Template for Course Guides - mymanatee.org · Building and Development Services Department 1112...

Building and Development

Services Department

1112 Manatee Ave West, Suite 408

Bradenton, FL 34205

Phone: (941) 749-3012

[email protected]

www.mymanatee.org

User Guide

Online Services

Latest Revision: 2/27/2018

Manatee County Government Online Services User Guide | Accela, Inc.| © 2018 1

Online Services User Guide

Table of Contents

Things to know before you start ......................................................................................................... 2

Where to find the Manatee County Online Services Portal (Citizen’s Portal)? ............................ 2

What do I need to start? ................................................................................................................. 2

Why do I need an account? ........................................................................................................... 2

What is a record? ............................................................................................................................... 2

Types of Records ........................................................................................................................... 3

Create an Account ............................................................................................................................. 5

Navigating Online Services .............................................................................................................. 10

Home ............................................................................................................................................ 10

My Records .................................................................................................................................. 11

My Account ................................................................................................................................... 11

Advance Search ........................................................................................................................... 11

Managing Your Online Services Account ........................................................................................ 12

Add a Contact ............................................................................................................................... 14

Add a Delegate User (Access to existing account) ...................................................................... 17

Creating a New Record .................................................................................................................... 20

Applying for a Builing Permit ........................................................................................................ 21

Submitting a Planning Application ................................................................................................ 35

Applying for a License .................................................................................................................. 48

Renewing a License ..................................................................................................................... 58

Monthly Report Update of a Pain Management License ............................................................. 59

Save and Resume Later Option ................................................................................................... 61

Searching for Records ..................................................................................................................... 63

Global Search ............................................................................................................................... 63

Advance Search ........................................................................................................................... 65

Search Records/Applications ....................................................................................................... 72

Viewing a Record ............................................................................................................................. 73

Working with Records ...................................................................................................................... 74

Obtaining a Fee Estimate ............................................................................................................. 74

Processing Status......................................................................................................................... 76

Related Records ........................................................................................................................... 77

Upload Documents After Submitting Permit or Application ......................................................... 78

Download or View Record Documents ........................................................................................ 81

Inspections ................................................................................................................................... 82

Creating a Collection ........................................................................................................................ 84

Paying Fees ..................................................................................................................................... 88

Scheduling, Rescheduling and Canceling Inspections .................................................................... 99

Scheduling an Inspection ............................................................................................................. 99

Rescheduling an Inspection ....................................................................................................... 104

Canceling an Inspection ............................................................................................................. 106

Using Contractor Central App ........................................................................................................ 107

Frequently Asked Questions (FAQ) ............................................................................................... 113




Things to know before you start

Where to find the Manatee County Online Services Portal (Citizen’s Portal)?

https://aca3.accela.com/manatee/

What do I need to start?

Register for account

For directions and information select one of the following links:

Our homepage - http://www.mymanatee.org/home/government/departments/building-and-development-services.html

Online Services – www.mymanatee.org/badsonline

Training – www.mymanatee.org/badstraining

Instructions – www.mymanatee.org/badsinstructions

Why do I need an account?

An account must be created to Create an Application, Apply for a License, or Schedule In-

spections. An account can also be used to locate records associated specifically to you.

First time users will “Register for an Account”

Returning customers please continue to login with your existing credentials

What is a record?

A term that represents the identification number of broad range of items or forms that users

manage within Online Services, such as application, case, license, permit, service request, and com-

plaint.

https://aca3.accela.com/manatee/

http://www.mymanatee.org/home/government/departments/building-and-development-services.html


http://www.mymanatee.org/badsonline

http://www.mymanatee.org/badstraining

http://www.mymanatee.org/badsinstructions




Types of Records

Each record type has its own instruction sheet available for download at: www.mymanatee.org

Types of Building Permits

http://www.mymanatee.org/




Types of Planning Applications

Types of Licenses




Create an Account

When you arrive at the Online Services login webpage: https://aca3.accela.com/manatee

You will be able to register as a new user. If you have already registered but forgot you password, go

to the FAQ section on page 121 to reset your password.

1. Click on register or New Users: Register for an Account. 2. Read and Accept the Conditions & Use for Online Services.

3. After Clicking the checkbox, click on Continue Registration.

https://aca3.accela.com/manatee




4. Complete the registration fields. Note: * indicates a required field.

5. Click on Add New to add your contact information.




A window will open. Select Contact Type, then click Continue.

Add your contact information.

Once contact information is added, click the Add Additional Contact Address button to add your

address. There are three address options:

Mailing

Home

Business

Mailing address is required in all records, home address and business addresses may be required for

some records. By adding these addresses in your account content they can be auto filled in any and all

records being created.

If mailing and home, or mailing, home and business are all the same address, each address must be

added individually if using the auto fill option when creating a record is desired,.




Once address has been input,

To add another address, click the Save and Add Another button and repeat the Add process.

If all addresses have been added, click Save and Close.

6. The address window will close and return to the Contact information window, click the Continue button. You will received the following message:

Click Continue.

7. Once Contact addition has been confirmed,




Enter CAPTCHA words, and click Continue Registration.

The account registration process is complete.

