PermiTrack_ESC User Manual

Use our Quick Start just below, or see more detailed Help information below.

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Projects & Inspections

Projects are construction projects or work sites that need to be inspected for erosion control. To help you track projects, permit information, contacts, and inspections, you create new projects, and then view them from the Project List page. Inspections let you log observations and critical data from a visit to the project site. The inspection record includes the time and date, pertinent weather information, photos (if needed), compliance with recommended practices, etc.

Projects

The Projects page shows all of your construction projects, along with key information for each project. From this page, you can view more detailed information for a project, add a new project, record an inspection, or generate a report for an individual project.

Figure 5. Project List

Fields and buttons on the Search and Filters section of the Project List page

Search and Filters

Buttons on the Search and Filters section of the Project List page

1. Collapse/Expand : Click the Collapse button to shrink the Search region. Click Expand to view the Search region fields.
2. Search button: Click the Search button to search for projects that match your criteria.
3. GO button: Click the GO button to search for projects that match the criteria of the selected Saved Search. (For more information on Saved Searches, see the PermiTrack-ESC Administrator User Guide.)

Use the search function to filter your project list results.

You may use any combination of fields to narrow your search:

1. General Information: You can enter information in any number of these fields on the page. For example, search for projects by name, city, state, etc.
   To refine the search, enter information in more than one field.
2. Project Statuses: Select the current status of the project from the drop-down list. (See Project Statuses .)
3. Project Types : Select the type of project or site from the drop-down list. (See Project Types .)
4. Project Groups : Select the project group from the drop-down list. (See Groups for more information.)

The Advanced Search Options can be expanded by use of the Expand button.

You may use any combination of fields to further narrow your search:

1. Detailed Project Information: You can enter information in any number of these fields on the page. For example, search for projects that fall in between a given range of Total Area, Start Dates, or Effective Dates.
2. Project Contacts : You can search for projects associated with a specific Organization by entering the full or abbreviated name.

Icons in the Options Column of the Project List page

Use the icons in the Options column to edit, inspect, view inspection history, or generate a report for the project in that row.

1. Edit : Open the project so you can update or change the information.
2. Inspect : Record an inspection for this project. The inspection can include notes and photos.
3. Inspection History : View a list of the inspections completed for this project. From the Inspection List, you can edit or view the detailed information for each inspection.
4. Project Report : View or save a report that lists key information for the project.
   When you click this icon, the program asks if you want to open or save the report. Select open to print the report or select save to save the PDF file to your computer or a network location.
5. Inspection Form : Open a copy of the inspection form that can be printed and filled out in the field. This form does not include any information from past inspections.

Buttons and Filters on the bottom of the Project List page

1. Results Per Page : Select the number of results you want to display on the page by clicking on the drop down list.
2. Previous/Next/Page buttons: These buttons are enabled when the number of search results exceeds what the page can display. Click the Next button to display the next set of results. Click the Previous button to display the previous set of results. Click on a Page button to display the search results from that page.

Columns on the Search Results section of the Project List page

For a description of the columns available on the Project List page please refer to the Preferences page (on page ).

Note : To sort the list by a characteristic, click a column heading to arrange the list in alphabetical or numerical order. For example, click the Type column heading to sort all of the projects by type. Clicking a column heading a second time reverses the sort order.

Links on the Project List page

Links across the top of the Project List page include:

1. New Project : Create a new project. Opens the New Project page.
2. Project Types : Set up or view project types used to categorize projects by a shared characteristic. Opens the Project Types page ().
3. Groups : Set up groups to categorize projects by location, inspector, or other category. Opens the Group List page ().
4. Events : Record weather or precipitation events, request a follow-up inspection for selected sites, and track compliance. Opens the Event List page ().
5. Coordinates : Import the coordinates for specific parcels. Having the coordinates available speeds the process of setting up a new project and allows the project to be displayed on the public maps. Opens the Coordinate Import page ().
6. Preferences : Choose the columns that you want to see on the Project List page. Opens the Preferences page ().

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Create, Edit, & View Projects

To create or set up a new project, click the New Project link on the Project List page. After setting up a project, you can track the project and record site inspections.

The topic below includes information about the contents of the New Project page. For information on how to set up a new project, see Getting Started –Preparing to Create Projects .

New Project page

On the New Project page, you record information about the parcel, select a project type, and assign templates, as part of creating a new project. The New Project page is the first of two pages for entering new project information.

The New Project page opens when you click on the New Project link near the top of the Project List page ().

Figure 6. New Project page

Fields and Buttons on the New Project page

Permit Information

1. Permit Number : Number for the construction permit issued for the project.
2. Permit Authority : Agency or organization that issued the construction permit for the project.

Note: See Terminology for more information on these roles.

1. Contact: Select the contact person’s name from the drop-down list or select Add New Contact. Only names of contact people with the Permit Authority are listed.
   When you select a name, the name, address, phone, and email are filled in automatically.
2. Name : First and last name of the contact person at the permit authority.
3. Address, Phone, and Email : Address, phone, and email for the contact person.

1. Permittee : Company or organization that received the permit and is responsible for the inspection.
2. Contact: Select the contact person’s name from the drop-down list or select Add a New Contact. Only names of contact people with the permittee organization are listed.
   When you select a name, the name, address, phone, and email are filled in automatically.
3. Name : First and last name of the contact person at the permittee organization.
4. Address, Phone, and Email : Address, phone, and email for the contact person.
5. Authorized Inspector : A third party subcontracted to conduct the inspections.
6. Contact: Select the contact person’s name from the drop-down list or select Add a New Contact. Only names of contact people with the authorized inspector are listed.
   When you select a name, the name, address, phone, and email are filled in automatically.
7. Name : First and last name of the primary contact person at the authorized inspector office.
8. Address, Phone, and Email : Address, phone, and email for the contact person.

Project Information

1. Project Name : Descriptive name for the project. This name is used to identify the project on the Project List page, reports, and other pages.
2. Completed Date: This is the completion date of the project. This field is blank unless the project status is Complete. Type the date in mm/dd/yyyy format or click on the Calendar icon to enter the date.
3. Project Status : Select an option from the drop-down list to indicate the status of the project.

Active : The project is actively being tracked. Inspections can be recorded for this project. The project must be set to Active in order to display the interactive map

Inactive: The project setup is incomplete or the project has been put on hold.

An inactive project is not available through the public-access maps.

Deleted: The project has been deleted.

A deleted project is not available through the public-access maps.

Incomplete : The project is currently incomplete.

Archived : The project has been archived.

Closed : The project has been closed.

Auto-Activate : The project is currently inactive, but it will automatically switch to Active status once an inspection is submitted for the project.

Complete : The project is complete and has been closed. An email will be sent out to those on the email notification list letting them know that the project is complete and closed.

1. Project Type: Type of project or site. (See Project Types .)
2. Inspection Template: Choose an inspection template from the drop-down list to automatically assign BMPs to the project. (See Template .)
3. Effective Date: This is the effective date of the permit. Type the date in mm/dd/yyyy format or click on the Calendar icon to enter the date.
4. Start Date: This is the actual project start date. Type the date in mm/dd/yyyy format or click on the Calendar icon to enter the date.
5. Seed Date : The date when the site can be seeded and inspections are no longer required. Type the date or click on the Calendar icon to enter the date.
6. Project Description : Type a description of the project site. For example, you can make note of unusual challenges faced at this site.

