Building Permit/Code Enforcement Instruction Manual
Table of contents:
Section 1 - Introduction
Section 2
Page 1 - File setup/Screen layout Page 2 - Screen Layout/Menu Buttons
Section 3
Page 1 - File Preferences Page 2 - File Preference Data Page 3 - File Preferences User Definition Page 4 - File Preferences Detail Information
Section 4
Page 1 - File Parcel Locate Page 2 - Assessment Information Page 3 - Folder Selection
Section 5
Page 1 - Applicant Folder Page 2 - Permit Folder Page 3 - Action Folder Page 4 - Site Folder Page 5 - Building Folder Page 6 - Inspections Folder Page 7 - Inspections Folder Information Page 8 - Contractor Folder Page 9 - Contractor Folder Information Page 10 - Notes Folder Page 11 – Notes Folder Information Table of Contents cont:
Section 6
Page 1 - Change Permit Information Page 2 - Change Permit Folder Location
Section 7
Page 1 - Housing Code Folder Page 2 - Housing Code Folder Information
Section 8
Page 1 - Complaint Folder Page 2 - Complaint Folder Information
Section 9
Page 1 - Report Writer System Page 2 - Report Writer Report Selection Page 3 - Report Writer Report Filter Section 1
Page 1
Introduction
The Building Permit/Code Enforcement System has been designed to meet the need of today’s Code Enforcement Office. The software was developed in a Relational Database format (DB4) and compiled with a Windows version that is used in combination with the Assessment System files. The program can accommodate a wide variety of machines and operating systems and can be used with a Laptop in the field and files transferred to the Desktop back in the office. The file structure has complete compatibility with the Assessment System software and Assessor files can be used to establish base information on applications for all pertinent data relating to the Assessment Roll.
Listed below are some of the major areas covered by the software:
Open Relational Database File Structure Native interface with off-the-shelf software i.e.; Lotus Suite, Microsoft Office, FoxPro, any Xbase software.
Built-in Report writer capabilities Standard Permit reporting plus unlimited Ad hoc reporting functions and download support from internet site (www.tslco.com) Direct information interface with Assessor office files Unlimited number parcel permits capacity Multiple permit and reminder files per parcel Storage of contractor list User driven pic-list options
Multiple permits and reminder files per parcel. Fully Year 2000 Compliant Complete DOS/Windows file exchange Section 2
Page 1
File Layout and Screen format
The Building Permit/Code Enforcement system is a standard Windows pull down menu program with options on each screen that will identify more detailed information on sub- screens as you choose items or click on the tool bar choices.
The Screen below is the first screen as the program starts up, you need to input the User and Password and hit ENTER after each entry or move the MOUSE to the next field.
During the installation, the User and Passwords will be established and can be modified as the need changes, this would be a good place to write down all the user and passwords as a reference. Section 2
Page 2
Screen Layout/Menu Buttons
The system is designed as a standard Windows pull down menu system, each screen will have a series of option items at the top of the screen and menu buttons under the options. The option items are pull down menu selections of : FILE, TOTALS, WINDOWS, REPORTS, UTILITY, RE-VALUATION, and HELP.
These choices will cause pull down menus to provide additional choices for each category. The options will perform the task of providing additional option choices to go into a sub screen or another part of the file. This is combined with a menu bar under the options that will reflect decisions that effect the records you are on, and example of this would be to be on a PERMIT record for a property and want to change the APPLICANT screen to add a phone # to the permit record.
This screen layout is the typical pull down menu screen with buttons to reflect options for the screen. Section 3
Page 1
File Preferences
One of the choices off the main screen is FILE in the upper left of the screen, this will provide choices to select a property by choosing PREFERENCES or find the file location on your Machine or Network for the different areas needed to accommodate the files needed in case you have a need to use any of them in other software or to verify in case of any file issue.
This will give you a choice of DATA to look at each Directory for the Database location or USER DEFINITION to add or change the User and Password in the System. Section 3
Page 2
File Preferences Data
By choosing the DATA option you will get the screen below shows the Directory of each File category needed for the Building Permit/Code Enforcement system.