You will receive and email confirming your account, and can submit your application or request.




Navigating Online Services

Home

Your home page give you access to your Dashboard, My Records, My Account and Advance Search.

Dashboard is an overview of the activity in your account which includes:

Saved in Cart – Holds completed applications or permits ready for payment. Note: Submission date will be date application or permit has been paid, not the saved date.

My Collections – Contains personal folders created to organize and manage records online using the collections feature. (see page 90 for steps to Create Collection)

Work in progress – Applications started, but not yet completed. These have been assigned temporary numbers and are in a holding status in your account. Temporary numbers are in this format: YYTMP-XXXXXX, which looks like this: 17TMP-000125.




My Records

My Records is where you can locate the applications or permits you have submitted in Building, Planning or Licenses. Your application or permit will be listed showing the creation date, the record number and type, the project name, address, description, current status. The application or permit will also note whether it needs to be resumed.

From this page, you can:

Link to a record that has been submitted by clicking on the blue Record Number

Download an Excel worksheet of your list of all records by clicking on Download Results

Add the record to one of your My Collections folders by clicking Add to collection.

Add the record to your cart for payment of fees by clicking Add to cart

Resume Application takes you to the application in process so you may complete it.

My Account

My Account is covered in the section Managing Your Online Services Account on page 12.

Advance Search Advance Search is covered in the Find My Record/Search section on page 71.




Managing Your Online Services Account

There are several task assisting you to manage your account. These tasks include:

Maintaining current and accurate information (Names, address, phone numbers, email, etc.)

Changing the password

Adding License information

Adding and maintaining Contacts (note: Adding contacts for Agent(s), Engineer(s), Landscape Architect(s) and other professional that you use regularly will assist you completing applications and permits through the ability to auto fill the application for this stored contact information)

Uploading Attachments (documents)+

Adding and maintaining Delegates (Learn more about Delegates in the Delegates section on page 17)

Maintaining Your Account

The information you add (contacts, professionals or documents you upload) to My Account will be available to auto fill or attachment in any application or permit you submit.

The My Account or Account Management links take you to Manage Your Account, which contains all of your account information. Anytime you need to edit information like password, phone numbers, email, you can do so




Add a Licensed Professional

Adding your professional information in your public user account will help to make processing your applications and permits more efficient by auto filling the information during the application process. Your professional license(s) may require validation by the agency before you can use it.

1. To add a licensed professional to your account, log in to Online Services and click Account Management. Then, click on the Add a License button

2. Enter the licenced professional’s license type and license number, and click the Find License Button.

License Professional will be added to your account.

3. Click Acount Management to return to previous screen.




Add a Contact

Adding contact information in your public user account will help to make processing your applications and permits more efficient by auto filling the information during the record creation process. You may add contact information for one or more agents, architects or engineers, attorneys, billing contacts, developers, directors, engineers, insurance agencys, landscape architects, license holders, officer, organizations, partners, tenants, or vendors.

1. To add a contact to your account, log in to ONLINE SERVICES and click Account Management

2. A window will pop-up. In the window, select the type of contract from the dropdown menu.

Then, click Continue.




3. Complete the contact information, including the type of contact: Individual/Organization

4. Click the Add Additional Contact Address button to add the contact address. When

completing the Contact make sure to include the Mailing address (required). You may enter more than one address in this area. If you wish add another address, click the Save and Add Another button. When finished click the Save & Close button.




The options for address are mailing, home and business. Although mailing is required on every record, some contacts also require Home and/or Business. In order for these addresses to auto fill when you are creating a record, these addresses must be added in My Account.

5. You will return to the Add a Contact area, click the Continue button, and the contact will be added.




Add a Delegate User (Access to existing account)

When you want other individuals to access, review and update your records (applications, permits, etc.) in your account, you can assign the individual or individuals as a Delegate to your account. This is often used by companies to keep all of their projects in one account while allow employees to access their own account. It also allows all projects within one company to be assigned to one account.

To add a Delegate to your account:

1. Go to Manage Your Account. From the Home page, click My Account or Account Management.

2. Scroll to the bottom of the Manage Your Account page to the Delegates section.

3. Click the Add a Delegate button. The Add a Delegate window will open.




4. Select the permission to allow view; create records; update, renew or amend records; manage

inspections or documents and make payments for the delegate. Enter the CAPTCHA, then click the Invite a Delegate button. And email will be sent to the Delegate.

The assignment of a delegate in your account will show up as follows:

5. The assigned delegate will need to log on their own account and accept or reject the delegate assignement.




Once a delegate has accepted, they can view their permissions or remove themselves from your account using the Actions menus.

The individual will now show up in your account as a Delegate.




Creating a New Record

Before creating a new record(s), update Account Management>Contacts with any regularly used contacts. This will allow you to autofill you application or permit with contact information.

Detailed instructions for creating each record type can be downloaded from www.mymanatee.org. The instructions will help you prepare for inputting your application. They include all necessary information and documents required to complete the application or permit.

To create a new record (see page 2 for definition of record), from the main menu select the module (Building, Planning, or Licenses) you wish to create the record.

