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Table of Contents
A. General Descriptions....................................................................................................4
B. Computer Specialist.....................................................................................................7
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1. Computer Specialist Contact Information..........
2. Hardware and Software...........................................................................................7
3. Parcel, Legacy and GIS Data...............................................................................11
4. Municity Project Contacts....................................................................................13
5. Security..................................................................................................................14
C. Building Department Section...................................................................................15
1. Permits and Certificates:.......................................................................................15
2. Inspections.............................................................................................................20
3. Complaints............................................................................................................24
4. Fire & Safety.........................................................................................................26
5. Security..................................................................................................................31
D. Planning Department................................................................................................33
E. Zoning Department...................................................................................................35
F. Workbook Completion Checklist.............................................................................40
General Code 800-836-8834
Municity Pre-Installation Workbook Page 1 of 40
Municity Pre-Installation Workbook
Town of Southold, Suffolk County, NY
Municity is a “parcel based” system that can manage all of your Building, Zoning and
Planning needs. The first step of a Municity project is to gather information about the
parcels that may exist in various forms. For example, most Assessors’ departments
manage information about a parcel and its content, such as parcel ID, inventory and
owner information; Building departments will have information about permits and
complaints, etc. Parcel data is the basis of the Municity database because all records are
tied to it. Within the Municity database the parcel view allows you to see the entire
history of a parcel, including permits, certificates, complaints, inspections and variances
to name a few. Once the parcel data is obtained, we gather any existing data that is tied
to a parcel ID from existing data stores. These are imported into Municity to provide a
complete “picture” of the parcel. Finally we use this workbook and site visit to analyze
your current processes to provide automation wherever possible.
The purpose of this workbook is to provide a way to gather all this information so that
our technicians and programmers can establish a populated database that is customized to
your needs. This will insure that the system will be tested and ready to use during the
initial training sessions, allowing us to maximize the on-site time used for training your
staff.
It is most desirable that all the information provided in this workbook be returned in an
electronic form using the Excel file provided. This will minimize the risk of data errors
that can occur when entering handwritten information. The workbook is broken down
into sections for Computer Specialist, Building, Planning and Zoning to make it easy for
multiple departments to provide the information pertinent to their area. You will find
throughout the workbook wherever information is requested examples are provided. In
most instances these are the default settings for Municity and are provided to give you an
italicized
understanding of what is needed. All examples will be in type. If the example
is valid for your community leave it as is; if the information does not apply delete it and
if there is additional information you would like included type it in the space provided.
In addition the Excel spreadsheet provided is intended to give you a jumping off point.
The data provided in the spreadsheet represents a typical installation. To simplify the
process you can simply edit the Excel lists to develop your own unique list.
When the workbook is complete email a copy of the document to Sandy Brennan at
sbrennan@generalcode.com. If it is more convenient you can copy the document to the
General Code FTP site. The site address is, ftp.//www.generalcode.com. Once you
arrive you will be prompted for a user name (gcpPuB587) and password (dg98RTs2L).
Additionally you can Fax a copy to 585-328-8189 Att. Sandy Brennan or mail a copy of
the completed document to:
General Code
72 Hinchey Road
General Code 800-836-8834
Municity Pre-Installation Workbook Page 2 of 40
Rochester, NY 14624
Att. Sandy Brennan
Product Summary:
Municity Building Module – including Fire Safety
Municity Planning and Zoning Module
1 Portable device
1 GIS license
Integration with Laserfiche and eCode 360
Contact information:
Project Manager: Sandy Brennan, sbrennan@generalcode.com, 800-836-8834 ext. 167
General Code 800-836-8834
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A.
General Descriptions
The following is a description of the Municity screen interface. These conventions hold
true for all Municity modules. The data entry screens within Municity are designed to
make data entry easy and consistent. One way this is accomplished is through
automation provided by drop-downs, templates, tasks and checklists.
Drop-Down
A drop-down provides a user with a list of options to choose from. When a drop-down
list is used, the user is confined to the entries found in the list and cannot add to or delete
from that list.
Figure 1 - Drop Down List
Tasks and Templates
A template serves as a shortcut for assigning multiple tasks to an object and all the steps
included in the template must be completed before you can proceed to the next step.