Site Information

1. Site Address : Street address, city, state, and zip code for the property where the project is being constructed.
2. Parcel Number: Enter the Parcel Number for the project location.
   If the parcel coordinates have been imported, the latitude and longitude are entered automatically for the project, based on the parcel number you enter on this page.

Lookup Coordinates button: If parcel coordinates have been imported, click this button to automatically enter the Latitude and Longitude for the property.

For information on importing parcel coordinates, see Coordinates .

1. Latitude : Latitude for the property location.
2. Longitude : Longitude for the property location.

Note : In order to display the project on map available to the general public, the latitude and longitude coordinates must be entered on this page. The project must also be in “Active” status to be displayed on the map.

Note : Latitude and longitude can be obtained by visually identifying the project location on a Google™ map. Digital coordinates will be displayed when you right-click the mouse and select “To here” or “From here”.

1. Group: Select a group to assign the project to that group. For example, the group may identify the area of the city. (See Groups for more information.)
2. Total Site Area: Size of the entire project site. Select the unit of measure for the measurement in the drop-down list to the right of this value.
3. Disturbed Area : Size of the area that will be disturbed during project construction, measured in square feet. Select the unit of measure for the measurement in the drop-down list to the right of this value.
4. New Impervious Area : Size of the area where parking areas or other impervious surfaces will be installed. Select the unit of measure for the measurement in the drop-down list to the right of this value.
5. RFA Number: The Request for Authorization number for the project.
6. Block : The description or number of the block where the project is located.
7. Lot : The description or number of the lot where the project is located.

Project Documents

Documents (such as, permit documentation, construction plans, photos, or other documents) can be added to the project and viewed at any time.

1. Document : Descriptive name for the document you are attaching to the project.

Note : You also can attach a photo of the site as part of logging an inspection.

1. Browse button: Click the Browse button to locate and upload a file from your computer or a network location. The file becomes part of the project record and can be accessed by PermiTrack users. These files can also be accessed by the general public through the map interface if the project is active and has latitude and longitude entered.
2. Comment : Comment or description of the document.

Contact Information

Use this area to record contact information for a person associated with the project. This area of the page expands to let you record the name, address, phone, and email for the organization and contact person.

1. Add Contact link: Click this link to add contact information for a person associated with the project.

Note: The contact information is for reference only. It does not create an account for this person on the PermiTrack_ESC site.

These fields are displayed when you add a contact:

1. Type : Contact’s connection to the project. For example: the project’s architect
2. Organization : Organization this contact represents.

Note : This list of contact organizations and names of contact people are set up through the Client & User Management | Contacts tab.

1. Contact: Select the contact person’s name from the drop-down list or click the New Contact link.
   When you select a name, the name, address, phone, and email are filled in automatically.

Nam e : Name of the contact person at the permit authority.

Address, Phone , and Email : Address, phone, and email for the contact person.

1. Options - Remove link: Click the Remove link to remove this contact person from the project.

Buttons on the New Project page

1. Save : Click the Save button to save your project information. The Send Project Notification Emails page () opens.
2. Continue : Click the Continue button to add BMPs to the project. The New Project – BMP page opens ().
3. Cancel : Click the Cancel button to discard your changes and return to the Project List page. Any information you entered that has not been saved will be discarded.

New Project – BMP page

On the New Project - BMP page, you can add individual BMPs to the project. On the first page of the project setup, you had an opportunity to assign a template (with its BMPs) to the project.

The New Project - BMP page opens when you click on the Continue button on the New Project page ().

Figure 7. New Project – BMP page

Project Inspection BMPs

This area lists all of the BMPs assigned to the project. BMPs are associated with the project when the project is created or edited.

You can also add individual BMPs on the inspection form. However, BMPs added during the inspection are only associated with that specific inspection. The Permit Authority can add a BMP to the project, which will display for all inspections using the Edit Project function.

1. Add BMP link: Click the Add BMP link below the list to add a new BMP for this project. This section of the page expands to let you enter BMP information. After adding a BMP, click this link again to add another BMP.

These fields are displayed when a BMP is added to the project:

1. Required : Indicates whether the BMP is required for this project.

Required: Select this check box to require this BMP for the project inspection. The Permittee or Authorized Inspector must inspect this item.
The Permit Authority can complete an inspection without inspecting this BMP, if applicable.
(See Terminology . for descriptions of these roles.)

Required : Clear this check box to recommend but not require this BMP for the inspection.

1. Category : Type of control measure achieved through the BMP.
2. BMP : Below the category field, select the name of the BMP to use.
3. Description : Description of the BMP. This description is entered automatically but should be edited to provide more specific information to the inspector (e.g., detail or specifications specific inspection criteria, etc.).
4. Options - Delete link: Click the Delete BMP link to remove the BMP from this project.

Buttons on the New Project – BMP page

1. Save button: Click the Save button to add the BMP to the new project and finish creating the project. The Send Project Notification Emails page () opens.
2. Cancel button: Click the Cancel button to discard or cancel your changes on this page. The project information you entered on the New Project page is saved.

Links on the New Project - BMP page

Links across the top of the page include:

1. Projects: Return to the Project List page without setting up a new project. Clicking this link is the same as clicking the Cancel button at this time.
   If you entered information on the New Project page or Project Information page, the setup is cancelled and the information you entered is discarded when you click the Projects link.
2. Partners: Return to the Partners List page without setting up a new project. Clicking this link is the same as clicking the Cancel button at this time.
   If you entered information on the New Project page or Project Information page, the setup is cancelled and the information you entered is discarded when you click the Partners link.
3. BMP: Return to the BMP page without setting up a new project. Clicking this link is the same as clicking the Cancel button at this time.
   If you entered information on the New Project page or Project Information page, the setup is cancelled and the information you entered is discarded when you click the BMP link.
4. Templates: Return to the Templates page without setting up a new project. Clicking this link is the same as clicking the Cancel button at this time.
   
   If you entered information on the New Project page or Project Information page, the setup is cancelled and the information you entered is discarded when you click the Templates link.
5. Reports : Return to the Reports page without setting up a new project. Clicking this link is the same as clicking the Cancel button at this time.
   
   If you entered information on the New Project page or Project Information page, the setup is cancelled and the information you entered is discarded when you click the Reports link.

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Send Project Notification Emails page

On the Send Project Notification Emails page, select the project contacts who should receive an email message that the project was added or updated, along with a report of the project in PDF format. You can skip the email by clicking the Skip button.

The Send Project Notification Emails page opens when you save a new project or save changes to an existing project.

Figure 8. Send Project Notification Emails page

Fields and Buttons on the Send Project Notification Emails page

1. Check box : Select the check box next to the contacts who should receive the notice.

Select the check-box to send an email to this person to notify them that the project has been added or updated.

Clear the check-box to exclude the contact from the email distribution list for changes to the project.

1. Send button: Click the Send button to send the email message to the selected contacts.
2. Skip button: Click the Skip button to return to the Project List page without sending an email.

Edit Project page

On the Edit Project page, you can change the project name, description, or other information. For example, use this page to change an inactive project to an active project when its setup is complete.

The Edit Project page opens when you click the Edit icon next to a project name on the Project List page ().

Figure 9. Edit Project page

Fields on the Edit Project page

The fields on the Edit Project page are the same as those completed on the Create New Project page (see page ).