All records are created by

1. Providing Location & People information

2. Providing Application or Permit Project information

3. Paying Fees




Applying for a Builing Permit

1. To apply for a business permit, select the Building Module from the Main Menu.

2. Read and check the box for the General Disclaimer, then click the Continue Application button.

3. Select the type of application. (See pages 2 & 3 for complete list of types)




Click Continue Application button.

4. Step 1: Location & People > Location Information

The location information required address, parcel information and owner information. This is all retrieved from the Manatee County Geographic Information System (GIS) via a search of the address or parcel number.

A. To retrieve the information using the address, enter a minimum of Street No, and Street Name. A partical name can be entered, if the wild card (%) is used.

Click the Search button. All the address, parcel and owner information is auto fill.

All Manatee County addresses are accessable through this search.

When the information is retrieved, click the Continue Application button.

B. Step 1: Location & People > Contact Information

To enter the Applicant information saved in your account, choose Select from Account if the information is in your account (yourself or contacts).

Select Add New if the information is not in your account.




When Select from Account is clicked, a window with the contacts listed in the account will pop-up. Mark the contact that is the Applicant and click the Continue button.

When Add New is clicked, a window to input the contacts information will pop-up. Input the Applicant information. Then, add the applicant’s address by clicking the Add Addional Contract Address button. Click Save and Close, followed by clicking the Continue button.




Note: Adding a contact in the application will only be saved in the application. If you wish to access a contact’s information again, the contact information must be added into the account through the My Account menu tab.

C. Add Architect, Engineer or Business Owner in the same manner as the Applicant.

5. Step 2: Permit Detail > Work Description

A. Enter the Name of the Application and a Detailed Description of the work to be performed. Note: * indicates the Detailed Description is required.

Click Continue Application.

B. Input the details of the project. Each record type will have individual requirements. For the specific requirements of the record you are creating download the record instructions at www.mymanatee.org




When all details have been entered, click Continue Application button.

C. For all trades affected that are “Yes” ,

the Licensed Professional that will be performing work on the project must be entered on the Licensed Professional List. To do so, click the Look Up button.




The Look Up License window will open

Input the information related to the Licensed Professional and click the Look Up to locate the

professional in the Manatee County Government data base. The license professional must

already be registered with the County and have an active license to be included on the appli-

cation. Input the information related to the Licensed Professional and click the Look Up.




Depending upon the amount of information provided for Look Up, a single profession will be added to the record or list of professionals wil appear in the pop-up window.

If a list is in the pop-up window, select the desired profession and click the Continue button.

Once all of the Licensed Professionals have been added the to application, click Continue Application.

Only the primary profession on the project is enered in this section.

If a licensed professional will be providing services for two different trades, the second trade must be listed in the To add the Trades Affected licensed professionals, click on Add a Row.




Once the number of rows has been selected, enter each trade licensed profession in the pop-up window, and click the Submit button.

6. Step 3: Documents > Attached Documents

Each Building application will have its own required documents. See the individual record instruction sheet for the exact documents you will need (available at www.mymanatee.org)

1. Click the Add button.





2. Once the File Upload window opens, click Add.

3. An Upload pop-up window access your computer will open, allowing you to select the files to upload.




You may choose one file at a time and click the Add button after each, or choose several files using the Control key.

Once you click Open, the document(s) swill appear in the File Upload window. Click Continue button when all files have been selected.




4. Enter the Type of document using the dropdown menu and input the description for each

document (both are required). Then click the. Save button.

5. Once the douments have been successfuly uploaded, click the Continue Application button.




7. Step 4: Review

Review your application. If anything needs to be adjusted or corrected, click on the Edit button for that section.

Then, mark the check box certifying the application and click the Continue Application button.




8. Step 5: Pay Fees

A. Fees do at the time of application will be paid in this step. To start the payment process, click the Check Out button.

9. Payment Step 1: Select item to pay

If you are involved with more than one project, you may have several fees to pay. First, you must select the fees you plan to pay by clicking Edit Cart. Once fees are selected, or you only have one projects, therefore no selection, click the Checkout button.




B. Payment Step 2: Payment Information

Select the method of payment (Credit Card or Bank account/eCheck) and input the required payment method information. Note: Click autofile box will fill Name, Phone number, and email. You will be required to input address related to credit card.

Click Submit Payment button when ready information is complete.

C. Payment Step 3: Receipt/Record insurance

Payment will process, and when complete, you will receive a message verifying it has been successfully submitted.

The record number will appear and you can view your receipt.




Submitting a Planning Application

1. To submit a Planning Application, select the Planning Module from the Main Menu.

2. Read and check the box for the General Disclaimer, then click the Continue Application button.




3. Select the type of application. (See page 3 for complete list of types)

Click Continue Application button.

4. Step 1: Location & People > Location Information

The location information includes address, parcel information and owner information. This is all retrieved from the Manatee County Geographic Information System (GIS). This information can be retrieved using a parcel number or an address.




A. To retrieve the information, enter the parcel number. The Parcel section is below the Address section. It is necessary to use the wildcard (%) at the end of the parcel number to retrieve the address, parcel and owner information.

Click the Search button below the parcel information fields. All the address, parcel and owner information is auto fill.

All Manatee County existing parcels are accessable through this search.


