Overview

Schedules are reports or other deadlines imposed upon a regulated entity as a condition of a permit, 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.

Schedule Groups

Schedules are always added as 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.

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 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 created, the appropriate due date behavior is established. Schedules can be configured as follows:

As needed (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) - 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 - the schedule has a specific due date. It is considered late if 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 will have no due date and will not be available for submittal until a triggering event occurs. Trigger events can be one of the following:
1. Received Date - the received date of a triggering schedule,
2. Decision Date - the review decision date of the triggering schedule, or
3. Received Date Override - the manually-entered received override date of a triggering schedule

Triggered Dates

When adding a schedule with a Triggered due date to a form set or schedule group, at least one schedule must already exist in the form set/schedule group. This means that it's necessary to first save the form set/schedule group before any of the schedules within that group can be set to a Due Date Type of "Triggered".

Specifying Override Date as the Triggered Date

Specifying "Override Received Date" should be used with caution. Schedules using Override Received Date will never be triggered if this date is not entered on the 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 specific due date or 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 (Adding and Removing Schedules from a Schedule Group)

Depending on a user's permissions, schedules are typically added or removed from a source record before it has been made active.

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 can be Added to a source record if the current user has administrative rights
A Schedule Group can be deleted from a source record if:
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 have any draft or submitted Submission Versions.

Managing Schedules on an Active Source Record

A Schedule can be added to a Schedule Group if the group is configured to allow adding new schedules to the group after its source record is activated
A Schedule's Due Date can be changed if:
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 can be deleted from a Schedule Group if:
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.

If the current user does not have rights to delete a schedule that is no longer needed, it may be possible to update the status of the schedule from "Not Submitted" to "Withdrawn".

Managing Submission Versions on an Active Source Record

Submission versions are an instance of a received report related to a schedule. Since a report can be revised and resubmitted, nVIRO supports multiple submission versions over time.

A Submission Version can be added to a Schedule if the current user has rights to manage the associated schedule (such as being the assigned processor) and a draft nFORM submission version does not already exist on the schedule
A Submission Version can be deleted from a Schedule if:
1. the current user has permissions to edit the schedule,
2. the version is the highest (latest) available,
3. the Receipt Type is either "Paper" or is a draft nFORM submission created by an internal (agency) user, and
4. no Decision has been entered.

Routing Schedules for Review

By default, permit schedules are routed to the permit's assigned permit compliance manager. For Compliance Action schedules, schedules are routed to to the Compliance Action's assigned processor.

The default routing rules can be overridden on a form-by-form basis. For example, if a schedule of a certain type is always reviewed by a specific workgroup or user. Custom routing is configured on the Workgroup Routing tab on the Form Edit screen can be used to specify

Schedule Evaluations and Violations

Every schedule has an associated evaluation record. The Evaluation stores any violations that have been identified related to the schedule. A late violation may be generated automatically if an unapprovable schedule submission was not received by the schedule due date. The reviewer may also choose to record additional violations that were identified in the course of reviewing the schedule submission.

Schedule Statuses

Schedules have a life cycle, largely tracked by status. Like other records, each status falls into a broader category of Draft, Active, or Closed. The following table lists the available schedule statuses:

Status Description	Status Category	Special Considerations
Not Available	Draft	The schedule is not available to be submitted yet. This is because the trigger condition has not yet occurred or the parent functional area item is not yet active, such as if the schedule is attached to a draft permit.
Not Submitted	Active	The schedule is active, but not has not yet been submitted. The schedule may be attached to a submission that is in Draft status.
Received	Active	The schedule is active and has been submitted, but the submission has not yet been reviewed or evaluated by the agency. The submission form associated with the schedule is "In Process" at this time.
Approved / Not Approved / Acknowledged	Active	The schedule is active, has been submitted, and has been reviewed by the agency. At this point, the status reflects the decision made by the agency upon assessing the content of the schedule submission. The schedule is available for revision and resubmission by the external user.
Not Approved - Closed	Closed	The schedule was submitted, has been reviewed and a decision was rendered to not approve the schedule. The conditions are such that the reporter cannot correct the deficiency though a revision, so the schedule is closed.
Closed	Closed	The parent item has been inactivated (such as a permit termination), so any schedules without a due date or due after the item's inactive date are set to closed

Schedule Behavior When a Schedule's Permit is Closed or Superseded

For permits, schedules are shared across permit revisions (e.g. v1.0 and v1.1). The same schedules will be visible when looking at a permit version, regardless of revision number. Therefore, existing schedules will remain active when a permit is superseded by a newer permit revision.

When a permit version is inactivated (Terminated, Superseded, etc.), then any unsubmitted schedules that were due before the permit's Terminated/Inactive Date will remain active. In other words, nVIRO assumes that the schedules are still due and subject to compliance even after that permit version.

Recurring Schedule Behavior when a Permit is Extended or Expired

For Extended or Expired permits, recurring schedules will be created up to 6 months in advance of their due date. For example, an annual report is due 1/15/2021 will get created on 7/15/2020.

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