, edit, or delete Service Ids for an ordinance.

When adding a new ordinance, specify the ordinance number and a description. If fines will be levied for violations of the ordi-nance, add a Service Id for each fine listed under the ordinance. Press <F3> to access the picklist in the Service Id field.

Note: Service Id’s must be added in Service Id Maintenance before they can be selected. Only “Service” Type Id’s can be selected.

Note: An electronic copy of the ordinance or other electronic files can be attached to the ordinance record by clicking on the paperclip icon shown in the above figure.

Click Save after adding or modifying an ordinance.

Ordinance Listing

A list of ordinances and their Service Id’s can be printed.

Select Billing/Collections>Construction Permits/Code Enforcement>Code Enforcement>Ordinance Listing.


Building Code Maintenance


Building Codes are user-definable categories of work that may be performed on a Construction Permit. Examples include Build-ing, Electrical, Plumbing, and Fire. Various fees for inspections and other work performed can be defined under a building code.

Select Billing/Collections>Construction Permits/Code Enforcement>Construction Permits>Building Code Maintenance.

Figure 1-6


The top toolbar is used to add new codes and to edit or delete existing codes. The << and >> buttons can be used to scroll betweenexisting codes. Existing building codes can be selected using the Building Code picklist.

The toolbar which is grayed out in the figure above will enable when adding a new building code or when the Edit button on themain toolbar is selected. This toolbar is used to add, edit, or delete the various fees shown in the above figure.

Plan Review Activity Type Id - Optional. An activity (e.g. Plan Review) can be automatically assigned to a permit applicationrecord (Construction Permit Maintenance) when this building code is selected. This activity MUST be flagged as “Approved”before a Permit Fee Type can be invoiced.

Min. Fee Service Id - This field should only be completed if a minimum fee is required to be paid when “Permit” type fees are firstcalculated in the Construction Permit Maintenance. If the calculated fees are less than the minimum fee specified on this ServiceId, the system will calculate an additional fee for the difference. The additional fee is added to the Construction Permit Mainte-nance Fees tab with the Min. Fee Service Id specified on the Building Code.



Note: Service Id’s must be added in Service Id Maintenance before they can be selected. Only “Service” Type Id’s can be selected.

Figure 1-7


Use the toolbar highlighted in the above figure to add, edit or delete the various fees associated with a building code. If editing anexisting code, click the Edit button on the main toolbar to enable the fees toolbar.

Fee Type - Click in the field or press the space bar to utilize the combo box. Select the fee category (Application, Plan Review,Certificate, Permit).

Service Id - Press <F3> to access the service id picklist. The Service Id stores the amount to be charged and can be set up as a“Service”, “Rate per Unit”, “Flat per Unit”, or “Prc of Permit” code.

Note: An electronic file defining building code requirements or any other electronic files can be attached to the building code record by clicking on the paperclip icon shown in the above figure.

Click Save after adding or modifying a building code.


Work Type Maintenance

Building Code Listing

Prints a list of Building Codes and their fees.

Select Billing/Collections>Construction Permits/Code Enforcement>Construction Permits>Building Code Listing.

Work Type Maintenance

Work Types are user-definable codes that categorize work that might be performed on a property. Examples could include addi-tion, demolition, and new construction. Work Types can be identified on each Construction Permit Maintenance record and used as a reporting category.

Select Billing/Collections>Construction Permits/Code Enforcement>Construction Permits>Work Type Maintenance.

Figure 1-8


Use the appropriate toolbar button to add or delete a record. Click Print to print a list of codes.

Certificate Type Maintenance

Certificate Types define the various occupancy certificates that can be issued for a property. The PDF form used to print the certif-icates is referenced in this maintenance along with the number of days for which a certificate is valid.


Permit Type Maintenance

Note: NJ users CANNOT add records to this maintenance. They may only change the PDF form and valid num-ber of days.

Figure 1-9


Use the appropriate toolbar button to add, edit or delete a record. Click Print to print a list of certificate types.

Click Save after making any changes.

Permit Type Maintenance

Permit Types allow a user to classify the type of permit and store the PDF form used to print the permit.

Note: NJ users CANNOT add records to this maintenance. NJ Permit Types are shown in the below figure.

Figure 1-10


Construction Type Maintenance


Use the appropriate toolbar button to add, edit or delete a record. Only the PDF form can be edited. Click Print to print a list ofpermit types.


Construction Type Maintenance

Construction Types are user-definable, but are intended to categorize how a building is constructed and with what type of materi-als. There are typically 9 types (1A, 1B, 2A, 2B, 3A, 3B, 4, 5A, 5B). See Chapter 6 of the IBC for more information.