Templates can serve as a “to do list” so that steps are not forgotten, for example one of
the steps in an application process may be a plan review. When an application is created
a task is created for plan review and the application cannot be converted to a permit until
the plan review is complete. This provides consistency to both the process and the data.
It should be noted that once a template assigns tasks to an object, they could be modified
for a specific case. Tasks can be deleted or other tasks added to account for unique
situations. When specifying the tasks for a template it is recommended that you identify
only the major items to avoid overburdening a task list with too much detail.
For example, to process an application you may need the following steps:
Check application for accuracy
Collect fee
Confirm contractor is insured
Plan review
This list represents the critical steps that occur 90% of the time and all of these items
must be completed before the application becomes a permit.
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Figure 2 - Template
Checklist
Templates can contain Checklists, which also provide a list of tasks to complete but
typically provide more detail. One example of the use of templates is a checklist
assigned to an inspection. A task assigned to a permit template may be the completion of
a footing inspection. The checklist attached to the footing inspection would be a list of
specific items that must be checked. The checklist also provides the inspector with a
“Pass Fail list”. If an inspection fails any inspections that did not pass are carried over to
the new inspection task. Checklists can be found throughout all Municity modules.
Figure 3 - Checklist
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Figure 4 - Checklist after a partial pass
Security
Whenever you open Municity you will be prompted for a user name and password. This
login information is used to secure access to your data and to customize the interface for
each user. For example, if my duties include inspections and complaints there would be
no need for me to see anything in the Planning or Zoning module. By establishing a user
profile that provides access to only the screens needed, we can limit what is displayed on
the screen and the data that can be changed. Later in this workbook you will be asked to
provide a user name for each user that will use Municity. We recommend that you
provide the same user name that is used to access your network. You will also be asked
for an email address and a “profile type”.
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B.
Computer Specialist
Hardware and Software
1.
Municity has a number of hardware and software requirements that should be reviewed
by your computer specialist. Please confirm that your network meets all of the following
requirements and provide the specifics indicated below.
Server requirements:
CPU Pentium IV 1 GHz or better required
If server running only Municity: 2 GB RAM recommended
Memory If server running additional applications: increase by 1 GB per additional
application
Operating System Windows Server 2003 with current service pack
Database Engine MS SQL Server 2005 with all SQL tools installed
Must be TCP/IP; the network address and sub-net mask must be the same on both
Network Protocol
the server and the workstations
Browser Internet Explorer 6.0 or higher
Assume 20,000 pictures from inspections per 1 GB of hard drive space,
Hard Drives
RAID array recommended
NIC For network connectivity
UPS/Tape Backup UPS and tape or other backup system to ensure data integrity
Software Microsoft Outlook version 2000 SP-3 or better
If server running only Municity: 2 GB RAM recommended
Memory If server running additional applications: increase by 1 GB per additional
application
Workstation requirements:
CPU Pentium IV or better recommended
Memory 512 MB RAM or better - 1GB RAM recommended
Operating System Windows XP Professional, Windows Vista Business
Must be TCP/IP; the network address and sub-net mask must be the same on both
Network Protocol
the server and the workstations
Browser Internet Explorer 6.0 or later
NIC Access to the network server running Municity
Monitor 17” monitor or better recommended for optimal viewing
Resolution
Minimum Screen resolution of 1024x768
If scanning documents into Municity is required - a scanner that supports TWAIN
Scanner
drivers
Software Microsoft Outlook version 2000 SP-3 or better
CPU Pentium IV or better recommended
Laptop or Tablet PC requirements:
CPU Pentium IV or better recommended
Memory 1GB RAM recommended
Operating System Windows XP Professional, Windows Vista Business
Must be TCP/IP; the network address and sub-net mask must be the same on both
Network Connection
the server and the laptop - used for synchronization to the main database
Browser Internet Explorer 6.0 or later
CPU Pentium IV or better recommended
Memory 1GB RAM recommended
Operating System Windows XP Professional, Windows Vista Business
Must be TCP/IP; the network address and sub-net mask must be the same on both
Network Connection
the server and the laptop - used for synchronization to the main database
Palm Pilot requirements:
Operating System The Building Inspector Palm Pilot software will run on Palm III to the latest
Tungsten T3 versions. However a palm device running the Palm OS 5.x software
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is recommended. The software does not run on Windows CE/Mobile devices.
