Water Management District

St Johns River

Water Management District

Information Resources Department

e-Permitting Project

Phase III

Business Requirements

Analysis Document

Last Revision: December 20, 2002

Release Date:

s:\oracle\epermitting\ecompliance-submittal\documentation\analysis\epermitanalysis.doc

St Johns River Water Management District

e-Permitting Phase III – Analysis Documentation

Table of Contents

Introduction

Application Status

Security

Search Criteria

Data to Display

Out of Scope

Compliance Submittals

Security

Assumptions

Issues

Out of Scope

Well Completion Reports

Security

Out of Scope

Online Application Entry

Well construction permit application:

Contractor license permit application

Security

Well Construction

Contractor License

Constraints

Issues

Out of Scope

S:\Oracle\EPermitting\ECompliance-Submittal\Documentation\Analysis\ePermitAnalysis.doc

St Johns River Water Management District

e-Permitting Phase III –Analysis Documentation

Introduction

This document contains the analysis of results of various meetings, discussions, and decisions made during the analysis phase of this project. Chapters contain the analysis results for each of the project deliverables.

Application Status

The application status product will allow the public to search for permit applications via the Internet.

Security

The data to be displayed is not considered sensitive. Therefore, no login is required to search and view permit application status information.

Search Criteria

Resource Management business experts state that the existing Global Regulatory System (GRS) search mechanisms are sufficient for effectively retrieving data. These criteria are listed here:

Application/permit number
Project name
Applicant name
County
Section, township, range
Consultant
Permit type (CUP, ERP) NOTE: If ERP selected, allow for narrowing to wetland impact type projects

The existing dynamic query code used by the GRS will have to be reviewed and moved to the business layer of the application.

Data to Display

Resource Management business experts state that the existing Global Regulatory System (GRS) search results are typical of the data requests they receive from the public. It was suggested that some of the terms be modified to be less cryptic and therefore more meaningful to the general user. However, the presentation format of the search results would be acceptable.

The data to be displayed in the permit application status search results are listed here:

Application/Permit number
Review name
Project name
Project description
Status
Date of next action
Next action
Received date

The existing data display code used by the GRS will have to be reviewed and moved to the business layer of the application.

Issues

None

Out of Scope

None

Compliance Submittals

The following data types constitute the range of compliance data submittals to be addressed in this phase of the project.

As built certifications

These documents do not contain data that must be captured. They must, however, be signed and certified. Additionally, building plans (images) for the structure must also be submitted.

Water use reporting

EN Forms: Only the following EN form will be considered for development of a user interface for data entry

EN-50 (water use recorded monthly, submitted twice a year)

Water quality monitoring

AMP Loaders: These loaders encompass more than Regulatory data. However, only the portions that apply to Regulatory data submittal requirements will be considered.

Water levels/flows monitoring:

AMP Loaders: These loaders encompass more than Regulatory data. However, only the portions that apply to Regulatory data submittal requirements will be considered.

Furthermore, while the templates for loading have been defined, no loaders have been written at this point in time for any data going through the Hydron process.

Environmental monitoring

AMP Loaders: These loaders encompass more than Regulatory data. However, only the portions that apply to Regulatory data submittal requirements will be considered.

EN Forms: Only the following EN form will be considered for development of a user interface for data entry

EN-55 (wetlands monitoring, once a year)

Security

Only permittees with a valid login can submit data. This data will be associated with the permit number of the logged-in permittee. No other user may view or edit the compliance information prior to its submission.

Assumptions

The following assumptions are within the scope of this project:

The data submitted will reside in the appropriate data tables and will not be duplicated across ‘systems’.
Submitted data must be archived as originally submitted by permittee.
EN-50 data will be stored in the current EN-50 data tables.
When data pertaining to a permit is submitted, compliance staff will be able to review the data.
Submitted EN-50 data can be maintained by compliance staff, as they do now in the GRS.

Issues

The items in this section have major impact on the e-Permitting project. Items three and five depend on the progress and success of a separate Information Resources project. Items one, two, and four could require changes in Regulatory business rules and business processes. Item six relies on the progress of contracted work performed on behalf of Hydrologic Data Services (HDS).

The Global Regulatory System (GRS) does not have compliance tracking capability for non-form (EN) data requirements. If there is no submittal form for the data, no tracking can be performed.

Most monitoring stations are not stored as a part of the permit information. A method to connect the station with the permit must be determined.

Completion of as built compliance submittal relies on the progress of the Image Management Project, which is addressing images and e-signatures.

EN-55 submittals do not have the necessary table structures necessary for holding the data. No EN-55 data is currently being captured in the GRS. This task will require the creation of structures to hold the data, validations for the contents, and user interface design.

EN-55 submittals require photographs of the sites and descriptions of each. Completion of this task relies on the progress of the Image Management Project.

While the templates for loading have been defined, no loaders have been written at this point in time for any data going through the Hydron process (pumping, water levels, rainfall).

Constraints

Resource Management may be required to enforce business rules requiring the selection of a data type for compliance. Selection of a compliance data type will enable the application to present required data submittals to the permittee.