Figure 1-11


Use the appropriate toolbar button to add, edit or delete a record. Click Print to print a list of types.


Construction Permits 2 - 1

CHAPTER 2 Construction Permits

Construction Permit Maintenance

Construction Permit applications are initially added in Construction Permit Maintenance. The maintenance identifies the permitted work to be done on a property, tracks fees associated with the permit application and issuance of the permit, and tracks activities such as inspections and plan reviews. Fees can be invoiced from the maintenance, form letters can be generated, and a permit num-ber can be assigned and issued when the application is approved.

Note: If necessary, multiple applications can reference the same permit number.

The maintenance is composed of several information tabs:

• General - Contains property and owner/contractor information, identifies the type of per-mit, nature of work, and permit status.

• Description of Work - Detailed notes on the work to be performed.

• Building Codes/DCA (NJ) - Building codes are assigned to identify the type of work to be performed under a permit. The codes have pre-defined fees and required activities that can be automatically assigned to an application. For NJ users, DCA statistics are entered and viewed on this tab.

• Fees - Permit, application/plan review and re-inspection fees can be auto-calculated or manually added and invoiced. Fees are also modified and waived from this screen.

• Fee Summary (View only)- Summarizes all permit fees by building code.

• Plan Review - Activities associated with plan review are entered or defaulted on this screen.

• Inspections - Inspections, correspondence and other activities associated with the permit application are recorded on this screen.

• Delinquent Charges/Violations - Displays outstanding violations and other delinquent municipal charges for the property. (Tax, Utility and A/R)



Figure 2-1


Use the toolbar buttons at the top of the above screen to add a new application and to edit or delete existing applications. Use the <<and >> toolbar buttons to scroll between existing records. Click the Detail button to view/print Construction Permit Maintenance infor-mation in a report format. Notes can be added to the account by first clicking the Edit button and then clicking on the Notes button. Toview existing notes, simply click on the Notes button.

Existing records can be retrieved by typing the appropriate information into or using the picklists <F3> in the following fields: Appli-cation Id, Permit No, Property Identifier (e.g. Map/Parcel), Location, or Owner.

Note: The Permit No will be blank until an invoice with Permit fees is issued. If all fees are waived and no invoice will be issued, a button to assign a permit number will appear. The Update No. field is auto-generated by the system when there are multiple applications entered for the same Permit Number.

View Map - After retrieving a Construction Permit record, selecting this button will automatically link the user to Google Maps anddisplay the property location on a map.



General

Figure 2-2


Property Information - Identify the property for which the permit application is being processed. Enter a valid Property Identifier, Owner Name or Property Location. The picklists <F3> in each of these fields can be used to select the correct information.

Customer Id - If fees will be billed for this permit application, a customer record should be created or selected for purposes of invoic-ing those fees. If an A/R Customer Maintenance record already exists for the selected property, it can be selected using one of the twopicklists. The top picklist <F3> will contain all A/R customers with a matching property identifier (e.g. Map/Parcel). The 2nd picklist(CTRL <F3>) retrieves a list of A/R customers flagged as a permit contractor. Otherwise, click the Add Owner as Customer button toauto-create a customer record based on the owner and property information already selected.

Note: Customer information can be modified under Misc A/R>Customers>Customer Maintenance.

Permit Type - Required. Use the picklist to identify the type of permit application. Records must exist in Permit Type Maintenance.



Note: NJ users must use one of the Permit Types in the list.

Status - The permit application record can have a status of Open, Completed or Denied.

Use Type - Required. Use the picklist to identify how a property is classified for use (e.g. residential, commercial, etc.). Use Types areadded in Construction Permits/Code Enforcement>Use Type Maintenance.

Note: NJ users must use of the Use Types in the list.

Construction Type - Optional. Identify the type of building. Construction Types are added in Construction Type Maintenance(under the Construction Permits menu).

Work Type - Optional. Use the picklist to select the user-defined type of work to be performed. Work types are added in Construc-tion Permits/Code Enforcement>Construction Permits>Work Type Maintenance.

IBC Version (International Building Code) - Optional. Select the version of the code which applies to this property.

Home Warranty Num - Optional.

User Code - A User Message Code can be assigned to the account. User messages will display a user-defined red message on theaccount. User Message Codes are created under Billing/Collections>User Message Maintenance.

Certificate Information - A certificate of occupancy status should be identified once the permit is completed.