To retrieve the information using the address, enter a minimum of Street No, and Street Name. A partical name can be entered, if the wild card (%) is used.

Click the Search button. All the address, parcel and owner information is auto fill.

All Manatee County addresses are accessable through this search.





B. Step 1: Location & People > Contact Information

To enter the Applicant information, choose Select from Account if the information is in your account (yourself or contacts). Select Add New if the information in not in your account.

When Select from Account is selected,

a window with the contacts listed in the account will pop-up. Mark the contact that is the Applicant and click the Continue button.

When Add New is clicked, a window to input the contacts information will pop-up. Input the Applicant information. Then, add the Applicant address by clicking the Add Addional Contract Address button. Click Save and Close, followed by clicking the Continue button.





C. Add Agent (required) in the same matter as Applicant was added.

D. Add Architect, Engineer or Business Owner in the same manner as the Applicant.




5. Step 2: Application Detail > Description

D. Enter the Name of the Application, Detailed Description and Project Information. This will vary based on Type of Application. Any field with * is a required filled and must be completed. Also note, for all Land Use, Zoning and Future Land Use sections, at least on box must be check.

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

When all required fields are completed, click Continue Application button.





Each Building application will have its own required documents. See the individual record instruction sheet for the exact documents you will need (available at www.mymanatee.org)

6. Click the Add button.





8. An Upload pop-up window access your computer will open, allowing you to select the files to upload.

You may choose one file at a time and click the Add button after each, or choose several files by holding down the Control key. Once you click Open, the document(s) swill ap-pear in the File Upload window. Click Continue button when all files have been se-lected.




9. For each document, enter the Type of document using the dropdown. Then click the. Save button.




10. Once the douments have been successfuly uploaded, click the Continue Application button.

7. Step 4: Review Review your application. If anything needs to be adjusted or corrected, click on the Edit button for that section.




Then, mark the check box certifying the application and click the Continue Application but-ton.

8. Step 5: Pay Fees

D. Fees do at the time of application will be paid in this step. To start the payment process, click the Check Out button.




9. Payment Step 1: Select item to pay

If you are involved with more than one project, you may have several fees to pay. First, you must select the fees you plan to pay by clicking Edit Cart. Once fees are selected, or you only have one projects, therefore no selection, click the Checkout button.

E. Payment Step 2: Payment Information

Select the method of payment (Credit Card or Bank account/eCheck) and input the payment method information.





F. Payment Step 3: Receipt/Record insurance






Applying for a License

1. To submit a License Application, select the Licenses Module from the Main Menu.

2. Select Apply for License from the sub-menu. Then, read and check the box for the General Disclaimer, then click the Continue Application button.




3. Select the type of application (See page 3 for complete list of types). Then, Click Continue Application button.

A. Step 1: Location & People > Contact Information

To enter the Applicant information, choose Select from Account if the information is in your account (yourself or contacts). Select Add New if the information in not in your account.

When Select from Account is clicked, a window with the contacts listed in the account will pop-up. Mark the contact that is the Applicant and click the Continue button.




When Add New is clicked, a window to input the contacts information will pop-up. Input the Applicant information. Then, add the Applicant address by clicking the Add Addional Contract Address button. Click Save and Close, followed by clicking the Continue button.





B. Add Agent (required) in the same matter as Applicant was added.

C. If required or desired, add Architect, Engineer or Business Owner in the same manner as

the Applicant.

4. Step 2: Application Detail > Description

A. Enter the Name of the Application, Detailed Description and Project Information. This will vary based on Type of Application. Any field with * is a required filled and must be completed. Also note, for all Land Use, Zoning and Future Land Use sections, at least on box must be check.

When all required fields are completed, click Continue Application button.





Each License application will have its own required documents. See the individual record

instruction sheet for the exact documents you will need (available at www.mymanatee.org)

A. Click the Add button.

B. Once the File Upload window opens, click Add.





C. An Upload pop-up window access will your computer and open, allowing you to select the files to upload. You may choose one file at a time and click the Add button after each, or choose several files by holding down the Control key. Once you click Open, the document(s) will appear in the File Upload window. Click Continue button when all files have been selected.

Click Continue button when all files have been selected.

D. For each document, enter the Type of document using the dropdown. Then click the. Save button.




E. Once the douments have been successfuly uploaded, click the Continue Application button.

6. Step 4: Review Review your application. If anything needs to be adjusted or corrected, click on the Edit button for that section.




Then, mark the check box certifying the application and click the Continue Application button.

7. Step 5: Pay Fees

A. Fees do at the time of application will be paid in this step. To start the payment process, click the Check Out button.

8. Select item to pay

If you are involved with more than one application, you may have several fees to pay. First, you must select the fees you plan to pay by clicking the Edit Cart button. Once fees are selected, or you only have one projects, therefore no selection, click the Checkout button.




B. Payment Step 2: Payment Information

Select the method of payment (Credit Card or Bank account/eCheck) and input the payment method information.