In order for General Code to install and support a Municity installation, an Admin user
must be created for General Code on the Municity server. This user must have access to
the SQL server and database, access to Enterprise Manager, full control of the Municity
folder on the server and Admin access to all PCs and laptops where Municity will be
installed. In addition General Code provides tech support through an Internet based
remote control process. All PCs and the Municity server must be allowed to utilize this
process.
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Server:
Municity Server Name ________________________
Operating system and version:
____________________________________________
Amount of available free disk space:
____________________________________________
SQL Server Name _____________________________
SQL version:
____________________________________________
Do your users login to a Windows Domain?
YES NO
What is the domain name? _________________
All users will need a mapped drive to the Municity shared directory on the server.
Standard procedure is to use M for the drive mapping, does this conflict with current
network drive mappings?
YES NO
If YES provide an alternate drive letter ______________
All other specifications indicated above are met:
YES NO
If No, please explain:
________________________________________________________________________
________________________________________________________________________
Workstations: (lowest level that will run Municity)
Operating system and version:
_______________________________________________
Connected to the same network as the server above:
YES NO
If No, please explain:
________________________________________________________________________
________________________________________________________________________
Palm Pilot:
Operating system and version:
_______________________________________________
Laptops: (lowest level that will run Municity)
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Operating system and version:
_______________________________________________
Connected to the same network as the server above:
YES NO
If No, please explain:
________________________________________________________________________
________________________________________________________________________
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Parcel, Legacy and GIS Data
2.
In order to pre-populate the Municity database we will need copies of your parcel data
and any existing data you have on permits and certificates, complaints, inspections,
planning projects, variances, fees, easements, GIS and electronic code data. Please
provide the following information:
Parcel data
Number of Parcels: _____________________________
Source (highlight the source with the most accurate data):
Assessor
GIS
County
Other (please indicate) _________________________
Contact person:
__________________________________________________
Contact phone number:
__________________________________________________
Legacy data sources
(for each system)
For example:
Permits/Certificates
Data type:
Building Soft
Program Name:
Text delimited
Data format available (text delimited, Excel, DBF, etc):
Sandy Brennan
Contact person:
585-328-1810
Contact phone number:
Data type Permits/Certificates
Program Name
Data format available (text delimited,
Excel, DBF, etc)
Contact person
Contact phone number
Data type Codes
Program Name
Data format available (text delimited,
Excel, DBF, etc)
Contact person
Contact phone number
Data type Fee schedules and calculations
Program Name
Data format available (text delimited,
Excel, DBF, etc)
Contact person
Contact phone number
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In addition to the fee data provide your fee schedule including all calculations.
GIS Datasource
:
Data type GIS
Program Name
Data format available (text delimited,
Excel, DBF, etc)
Contact person
Contact phone number
Parcel data overlays - indicate in the table below the data fields you would like included
as part of the assessment/GIS file that will display as part of the property record. Delete
any that don’t apply and add any additional.
Data layers
Wetland
Agricultural District
Historic District
Flood Zone
GIS Updates
:
How frequently do you update your GIS data?
In what form is the data provided?
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Municity Project Contacts
3.
Municity Project - Main Contact
:
Name
: Betty Neville
Title
: Clerk
Phone number
: (631) 765-6145
E-mail address
: elizabeth.neville@town.southold.ny.us
Building Department Main Contact
:
Name
:____________________________________________________________
Title
:_____________________________________________________________
Phone number
:____________________________________________________
E-mail address
: ____________________________________________________
Planning Department Main Contact
:
Name
:____________________________________________________________
Title
:_____________________________________________________________
Phone number
:____________________________________________________
E-mail address
: ____________________________________________________
Zoning Department Main Contact
:
Name
:____________________________________________________________
Title
:_____________________________________________________________
Phone number
:____________________________________________________
E-mail address
: ____________________________________________________
Network/Computer Contact
:
Name
:____________________________________________________________
Title
:_____________________________________________________________
Phone number
:____________________________________________________
E-mail address
:____________________________________________________
General Code 800-836-8834
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Security
4.