Attachments - The paperclip icon shown in the bottom right hand corner of the General tab can be used to attach an electronic file tothe permit record.

Description of Work

Click on the Description of Work tab to enter detailed information about the work to be performed under the permit.



Figure 2-3


Building Codes / DCA(NJ only)

Click on the Building Codes tab. Building codes identify the code classifications for the type of work to be performed under the permit (e.g. Building, Electrical, Fire, etc.). Up to 5 codes may be assigned. These codes contain pre-defined fees and activities that can be assigned automatically to the application.

Note: NJ users will also find various DCA statistical information on this screen. Depending on the Permit Type, cer-tain information on this screen is REQUIRED in order to save the permit record. The system will prompt the user if the required information has not been entered.

Note: PA users will have access to two combo box fields not shown in the below figure (Advisory Board Variance and Appeal Board Decision). These are informational only fields.



Figure 2-4


Use the picklists to select any applicable Building Codes. A contractor who is responsible for the work under a particular BuildingCode can be selected from the Contractor picklist.

Note: The Contractor picklist contains A/R customers flagged as permit contractors.

New Construction Volume - Enter cubic feet.

Note: The DCA Fee (NJ only) will automatically calculate and also appear on the Fees tab (for invoicing). It cannot be edited.



Fees

Click on the Fees tab. If applicable, any application, inspection or other types of fees associated with this application permit can be auto-calculated or manually added on this screen. After the fees have been added, they can be invoiced automatically from the Con-struction Permit Maintenance. Fees will show show as Pending, Billed, Paid, or Waived. All adjustments to Permitting invoices, including editing and canceling, must be done from the Fees tab.

Figure 2-5


Calculate Fees

The best way to add fees is to use the Calc Fees button shown in the above figure. After clicking the button, the following figure willappear.

Figure 2-6



The screen will display all of the pre-defined fees on a separate tab for each Building Code referenced on the permit. Select the appro-priate fees from each tab and click Ok.

Figure 2-7


Each selected fee will now show as “Pending” on the Fees screen.

If necessary, select a line and click the Edit button shown in the above figure to change the Unit and Unit Price fields.

Note: Use the Waived Fees combo box to waive all or selected fees. If selected fees will be waived, flag them accord-ingly. Click Save on the main toolbar to finalize any changes.

Manually Add Fees

In some cases, users may want to manually add a fee to a Construction Permit record. To do this, make sure the Add, Edit and Delete buttons on the Fees tab (see above figure) are enabled. If they are not, click Edit on the main toolbar.

Click Add on the Fees toolbar and the screen will look similar to the figure below.



Figure 2-8


Specify the appropriate information for each fee. Press <F3> to access picklists in the Building Code and Service Id fields.

Note: In order to be selected or entered, the Service Id must be referenced on the Building Code.

Click Save on the main toolbar to finalize any changes.

Create Invoice

Permitting invoices are created by clicking the Create Invoice button on the Construction Permit Maintenance as shown in the below figure (the Permit must be saved for the button to enable). The system will create a new invoice for any Pending fines. In order to cre-ate an invoice, pending fees must be already be added to the permit record as described in the above section.



Figure 2-9

After clicking the Create Invoice button, the following figure will appear.

Figure 2-10


Invoice Action - This field will only be enabled when an invoice has already been created and there are additional fees to invoice. SeeAppending an Invoice below.



Invoice Id - If specified in the system parameters, the next Permitting invoice number will default. Otherwise, enter an invoice num-ber.

Invoice/Due Date - Specify the appropriate dates for this invoice.

Fee Type - Only Pending fees for the selected Fee Type(s) will be invoiced. Once a type is selected, the fees that will be added to theinvoice will appear on the screen.

Note: Fee types are assigned to the various fees in Building Code Maintenance.

Note: All Building Code activities required to be “Approved” must be flagged as such before a Permit Fee Type invoice can be generated. Activities are approved on the Plan Review / Inspections tabs. Activities requiring approval are specified in the “Plan Review Activity Type Id” field in Building Code Maintenance.

Permit No - The permit number is only applicable when a Permit Fee Type is being invoiced. A permit number will be assigned to theConstruction Permit Maintenance. The permit number will default if designated to do so in the system parameters. Otherwise, the usercan enter a unique number.

Note: The permit can be printed directly from the Construction Permit Maintenance screen by clicking the “Print Permit” button located under the Permit No field.

