Overview

Schedules are reports or other deadlines imposed upon a regulated entity as a condition of a permit /wiki/spaces/WindsorSupport/pages/555778810, compliance action, or project (a "source record"). Schedules broadly apply to either submitted reports (e.g., an annual emissions summary report) or notifications (e.g. notify the agency when construction begins or ends). Schedules are added to a source record as part of the drafting process. Schedules are tied to forms which can then be completed and submitted by the regulated entity through the nVIRO system and routed to the appropriate workgroup or user for review. The agency can then review, reject, and request resubmission of revised schedule submissions.

Schedules are added to schedule groups (see below). In turn, submission versions are submitted against each schedule. The diagram below illustrates the relationship between schedule groups, schedules, and submission versions:

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Schedule Groups

Schedules are always added to a permit as part of a schedule group. A schedule group is a list of one or more related schedules. Groups provide an easy way to categorize schedules which becomes convenient when many schedules exist of a given functional area item. Schedule groups can also be copied from one item to another.that logically belong together. For example, an “Air Reporting” schedule group might contain a number of different schedule forms that are required to be submitted for compliance with an air permit. Schedule groups also make it possible to calculate a due date for a schedule in a group, based on the received date or decision date of another schedule within that same group (see Triggered due date in the Schedule Due Dates section below).

Adding Schedules to a Permit

Schedules can be added to a permit in one of three ways: by adding a new schedule group, by copying a predefined schedule group, or by transferring an existing schedule group from another permit on the site. Regardless of the method used, the schedule must first be added to a schedule group, as noted above.

• To add one or more schedules to a permit, navigate to the permit and click the Schedules tab.

• Click the Add Schedules button. The three options for adding a schedule are displayed, as shown in the following image. Note that the third option, Transfer Schedule Group(s), is only available if configured as such on the Edit Permit Category page for the relevant permit category.

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• Click Add Schedule Group to create a new schedule group. Enter a name for the schedule group and then click the Add Schedule button to add one or more schedules to the group.

• Click Copy Schedule Group to add a predefined schedule group. The Copy Schedule Group page is displayed.

  • In the Copy From field, select whether the schedule group should be copied from a predefined template (configured on the Admin > Form Sets page), or copied from another permit on the same site.

  • In the Program Area field, select the program area in which the schedule group was configured. This determines which schedule groups are available in the Schedule Template field.

  • In the Schedule Template field, select the schedule group that should be copied to the current permit. Once the schedule group has been added to the permit, it can be edited as needed (i.e., schedules can be added to or removed from the scheduled group).

• Click Transfer Schedule Group(s) to transfer a schedule group from another permit on the same site. The user is presented with a list of active or in-process permits on the same site that are not superseded by the currently in-process permit, as shown in the following image. Unlike the “copy from another permit on the same site” option discussed above under Copy Schedule Group, the transfer option moves schedule groups from one permit to another.

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As noted above, the Transfer Schedule Group(s) option is only available if the “Allow Transferring Schedules Between Different Permits” checkbox has been checked on the Edit Permit Category page for the relevant permit category:

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Schedule Types

A schedule is defined by a schedule type. Schedule types are defined by system administrators. For example, a schedule type might be "Construction Progress Report". The schedule type name becomes the schedule name, but can be overridden on a case-by-case basis. For example, the schedule may be named "Treatment Unit Construction Progress Report". While the name changes, the underlying schedule type drives the behavior of the schedule, such as the form to display when a schedule is filled out, whether or not to create a violation when a schedule is not submitted by it's its due date, or whether or not the schedule requires approval by the agency, for example.

Schedule Due Dates

Schedules anticipate the submittal of some information by a regulated party at some point in the future. When a schedule is created, the appropriate due date behavior is established. Schedules can be configured as follows:

• As needed (

  one time

  One Time) - the schedule is not due on any particular date and is therefore never considered late. Once it is received, the regulated party will not need to submit it again. For example, a schedule could be set up for a regulated party to notify the agency that construction has begun.

• As needed (

  recurring

  Recurring) - the schedule is not due on any particular date and is therefore never considered late. The regulated party may have to send this report many times. For example, this due date type would be used for a schedule that requires a regulated party to submit a report each time a specific event occurs

  , such as a weather event that causes waste to be released into the environment.Specific due date

  . |
  Recurring schedules may be set to Allow Single Draft or Allow Multiple Drafts:

  • When an Allow Single Draft schedule is submitted, a new schedule is created and made available for submission. This ensures only one draft of the schedule may exist at a time.

  • When an Allow Multiple Drafts schedule is begun, a new schedule is created.This allows for multiple draft submissions to exist at once.

• Specific Due Date - the schedule has a specific due date. It is considered late if it is not received by the due date. Whether or not a violation is created depends on the configuration of the schedule's underlying schedule type.

• Triggered

  due date - the schedule

  Due Date - Used when the receipt or processing of one schedule triggers the availability of another schedule. For example, receipt of a “Construction Begun Notification” schedule can trigger the availability of a “Construction Completed Notification” schedule. The triggered schedule will have no due date and will not be available for submittal until a

  triggering event occurs. Trigger events

  trigger event occurs.

• Calculated Due Date (recurring) - Creates a recurring instance of the same schedule over time. For example, when a progress report is received, the next progress report can be due X days from receipt of the first report.

Trigger Events

Trigger events are defined for Triggered and Calculated Due Date (recurring) schedule due dates. Trigger events can be one of the following:

• Achieved Date - the Achieved Date entered by the reviewer

• Received Date - the received date of a triggering schedule,

• Decision Date - the review decision date of the triggering schedule, or

• Received Date Override - the manually-entered received override date of a triggering schedule.

Recurring (Repeating) Schedules

Schedules can be set to repeat on a regular interval, such as a due date of the 30th of every month. In order for a schedule to be recurring, it must have a due date type of either a specific due date or a triggered due date. Recurring schedules can be set up for a specific number of occurrences, or can be set to repeat in perpetuity for as long as the parent item is active (such as an effective or extended permit). 

Schedule Permissions (Managing Schedule Groups, Schedules, and Submission Versions)

Depending on a user's permissions, schedules Schedules are typically added to or removed from a source record before it has been made active. Users with edit access to the record prior to activation may edit its schedules.  

After the source record is activated (e.g., a permit is issued), the schedules are locked from further adjustment, with a few notable exceptions:

Managing Schedule Groups on an Active Source Record

• A

  Schedule Group

  schedule group can be

  Added

  added to a source record if the current user has administrative rights.

• A

  Schedule Group

  schedule group can be deleted from a source record if the following conditions are met: 

  1. the current user has administrative rights,

  2. none of the schedules in the group have associated violations, and

  3. none of the schedules in the group

  have associated violations

  1. have any draft or submitted

  Submission Versions

  1. submission versions.

Managing Schedules on an Active Source Record

• A

  Schedule

  schedule can be added to a

  Schedule Group

  schedule group if the group is configured to allow adding new schedules to the group after its source record is activated.

• A

  Schedule

  schedule's Due Date can be changed if the following conditions are met:

  1. the schedule is configured to allow adjustment of the due date after the permit is activated,

  2. the permit is in an Active status, and

  3. the current user is the compliance manager.

• A

  Schedule

  schedule can be deleted from a

  Schedule Group if

  schedule group if the following conditions are met:

  1. the current user has administrative rights, 

  2. none of the schedules in the group have associated violations, and

  3. none of the schedules in the group have any

  draft or submitted Submission Versions.

  1. Draft or Submitted submission versions.