Buttons on the Edit Project page

1. Save button: Click the Save button to save your changes. The Send Project Notification Emails page () opens.
2. Delete button: Click the Delete button to delete the project that you are editing. The system asks you to confirm that you want to delete this project permanently.
3. Cancel button: Click the Cancel button to discard or cancel your changes and close this page.

Project Information page

On the Project Information page, you can view the detailed information for the project. The Project Information page opens when you click the name of a project on the Project List page ().

Figure 10. View Project Information page

Fields on the View Project Information page

Information displayed on this page was entered when the project was created or edited. For information on each field, see Create New Project page (see page ).

Links on the View Project Information page

1. Projects : Return to the Project List page.
2. Edit Project : Return to the Edit Project page.
3. Inspection History : Return to the Inspection History page.
4. New Inspection : Return to the New Inspection page.

Create, Edit, & View Inspections

Inspections are recorded for each project by logging in to the program from a PDA or from a computer. For the inspection, you record weather data, specify the reason for the inspection, note compliance with BMPs required for the project, and attach a photo (if appropriate). You can also add new BMPs to an individual inspection record, as needed.

The schedule for conducting inspections can be determined by the inspector or triggered online by recording a weather event. (For more information on requiring an inspection in response to an event, see page .)

Recording an inspection:

1. PDA: To log an inspection on-site with a PDA or handheld device, see Record an Inspection with a PDA .
2. Computer : To log an inspection or edit a draft inspection on a computer, click the Inspect icon next to the project name on the Project List page ().

Create a New Inspection page

On the Create a New Inspection page, you record an inspection of the project site, record pertinent weather data, make notes about compliance with the BMPs, and, if needed, upload a photo to include in the inspection record.

The Create a New Inspection page opens when you click the New Inspection icon next to a project name on the Project List page () or when you click the New Inspection link on the Inspection List page.

Figure 11. Create a New Inspection page

Fields on the New Inspection page

Project Information

This area of the page displays the project information so that you can confirm that you are working with the correct project.

Inspection Information

When recording a new inspection, enter the following information:

1. Entered By: The program automatically enters the name of the person logged in to PermiTrackESC, their phone number, and their email address.
   Contact the Client Administrator for your site if the person’s contact information needs to be changed.
2. Inspector : Select the inspector from the drop-down list or select Add New Inspector to enter information on a new inspector. When you select a name, the name, address, phone, and email are filled in automatically.

Note : Inspectors that appear in the drop-down list will be contacts for the clients associated with the project that have a contact type of “Inspector”.

1. Add New Inspector link: Click this link to add contact information for the inspector associated with the project.

Note: The contact information is for reference only. It does not create an account for this person on the PermiTrack_ESC site.

These fields are displayed when you add an inspector:

1. Client: Select the client from the drop-down list.
2. Name : Enter the name of the contact person at the permit authority.
3. Email, Phone , and Address : Enter the email, phone, and address for the inspector.

Note : The Email information needs to be unique. If this email already exists in the system, you will not be able to save the new inspector information.

Note : Saved Inspectors will appear in that client’s contact list on the Contact page.

1. Inspection Date: Type the date in mm/dd/yyyy format or click on the Calendar icon to enter the date when the inspection was performed.
2. Weather Trends : Enter information about recent weather that may contribute to a problem with the erosion control or may require additional monitoring or action.
3. Last Precip. End Date : Type the date or click on the Calendar icon to record the last day of the most recent precipitation, if pertinent.
4. Last Precip. Amount : Enter the amount of rainfall, in inches, from the most recent precipitation.
5. Source of Data : Select the source of the precipitation data entered above.
6. Temperature : Record the temperature in F (Fahrenheit) at the time the inspection was made.
7. Reason for Inspection : Select the reason this inspection is being performed.
8. Action Required : Select a follow-up action, if one is required. For example, the inspection may result in a phone call if the inspector found a problem.

Note: This field is available only to the permit authority. (See Terminology .)

1. Comment : Enter any comments you want to add to the inspection report.
2. Inspection Document : Click the Choose File button to locate and upload the inspection document file from your computer or a network location. The file becomes part of the project. Click the Add Document to upload up to ten files to the inspection.

Previous Inspection Deficiencies

Previous inspection deficiencies are listed if all of the following are true:

1. A BMP was marked as Inspected in the previous inspection.
2. A BMP was NOT marked as Inactive in the previous inspection.
3. A BMP was marked as Ineffective or Not Applied in the previous inspection.
4. The previous inspection was saved as a Final record of the inspection.

This section does not display if this is the first inspection or if there were no deficiencies reported in the last inspection.

Inspection Items

The Inspection Items area of the page lists all of the BMPs associated with the project. If a BMP is required, you must record your observations and update the status.

1. Inspected : Indicate whether this item was inspected during the visit to the project site.

Yes : Select Yes if inspector inspected this control measure during this inspection.

No: Select No if inspector did not inspect this control measure during this inspection.

1. Required : Indicates whether the BMP is required for this project:

Yes : This control measure is required. It must be inspected.

No : This control measure is not required as part of the inspection. It can be inspected or may be skipped.

1. BMP : The two fields display the type of BMP and the name of the BMP or control measure to be inspected.
2. Description : Description of the BMP to be inspected.
3. Comments : Enter your comments about the application of this BMP, its condition, or more detailed information.
4. Options: You have the option to delete a BMP from the inspection list if the BMP is not marked as “Required” in the inspection template.
5. Status : Status of the BMP at the time of the inspection. The status selected here is automatically entered on the inspection form for the next inspection.

Active : BMP is active and should be implemented at this project site.

Inactive : The BMP does not apply to the project site at this time or at this phase of construction.

Completed : Use of this BMP is complete. For example, the project has progressed beyond the need for this BMP, so it is no longer needed at this project site.

1. Condition : Select the condition from the drop-down list to indicate the effectiveness of the BMP application.

N/A : Not Applicable. The BMP does not apply to the project site at this time.

Correct : This control measure is being used or applied correctly at the project site.

Not Applied : This control measure should be in place at the site, but it is not being used at this time.

Ineffective : This control measure is in place at the project site, but it is not effective in providing erosion control.

1. Photo : Click the Browse button to locate a photo from the project site. You can upload a photo from your computer or a network location. An inspector using a PDA can also attach a photo taken with the PDA during an inspection.

Note : To add a photo to the inspection record, it must be included under a BMP. To add additional photos from the inspection site, select the Add BMP link at the bottom of the screen. Select “Add Photo”, save, and use to record additional photos.

1. Add BMP link: Use this link to add a BMP to this specific inspection record. A row is added to the bottom of the BMP area, where you can select a BMP and record your observations.

Note : If the BMP should be part of the project, the Permit Authority can add the BMP to the project so that it is displayed for all project inspections.

Save As Field and Button in the Upper-Right Corner

1. Save As field: The Save As field in the upper-right corner lets you save the inspection as a draft to be modified later or as the final record of the inspection.

Draft : The inspection record is not complete. Further information will be added later. This status helps you quickly find the draft inspections when you view the Inspection List.

Final : The inspection record is complete. No changes can be made after the inspection is final.

1. Save button: Click the Save button to save your inspection record.
2. Cancel button: Click the Cancel button to delete or discard your changes. The inspection is not recorded.

Inspection List

The Inspection List page lists the inspections logged for the current project. Use this list for a quick overview of the inspections on this project, to edit a draft inspection, or to open the record for a specific inspection.