Pay Invoice - If the invoice will be paid now, check this box and the Invoice Maintenance screen will appear after Ok is clicked.Invoices can be paid directly from the Invoice Maintenance by clicking the Pay Invoice (Invoice Maintenance screen) button. Refer tothe standard A/R documentation for assistance with invoice payments. If the invoice will be mailed or paid later, do not select the PayInvoice box. The invoice will be created and the user will be prompted to print the invoice (optional).

Note: Invoices may be viewed or printed from the Invoice Maintenance, but can only be edited or canceled from the Fees tab.

Editing/Canceling Invoices

All editing and canceling of invoices must be done from the Fees tab. The system will allow the user to change units, price, Building Code, and Service Id on a billed fee, which will then update the changes to the corresponding invoice. Invoice lines can be canceled by deleting the billed fee from the screen.

Enable editing of the Fees tab by clicking Edit on the main toolbar. This will activate the Add, Edit, and Delete buttons on the Feestab.



Figure 2-11


Select the billed fee to change or void. Click Edit to modify the fee information (updates invoice). Click Delete to remove the billedfee from the screen and also void the associated invoice line.

Click Save on the main toolbar to finalize changes.

Appending an Invoice w/ Additional Fees

If additional fees are added to a permit after an invoice was initially created, the user has the option of appending them to the last invoice created for the permit. After manually adding or calculating additional pending fees on an invoice, click the Create Invoice button. Use the Append to Invoice option to add the new pending fees to the previously created invoice number.

Figure 2-12



Fee Summary

The Fee Summary tab summarizes all fees by Building Code.

Figure 2-13

Plan Review

Click on the Plan Review tab. Plan review activities associated with the permit application can be recorded on this screen. Required plan review activities, specified on Building Code Maintenance, will be automatically added by the system.

Figure 2-14




Manually Add, Edit or Delete Activity

To manually add activities to this screen, the Add, Edit and Delete buttons on the Plan Review tab (see above figure) must be enabled. If they are not enabled, click the Edit button on the main toolbar.

Click Add on the Plan Review tab toolbar to add a new activity. To edit an existing activity, double click it or select it and click Edit.To delete an existing activity, select it and click Delete.

Building Code - Press <F3> to access the picklist.

Activity Type - Required. Press <F3> to access the picklist.

Inspector - Optional. Press <F3> to access the picklist.

Date - Optional.

Status - Activities can have a status of Open, Approved or Denied.

Comment - Press <F3> to access the comment picklist. Select a pre-defined comment or manually enter a new comment.

Note: Pre-defined comments are entered under Construction Permits/Code Enforcement>Comment Maintenance.


Inspections

Click on the Inspections tab. This screen is used to record/view scheduled inspections and other activities related to the permit.

Note: The Inspection Schedule will be automatically updated when an activity is entered that references an Inspector and Start/End Time. However, it is recommended that inspections be scheduled using the Inspection Schedule. Inspections scheduled in this manner will still appear on the permit’s Inspections tab.



Figure 2-15



To manually add activities to this screen, the Add, Edit and Delete buttons on the Inspections tab (see above figure) must be enabled. If they are not enabled, click the Edit button on the main toolbar.

Click Add on the Inspections tab toolbar to add a new activity. To edit an existing activity, double click it or select it and click Edit. Todelete an existing activity, select it and click Delete.

Building Code - Press <F3> to access the picklist.



Date - Optional.

Start/End Time - An inspection start/end time can be selected by clicking or pressing the spacebar in these fields to access the combobox.


Comment - Press <F3> to access the comment picklist. Select a pre-defined comment or manually enter a new comment.

Note: Pre-defined comments are entered under Construction Permits/Code Enforcement>Comment Maintenance.




Generate a Letter and Record the Activity

A form letter can be automatically generated by clicking the Letter button shown in the figure below. The user will be prompted to record the sending of the letter as an activity (will appear on Inspections tab).

Figure 2-16

After clicking the Letter button, the system will prompt the user to select a PDF form letter from the MCSJ\Forms\ConstructionPermitsdirectory. Select the letter to generate and the system will prompt the user to record the sending of the letter as an activity. The letterwill appear on the screen and can then be printed.

Note: Contact an E&A representative for assistance with designing a form letter.

Delinquent Charges/Violations

This tab will display any delinquent Tax, Utility, and A/R charges for the property. It will also display any outstanding violations. This information can not be edited.



Figure 2-17

Assigning a Permit Number / Printing Permit

A Permit can be printed once a permit number has been assigned. In most cases, the permit number will be assigned when creating an invoice that includes “Permit” fees. See the figure below.