These directories will be set during the initial installation and SHOULD NOT be changed without a conformation from TSLco. Section 3
Page 3
File Preferences User Definition
By choosing the USER DEFINITION off the PREFERENCES choice, you will get a screen that shows all the Users and Passwords by SWIS code and their privileges within the program. You will only be able to access this screen if you have Supervisory rights during the initial setup by TSLco.
If you put the Mouse on any of the buttons at the top of the screen, you will se the resulting action, the choices here are CLOSE, CHANGE, ADD, DELETE. To modify an existing record, just highlight it and choose the CHANGE option and it will open another screen with detail of that USER for a SWIS. Section 3
Page 4
File Preferences Detail Information
This screen will allow the user to make changes to an existing record or create additional records for new users.
The changes made will effect the next cycle of the program, that means that you need to save all changes and exit the program for the changes to take effect. Section 4
Page 1
File Parcel Locate
This option off the FILE choice will provide a screen that gives you a selection of types of lookup options to locate a property with either existing permit information or the ability to attach a new record to a property.
The choices are to locate a property by the Owners Name, the Tax Map number or S.B.L., or Property Address, or Existing Permit #. The screen will let you tab from box to box and hit enter or use mouse to select a choice. Section 4
Page 2
Assessment Information
This is the screen resulting from the LOCATE selection screen, this is the Ownership screen of the Assessment Data on each Tax Map Parcel.
This screen is the starting point of the link to the more detailed information screens on each property. The FOLDER TABS at the top of this screen allow you to select a type of data to view or edit on each property. You need to put the cursor on a tab and click the mouse to bring that folder to the front for maintenance. Section 4
Page 3
Folder Selection
Once you are on the folder that has been selected, you have options on the top of the screen with the choice buttons to perform a task related to that screen
This property does not have any existing permit records or they would display in order of permit # and date initiated. To add a permit, you need to place the cursor on the button at the top to add a record, by putting the cursor on each button, you will see what that button is used for. In this case, the ADD RECORD button is to the LEFT of the TRASH CAN button. Section 5
Page 1
Applicant Folder
This screen is the result of the selection of the ADD RECORD button on the FOLDER for BUILDING PERMIT, the screen gives you the option of importing data from the Assessment side of the database or typing in the information in each blank field.
Once you select to IMPORT ASSESSMENT DATA or type each field, you should click on the button to save the data and then go to the folder labeled PERMIT, this will give you an automatic number that is 1 higher than the last permit issued and can be changed by the user along with updating any other information on that folder.
The screen also provides an option to import contractor information for the permit that is issued to a contractor on behalf of the property owner. Section 5
Page 2
Permit Folder
This folder has the identifying information for the permit along with other data that you need to consider completing. The number assigned is the next higher number from the last permit issued, most offices prefer to use a number system that will allow for the YEAR and permit number to be reflected so multiple permits will be displayed according to the history.
It is important to note that each FOLDER should be saved after the data is entered and prior to going to another folder. Once the permit has been created on the initial folder, that other folder information can be added or changed at a later date. Section 5
Page 3
Action Folder
This folder provides an area to maintain a record of important dates and types of certificates that have been applied for or issued for the permit. Section 5
Page 4
Site Folder
This folder contains information that describes general site characteristics and has several pull down menu fields that provide a selection for the choice.
Some of the fields are items that are imported from the Assessment database and can be changed like any other field on the record. Section 5
Page 5
Building Folder
This screen contains a description of the use and type of construction for the building components on the site. The screen has several pull down menus and a user defined pic list for TYPE of WORK that most users like to establish locally for custom reporting by PERMIT TYPE, this can be set up at installation or modified with new categories at a later date.
• An important thing to remember is, once the list has been established, all changed will either need to be new entrees or every permit for that TYPE of Work will have the new Name. Section 5
Page 6
Inspections Folder
This screen provides options to ADD, MODIFY, or DELETE inspection records for a permit. An unlimited amount of inspections are allowed for a permit and each inspection record can have information specific to it.
Each inspection record will have the permit # as part of the identifying information and can be maintained separately. Section 5
Page 7
Inspection Folder Information
This screen provides a user defined pic list to describe the type of inspection performed and information on what the Inspector found.
This screen can provide the necessary information to support the Inspector findings for a particular type of inspection. It also provides a field to use as a grouping for reporting on Inspections. Section 5
Page 8
Contractor Folder
This screen provides an unlimited number of contractor records that can be a reference for working contractors in the Jurisdiction. The options are to ADD, MODIFY, or DELETE records.