The Inspection List page opens when you click the Inspection History icon on the Project List page () or click the Inspection History link on one of the other views.

Figure 12. Inspection History List page

Links on the Inspection List Page

1. Projects : Click the Projects link to return to the Projects List page.
2. View Project : Click the View Project link to open the View Project page for the current project.
3. New Inspection : Click the New Inspection link to record a new inspection for the current project.

Columns and Icons on the Inspection List Page

1. Options : The following icons are available in the Options column.

Edit : Open the inspection record so you can update or change the information.

Report : View or save a report of the inspection. Select open to print the report or select save to save the PDF file to your computer or a network location.

Inspection Form : Open a copy of the inspection form that can be printed and filled out in the field.

Delete : Delete the inspection record.

1. Inspection Date : Click a date in this column to view the record for an individual inspection.
2. BMP Status: Indicates if there were any failed BMPs in this inspection.
3. Entered Date : The date when this inspection record was entered on a PDA or a computer.
4. Inspected By: The name of the person logged in to PermiTrack_ESC when the inspection was recorded.
5. Reason : The reason that this inspection was performed.
6. Status : Indicates whether this inspection record is final or still in draft form.

Draft : The inspection record is not complete. Further information will be added later. This status helps you quickly find the draft inspections when you view the Inspection List.

Final : The inspection record is complete. No changes can be made after the inspection is final.

View Inspection page

The View Inspection page displays the information recorded during the inspection you chose on the Inspection List page ().

The View Inspection page opens when you click the date for an inspection on the Inspection List page.

Figure 13. View Inspection page

Fields on the View Inspection page

The fields displayed on this page are the same as those entered on the New Inspection page (see page ).

Edit Inspection page

Use the Edit Inspection page to make changes to a draft inspection record. For example, if you started an inspection record in the field with a PDA, you can verify and update the precipitation data when you return to the office.

The Edit Inspection page opens when you click Edit icon next to an inspection date on the Inspection List page ().

Figure 14. Edit Inspection page

Fields on the Edit Inspection page

The fields displayed on this page are the same as those entered on the New Inspection page (see page ).

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Project Types

Project types provide a way to quickly identify projects by the type (residential versus commercial), size, use of SWMP (Storm Water Management Plan), etc. For example, you could create a type for residential sites of less than one acre or commercial sites with more than five acres. With project types assigned, you can easily group these projects by sorting the Type column on the Project List page ().

Project types may also be used to identify groups of projects for more accurate accounting linked to project size or scope. Project types can be used to administer the number of projects associated with specific characteristics, such as the length of time the project data is stored on the system.

The Project Type can be assigned to a project when it is created or edited.

Project Types page

The Project Types page lists the project types created for your client site. From this page, you set up or edit the project types that can be selected for a new or existing project.

The Project Types page opens when you click on the Project Types link on the Project List page ().

Figure 15. Project Types page

Links on the Project Types page

1. Projects : Return to the Project List page.
2. New Project Type : Create a new project type. Opens the New Project Type page.

Columns on the Project Types page

1. Options : The following icons are available in the Options column:

Edit : Click the Edit icon to modify the any of the information set up for the project type, such as the name, description, end point type, etc.

Delete : Click the Delete icon to delete the project type in this row.

1. Name : Descriptive name used to identify the project type. Click on the name to view more information.
2. Description : Description of the project type or its use.
3. End Point Type: The milestone used to designate the end of the project.
   (See the New Project Type page (page ) for more information.)
4. SWMP : Indicates whether this project type requires a Storm Water Management Plan.
5. EOLAM: The EOLAM (Extended On-Line Access in Months) column defines the length of time (in months) that the project data is available online, after the end of the project.
   (See Terminology for more information on this term.)

Note: The Project Type cannot be deleted if there are projects assigned to this type.

New Project Type page

On the New Project Type page, you set up a new project type for identifying and organizing projects.

The New Project Type page opens when you click on the New Project Type link on the Project Types list page.

Figure 16. New Project Type page

Fields on the New Project Type page

1. Name : Enter a descriptive name to identify the project type.
2. Description : Enter a description of the project type.
3. End Point Type: The milestone used to designate the end of the project assigned to this type.
   Options include:

N.O.T. (Notice of Termination): The project is finished when the N.O.T. is received.

Months from Start : The project will end after a specific number of months.

OCC Permit (Occupation Permit): The project is finished when the OCC Permit is received.

Indefinite : The project is on-going, without a specific end point.

1. SWMP : Indicate whether a Storm Water Management Plan is required for this type of project.

Storm Water Management Plan : Select this check box to indicate that an SWMP is required.

Storm Water Management Plan : Clear check box to indicate that an SWMP is not required.

1. EOLAM: The EOLAM (Extended On-Line Access in Months) column defines the length of time (in months) that the project data is available online, after the end of the project.
   (See Terminology for more information on this term.)

Buttons on the New Project Type page

1. Save : Save the changes on this page and create the project type. Projects can now be assigned to this type.
2. Cancel : Discard any changes on this page and return to the Project Type list page. The Project Type is not created.

Edit Project Type page

On the Edit Project Type page, you can change the name of the type, its description, or other information. For example, use this page to change the end point type.

The Edit Project Type page opens when you click the Edit icon next to a type name on the Project Type List page ().

Figure 17. Edit Project Type page

Fields on the Edit Project Type page

The fields on the Edit Project Type page are the same as those completed on the New Project Type page (see page ).

Buttons on the Edit Project Type page

1. Save : Save the changes on this page and return to the Project Type list page.
2. Cancel : Discard any changes on this page and return to the Project Type list page.

Groups

Use groups to easily distinguish projects based on a specific feature, location, or other factor. For example, you can create a group for each inspector or for each area of the city. After setting up one or more groups, individual projects can be assigned to the group.

To assign a project to the group, select the group name in the Group field on the New Project page () or Edit Project page ().

Group List

The Group List page shows the groups created for your client site. From this page you set up or edit the Groups that are available to new or existing projects.

The Group List page opens when you click on the Groups link on the Project List page ().

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Figure 18. Group List page

Links on the Group List page

1. Projects : Return to the Project List page.
2. New Group : Create a new Group. Opens the Group Information page.

Columns and Icons on the Group List page

1. Name : Descriptive name used to identify the group.
2. Description : Description of the group or its use.
3. Edit : Click the Edit icon to change the group name or description.
4. Delete : Click the Delete icon to delete the group in this row. The Delete Group page opens.

Note: Before deleting a group name, you can assign the group's projects to another group.

New Project Group page

On the Group Information page, you create or edit a group that can be used for classifying projects based on a shared characteristic like their location, inspector name, etc.

The New Project Group page opens when you click on the New Group link on the Groups List page ().

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Figure 19. New Project Group page

Fields on the New Project Group page

1. Name : Enter a descriptive name to identify the Group.
2. Description : Enter a description of the Group.

Buttons on the New Project Group page

1. Save : Save the changes on this page and create the group. New or existing projects can now be assigned to this group.
2. Cancel : Discard any changes on this page and return to the Group List page. The Group is not created.

Edit Project Group page

On the Group Information page, you change the name or description for a group that is used for classifying projects based on a shared characteristic like their location, inspector name, etc.

The New Project Group page opens when you click on the Edit icon on the Groups List page ().