Figure 2-18

In a case where all fees have been waived and no permit invoice is issued, an Assign Permit No button will appear on the ConstructionPermit Maintenance. This button can be used to assign the permit number, which will allow the user to print the permit. See the belowfigure.

Figure 2-19

Once a Permit No has been assigned, click the Print Permit button on the Construction Permit Maintenance screen.

Note: A PDF permit form must exist in the MCSJ/Forms/ConstructionPermits directory.



Occupancy Certificates - Assigning/Printing

Up to 3 Occupancy certificates can be assigned to a permit. Once a certificate is assigned and dated, the certificate can be printed.

Figure 2-20

Click Edit on the main toolbar of Construction Permit Maintenance. Use the Certificate Information picklist(s) to select a certificatetype. Enter a date and click Save.

Once the record is saved, the Print button will enable next to the certificate type/date fields. Clicking Print will access the appropriatecertificate PDF form in the MCSJ/Forms/ConstructionPermits directory.

Note: Certificate Types are stored in Construction Permits>Certificate Type Maintenance. NJ users cannot add Cer-tificate Types.


Permit Fee Report

Permit Fee Report

For each permit number issued during a date range, this report will summarize its fees by Building Code. The report may be generated to Excel by changing the Report Type. Various sort sequences are available.

Figure 2-21

Permit Activity Report

This report can be used to display application/permit activities based on various user-specified criteria selections. The report can be printed in standard format or generated to an Excel spreadsheet.

Select Billing/Collections>Construction Permits/Code Enforcement>Construction Permits>Permit Activity Report.


Certificate Report

Figure 2-22

Certificate Report

This report will display occupancy certificates (user can select types) issued during a given date range. The report can list property information for each certificate issued or can be run for totals only.

Select Billing/Collections>Construction Permits/Code Enforcement>Construction Permits>Certificate Report.


Custom Permit Report

Figure 2-23


The Custom Permit Report gives users the ability to design their own report using the information stored in Construction Permit Main-tenance. The report contains a variety of filtering and sorting options that give users the ability to pull selected applications/permits and to choose what static data prints for each record. The report can be printed in a standard report format or the data can be printed to Excel. Report selections can be saved as a query and retrieved for future use.

Select Billing/Collections>Construction Permits/Code Enforcement>Construction Permits>Custom Report.



Figure 2-24


Page 1

Use the sorting and filtering options on this screen to select the application/permit records to appear on the report. Additional filtering options for Activities and Fees are available on Page 2.

Report Type - Detail prints the selected information in a standard report format. Choose Excel to generate the information into anExcel spreadsheet.



Page 2

Figure 2-25

Use this screen to select the static information to appear for each application/permit record that prints on the report. Selected informa-tion can be printed from the General, Activity and Fees screens. Activity and Fee data can be filtered for each record using the optionson this screen.

Saving and Retrieving Custom Reports

After designing a report, the report selections can be saved by clicking the Save button on the report’s toolbar. A Windows Save dialog box will allow the user to browse to any location and save the report selections in the form of a query.

The saved query can be retrieved by clicking the Open button on the reports toolbar. The user can then browse and select any previ-ously saved query.


State DCA Report (NJ Only)

State DCA Report (NJ Only)

This report will generate the form to report DCA State Training Fees for a particular quarter. All fees are calculated.

Figure 2-26

Create State DCA File

This routine will generate the State DCA File for a provided month/year.

Figure 2-27

Enter the appropriate month/year and click Next to generate the file. The file is named KCC(4 digit city id).dat and will be generated tothe MCSJ/ImportFiles directory.

This file can be e-mailed to the DCA using the following instructions:

• The file should be sent as a text type attachment to the [email protected]

• The subject line of the e-mail should state the municipal name, municipality code, and the month/year (XXXX).


Create State DCA File

• A reply should be received in 2-3 business days.

Code Enforcement 3 - 1

CHAPTER 3 Code Enforcement

The MCSJ Code Enforcement module gives users the ability to bill fees and track activities associated with municipal code viola-tions and fines.

Violation Maintenance

Records of ordinance violations are created and stored in Violation Maintenance. Users can record and view any activity associ-ated with the violation, assign fines, automatically invoice the fines, generate a violation letter, and view other municipal charges for a property. The maintenance is composed of 5 tabs of information.

• General - Contains property and owner data, a status, and complaint information.

• Ordinances - Up to 5 ordinances can be referenced on the violation.

• Fines - Fines can be auto-calculated or manually added on this screen. The Fines tab supports both creating new invoices and editing existing invoices. The status of all fines is displayed on this tab.