Municity maintains its own security system. Security within Municity is used to secure
the data, to control the appearance of the screen per user and it determines the level of
access to the database.
In the table below or using the Excel spreadsheet indicate all users that will need access
to Municity. It is recommended that the user name be the same as the one used for access
to your network. Within the department sections below you will need to indicate user
profiles.
User Name Full Name Email address
SJB757 Sandy Brennan sbrennan@generalcode.com
Figure 5 - User Information
If Laserfiche will be connected to your Municity system you will also need to indicate a
Laserfiche user name and password for each user.
Full NameLaserfiche User Name Laserfiche password
Sandy Brennan SJB757 Passw0Rd
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C.
Building Department Section
Permits and Certificates:
1.
Do you track permits applications separate from permits? Y N
Do you issue temporary or conditional permits? Y N
Do you handle complaints? Y N
Do you track complaint points? Y N
Permit numbering:
building permit application
What is your numbering system?
(Some examples - Year and Number 2006-001 or Number and Year 001-06)
__________________________________________________________
building permit
What is your numbering system?
(Some examples - Year and Number 2006-001 or Number and Year 001-06)
_____________________________________________________________
Should the application number and permit number be the same? Y N
In the table below or using the Excel spreadsheet list all the permit types that you issue.
(Refer to the Permit Type in Figure 7 - Permit Type for additional information) If a CO
or CC is required indicate that in the CO\CC column. If the permit is time sensitive, for
X
example must be issued within 30 days or will expire in time indicate that as well.
Type CO\CC Expiration Must be issued by
Pool CC 1 year 30 days
Certificates:
In the table below provide a list of all the certificates you issue and indicate if they can be
temporary and if they have an expiration date.
Type Can be temporary Expiration
CO N 30 days
CC Y 30 days
In the table below list all the statuses for applications, permits and certificates you would
like included in Municity. Delete any that don’t apply and add any others.
Application Status Permit Status Certificate Status
Pending Pending Pending
Approved Approved Open
Approved with conditions Approved with Issued
conditions
Denied Denied
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Print Outs:
In order to provide a print out of your permits, letters and certificates we will need copies
of these documents, preferably in electronic form. Please provide a sample of each of the
following documents: (delete any that are not applicable and add any additional not
included)
Building Permit
Building Permit w/ Detail (Includes Fees and Conditions)
Temporary Permit
Renewal Letter
CO/CC
Certificate of Non-Compliance
Denial Letter
Other _____________________________________________
If electronic copies of these documents are not available please provide hardcopies.
Municity is made up of a number of tables that hold, display and print your data. Drop
downs are tables that hold a set list that users can choose from when entering data. Not
only does this make data entry easier it also insures consistent data entry. There are a
number of drop downs in Municity that need to be populated. Below are examples of
how the data in a drop down is displayed and used.
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Figure 6 - Permit screen showing drop-down boxes
Drop down boxes:
When creating a Permit one of the first drop downs you will see is the Permit type. This
identifies the Permit and usually has rules associated with it. An example of a Permit
type would be “Pool”.
The screen above is the input screen for a Permit. The light blue color and the down
arrow on the input box indicate the “drop downs”. When a user is entering data reaches a
box with a down arrow they are presented with a list of options to choose. These are the
only options available, they cannot add something to the list, they must choose from the
list. In addition to providing a choice for data entry, drop downs also provide groupings
for reporting. For example, a report that shows all of the Pool Permits written for a
specific period of time. The following are a description of the drop downs that need to
be populated.
Type - indicates the type of Permit being created. This drop down has additional options
attached to it that provide the ability to attach templates and assign the form to be printed
when the permit is issued. So for example, if a Pool permit looks different from a
Commercial permit you would create two Permit types and associate a different print
format to each. Below is all of the data associated with a Permit type. In the table below
provide a permit type for every instance where the form, fee or process are different.
Figure 7 - Permit Type
Permit Type Construction Code Description
New Construction Single Family Residence Private home
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Construction Code - these are codes that indicate the type of construction that is taking
place. For example, demo or single family residence. These are used for report
groupings. If you provide reports that quantify the types of construction taking place in
your community you will need to include these codes. In the table above provide a
construction code for each permit type.