Figure 20. Edit Project Group page

Fields on the Edit Project Group page

The fields on the Edit Project Group page are the same as those completed on the New Project Group page ().

Buttons on the Edit Project Group page

1. Save : Save the changes on this page and return to the Project Group list page.
2. Cancel : Discard any changes on this page and return to the Project Group list page.

Delete Group page

Before deleting a group, you can assign the group’s projects to another group. For example, if your groups identify the primary inspector, you can move these projects to a different inspector before the group is deleted.

The Delete Group page opens when you click the Delete icon next to a name on the Groups List page ().

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Figure 21. Delete Project Group page

Options on the Delete Group page

1. Delete Group : Select the Delete Group option to delete the group. If any projects are using this group, their group is changed to N/A (Not Applicable).
2. Replace this Group : Select the Replace Group option to reassign all of the group’s projects to a different group before the group is deleted. After selecting this option, select the name of the new group in the Select Group field below.
3. Select Group : If you are replacing the group, select the name of a different group from this drop-down list. Projects assigned to the deleted group are now reassigned to this group.

Buttons on the Delete Group page

1. OK : Delete the group. If the Replace option is selected for this group, reassign the projects.
2. Cancel : Discard any changes on this page and return to the Group List page.

Events

Events are weather related events that may affect erosion control. Setting an event lets you notify the people responsible for projects in the affected area and require inspections of their project sites by a specific deadline. Events also let you track compliance with the inspection deadline.

When the event is created the permittee and authorized inspector associated with the project receive an email message notifying them of the event. They are then required to log into the system and complete an inspection form. For example, if there is a 2 inch rainfall on the west side of town, you can notify all projects in that area.

Afterwards, check compliance with the event inspection is determined through the compliance report.

Event List

The Event List shows the events recorded for the client. From this page, you can review an existing event or create a new event.

The Event List opens when you click the Events link on the Project List page ().

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Figure 22. Event List page

Columns and Options on the Event List

1. Report : View or save a report that lists the event information and the projects that are in compliance or non-compliant.
2. Type : Type of event.
3. Description : Description of the event.
4. Event Date : Date when the weather event occurred.
5. Compliance Date : Date when the inspection must be complete.
6. Compliance Hours : Number of hours after the event notice that the inspection must be complete.

Note : The event will have either a Compliance Date or Compliance Hours, but not both.

New Event page

On the New Event page, you record information about the event and enter the text for the email message to be sent to projects about this event.

The New Event page opens when you click the New Event link on the Event List page.

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Figure 23. New Event page

Fields on the New Event page

1. Select the Type of Event : Select the type of event from the drop-down list.
2. Enter the Date the Event Occurred : Enter the date when the weather event began or select the date from the calendar.
3. Enter a Text Description of the Event : Enter a description of the event, follow-up procedures needed, or other notes for the record.
4. Enter Text for the Email Notice of the Event : Enter the text that should be in the body of the email message sent to the projects. You can copy the text from the Text Description of the Event text box above.
5. Compliance deadline : Select one of these deadline types:

Enter a final date for inspection compliance : Enter a date or click the calendar icon to select a date. The inspection must be completed by 12 midnight on the date you specify.

Or enter number of hours for inspection compliance : Enter the number of hours that the inspector has to complete the inspection. These hours are relative to the time the event is created in the system.

1. Event Document : Click the Choose File button to locate and upload the event document file from your computer or a network location. The file will be emailed out with the event notification.

Buttons on the New Event page

1. Next button: Click the Next button to save the Event and go to the Project Search page (). On the Project Search page, you will search for the projects to associate with this new event.
2. Cancel button: Click the Cancel button to discard or cancel your changes on this page.

Project Search page

On the Project Search page, you enter criteria for identifying the projects that should receive notice of the event. For example, if the rainfall was extremely heavy on the west side of town, only the projects in that area need to be notified. In this example, search by zip code to identify the projects by location or use groups based on location.

The Project Search page opens when you click the Next button on the New Event page ().

Figure 24. Project Search page

Fields and Buttons on the Project Search page

1. Property Information : You can enter information in any number of fields on the page. For example, search for projects by location, size, status, create date, type, etc.
   
   To refine the search, enter information in more than one field.
2. Search button: Click the Search button to search for projects that match your criteria.
3. Back button: Click the Back button to return to the New Event page.

Caution :Clicking the Back button deletes the event information that you entered on the New Event page before coming to this page. If you click the Back button, the event is not created.

1. Cancel button: Click the Cancel button cancel the event and return to the Event List page. The event is not created.

Project Search Results page

The Project Search Results page, lists the projects that match your search criteria. Select the check box next to the projects that should receive an email message about the event. When you click the Create Event button, an email message is sent to the contact person for the permittee and authorized inspector. The event is recorded on the Event List page.

After the event is created, use the Event Compliance Report to identify projects that have not completed an inspection within the required time period.

The Project Search Results page opens when you click the Search button on the Project Search page.

Figure 25. Project Search Results page

Options and Columns on the Project Search Results page

1. Notify : Use the check boxes in the first column to identify projects to include in the event.

Notify : Select this check box to include the project in the event. The contact person for the project will be notified and the Inspector is expected to complete an inspection. Their compliance is reflected in the Event Compliance report.

Notify : Clear this check box to exclude the project from the event. The project contacts do not receive notice of the event and are not expected to inspect the project site.

1. Name : Name of the project.
2. Permittee : The permittee assigned to the project.
   (See Terminology for more information on this term.)
3. Address : Address for the project site.

Buttons on the Project Search Results page

1. Create Event button: Create the event and notify the selected projects.
2. Back button: Click the Back button to return to the Project Search page so that you can change your search criteria.
3. Cancel button: Click the Cancel button cancel the event and return to the Event List page.

Event Compliance Report

The Event Compliance Report lists detailed information about the event. Use this report to check whether the projects are incompliance with the event requirements.

The Event Compliance Report page opens when you click the Report icon next to an event on the Event List page.

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Figure 26. Event Compliance Report page

Coordinates

Coordinates can be used to automatically enter the latitude and longitude for a project when you enter the parcel number. The coordinates for the parcels are uploaded into the system from a text file on your computer or network. After importing the coordinates, you can use the parcel number to automatically add the coordinates to a project when it is being added or edited.

Note :In order to display projects on maps available to the general public, the latitude and longitude coordinates must be entered for the project.

Through the Coordinates page, you locate and upload a text file that contains the parcel numbers and corresponding coordinates. The text file can use a tab or a comma to separate or delimit each of the values. The file must use this format:

Parcel Number <delimiter>Latitude Coordinate<delimiter>Longitude Coordinate

Coordinate values are in decimal degrees format. For example:

Latitude=38.898748

Longitude=-77.037684

Coordinate Lookup Table Import page

The Coordinate Lookup Table Import page is used to upload the file containing parcel numbers and their corresponding coordinates. After uploading this information, it is used to automatically populate the latitude and longitude values for a new project when the parcel number is entered.

The Coordinate Lookup Table Import page opens when you click the Coordinates link on the Project List page ().

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Figure 27. Coordinate Lookup Table Import page

Links on the Coordinate Lookup Table Import page

Links across the top of the page include:

1. Projects : Return to the Project List page.
2. Search : Use a parcel number to search the database for the parcel’s coordinates. From the search results, you can make changes to the coordinate values.

Fields on the Coordinate Lookup Table Import page

Import File Delimiter

Indicate the method for separating values in the coordinate file to be imported.