• Inspections - Inspections, correspondence and other activities associated with the violation can be recorded on this screen. This screen will also display any inspections scheduled using the Inspection Schedule.

• Delinquent Charges/Violations - Displays outstanding violations and other delinquent munici-pal charges for the property. (Tax, Utility and A/R)

Select Billing/Collections>Construction Permits/Code Enforcement>Code Enforcement>Violation Maintenance.



Figure 3-1


Existing violations can be retrieved by typing the appropriate information into or using the picklists <F3> in the following fields:Violation Id, Property Identifier (e.g. Map/Parcel), Location, or Owner.

Use the toolbar buttons at the top of the above screen to add a new violation and to edit or delete existing violations. Use the <<and >> toolbar buttons to scroll between existing violation records. Click the Detail button to view/print Violation Maintenanceinformation in a report format. Notes can be added to the account by first clicking the Edit button and then clicking on the Notesbutton. To view existing notes, simply click on the Notes button.

Note: When adding a new violation, the user will be prompted to enter a new Violation Id. To automatically assign Id’s or change the prefix on the assigned Id’s, go to AR Parameter Maintenance (Code Enforcement tab).

The information on each tab is described below.



General

Figure 3-2


Property Information - Identify the property associated with the violation by entering a valid Property Identifier, Owner Name or Property Location. The picklists <F3> in each of these fields can be used to select the correct information.

Customer Id - If fines or fees will potentially be billed for this violation, a customer record should be created or selected for pur-poses of invoicing those fees. If an A/R Customer Maintenance record already exists for the selected property, use the picklist toselect the correct record. Otherwise, click the Add Owner as Customer button to auto-create a customer record based on theowner and property information already selected.

Note: Customer information can be modified under Misc A/R>Customers>Customer Maintenance.

Complaint Information - If applicable, initial complaint information about the violation can be entered. Use the Notes button ifmore information needs to be recorded.

Status - The status of the violation can be Open or Completed.



Structure Type - Optional. Use the picklist to select the Structure Type on the property. Structure types are added in Construc-tion Permits/Code Enforcement>Structure Type Maintenance.

User Code - A User Message Code can be assigned to the account. User messages will display a user-defined red message on theaccount. User Message Codes are created under Billing/Collections>User Message Maintenance.

Attachments - The paperclip icon shown in the bottom right hand corner of the General tab can be used to attach an electronic fileto the Violation Maintenance record.

View Map - This field enables for saved violations. After retrieving a violation record, selecting this button will automatically linkthe user to Google Maps and display the property location on a map.

Ordinances

Click on the Ordinances tab. Up to five violated ordinances can be identified.

Figure 3-3


Use the picklist <F3> to select the correct ordinances.

Note: Ordinances and the fines/fees associated with those ordinances should have already been created under Code Enforcement>Ordinance Maintenance.

Compliance Deadline - If the property owner has a deadline for compliance with the ordinance, specify the date here.



Fines

Click on the Fines tab. If applicable, any fines or fees associated with the violation can be auto-calculated or manually added on this screen. After the fines have been added, they can be invoiced automatically from the Violation Maintenance. Fines will show show as Pending, Billed, Paid, or Waived. All adjustments to Violation invoices, including editing and canceling, must be done from the Fines tab.

Figure 3-4


Calculate Fines

The best way to add fines is to use the Calc Fines button shown in the above figure. After clicking the button, the following figurewill appear.



Figure 3-5

The screen will display all of the potential fines listed for each ordinance referenced on the violation. Select the appropriate finesand click Ok.



Figure 3-6

Each selected fine will show as “Pending” on the Fines screen.

If necessary, select a line and click the Edit button shown in the above figure to change the Qty and Unit Price fields. If the feewill be waived, flag it with a “Y”. Click Save on the main toolbar to finalize any changes.

Manually Add Fines

In some cases, users may want to manually add a fine to a violation record. To do this, make sure the Add, Edit and Delete buttons on the Fines tab (see above figure) are enabled. If they are not, click Edit on the main toolbar.

Click Add on the Fines toolbar and the screen will look similar to the below figure.



Figure 3-7


Specify the appropriate information for each fine. Press <F3> to access picklists in the Ordinance Id and Service Id fields.


Create Invoice

After fines have been calculated or added to the violation, violation invoices are created by clicking the Create Invoice button shown in the below figure. The system will create a new invoice for any Pending fines.

Figure 3-8

After clicking the Create Invoice button, the following figure will appear.



Figure 3-9


Invoice Action - This field will only be enabled when an invoice has already been created and there are additional fees to invoice.See Appending an Invoice below.