C. Payment Step 3: Receipt/Record insurance





Renewing a License

1. A License, requiring renewal will be listed under the Home tab>My Records with an action of Renew License.

2. Click on Renew License and the record will open.

3. Review and update all the record information.

4. Once all information is update and current, click the final checkbox on the review page.

5. Pay the license fees, and license will be renewed.




Monthly Report Update of a Pain Management License

Pain Management clinics are required to file a monthly report. This report can be filed online in your ONLINE SERVICES account.

To file the montly report:

1. Locate the License Record

2. Click on the blue record number to open record.

3. Click record information, then Attachments




4. Add monthly report, by clicking Add. And, following the steps to add a document (p. 78)

5. Once document is added, you receive a message confirming a green box as shown below.

Monthly Reports are due by the 5th of each month. If the report has not been uploaded by the 5th, con-tacts on the account will received an email notifying the delinquency. If the delinquency is not resoved, follow up action will be taken by MCG Code Enforcement.




Save and Resume Later Option

At any point in the application or permit input process, it is possible to save your input and return to it later. To do so, click the Save and resume later button.

Once a record has been saved, you can to return to complete the record using the following steps:

1. Once you are logged into ONLINE SERVICES, in Home select My Records.

` 2. In My Records, select the module of the record you wish to continue by clicking the . It will turn

() and list all of the records created in that module.




Scroll to the bottom and move the slider-bar to the right to access Resume Application. Click on Resume Application and application or permit will open and allow you to continue adding to or changing data in the application or permit.

Continue completing application. See individual module instructions for details of complete applications

and




Searching for Records

Global Search

ONLINE SERVICES has several way to search for information related to records you initiate in your account:

Global Search searches the entire data base. You can search by record number or parcel number.

Search using Record ID (Number)

1. Enter Record ID

2. Click search icon




Search using Parcel ID (Number)

1. Enter Parcel ID

2. Click search icon




Advance Search (From Home menu)

The Advance Search options allow you to:

o Look up Property Information

o Search for Records/Applications in the following modules of

Online Services:

Building

Planning

Code Enforcement

Licenses




Lookup Property Information

To look up a property, you can enter the address, parcel information, owner or record information to retrieve all of the property information. Use the dropdown menu to select they form of data you wish to use to look up the property information.

When searching for property information, the information used for the search must be entered exactly as it shows in the Manatee County Governement Geographic Information System.




If this is not the case, ONLINE SERVICES will return the message:

Rather than enter the entire address, enter the key items (Street Number, Street Name) and click Look Up.

Property Owners Name




In some cases, the search wildcard ( % ) will be required.

THE LEAST AMOUNT OF INFORMATION ENTERED will return the best results, i.e. partial street name or number, beginning letters of contractor name, etc.





Look Up by Parcel Information

Must include the wildcard (%)





Look Up by Parcel Information

Name must be – LAST NAME (space) FIRST NAME (SPACE) MIDDLE INITIAL

LAST FIRST INITIAL





May also use LAST NAME + Wildcard (%) and search results.




Search Records/Applications

General Search A general search can be performed within each module. Record access for searching in each of the modules is as follows:

Building General Search – Registered users can search all records

Planning General Search – Registered user can only search own records

Enforcement – Register user can only see records for their property or violation

License – Registered users can only search own records

Complaints or Service Requests – Cannot be searched

General Search allow you to search by Site Address and various Record Information.




Viewing a Record

Once an application or permit has been submitted, you may view information about the records that are related to your account. In order for a record to be related to your account, you must either be the applicant, agent, licensed professional or another contact on the account.

1. Locate Record for project you wish to review. See p. 63 for steps to search for record.

2. Within the record, you can view: Record Details, Processing Status, Related Records, Attachments or Inspections scheduled or resulted.

Record Details shows information provided in the original application or permit, including General Information, Parcel Information, Apllication, Agent or Licensed Professional information. Processing Status shows processing steps completed, in process and yet to be done. Related Records includes any other records associated with the property. Attachments contains all documents, images or other items attached to the record at or after sub-mission of the application or permit. Inspections give the status of inspections schedules and completed.




Working with Records

Obtaining a Fee Estimate

In the Licenses module, you can access the fees prior to processing an application.

1. To do so, select the Licenses module and click on Obtain a Fee Estimate.

2. Click the to open the list of Licenses.




3. Select the Licenses Application to estimate the fee, and click the Continue Fee Estimate

button.

The estimated free will be shown.

If you are ready to process the application, click the Convert to Application button.

The screen to input the application will open.

See p. 48 for the steps to process a License application.




Processing Status

You are able to view the progress of your permit or application using the following steps:

1. Locate Record for project to be inspected. See p. 63 for steps to search for record.

2. From the Record Info dropdown menu, select Process Status

Processing status of the permit or application workflow opens.

Step Complete

Previously Active

In Process




Related Records

Relationships between records can help streamline communication between different departments within Manatee County and help the processing of your application or permit go smoother. Related records are identified by the county department creating, approving or accepting the record. Exam-ples of related records are:

Temporary Certificate of Occupancy records and its related open permit.

Code violation and the related building permit.

Two related building permits, for example residential home permit and garage permit.

To view Related records:

1. Locate record (see page for search for record), In Record Info, select Related Records.

Tree of related records will display.