Comma : Select Comma if the import file is a comma-delimited file that separates the values with commas.

Tab : Select Tab if the import file uses tabs to separate the values.

Import Type

Indicate whether the existing values should be replaced or the new values added to the database.

Reload : Select Reload to replace all existing parcel and coordinate values when you import the file.

For example, if a coordinate value exists in the database before the import but a corresponding value is not in the import file, the database value is deleted.

Update : Select Update to add to and change existing values in the database.

For example, if a coordinate value exists in the database before the import and the corresponding value in the import file is different, the value in the database is changed. Other values in the database remain unchanged.

Import File Location

1. Browse button: Click the Browse to locate the file that you want to import. The file can be on your computer or a network location.

Buttons on the Import page

1. Import button: Import the coordinate file and update the values in the database.
2. Cancel button: Cancel the changes on this page. The file is not imported.

Coordinate Search page

Use the Coordinate Search page to search the database for the coordinates for a specific parcel.

The Coordinate Search page opens when you click the Search link on the Coordinate Lookup Table Import page.

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Figure 28a. Coordinate Search page

Links on the Coordinate Search page

Links across the top of the page include:

1. Projects : Return to the Project List page ().
2. Import : Return to the Coordinate Lookup Table Import page.

Options on the Coordinate Search page

1. Search by Parcel Number : Enter the parcel number you want to find.
2. Search button: Search the database for the parcel you entered. The Coordinate Search Results page opens.

Coordinate Search Results page

The Coordinate Search Results page lists the parcels identified through your search, along with their corresponding coordinates. On this page, you can view the results, edit the coordinate values or delete a parcel record.

The Coordinate Search Results page opens when you click the Search button on the Coordinate Search page ().

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Figure 29b. Coordinate Search Results page

Links on the Coordinate Search Results page

Links across the top of the page include:

1. Projects : Return to the Project List page ().
2. Import : Return to the Coordinate Lookup Table Import page.

Options on the Coordinate Search Results page

1. Delete : Use this option to delete the parcel in this row.

Delete : Select this check box to delete the parcel and its coordinates from the database.

Delete : Clear this check box to keep the existing parcel number and its coordinates in the database.

1. Parcel Number : Parcel number from the database.
2. Latitude : The degrees latitude for this parcel. Enter a new value in the text box and click the Update button to make a change.
3. Longitude : The degrees longitude for this parcel. Enter a new value in the text box and click the Update button to make a change.

Note :If the old coordinates were used for a project, the project data does not change when you make changes and save them from this page.

To update the project data after making a change here, use the Lookup Coordinates button on the Edit Project page () to update the parcel coordinates for that project.

Buttons on the Coordinate Search Results page

1. Update button: Save the changes made on this page.
   
   To leave the page without saving, use the Projects link or Import link at the top of the page.
2. New Search button: Return to the Coordinate Search page to begin a new search.
   

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Corrective Action List

The Corrective Action List is provides a quick snapshot of Projects in need of attention. Here you will find all projects whose last final inspection contained a ‘Failed’ BMP.

Corrective Action List page

The Corrective Action List page is used to quickly view all Projects that require a corrective action. Projects are listed once for every failed BMP. The BMP Name is displayed, along with BMP Category and Description.

From this screen, the deficient Projects can be viewed, or new Inspections created.

Figure 30. Corrective Action List page

My Settings

On the My Settings page, you can choose the columns you want to see on the Project List page (). The columns you select appear on the Project List page each time you open PermiTrackESC

The My Settings page opens when you click the My Settings link on the Project List page.

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Figure 29. My Settings page

Links on the Preference page

Links across the top of the page include:

Projects : Return to the Project List page.

Options on the Preference page

Select a check box to display that column on the Project List page (). For example:

Type : The Type column displays on the Project List page.

Type : The Type column does not display on the Project List page.

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Partners

Partners are the organizations, companies, or units of government that have a role on a project. Partners may play these roles on a project:

1. Permit Authority : The agency that issued the construction permit for the project. The permit authority may conduct inspections.
2. Permittee : The organization, company, or unit of government that is receiving the permit. For example, the permittee may be the general contractor or construction company completing the project. The permittee may conduct inspections.
3. Authorized Inspector : A third party subcontracted to conduct the inspections. An authorized inspector is not required for a project.

Partner List

The Partner List shows all of the partners added to your client account. The list includes partners that serve as the permit authority, permittee, or authorized inspector. From this page, you can view more information about a partner, add a new partner, or delete an existing partner.

The Partner List page opens when you click the Partners tab.

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Figure 30. Partner List page

Links on the Partner List page

1. New Partner : Set up a new partner organization. The Create a Partner page opens.
2. Partner Search : Find the record for a partner that was created by your organization or another organization. Use this option to add a partner to your list without entering all of their data. The Find Partner page opens.

Options and Columns on the Partner List page

1. Options : Use the icons in the Options column to edit or delete the partner in that row.

Edit : Open the partner record so you can update or change the information.

Delete : Delete the partner from your client site.

1. Partner Name : Name of the partner organization.
2. Type : Type of partner (see page ).
3. Contact : Name of the primary contact person at the partner organization.
4. Phone : Phone number for the primary contact person at the partner organization.
5. Email : Email address for the primary contact person at the partner organization.

Create a Partner page

On the Create a Partner page, you set up a partner that can be serve a role on one or more projects. Adding a partner lets you record their name and address, and identify a primary contact person. The specific role is defined during the project setup.

The New Partner page opens when you click the New Partner link on the Partner List.

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Figure 31. Create a Partner page

Fields on the Create a Partner Page

Partner Information

1. Organization Name : Name of the organization, company, or unit of government that you are adding as a partner.
2. Partner Type : The type of access you want to give to this partner:

Preferred Partner : A preferred partner has access to all of the features in the PermiTrackESC application. A preferred partner can create or edit projects, set up BMPs and templates, create events, setup users, etc.

When you define a preferred partner, that partner can create projects and assign your company as the permit authority.

Standard Partner : A standard partner has limited access to the application. This type of partner can create and edit inspections, and view project information. They cannot create projects.

This type is typically used for a partner that will be a permittee or authorized inspector.

1. Address, City, State, Zip : The address for the partner organization.

Primary Contact Information

1. User Name : Name the contact will use to log in to PermiTrackESC . The user name can include letters or numbers, but no spaces.
2. First & Last Name : The name of the person who is the primary contact at the partner organization.
3. Phone Number : Phone number for the primary contact person.
4. Email Address : Email address for the primary contact person. An email is sent to this person notifying them that they have been added as a partner. The email message includes a password for the user name you entered above.
   
   If the partner is a permittee or authorized inspector, this person receives an email when an event is recorded for their project.
5. Confirm Email Address : Re-type the email address in this field.

Search for a Partner page

Use the Search for a Partner page to find the record for a partner that was created by your organization or another organization. For example, ACME Construction Company may do work for more than one client. Rather than re-entering all of the contact information through your site, use the Find Partner feature to look for and add this partner’s information.

The Search for a Partner page opens when you click the Partner Search link on the Partner List (.)

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Figure 32. Search for a Partner page

Fields and Buttons on the Find Partner Page

Note :You can enter information in any number of fields. To refine the search, enter information in more than one field.