Invoice Id - If specified in the system parameters, the next Violation invoice number will default. Otherwise, enter an invoicenumber.

Invoice/Due Date - Specify the appropriate dates for this invoice.

Pay Invoice - If the invoice will be paid now, check this box and the Invoice Maintenance screen will appear after Ok is clicked.Invoices can be paid directly from the Invoice Maintenance by clicking the Pay Invoice (Invoice Maintenance screen) button.Refer to the standard A/R documentation for assistance with invoice payments. If the invoice will be mailed or paid later, do notselect the Pay Invoice box. The invoice will be created and the user will be prompted to print the invoice (optional).

After clicking OK, users will have the option of printing the invoice.

Note: Invoices may be viewed or printed from the Invoice Maintenance, but can only be edited or canceled from the Fines tab.

Editing/Canceling Invoices

All editing and canceling of invoices must be done from the Fines tab. The system will allow the user to change qty, price, ordi-nance, and Service Id on a billed fine, which will then update the changes to the corresponding invoice. Invoice lines can be can-celed by deleting the billed fine from the screen.

Enable editing of the Fines tab by clicking Edit on the main toolbar. This will activate the Add, Edit, and Delete buttons on theFines tab.



Figure 3-10


Select the billed fine to change or void. Click Edit to modify the fine (updates invoice). Click Delete to remove the billed finefrom the screen and also void the associated invoice line.

Click Save on the main toolbar to finalize changes.

Appending an Invoice w/ Additional Fees

If additional fines are added to a violation after an invoice was initially created, the user has the option of appending these fines to the last invoice created for the violation. After manually adding or calculating additional pending fees on an invoice, click the Cre-ate Invoice button. Use the Append to Invoice option to add the new pending fees to the previously created invoice number.

Figure 3-11



Inspections

Click on the Inspections tab. Inspections, correspondence and other activities associated with the violation can be recorded on this screen. Some of the activity, such as sent letters and inspections scheduled using the Inspection Schedule, will be automatically added by the system.

Figure 3-12


Note: It is recommended that users use the Inspection Schedule to schedule inspections/activities for inspectors. All activities scheduled using the Inspection Schedule will appear on the Violation Maintenance Inspec-tions screen as shown above.


To manually add activities to this screen, the Add, Edit and Delete buttons on the Inspections tab (see above figure) must be enabled. If they are not enabled, click the Edit button on the main toolbar.

Click Add on the Inspections tab toolbar to add a new activity. To edit an existing activity, double click it or select it and clickEdit. To delete an existing activity, select it and click Delete.

Ordinance Id - Optional. Press <F3> to access the picklist.



Date/Times - Optional. Press the spacebar or click in the Time fields to select a time.


Comment - An activity comment or additional description can be entered.




Note: The Inspection Schedule will be automatically updated when an activity is entered that references an Inspector and Start/End Time.

Generate a Letter and Record the Activity

A form letter can be automatically generated by clicking the Letter button shown in the figure below. The user will be prompted to record the sending of the letter as an activity.

Figure 3-13

After clicking the Letter button, the system will prompt the user to select a PDF form letter from the MCSJ\Forms\Code Enforce-ment directory. Select the letter to generate and the system will prompt the user to record the sending of the letter as an activity.The letter will appear on the screen and can then be printed.

Note: Contact an E&A representative for assistance with designing a form letter.

Delinquent Charges/Violations

This tab will display any outstanding violations and delinquent Tax, Utility, and A/R charges for the property. This information can not be edited.


Custom Violation Report

Figure 3-14


The Custom Violation Report gives users the ability to design their own report using the information stored in Violation Mainte-nance. The report contains a variety of filtering and sorting options that give users the ability to pull selected violations and to choose what static data prints for each record. The report can be printed in a standard report format or the data can be printed to Excel. Report selections can be saved as a query and retrieved for future use.

Select Billing/Collections>Construction Permits/Code Enforcement>Code Enforcement>Custom Report.



Figure 3-15


Page 1

Use the sorting and filtering options on this screen to select the violation records to appear on the report. Additional filtering options for Activities and Fines are available on Page 2.

Report Type - Detail prints the selected information in a standard report format. Choose Excel to generate the information into anExcel spreadsheet.



Page 2

Figure 3-16

Use this screen to select the static information to appear for each violation record that prints on the report. Selected informationcan be printed from the General, Activity and Fines screens. Activity and Fine data can be filtered for each record using the optionson this screen.

