Working with Schedules
Adding Schedules to a Record
Schedules can be added to a permit, compliance action, or environmental project by creating a new schedule group or by copying a predefined schedule group.
For more information about schedule groups, see the Schedules page.
To add schedules, navigate to the record’s Schedules tab, then click the Add Schedules button and choose from the options displayed.
Adding a Schedule Group
To create a new schedule group:
Click the Add Schedule Group option.
Enter a name for the group.
Click the Add Schedule button to open the New Schedule panel.
Complete relevant fields, then click the OK button.
Repeat to add additional schedules, as needed, then click the Save button.
Copying a Schedule Group
To copy a schedule group from a template or another record:
Click the Copy Schedule Group option to open the Copy Schedule Group page.
In the Copy From field, select whether the schedule group should be copied from a template or another record on the site. (Schedule templates are configured by system administrators. For more information, see the Managing Form Sets page.)
Select the applicable program area, which determines available schedule groups in the next field.
In the Schedule Template field, select the schedule group to be copied.
Click the Continue button. Once copied, the new schedule group can be edited as needed.
Transferring a Schedule Group (Permits Only)
A third option, Transfer Schedule Group(s), may appear for a permit if the Allow Transferring Schedules Between Different Permits checkbox is selected for the permit category.
To transfer one or more schedule groups from another permit:
Click the Transfer Schedule Group(s) option to open the Select Schedule Groups to Transfer page, which lists all active and in-process site permits that are not superseded by the current one.
Select the checkbox next to each schedule group to transfer.
Click the Save button.
Adding a Submission to a Schedule
To begin the form associated with a schedule or to record receipt of a paper submission:
Navigate to the Submission Versions section of the Schedule Details page.
If the schedule has no prior submission, click the Add Submission button to open the Select Submission Method dialog.
If the schedule has a prior submission, refer to the next section.
Click the Begin Submission button to complete the form digitally through nFORM or the Record Paper Receipt button to document receipt of a paper submission.
It is also recommended that a scanned copy of any paper submission be uploaded to the schedule’s Documents tab.
Adding Revised Submissions
If one or more versions of the schedule have already been submitted, a revised version can be added by clicking the Add Revised Submission button. Revised submissions must use the same method as the original—for example, if the first submission was completed online, subsequent versions must also be completed online.
Routing a Schedule for Review
Received schedule submissions can be routed to different workgroups and users. The default behavior is as follows:
Permit schedules → Assigned permit compliance manager
Compliance action schedules → Assigned processor
Project schedules → Assigned project manager
Schedules created via an ad hoc form set → The initial submission’s assigned workgroup or processor (For more information on these types of schedules, see the Form Sets page.)
Schedule submissions are never routed to the Inbox.
If no user is assigned to the default role listed above, the schedule will not be assigned and may be missed by the agency. To prevent this, ensure all records have an assigned processor.
The default routing rules can be overridden on a form-by-form basis. For example, a schedule of a specific type can always be routed to a particular workgroup or user. Custom routing is configured on the Workgroup Routing tab of the Form Details page. For more information, see the Form Details - Workgroup Routing Tab page.
Processing a Received Schedule (Entering a Decision)
After a schedule submission is received and routed to its assigned user, it appears on that user’s My Tasks dashboard. The user can set the schedule’s decision by clicking the Enter Decision button.
Available decisions vary based on configuration. Typically, if the schedule requires approval, decisions such as Approved, Not Approved, and Not Approved – Closed are available. If the schedule does not require approval, available decisions often include Acknowledged and Requires Resubmission, which indicates that the schedule must be resubmitted at a later date.
Setting a schedule decision to Acknowledged, Approved, or Not Approved - Closed automatically updates the submission’s status to Complete and closes the schedule. For schedules with multiple submission versions, each version must have a decision set before the submission status can be set to Complete.
If a schedule decision is set to Not Approved or Requires Resubmission, the submission remains in In Process status, allowing the submitter to revise and resubmit. A Resubmittal Due Date can also be entered; however, this date is not used for compliance—the schedule is still considered late if an approvable submission is not received by the original due date.
When entering a decision, the user can also override the original received date, enter the decision date, and add comments regarding the decision as needed.
Automatically Setting a Schedule Decision
nVIRO can be configured to automatically set a schedule decision based on information provided by the submitter in the form. This is useful for high-volume submissions or for workflows that involve both initial and final reports (such as sewer overflow reports).
Enabling this functionality requires specific configuration within the schedule form design. If needed, contact a configuration expert for assistance.
Editing Schedules
Schedules are typically added or removed from a source record before it becomes active. Any user with edit access to the record can modify its schedules prior to activation.
Once the source record is activated (for example, when a permit is issued), its schedules become locked, with the following exceptions.
Editing Schedule Groups on an Active Source Record
A schedule group can be added to an active source record by a user with administrative rights.
A schedule group can be deleted from an active source record if:
The user has administrative rights,
No schedules in the group have associated violations, and
No schedules in the group have Draft or Submitted submission versions.
Editing Schedules on an Active Source Record
A schedule can be added to a schedule group if the group is configured to allow adding schedules after the source record has been activated.
A schedule’s due date can be changed if:
The current user is the assigned user,
The schedule is configured to allow adjustment of the due date after the source record is activated, and
The source record is in an Active status.
A schedule can be deleted from a schedule group if:
The current user has administrative rights,
No schedules in the group have associated violations, and
No schedules in the group have Draft or Submitted submission versions.
If the current user does not have the right to delete a schedule that is no longer needed, they may be able to change its status from Not Submitted to Withdrawn, depending on configuration.
Editing Submission Versions on an Active Source Record
A submission version can be added to a schedule by a user with rights to manage the schedule (for example, as the assigned processor), provided there are no Draft submission versions on the schedule.
A submission version can be deleted from a schedule if:
The current user has permissions to edit the schedule,
The version is the latest available,
The Receipt Type is either “Paper” or a draft nFORM submission created by an internal user, and
No decision has been entered.