Upload Documents After Submitting Permit or Application

To upload documents after submitting a permit or application,

1. Locate Record that requires document(s) to be uploadede. See p. 63 for steps to search for record.

2. From the Record Info dropdown menu, select Attachments. Note: Attachments is only in the dropdown Record Info menus for Building, Planning and Licenses.

3. In the attachments screen, click on the Add button.





5. An Upload pop-up window access your computer will open, allowing you to select the files to up-load.

You may choose one file at a time and click the Add button after each, or choose several files using the Control key.




6. Once you click Open, the document(s) swill appear in the File Upload window. Click Continue

button when all files have been selected.

7.

8. Enter the Type of document using the dropdown menu and input the description for each document (both are required). Then click the. Save button.




Document is uploaded and attached to record.

Download or View Record Documents

1. Follow steps 1 and 2 for Uploading (p. 78) 2. Under Attachements, click on the document name.

3. Message to open document will appear, select Open or Save to view or download document




Inspections

You are able to view and schedule inspections for your permit or application using the following steps:


2. From the Record Info dropdown menu, select Inspections.

In the Inspections window you can:

3. Schedule or Request and Inspection to be performed by clicking on the link. See page 82 for instructions to schedule and inspection.

4. View schedule and completed inspections.




Inspections are listed in two (2) groups.

5. Scheduled inspections. (See page 98 for the steps to schedule an inspection, reschedule or cancel an inspection.)

Scheduled inspections can be viewed, reschedule or canceled.

Within the View Details window you can Reschedule, Cancel, Print Details or View Status History.

6. Completed Inspections

Details of completed inspections can also be viewed, including Status History and Results Comments.




Creating a Collection You can create personal folders to organize and manage your records online using the collections feature. Citizen Access provides details about all the records grouped in the collection including an Inspections Summary and Fees Summary. The inspection summary provides the number of scheduled, rescheduled, approved, denied, pending and canceled inspections. The Fees Summary includes the total amount of fees paid and total amount of fees due for all records in the collection. This feature is useful for contractors who work on multiple projects. A contractor can create a folder for each project, manage the numerous permits associated with the project, and pay all associated fees online. A general contractor can use this feature to help with organizing license renewals with professionals who work at for the company. The general contractor’s administrator can create a folder to manage the various employee licenses To set up Collections

1. To set up collections, go to My Records and mark check boxes next to the records you want to organize into a group. Then, click the ‘Add to collection’ link.

Mark check box for all rec-

ord for the group.




2. A pop-up window where you enter a name and a description for the

Collection group. After the Collection has been organized, additional records can be added in the same way, except the group exists and show in a dropdown menu. You may create a new group if you desire.

After the Collection has been organized, additional records can be added in the same way, except the group exists and show in a dropdown menu. You may create a new group if you desire.




View a Collection 1. To view collection, go to Home and the Dashboard. Click on View Collections, to open your list of collections.

2. Clicking on the blue Collections in the top menue will open a list of the collections. Then, click on the Collection Name to open the list of records in the collection.




3. Clicking on the blue Record Number will open the record.




Paying Fees

Records may not be submitted until payment is made. Payment of fees is a step in the process of submitting an application or permit. If you Save and Resume Later (p. 61) with only the payment to complete, resume the record and complete the payment step.

If fees have been added to your application or permit, take the following steps to submit payment.

There are four paths you can access the payment cart.

PATH 1

1. If any fees are owed, they will be listed in the Cart on the right hand side of the screen when you log in.

2. If there are fees in your cart [The number of fees will be in the ( ) next to the cart), click on

Cart at the top of the page

Or, if the record is already in the cart, you can click directly on Cart at the top of the page.




3. If you are involved with more than one project, your cart may contain several fees to pay. If you

are not ready to pay all of the fees, you must select the fees you plan to pay by clicking Edit Cart button.

4. Click the Remove for any items not ready to be paid.




5. Then click Save and Close button.

6. Once fees are selected, or you only have one projects, therefore no selection, click the

Checkout button.

7. Next you will provide payment information (page 102).




PATH 2

1. Locate the record requiring payment (See p.88).

Or, go to My Records for any Action noted as Pay Fees Due

Click on Record on Pay Fees Due to open shopping Cart.

2. The fees will be listed. Click the Check Out button.





3. If you are involved with more than one project, your cart may contain several fees to pay. If you

are not ready to pay all of the fees, you must select the fees you plan to pay by clicking Edit Cart button. See PATH 1 for editing Cart.

Once the fees to be paid are in the cart, click the Checkout button.


Path 3

1. From the record click Payments, then Fees.




2. The outstanding fees for that record will be listed. Then, click Pay Fees.

3. After clicking on Pay Fees, the cart will open and you can click the Check Out button.




4. You will be taken to the payment step, click the Checkout button.


Path 4

1. If the cart is empty, (Note: the cart has zero (0) items before clicking Add to cart), from within the record you can click on Add to cart




2. Then, click on Cart at the top of the page

3. Then click the Checkout button.





All paths will take you to the Payment information step.

Select the method of payment (Credit Card or Bank account/eCheck) and input the required payment method information.


I




The Record number (used to follow up) will be listed at the bottom of the Receipt.




