Form Details - Dates and Deadlines Tab
- Will Rensmith
The dates and deadlines tab provides configuration settings for submission date fields and processing duration and deadline calculations.
The Dates and Deadlines tab is hidden for Component forms.
Dates and Deadlines Settings
The following elements are displayed on the Dates and Deadlines tab:
Administrative Completeness Settings | |
'Application Review Complete Date' Field Options | Indicates whether the Application Review Complete Date field should be hidden, displayed/optional, or displayed/required. Required indicates that the field must be entered before the Submission status can be updated to "Closed". |
Allow Application Review Complete Date to be greater than Admin Complete Date | If unchecked, the user will be prevented from entering an Application Review Complete Date greater than the Admin Complete Date. |
'Administratively Complete Date' Field Options | Indicates whether the Administratively Complete Date field should be hidden, displayed/optional, or displayed/required. |
Days from receipt to determine Administrative Completeness | Creates a deadline for the determination of administrative completeness. This setting can trigger notifications as the date approaches. The calculation uses calendar days. |
Automatically set Administratively Complete Date when date occurs | Indicates that, when the administratively complete due date comes to pass, the system will automatically set the admin complete date. This is performed as part of a nightly batch process. |
Holds and Extensions | |
Allow holds after Administratively Complete Date | If unchecked, users will be prevented from adding holds that begin or end after the administratively complete date. |
Hold duration affects Processing Deadline Date | Indicates that hold days should push out the processing deadline date. When an open hold is in place, the deadline date will be blank since it is indeterminate until all holds are ended. |
Allow Extensions | Indicates that the "Extensions" tab should be visible. This will extend the processing deadline date up to the maximum allowed processing days. |
Actions and Deadlines
Action Types and Deadline Rules can be configured at a form level. An action type indicates the type of processing the agency will perform on submissions using the form (e.g. modification, reissuance, or termination). The main reason to assign an action type to a form is to configure one or more processing deadlines for that form that may change based on the action type being performed.
A single form can be configured to have one or more action types. For example, an application may have two action types—one for regular processing and one for expedited processing. When action types are configured for a form type, the processor can manually assign one of those action types to submissions of that type after they are imported into the system. This is done by selecting from the list of available action types in the Action Type field on the submission details page. Forms can also be configured in such a way that the Action Type of the form is automatically set based on data in that submission using a specific data integration tag.
Action Types can be maintained under Admin → Lookups → Submission Action Types.
Once one or more Action Types/Deadlines are added to a form, only the selected action types are available for selection upon submission of the form. If no Action Types/Deadlines are added, then the Action Types drop down will not appear on the Submission Details screen.
Configurating Processing Deadlines
A form can be configured with one or more deadlines, each of which sets a “processing clock”—a deadline for how long the agency has to complete processing that submission. These deadlines can then be used to trigger notifications within the system, such as reminders to the agency processor that the deadline is approaching. The steps to configure deadlines are as follows:
On the Dates and Deadlines tab of the Form Details page, click the Add Action Type/Deadline button.
Select the action type in the Action Type field.
Select the appropriate deadline rule in the Deadline Rule field. To do this, either select one of the predefined rules or select Custom Rule.
If creating a custom rule, select the appropriate options in the Custom Rule Options section.
In the Deadline Calculation Start Date Trigger field, select which date to use as the start of the processing clock.
In the Number of Days to Complete Processing field, enter the number of days that the agency has to process the application, starting from the date selected above.
In the Day Interval Type field, indicate whether the deadline date should be calculated using business days or calendar days.
Click OK. The action type and deadline are added to the Actions and Deadlines table.
If necessary, repeat the above steps to configure additional action types and deadlines for the form. For example, you might configure a 90-day deadline for a “New” action type and a 30-day deadline for an “Expedited” action type.
To summarize, the deadline for a form (called the Processing Due Date in nVIRO) is calculated as follows:
Processing Due Date = Deadline Calculation Start Date Trigger + Number of Days to Complete Processing
The Processing Due Date is displayed on the Application Details (or Permit Change Details) page in the Processing Due Date field. This is a calculated, read-only field that will only display a value if both of the following are true:
An action type has been selected for the submission (either manually via the Action Type field, or automatically via nFORM configuration).
The trigger field (the field specified in the Deadline Calculate Start Date Trigger field) contains a value.
For example, for the form in the following screenshot, the Processing Due Date has been configured as 90 days from the Application Administratively Complete Date. Because that field has not yet been populated, the Processing Due Date field is blank. Once the Application Administratively Complete Date field is populated, the system will automatically calculate the Processing Due Date.
Additional Deadline Settings
Additional Deadline Settings | |
Maximum Processing Deadline Days | Indicates the longest possible period allowed for processing an application. Extensions will never be allowed to exceed this number. Value is either Business or Calendar days, as specified in the Day Interval Type used by the applicable Action Type/Deadline. |
Deadline Type | Indicates whether the deadline is a legal deadline (defined in a law or rule) or just an internal target. This setting has no bearing on system behavior. |