Status - indicates how far along in the process the permit has progressed. Typical Status
types might be Open, Closed or Pending. This drop down allows you to report on all the
Permits that have reached a certain stage.
Figure 8 - Status Screen
From the list of statues above, indicate in the table below whether the Permit would be
considered Open, Closed or Denied at that stage.
Status Open Closed Denied
Pending X
Approved X
Approved with conditions X
Denied X
Inspector - this is a list of inspectors that work for your municipality. This drop down
makes it easier to assign inspections to individuals and would allow you to see what
inspections an Inspector completed or was assigned to. This provides data for
productivity reports. Users indicated as Inspectors in the security table below will
become part of this drop-down list.
Zoned - this is coding that provides additional information about a parcel. Below is an
example of the information that can be attached to a zone code. In the table below or
using the Excel spreadsheet provide all of your zones and the corresponding descriptions,
setbacks and height limits.
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Figure 9 - Zone Rules
Zone Description Front Side Rear Setback Height
Setback Setback Limit
4A Commercial 200 ft. 50 ft. 100 ft. 20 ft.
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Inspections
2.
Most permits require inspections to insure the work done meets established standards.
Municity manages the inspection process from scheduling to final completion. In the
table below or using the Excel spreadsheet list all of the inspections that you would like
tracked in Municity. For each inspection listed include a list of the steps performed. This
will provide a “Pass/Fail” checklist for the inspector. Also provide samples, either
electronic or hardcopy, of any correspondence or reports used during the inspection
process.
Inspection Types Checklist Items
Foundation Batter board, Rerod, Concrete (test & inspection)
Figure 10 - Inspection types
In the table below list all of the statuses an inspection can have. In the list delete those
that don’t apply and include any additional.
Inspection Status
Passed
Failed
No Basis
Open
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Inspection Templates:
A template serves as a shortcut for assigning multiple tasks to an object. For example,
before a Permit can be issued there are typically a number of inspections that must take
place. To insure consistency in completing the appropriate inspections, templates are
created. The template contains a list of all the inspections that must be completed for a
specific type of Permit. In Municity when an inspection template is assigned the
inspections are automatically added to the Permit and the Permit cannot be closed or
completed until all the inspections are complete. This provides consistency both to the
process and to the data.
When a template is associated with a Permit the inspection tasks added can be edited to
account for unique situations. For example, if the majority of New Construction Permits
require a Foundation inspection it would be included in the Inspection template. In the
event that a specific Permit does not require the Foundation inspection it can be deleted
from the inspection list attached to the Permit. This deletion only occurs for this Permit
and does not alter the Inspection template. Conversely if a Permit requires an additional
inspection that is not typical an operator can add an Inspection to the Permit.
Figure 11 - Creating an Inspection Template
Above is an example or a Permit Inspection Template. The template name is what will
appear to the user in the drop down list. Below are the various inspections typically
required for this type of inspection. When this inspection template is added to a permit
these inspections will automatically be added to the Permit.
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In the table below list all the inspections (from above) normally associated with a New
Construction project. During the on-site training additional Permit Inspection templates
will be created.
Project type Inspections
New Construction Footing, Foundation, Slab, Under
Plumbing, Framing, Plumbing, Insulation,
Final
Figure 12 - Inspection Screen
Figure 13 - Inspection Details
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Task Templates:
In addition to Inspection templates there are also Task templates. Task templates work
exactly the same as inspection templates but instead of adding a list of inspections to the
permit a list of tasks required to complete the permit process is added.
Figure 14 - New Construction Task Template
In the following table provide the tasks associated with a permit for New Construction.
Additional Task Templates will be added during the on-site training.
Template Name Associated Tasks
New Construction
Collect fee
Electrical Certificate
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Complaints
3.
complaint
What is your numbering system?
(Some examples - Year and Number 2006-001 or Number and Year 001-06)
__________________________________________________________
Figure 15 - Complaint Screen
In the table below or using the Excel spreadsheet list all the complaint types that you
issue. For each type indicate the time to correct, next inspection date and “nail date”.
Type Time to Correct Next Insp. Date Nail Date
Garbage Immediately 10 Business Days 30 days
Indicate in the table below all the Complaint Statues you would like in Municity.
