Create & Manage Projects

This article will show you how to add a new Project against a Parcel.

Add a Project Application

1. Sign in to your site
2. Navigate to Projects System and select Add Record
   
3. On the pop-up screen, Search for the Parcel
   
   
4. Select the parcel and click Add Project
   
   
5. Select the Project Type and Project Use from the drop-downs
   
   
   Note: The permit type and permit use fields are related. The permit use drop-down will change based on the permit type selected.
6. Enter the Applicant Information. If the applicant is the same as the owner, select Click Here to copy the owner information
   
7. If the project has a contractor associated with it, select the Contractor from the licensing system. If the contractor is not listed, add a new one to the system
   
8. If needed, select the appropriate Code Book for the project
   
9. Click Save Project
   
   
   Note: The project application is now saved in the system. It will be sent to the right departments or staff based on the workflow and collaboration settings set up earlier. Complete the remaining steps to move the record toward approval or rejection.

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Edit an Existing Project

1. Sign in to your site
2. Navigate to Projects System and select Search, and select a record
   
3. Click Edit
   
   
4. Configure project fields on the Applicant tab, as needed
   
   
   • Project Number: The Project Number field is automatically generated by the system. This helps keep track of all project numbers. Users can override the record and enter their own project number. It's best to do this before the application is approved as a project. This prevents the system from using one of its auto-generated numbers.
   • Parent Project Number: This drop-down allows you to tie the record to a parent project. 
   • Project Date: This field will fill in automatically after the application is approved. Approval can happen manually. It can also happen after all routing steps are completed and approved by the final review authority. Users can type in this information when adding old project records.
   • Expiration Date: This field is set by the default settings established by the user's administrator during setup. The system will add 6, 12, 18, or 24 months from the time the project application is approved. These dates can also be backdated when entering old project records.
   • Renew Date: This is set by the user if a project has expired and the customer decides to renew the permit. After issuing a renewal date, the user should set the expiration date to match accordingly.
   • Signatory Title: The signatory title field shows the title of the person who gives approval and issues the placard. In many municipalities, staff members may have more than one title. This field lets the user choose the correct title for that specific record.
5. Navigate through the remaining tabs and fill out as needed:
   
   
   • Property: Fill out property information for the record
     
   • Structure: Add structure information
     
   • Parcels: View and add parcel information to the project
     
   • Contractors: Manage or add additional contractors to the project
     
   • Inspections: Add and schedule inspections. Inspections should only be added once a project application is approved.
   • Checklist: Add and view project checklists
     
   • Insurance: Review and add any necessary insurance data
     
   • Contacts: View associated contacts for the record. Add additional contacts if needed
   • Affidavits: File any necessary affidavits
     
   • Certificates: Add and manage certificates for the project
     
   • Fees: Add and manage fees, create invoices, and apply payments to the application
   • Bonds: View and add bonds to the project
   • Escrow: Add and manage escrow accounts 
   • Documents: Attach files to the record, if needed
     
   • Related Permits: After the project application is approved, you can link related permits
   • Related Projects: View project records related to this one. This information will pull from the "Parent Project" field on the Applicant tab of the record. 
   • Status: The Status tab is used to send applications to the right departments. These departments review and approve the application before it is fully approved.
     
   • Forms: View the forms that were filled out via the Portal application process
     
   • Meeting Minutes: Add and manage meetings for the project
   • Adjacent / Proximity: Search for and add adjacent parcels to this project’s parcel 
   • Questions & Answers: This tab allows staff to track any questions about the project and the answers given
   • Conditions: Add or view any specific conditions imposed against the project
     
   • Variances: Add or view any code/variance against the project
6. Click Save Project
   
   
7. Select Print Menu to print the project application, placard, or any other related document
   
   

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Approve a Project Application

A project application can be approved in one of two ways:

1. Follow the established automated routing of the project application. Once approved by the final review authority using the Status tab, the system will set the status field to approved. It will also issue a project number.
   
   
2. By manually approving a record on the Applicant tab
   
   

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Supporting Articles

• Track & Manage Record Status
• Manually Approve a Project Application