Out of Scope

No new, yet-to-be-designed EN forms will be considered in this phase of the project.
No data migration will be performed as a part of this project.
No new table structures or GRS user interfaces will be implemented in the project. This means that EN-55 compliance data cannot be implemented in this phase of the project.
Creation of data loaders for data types slated to go to Hydron

Well Completion Reports

Resource Management currently records only that a well completion report has been submitted for the permit. Only the date of the completion is recorded: No additional detail is supplied. As such, it is proposed that the permittee electronically submit the date of completion. Depending upon the progress of the Image Management project, the permittee maybe able to submit the image of the form as well.

Security

Issues

Resource Management supervisory staff wishes that the original application data as well as the actual completiondetails be maintained.
This could be implemented with a flag in the detail tables that indicates which type of data is stored in the record.

Out of Scope

No new GRS user interfaces will be implemented in the project.

Online Application Entry

The GRS data entry screen was compared with the actual application forms. Since the input window for the public may be different than the internal data entry windows used by PDS, it was decided to focus only on data requirements. The attendees determined the following points:

Well construction permit application:

Minimum data requirements –

Owner name, address and telephone information.
The 911 address of the well OR the parcel number of the well location
The name, license number and phone number of the drilling contractor
The county of the well
The section, township, and range of the well
The number of proposed wells
The use of the well(s)
Reason for application (new construction, repair, etc)
Estimated depth of well
Casing depth
Casing material
Casing diameter
Sealing Material
Method of construction
Is this associated with a CUP/WUP permit or application (Y/N)
Signatures (contractor and owner)

There was discussion about fees, number of wells on an application, and delegated counties. These are summarized here.

Fees are dependent upon the use of the well and the purpose of the application (new construction, repair, etc). In order to assist the public in the use of the online entry tool, Resource Management will supply the fee schedule to the development team. This information will be included in the online entry tool as help for the users.

More than one well can be applied for if the use is the same for all wells. If not, an application must be made for each well that has a different use. This information will be available online to the applicant.

There are 10 counties that have been delegated permitting authority. The rules for determining if the application should be submitted to the District or the county are:

Delegated Counties:

If the well is less than 6”, it goes to the county.
The rest go to the District.

Non-delegated Counties:

If the well is less than 6”, and the use is not public supply, and the well is in a non-delegated county, it goes to the county
The rest go to the District

This information will be available online to the applicant.

Contractor license permit application

The application form letter was reviewed and the following data was determined as required for online entry:

Minimum data requirements –

Applicant name, address and telephone information

Business name, address and telephone information

County of business

County of residence

List of 10 wells information

Owner name

Site address

Well Use

Completion Date

Well Diameter

Well Depth

These applications also require the submission of:

Completion reports for the 10 listed wells
Three letters attesting to the length of time working in the water well construction business

Security

Well Construction

User login will be required before these applications can be entered. The majority of these applications are submitted by licensed contractors, which will be maintained in a table. This will facilitate identity of the user. Licensed contractors, or the owner of the property (permittee) on which the well is located, will be able to enter these permit applications. This data will be associated with the permit number of the logged-in user. No other user may edit this information.

Contractor License

While the majority of these applications come from previously licensed contractors, any individual may submit an application.

Issues

Acceptance of the application fees online will depend upon the selection of a service by the District.
Acceptance of online document submission will depend upon the selection of an image management tool by the Image Management project
Acceptance of e-signature depends upon the selection an appropriate product by the Image Management project.
The e-Permitting project must coordinate with the Image Management project to assure basic requirements are met.

Questions arose as to whether the applicant would be directly inputting into the GRS Oracle tables or whether PDS staff would be looking at the submitted information and then load it to the tables.

A hybrid method could be used. The applicant enters data into holding/temporary tables, which then move through a scheduled process (to QA, reformat) into the GRS tables. PDS staff would be notified via e-mail that an application was submitted.

A decision was tabled until the question has been presented to Gloria Lewis Business Expert Project Manager, Mike Register Regulatory permitting business expert, and Ken Paoletti Technical advisor.

NOTE: This discussion has since taken place and the date will be placed directly into the GRS tables. The limitation is that the normal user may submit only three applications in a 24-hour period. Users with appropriate security may submit more than this number.

Constraints

All known contractor information (for the state) must be loaded into the contractors table.

A table with this information will allow contractor information to be associated with well completion reports.

A method must exist to determine the licensing District for each contractor.

This will facilitate selecting contractors for SJRWMD only.

Well completion information is usually supplied by the licensed contractor

Licensed contractors in the table identified in item one will be given login rights. They will be able to enter well construction permit applications and well completion report information.

The well construction application requires has two types of submittals, either the owner signature on the application form or a letter of authorization from the owner allowing the contractor to drill the well.

A method will be developed (cross-authorization table?) to allow the contractor to e-sign the application that the owner has e-signed. This will require communication between the two parties about the permit number, site name and appropriate wells.

Well contractor license applicants must submit 10 well completion reports and three letters of recommendation/work verification.

Due to limited time frames and dependence upon the image management project, a disclaimer will be placed on the contractor application page stating that these documents must be submitted via the USPS and that rule timeframes do not begin until receipt of

these documents.

Out of Scope

Migration of data from paper form to the database is not in the scope of this project.

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