Once a record has been added, it can be changed for items on the record that reflects information changes. Section 5
Page 9
Contractor Folder Information
The data on these records can be imported on the initial Permit screen or Applicant screen. There are an unlimited number of records available and each can be maintained separately. Section 5
Page 10
Notes Folder
The screen provides for unlimited noted for each permit and is connected to the permit by the permit #. The folder allows you to ADD, MODIFY, or DELETE records.
Each line of information that is entered is a separate record and will be maintained independently. Section 5
Page 11
Notes Folder Information
This is a free format record that is type whatever and save each time. Section 6
Page 1
Change Permit Information
This screen is on the BUILDING PERMIT folder of and existing permit for a parcel, to make a change, you need to click on the button that resembles a monitor and it will open up the record you have highlighted.
It is important to remember that on each folder or screen, you need to make changes or add information and save that screen before you leave it. Section 6
Page 2
Change Permit Folder Location
There is a an additional method to look up or find a Permit record, at the top bar on all screens, there is the pull down menu selections of : FILE, TOTALS, WINDOWS, REPORTS, UTILITY, RE-VALUATION, HELP.
These choices will cause pull down menus to provide additional choices for each category.
The choice for REPORTS has a listing for PENDING PERMITS that is 2nd from the bottom choice, if you click on this choice you will get a listing of all Permits in the system according to the PERMIT # in order of Date and TAX MAP #.
When you highlight a record and click on the button right under the FILE option that looks like 4 dark dashes in a box, the program will put you on that Assessment Owner Screen so you can access that Permit. Section 7
Page 1
Housing Codes Folder
This folder provides an area to record information on Code violations and keep a record of multiple living units on the property.
The record if present will display and you will highlight the appropriate record to edit and click on the DISPLAY button that looks like a computer monitor, or if no records exits for this property, you will click on the ADD RECORD button to the left of the TRASH CAN on the button bar. Section 7
Page 2
Housing Codes Folder Information
This screen will allow you to input information on individual living units on a property and can accommodate unlimited number of records.
You have the choice to edit fields or use the ADD RECORD button at the top bar to fill in information by ROOM, CODE, and DESCRIPTION. Section 8
Page 1
Complaint Folder
This folder is used to record complaints on parcels and keep the information for future reference.
This screen with show whether a record exist for this property or a new one needs to be created. The process to ADD RECORD is the same as other folders, you click on the button on the button bar that is LEFT of the TRASH CAN and it will add a new record to put information on. Section 8
Page 2
Complaint Folder Information
This screen is used to record complaints about the property that will require a record and follow-up inspection. There is several pull down menus on this record and the complaint MADE BY field can be user defined to reflect local choices. Section 9
Page 1
Report Writer
The Building Permit/Code Enforcement system utilizes a custom report writer that is very powerful and has all the Create/Update/Import capabilities of the leading off-the-shelf Custom Report Writers on the market. The functionality of the report writer is based on the contents of ReportPro Professional 2.7 added to the system as part of the options on the top bar of each screen. The decision to generate a report for a group of records or and individual record is based on two things:
One, if you enter the report writer from the top menu bar on the screen, you can select an existing report to use for a group of records based on a Query or selection method.
Second, if you are on a Permit record, you can choose a report that will print for that single record.
The difference in these two options is whether you are on the record or just have the file open.
This choice will open the Report Writer for the entire file and a list of existing reports will display. Section 9
Page 2
Report Writer Report Selection
The screen below shows a list of existing reports that can be opened and modified to use the report writer for a group of records.
The reports are listed alphabetically and standard Windows naming convention will prevail, it would be suggested that you keep the report names to 8 characters or less to avoid problems if you want to move them from one machine to another.
TSLco will provide full report support for users by using the website to download existing reports or email or modem support to customize reports upon request. Section 9
Page 3
Report Writer Report Filter
After a report is selected, you need to determine if the record selected to print are what you intend. This is accomplished by using the FILTER option off the menu bar to review the selection.
This report is designed to print all records that has an issued date of 2003, once you have a report open, the HELP function will provide a complete Windows help on the complete Report Writer.