Complaint Status
Open
Closed
In order to provide a print out of your letters, summons and affidavits we will need copies
of these documents, preferably in electronic form but if that is not possible please provide
hard copy copies. Please review the list of common documents below and provide a
sample of all the ones you use. Delete any from the list that do not apply to your
municipality and add any critical documents that do not appear.
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Complaint Documents
Provide samples of any of the following documents that you use:
Complaint
Initial Notice
Affidavit
Memorandum of Violation
Final Notice
Summons
Rescind Letter
Failed Letter
Notice of Intent to Inspect
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Fire & Safety
4.
Municity’s Fire/Safety Module provides a place to store all your data relating to fire and
safety issues. Each parcel can contain multiple occupants each with their own fire
inventory and inspection schedule. For example, a mall would have a number of
individual stores that would each have their own fire systems. Creating an occupant for
each of the stores would allow you to monitor and manage them as individuals. Below is
a sample of the Occupants screen in Municity. In the table below or using the Excel
spreadsheet indicate all of the Occupant types that exist in your Municipality.
Figure 16 Occupant Screen
Figure 17 Occupancy Type
Occupancy Types:
Type Sq. Ft. Per Occupant Gross/Net Notes
A1 10 10
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If your Municipality contains multiple fire districts indicate their names in the table
below.
Fire District Name Description
1234 Mall
Each occupant will have a list of fire and safety inventory items, such as a sprinkler
system. Municity will keep an inventory list, which includes contact information in cases
of an emergency. Below list all of the inventory items your Municipality is responsible
for inspecting and overseeing.
Inventory Item Description
Sprinkler system
Fire extinguisher
Alarm system
Knox box
Figure 18 Fire Inventory Screen
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Figure 19 Inspections Editor
Inspection Type Recurrence Complaint Type Checklist
Annual Fire 1 year from inspection Failed Fire Inspection Steps needed to complete
date inspection
Bi-Annual Fire 2 years from inspection Failed Fire InspectionSteps needed to complete
date inspection
Figure 20 Recurrence Settings
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In the table below indicate all of the inspection statuses you would like included in
Municity.
Status Description
Passed Passed
Failed Failed
Pending Pending
Figure 21 Inspection Statuses
Below is a screen shot of the Emergency Contact information available in Municity. If
you have an existing source for this data please provide the program and path used to
access the data.
Figure 22 Emergency Contact Information
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Program Name: ________________________________________________
Path to Data: __________________________________________________
In the table below provide all the information about any fees you collect that are specific
to fire and safety which are not included in your Building fee schedule. If a schedule of
these fees is available please provide a copy of it when you return this workbook.
Fee Type Flat Fee Calculation
Fire Inspection Fee $500.00
Covered Mall Building $150 plus $10 per tenant space
Figure 23 Fees Interface
In order to provide a print out of your letters, summons and permits we will need copies
of these documents, preferably in electronic form but if that is not possible please provide
hard copy copies.
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Security
5.
Municity comes with five pre-set user profiles; Building Secretary, Inspector, Complaint
Inspector, Fire Inspector and Building Manager. Each profile is designed to provide the
screens and controls to perform each function. During the on-site installation and
training we will modify these settings if necessary. In the table below list the members of
your department that will access Municity and check the profile that best suits their role.
If multiple profiles are appropriate check multiple boxes, if none of these profiles seems
accurate check the “Other” box.
Figure 24 - Building Secretary Access
Figure 25 - Inspector/Fire Inspector Access
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Figure 26 - Complaints
Figure 27 - Building Manager Access
Name Bldg. Inspector Complaint Fire Bldg. Other
Sec. Inspector Inspector Mgr.
Sandy Brennan X X
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D.
Planning Department
Planning projects
What is your numbering system?
(Some examples - Year and Number 2006-001 or Number and Year 001-06)
__________________________________________________________
Do you track time spent on projects? ____ Yes ____ No
Do you manage escrow accounts for projects? ____ Yes ____ No
Do you track bonds for projects? ____ Yes ____ No
Do you need to track inspections from projects? ____ Yes ____ No
In the tables below list all your project types and statuses. Delete any that don’t apply
and include any additions.