1. Organization Name : Name of the organization you want to find. You can enter the whole name or only a portion of the name.
2. Address, City, State, and Zip Code : Address for the organization office. For example, enter only the state to see all partners in that state.
3. Search button: Click the Find button to search for all partners that match the criteria you entered. The results are displayed on the Search Results List page.
4. Cancel button: Click the Cancel button to discard your entries and return to the Partner List.

Search Results page

The Search Results List displays all of the partners that match your search criteria. From this page, you can add an existing partner to your client site or edit partner information.

The Search Results List page opens when you click the Find button on the Search for a Partner page ().

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Figure 33. Partner Search Results page

Columns on the Partner Search Results page

1. Options – Add link: Click the Add link to open the Edit Partner page, where you can change the Partner Type or contact email address. You can also add the Partner to your site by clicking the Add Partner button on this page.
2. Organization : Name of the partner organization. Click on the organization name to view the Edit Partner page, where you can change the Partner Type or edit the contact information. You can also add the Partner to your site by clicking the Add Partner button on this page.
3. City, Contact, Phone, Email : Information for the primary contact person for this organization. This person receives an email when you add the partner to your site.

Add a Partner page

Use the Add a Partner page to add an existing organization as a partner from the Partner Search Results page ().

Partner Information

The system automatically enters most of the partner information. Select the type partner for your site.

1. Partner Type : Select a type to indicate the role this organization will play:

Standard Partner : A standard partner has limited access to the application. This type of partner can create and edit inspections, assign the permit and inspection organizations, and view project information. They cannot create projects.

This type is typically used for a partner that will be a permittee or authorized inspector.

Preferred Partner : A preferred partner has access to all of the features in the PermiTrackESC application. A preferred partner can create or edit projects, set up BMPs and templates, create events, setup users, etc.

This type is typically used for a partner that will be an Permit Authority.

Primary Contact Information

Select the option button next to the name of the person who will serve as the primary contact for this partner. If needed, change the email address in the last field.

1. Notify : Select this option button to choose this person as the primary contact person for the partner
2. Notify : Clear this option button to show that this person will not serve as the primary contact person for the partner.

Buttons on the Add a Partner page

1. Add button: This button is available when you open this page by clicking the partner name on the Search Result List page. Click the Add Partner button to add this organization to the list of partners for your client site.

Edit Partner page

Use the Edit Partner page to edit the partner information or to add the partner to your client site. The options available depend on your starting point — either the Partner List or the Search Results List.

The Edit Partner page opens when you click one of the following:

1. Partner name on the Partner Name on the main Partner List.
2. Partner name on the Search Results List.
3. Add link on the Search Results List.

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Figure 34. Edit Partner page

Fields on the Edit Partner page

The fields displayed on this page are the same as those entered on the Create a Partner page (see page ).

Buttons on the Edit Partner page

The buttons available on the Edit Partner page depend on your starting point.

1. Update button: This button is available when you open this page by clicking the partner name on the Partner List page.
   
   Click the Update button to save your changes and update the partner record for your client site. It will not update the contact email address. The field allows you to input an email address for which to send a notification of the update.
2. Cancel button: Cancel your changes and return to the Partner List page without saving.

Remove a Partner page

Use the Delete Partner page to confirm that you want to delete the partner from your site. For example, if you clicked the Delete button accidentally, this page lets you cancel the delete. After the partner has been removed, it can no longer be assigned to your projects.

The Remove a Partner page opens when you click the Delete icon next to a name on the Partner List page ().

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Figure 35. Delete Partner page

Partner Information

The system automatically enters the partner information. Review this information to be sure you want to delete this partner.

Buttons

1. Remove : Click the Remove button to delete this partner from your site. This partner is can work with projects on your site.
2. Cancel : Close this page without deleting the partner.
   

BMPs (Best Management Practice)

The Best Management Practices (BMPs) tab is used to define individual BMPs that can be assigned to projects, templates, or inspections. This tab is also used to create categories that are used to group the BMPs.

BMPs identify a type of erosion control measure that you want to specify for one or more projects. For example, set up a BMP to require a silt fence, temporary seeding, sediment basin, etc. The BMPs are selected during the project setup and are reflected on the inspection form for the project. A BMP can also be added to a specific inspection, as needed.

BMPs are set up by the Client Administrator and made available to all client projects either directly or through a template. They can be:

1. Added individually to a project at any time.
2. Set up and added to projects through a template when the project is created.

Categories

Categories are used to identify the BMPs used for a specific purpose, for a specific size or type of project, or under specific circumstances. For example, assign the BMPs used for perimeter control to the Perimeter Control category.

Categories are used to group the BMPs on the BMP list and to facilitate the process of assigning BMPs to a project, inspection, or template:

1. On the BMP List page, the BMPs are grouped by category.
2. On the Create Project or New Template page, you select the category first, then select from a list of BMPs within the category.

BMP List

The BMP List page shows the active and inactive BMPs set up within your client account. All of the active BMPs are available for assigning to projects or adding to templates. From this page, you can add a BMP, edit an existing BMP, delete a BMP, or create categories for grouping the BMPs.

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Figure 36. Best Management Practices List page

Links on the BMP List Page

1. Add New BMP : Click the Add New BMP link to open the Create New BMP page, where you set up a new BMP.
2. Categories : Click the Categories link to open the Category List page, where you can add a category, edit categories, or view the BMPs assigned to a category.

Columns and Icons on the BMP List Page

1. Edit : Click the Edit icon to edit or change the name, description, category, or status of the BMP. Opens the Edit BMP page.
2. Delete : Click the Delete icon to delete the BMP in this row. The program asks you to confirm the deletion before the BMP is permanently removed.
3. Name : Descriptive name of the BMP.
4. Description : Description of the BMP or how it is used.
5. Weblink : Website address that includes information on the BMP.

New BMP page

On the New BMP page, you name and describe the BMP you are setting up. After it is created, the BMP can be assigned to a project, included in a template, or added to an individual inspection.

The New BMP page opens when you click the Add New BMP link on the BMP List page.

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Figure 37. New BMP page

Fields on the New BMP Page

1. Category : Categories help you group BMPs with a shared purpose. Select a category from the drop-down list or create a new category by entering the name in the New Category field.

Choose from the List : Select this option button to choose a predefined category from the list. When you click the down-arrow next to the field, a list of categories displays.

Create a New Category : Select this option and type a name in the New Category field to create a new BMP category. This category is created when you click the Create button on this page. After you save, this category can be used for other BMPs.

1. Name : Descriptive name of the BMP.
2. Description : Description of the BMP or how it is used.
3. Weblink : Website address that includes information on the BMP.

Buttons on the Create New BMP Page

1. Create button: Click the Create button to save your changes and create the new BMP.
2. Cancel button: Click the Cancel button to discard your changes and return to the BMP List page.

Edit BMP page

On the Edit BMP page, you can edit or change the name, description, category, or status of the BMP. You can also delete the BMP by changing the status to Deleted.

The Edit BMP page opens when you click the Edit icon next to a BMP on the BMP List page.

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Figure 38. Edit BMP page

Fields on the Edit BMP Page

The fields on the Edit BMP page are the same as those completed when the BMP was created. See the New BMP page ().

Buttons on the Edit BMP Page

1. Update button: Saves your changes and updates the BMP.
2. Cancel button: Discards your changes. The BMP is not created. You return to the BMP List page.

View BMP page

The View BMP page shows you the name, description, and status for the BMP. This information is for reference only. You cannot edit the information on this page.