Electronic Plans and Documents All uploads need to be saved as pdf files and separated by type: permit application, drawings / specifications, and other correspondence. See individual record instructions for list of required and possibly required documents. Instructions can be found at www.mymanatee.org Note: All drawings must be pdf. Any other file type will be rejected and the plan review will not continue until pdfs have been uploaded. Digitally signed plan sets for each design professional (architecture, structural, electrical, etc.) shall be contained in one electronic file. DO NOT UPLOAD SEPARATE FILES FOR EACH INDIVIDUAL SHEET. Note: When creating a permit or application online, the final permit or application number will not be displayed until payment is complete. File name must be less than 118 characters. To upload documents select “Browse” under the Electronic Plans and Documents section.





Scheduling, Rescheduling and Canceling Inspections

Scheduling an Inspection


2. From the Record Info dropdown menu, select Inspections

3. Click Schedule or Request an Inspection




4. Select the type of inspection (Only one inspection can be selected, if you wish schedule several

inspection, each much be requested separately).

Click Continue.

5. Select the date you would like the inspection from the calendar displayed. Available dates are in dark blue.




6. Select All Day and click Continue.

i.

7. Detail of the inspection wil the shown. Verify the location & contact, then click Continue. ONLINE SERVICES will automatically select the contact person on the appli-cation. If you would like another contact, one may be added for this inspection only by selecting Change Contact. If a correction is required, click Back or Cancel.




8. Confirm the inspection details and add any notes by clicking Include Additional Notes.

To schedule inspection click the Finish button.




The inspection is now scheduled.

If you wish to view the inspection details, click on Actions, then View Details.

Window with details will open. You may also view Status History and Results Comments in this window.




Rescheduling an Inspection

Inspections may be rescheduled for any time available in the future.

If you wish to reschedule an inspection:

1. Click on Actions, then Reschedule.

2. Window with scheduling calendar will open. Select the new date for inspections.

3. Select All Day and click Continue.

4. Verify information, and click Continue.




5. Confirm the inspection details and add any notes by clicking Include Additional Notes.

To schedule inspection click the Finish button.

The inspection is now rescheduled.




Canceling an Inspection

If you are canceling an inspection scheduled for the current day, call to insure the assigned

inspector is notified on a timely basis. If you wish to cancel an inspection:

5. Click on Actions, then Cancel.

6. Cancel Inspection window will open, and click Cancel Inspection

Inspection has been canceled.




Using Contractor Central App

NOTE: The Contractor Central App is owned and operated by Accela, Inc. Manatee County is not

responsible for the App or its usability, nor does Manatee County endorse or recommend the app.

Information and instructions provided below are included to support our customers who may chose

to explore its use.

The Contractor Central app was created by Accela to empower contractors to easily request and

schedule inspecitons, connect with inspectors, and communication with peers on-site using their

smart phones.

Benefits for construction professionals

Manage projects with multiple agencies from one app to save time and hassle

Use single sign-on for multiple agencies to view all projects in-app

See inspection results at a glance to help manage multiple projects

Stay on top of projects for better schedule coordination

Remain in the field instead of behind a desk with mobile inspections scheduling

Get driving directions to projects right in the app

Note: Payments are not accepted in the app at this time.

Records can also not be started in this app.

Setting up an Account

1. Download the “Accela Contractor Central” app from the app store on your smart phone.




2. Select “Sign Up” to create an account, select Sign Up

3. Agree to Terms of Use by selecting Accept & Continue

4. Create a new Civic ID. This ID can be used across municipalities and you can see projects across all jurisdictions you do business. This Civic ID will be used to aggregate data across multiple ONLINE SERVICES sites.

For example: If you do business in multiple cities and countieis that use ONLINE SERVICES, you will have one Civic ID for all and then an individual login for each minicuipality. Once you are logged in to the Contractor Central app, you can associate the different agencies to your Civic ID.

To create the Civic ID you will enter:

a. User Name

b. Email Address

c. Password (password confirmation)

Step 2 Step 3 Step 4




5. From the main app screen, select Log In.

6. Log in using your newly created Civic ID.

7. Once you’re logged in, you will be prompted to add an Agency (jurisdiction). Choose Add Agency and select the jurisdictions you’d like to add.

Step 5 Step 6 Step 7

8. When you login to an “Agency”, you will use the same login that you use for that jurisdiction’s on-line permitting site – not your main Contractor Central login. Select Florida>Manatee County as Agency.




Using the Contractor Central App

1. The first screen displays your curren job addresses or “Projects”.

2. From this screen, you can achedule an inspection by selecting the job address and the

green at the bottom of the page. When the green plus sign is selected, a new screen will display showing the Schedule Inspection button.

Projects Inspections

3. A new screen will be displayed and will allow you to choose which job you’re scheduling. If there is more than one open permit at the address, you will be givne the option to se-lect your peormit and then schedule the inspection.

4. If there is only on active permit at this address, you will be presented with a list of the in-spections applicable for that permit type to select and schedule.

5. Next, select the inspection you want to schefule, and click the green plus.




To schedule an inspection at a job location with several open permits, return to your Projects screen.

1. Select the job address and then the permit you would like to schedule. 2. Once you have selected the address, al lit of all open permits at the address will be dis-

played.