Saving and Retrieving Custom Reports

After designing a report, the report selections can be saved by clicking the Save button on the report’s toolbar. A Windows Save dialog box will allow the user to browse to any location and save the report selections in the form of a query.

The saved query can be retrieved by clicking the Open button on the reports toolbar. The user can then browse and select any pre-viously saved query.


Violation Activity Report

Violation Activity Report

This report can be used to display violation activities based on various user-specified criteria selections. For example, the user could print a list of all inspections scheduled for a particular ordinance violation during the month of December. The report can be printed in standard format or generated to an Excel spreadsheet.

Select Billing/Collections>Construction Permits/Code Enforcement>Code Enforcement>Violation Activity Report.

Figure 3-17


Inspection Scheduling 4 - 1

CHAPTER 4 Inspection Scheduling

The Inspection Scheduling features in the Permitting and Code Enforcement module give users the ability to intelligently scheduleinspections, update activities, and easily view and produce scheduling reports.

This chapter will discuss how to use the Inspection Schedule to schedule and review Permitting and Code Enforcement inspectionsand activities. Inspections and activities scheduled using the Inspection Schedule will automatically update the Construction Per-mit Maintenance and/or Violation Maintenance.

Inspection Schedule

The Inspection schedule is used to schedule new inspections, view currently scheduled inspections and review completed inspec-tions.

Select Billing/Collections>Construction Permits/Code Enforcment>Inspection Schedule.

Figure 4-1


Inspection Schedule


Calendar features:

• Use the << and >> toolbar buttons to move between months.

• The current date will have a red border. Days with scheduled inspections will appear in yellow. Use the mouse cursor to hover above a yellow day to view the inspector and # of scheduled inspections for that day.

• Double click a day to view the schedule time grid for that day. See Figure 4-2.

Figure 4-2

The schedule grid displays the available inspector schedules for that day and a time block for any scheduled inspections. Shadedareas indicate time blocks outside of the inspector’s normal work hours.

Schedule grid features:

• Use the << and > buttons to view the schedule grid for the next day.

• Double clicking on an inspection (property location) will display the appointment detail for editing. See Figure 4-3.

• Double click an empty block to schedule a new appointment. See Figure 4-3.

• Right click on an inspection to delete the appointment.

• Click the Show All toolbar button to display all inspectors.


Inspection Schedule

Figure 4-3


The above screen is used to schedule a new inspection or edit the information on an already scheduled inspection.

Type - Select whether the inspection/activity is related to a Permit or Violation.

Inspector Id - Use the picklist to select an inspector.

Date/Time - Specify the appropriate information.

Violations

Building Code - Required for Permit inspections.

Ordinance Id - Optional for a Violation inspection.

Permitting

Violation Id (Violation inspections only) - Required. If not known, search by property or owner information.

Permit/Application No. (Permit inspections only) - An application number is required. If not known, search by property or owner information. A permit number can be selected if one exists.

Activity Type - At least one selection is required for both types of inspections. Click on the Comment button next to each selectedactivity to edit any comments associated with the activity.


Inspection Sheets

Property/Owner Info - This information will default when an application or violation number is specified. The picklists in eachfield can also be used as an alternative to finding the application or violation number if they are not known.

Click Ok to schedule. The Violation or Permit Maintenance will be updated with an activity.

Inspection Sheets

Inspection Sheets print for an individual inspection appointment and contain appointment information, instructions and areas for the inspector to record information. They can be printed for a date range and for a range of inspectors.

Select Billing/Collections>Construction Permits/Code Enforcment>Inspection Sheets.

Inspection Results

This screen allows a user to update the status and results of a scheduled inspection. Any changes made in this screen will also update the inspection activities displayed on the Violation and Construction Permit maintenances.

Select Billing/Collections>Construction Permits/Code Enforcment>Inspection Results.

Figure 4-4


Inspector Id - Type in an id or use the picklist <F3> to select an inspector.

Date Range - Adjust the date range to show inspections during that time period.

The screen will default to the Permits tab. Click on the Violations tab to view violation inspections.

Select the inspection to update and click Edit on the toolbar (or double click the inspection). Only the Status and Comments maybe updated.


Inspection Results

Status - Click in the field or press the spacebar and select from Open, Approved or Denied.

Comment - Press <F3> to access the comment picklist. Otherwise, type in a comment.

Note: Continue typing and the comments will wrap to a new line.

Click Save to finalize changes.

Documents

CHAPTER 1 · CHAPTER 1 Construction Permits and Code Enforcement Maintenances The following maintenances are used in the MCSJ Construction Permits and Code Enforcement modules. The