Type
Residential Subdivision
Commercial Site Plan
Project Status
Pending
Plan review
Approved with conditions
Denied
Approved
Task Templates:
A template serves as a shortcut for assigning multiple tasks to an object and all the steps
included in the template must be completed before you can proceed to the next step.
Templates can serve as a “to do list” so that steps are not forgotten, for example one of
the steps in a project may be to set up an escrow account. When an application is created
a task is created for create escrow account and the project cannot continue until the
account is established. This provides consistency to both the process and the data. It
should be noted that once a template assigns tasks to an object, they could be modified
for a specific case. Tasks can be deleted or other tasks added to account for unique
situations. When specifying the tasks for a template it is recommended that you identify
only the major items to avoid overburdening a task list with too much detail.
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Figure 28 - Project Templates
In the following table provide the tasks associated with a permit for a Major and Minor
Subdivision. Additional Task Templates will be added during the on-site training.
Major Subdivision Tasks Minor Subdivision Tasks
Review application Review application
Establish escrow account Establish escrow account
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E.
Zoning Department
Zoning permit application
What is your numbering system?
(Some examples - Year and Number 2006-001 or Number and Year 001-06)
__________________________________________________________
Do you wish to track time spent on application? ____ Yes ____ No
Do you manage escrow accounts for applications? ____ Yes ____ No
Do you wish to track bonds for applications? ____ Yes ____ No
Do you need to track inspections from applications? ____ Yes ____ No
Variances
In the table below list all the Application types to be included in Municity. Also indicate
if it is a variance and which variance type Municity should consider as the default
Variance Type. Delete any that do not apply and include any additions.
Application Types Application Steps
Area Variance X
Use Variance
Appeal
Figure 29 - Application Type
In the table below indicate all the Variance Types used in your Municipality. For each
variance indicate the expiration date. If the type does not have an expiration leave the
row blank. Delete any that do not apply and include any additions.
Variance Types Expiration
Special Use 365 days
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Area Variance
In the table below indicate any statuses that can be applied to a variance and indicate if
the variance would be considered Pending, Approved or Denied at that point. In the list
delete any that do not apply and add any others.
Figure 30 - Variance Status
Status Pending Approved Denied
Denied X
Granted X
Withdrawn X
Figure 31 - Variance
Easements
In the table below list the Easement types used by your Municipality. In the list delete
any that do not apply and add any others.
Easements
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Drainage
Right of Way
Figure 32 - Easement Information
Tasks
Tasks are the steps necessary to complete a Zoning project (variance, easement etc.). In
the table below list all the tasks that you would like to track in Municity. Include in the
table if this step is time sensitive, requires approval or if a fee is collected.
Task Name Time Sensitive Approval Required Fee
Decision 62 days after public hearing Zoing Board No
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Figure 33 - Zoning Application Step
Task Templates
A template serves as a shortcut for assigning multiple tasks to an object and all the steps
included in the template must be completed before you can proceed to the next step.
Templates can serve as a “to do list” so that steps are not forgotten, for example one of
the steps required for an area variance may be to have a public hearing. When an
application is created a task is created for scheduling a public hearing and the project
cannot continue until the hearing is scheduled. This provides consistency to both the
process and the data. It should be noted that once a template assigns tasks to an object,
they could be modified for a specific case. Tasks can be deleted or other tasks added to
account for unique situations. When specifying the tasks for a template it is
recommended that you identify only the major items to avoid overburdening a task list
with too much detail.
Figure 34 - Application Template
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Indicate in the table below all the steps (using the tasks from above) to create an Area
Variance. Delete any that do not apply and add any additional. Additional templates will
be created during the on-site training.
Area Variance Tasks
Submit Application
Review
Public Hearing
Decision
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F.
Workbook Completion Checklist
??Contact information for all data sources provided
??IT review complete (server, PC’s, laptops and palms)
??Municity Project Contacts Complete
??Building Review Complete
??Fire Review Complete
??Planning Review Complete
??Zoning Review Complete
??Sample documents provided:
??Permits
??Certificates
??Letters and Correspondence
??Other
??Sample reports provided:
??Monthly reports
??Fee reports
??Escrow
??History
??Other
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