3. Select the permit you want to schedule by clicking the button and proceed with schedul-ing the inspection.

Viewing Inspection Details

1. From the Projects screen, where there is an overview of all projects and inspection, select a job address to view more specific details – additional permits at the address, any permit at-tachements, what fees are due or have been paid and your contact information.

2. To drill down for more specific inspection information, select the inspections icon at the bottom of your screen. This page displays Upcoming Inspections as well as Completed Inspections. Click-ing on the inspection will give you more details such as the reason for a failed inspection.

3. Inspection detail can also be checked by selecting the Notifications button at the bottom of the sceen. The job address, permit type and type of inspection will be shown, including more details and the inspector’s contact information. The inspection may also be reschedule from this screen.




Forgotten Online Services ID Password

ID user names and passwords are administered by Accela, not Manatee County.

1. If you forget your Civic IC or password, please go to https://user.accela.com 2. Click on Sign in at the top of the page.

3. Click on Forgot your password.

https://user.accela.com/




Frequently Asked Questions (FAQ)

How do I retrieve a forgotten password?

If you have forgotten you password,

1. click on I’ve forgotten my password.

2. The Password Reset window will open:

3. Enter the answer to your security question, and click Send New Password.

4. Enter the temporary password from you email, and click Submit.




5. You will be prompted to create a new password. (Use the temporary password as you Old Pass-word).

When I input my property address, a “0 records found” message comes back. How can I retrieve my address?

Search only by the street number and streen name to find your address. If your address does not dis-play, please contact : 941-749-3012

Who can attach plans to a record?

If documents required at submission of an application or permit, they must be attached before the application or permit is submitted. The individual submitting the application should attach these documents.

If plans or documents are required after submission, anyone who is a contact (including Licensed Professionals) or a delegate on the account can access the record and attach a document.

How to do I see my old records (Pre-Online Services permits and applications)?

If you have the old project or permit number, use the global search. For a Building Permit, type “CMP-“ and then your permit number. For a planning application, type in “DTS-“ and then your application number.




Does Manatee County have access to my credit card number when I make an online payment?

Manatee County is Payment Card Industry Data Security Standard (PCI DSS) compliant for accept-

ing credit card payments. This means your credit card data is protected. When you enter your

credit card information, it is not stored anywhere. It goes directly to our financial institution in an en-

crypted transmission. Manatee County has made every effort to insure the security of your infor-

mation.

I can’t schedule an inspection. What do I do?

1. Check the status of the permit (located in the ‘Processing Status’ section): a. If the permit status is “Submitted”, “Accepted”, or “Reviewed”, inspections cannot be

scheduled until a permit is issued. b. If the permit status is “Issued”, inspections can be scheduled

1. If you cannot schedule a certain type of inspection, ensure that all the pre-requisite inspections have been scheduled and/or have ‘passed’ results entered.

2. Check “Notes” and “Conditions” for unfulfilled requirements. There are some requirements that must be completed prior to scheduling inspections.

2. If the permit is in an “Issued” status and there are no unfulfilled requirements pending, please contact:

For Online Services, technical support, call 941-749-3201

Email [email protected] for inspections assistance

How do I make a change to the Building Permit record after it is issued or in Inspection phase?

If a Building Permit has been issued or is in the Inspection phase, changes can only be made by contacting the Manatee County Building Department. You can contact the Building Department by:

Sending a message from your accout in Online Services.

Calling: Permitting 941-748-4501 X3800

Coming into the Manatee County Building Offices at:

1112 Manatee Avenue W, Bradenon, FL 34205 or

North County 5030 U.S. Highway 301, Ellenton, FL 34222

mailto:[email protected]




How do I make a change to the Planning Application record after it is accepted or in Review phase?

If a Planning Application has been accepted or is in the Review phase, changes can only be made by contacting the Manatee County Planning Department. You can contact the Planning Department by:

Sending a message from your accout in Online Services.

Calling: Planning and Zoning 941-748-4501

Coming into the Manatee County Planning Offices at:

1112 Manatee Avenue W, Bradenon, FL 34205 or

North County 5030 U.S. Highway 301, Ellenton, FL 34222

How will I be able to see my plan review or inspections results?

Comments related to Plan Reviews will be available to read in your account in Online Services when the review is complete.

Inspection results will be available to read in your account in Online Services. You will receive an email notifying you the inspection is completed and the record has been updated.

How do I register if I have multiple users?

If you are an organization that will have multiple users, you can use the Delegate feature to allow multiple user to access one account. The process for adding delegate users can be found on p. 17.

Where do I go for assistance?

Our homepage - http://www.mymanatee.org/home/government/departments/building-and-development-

services.html

Online Services – www.mymanatee.org/badsonline

Training – www.mymanatee.org/badstraining

Instructions – www.mymanatee.org/badsinstructions



http://www.mymanatee.org/badsonline

http://www.mymanatee.org/badstraining

http://www.mymanatee.org/badsinstructions

Template for Course Guides - mymanatee.org · Building and Development Services Department 1112...

Documents

Transcript of Template for Course Guides - mymanatee.org · Building and Development Services Department 1112...