The View BMP page opens when you click the name of a BMP on the BMP List page ().

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Figure 39. View BMP page

Fields on the View BMP Page

The fields on the View BMP page are the same as those completed when the BMP was created. See the New BMP page ().

Templates

Templates let you group BMPs that you use frequently for a specific type of project or specific purpose. The template is used to associate a group of BMPs with a project without needing to assign each BMP individually to the project. Templates can be used for multiple projects. For example, create a template with the BMPs that typically apply to a small residential project. Each time you create a new project for small residential construction, select the template to automatically add the appropriate BMPs to the project.

Using a template does not limit the BMPs that can be assigned to a project. After selecting a template for a new project, you can still specify additional BMPs for that project.

Note :A template is assigned to a project only when the project is created. To change the BMPs for an existing project, you must add or delete each BMP individually.

Inspection Template List

The Inspection Template List page shows the Templates setup within your client account. Each template, which can be assigned to any number of projects, includes one or more BMPs. From this page, you can add, edit, or delete templates.

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Figure 40. Inspection Template List page

Links on the Inspection Template List Page

1. New Template : Click the New Template link to add a template and define the BMPs included in the template. Opens the Create New Template page.

Columns and Icons on the Inspection Template List Page

1. Template Name column: Descriptive name of the Template.
2. Edit icon: Click the Edit icon to edit or change the template name, description, or BMPs included in the template. Opens the Edit Template page.
3. Delete icon: Click the Delete icon to delete the Template in this row. The program asks if you to confirm that you want to delete the template.

Create Inspection Template page

On the Create Inspection Template page, you name and describe the template you are setting up, and assign BMPs. After it is created, the template can be assigned to a new project to add the BMPs to that project.

The Create Inspection Template page opens when you click the New Template link on the Inspection Template List page ().

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Figure 41. Create Inspection Template page

Links on the Create Inspection Template Page

1. Templates : Click the Templates link to cancel your changes and return to the Inspection Template List page. Clicking this link is the same as clicking the Cancel button.

Inspection Template Section of the Page

1. Name : Descriptive name of the template.
2. Description : Description of the template or how it is used.

BMP Section of the Page

1. Add BMP link: Assign a BMP to the template. When the template is assigned to a project, this BMP is included in the project and listed on the project inspection form.
2. Required : Indicate whether this BMP will be listed as required for the project. This information displays on the inspection form.

Required : Select this check box to require this BMP for the project inspection.

Required : Clear this check box to recommend but not require this BMP for the inspection.

Note :An individual BMP may be marked as required after the template is assigned to a project, even though it is marked as not required as part of the template. This option gives you additional flexibility in assigning and requiring BMPs.

1. Category : Select the category for the BMP you want to include. This selection determines the list of BMPs available in the BMP field below. The template can include BMPs from more than one category.
2. BMP : Select the BMP you want to assign to the template. Only BMPs in the category (above) are listed here.
3. Description : Description of the BMP or how it is used.
4. Delete link: Remove the BMP from this template.

Buttons on the Create New Template Page

1. Save button: Saves your changes and creates the new template.
2. Cancel button: Discards your changes and returns you to the Inspection Template List page.

Edit Template page

On the Edit Template page, you can change the template name, description, or BMPs included in the template.

The Edit Template page opens when you click the Edit icon next to a Template name on the Template List page ().

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Figure 42. Edit Template page

Fields on the Edit Template Page

The fields on the Edit BMP Template page are the same as those completed when the template was created. See the Create Inspection Template page () for more information on these fields.

Buttons on the Edit Template Page

1. Save button: Saves your changes and returns you to the Template List page.
2. Cancel button: Discards your changes and returns you to the Template List page.

Reports

The Reports page lets you view, save, or print summary reports:

Report Options

On the Report Options page, select the type of report you want and run the report. You can view the report on-screen as an Adobe PDF or save it as an Excel file.

The Report Options page opens when you click the Reports tab.

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Figure 43. Report Options page

Options on the Reports Page

1. Project summary : The Project Summary report lists information about the projects currently set up for the client. This information includes the status of projects, and statistics on the roles played by the various partners.
   
   Select the Project Summary option and click the Run Report button to view a project summary report.
2. Invoice summary : The Invoice Summary report provides information used for invoicing services provided to the client. It lists each project that was active during the time period you specify, the project type, end point type, SWMP, and extended months.
   
   Select the Invoice Summary option, and then enter dates below, before clicking the Run Report button. The system generates an Invoice Summary report.
3. Inspection summary: The Inspection Summary report provides a snapshot of information across all non-archived projects and their inspections. It lists the total inspections by their passed or failed status, as well as inspection dates on projects and inspection passed or failed totals per inspector.

Select the Inspection Summary option, and then enter dates below, before clicking the Run Report Button.

1. Start Date : Enter the date or click the calendar icon for the first day in the reporting period that you want to include.
2. End Date : Enter the date or click the calendar icon for the last day in the reporting period that you want to include.
3. Output Format : Select the type of file you want to generate for the report.
4. PDF : Create an Acrobat PDF file that you can view online, print, or save. Acrobat Reader is needed to view the file.
   Click the Adobe Reader icon below this field to download a free copy of Acrobat Reader.
5. MS Excel : Create a Microsoft Excel file.
6. Run Report button: Click the Generate Report button to create the report you defined above. The program opens a new page with a link to your report.
   
   On the Report Access page, click on the report name to open or save the report.

Other Reports

In addition to the reports available through the Reports tab, these reports are available through other parts of the application:

1. Single Project Report : Click the Report icon on the Project List page () to view or save a report that lists key information for an individual project.
2. Inspection Report : Click the Report icon on the Inspection List page () to view or save a report for an inspection.
3. Event Compliance Report : Click the Report icon on the Event List page () to view or save a report for an event.

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Terminology

Term	Description
Active Project	An active project is actively being tracked. When a project is it can be included in the public access maps if GPS coordinates have also been assigned.
Authorized Inspector	An authorized inspector is a third party subcontracted to conduct the inspections. An authorized inspector is not required for a project. If a user account is set up for this organization, the authorized inspector can login to PermiTrackESC .
BMP	A BMP is a Best Management Practice used to reduce or control erosion. For example, installation of a silt fence may be a BMP required for a project and listed on the inspection form.
BMP Category	BMP Categories are used to group BMPs with a shared purpose so that you can locate them more easily. The BMP list is arranged by category. For example, the Perimeter Control category may include several control measures used for perimeter control.
EOLAM	EOLAM (Extended On-Line Access in Months) defines the length of time that the project data is available online, after the end of the project. The value is entered as a number of months to continue storing the data. EOLAM is taken into account when invoicing for system use by your client site. There may be a charge for additional storage, so we recommend downloading project information that you want to store for future reference. After downloading, the project can be deleted from the system.
Inactive Project	An inactive project is on hold. When a project is inactive it is not included in the public-access maps.
Partner	See Preferred Partner or Standard Partner.
Permit Authority	The permit authority is the agency that issued the construction permit for the project. This agency or organization may conduct inspections. If a user account is set up for this organization, the permit authority can login to PermiTrackESC . Only a primary client (the client that owns the site) can be assigned as the permit authority on a project. A primary client has a contractual relationship with SEH, Inc. to use the PermiTrackESC application.
Permittee	The Permittee is the organization, company, or unit of government that is receiving the permit. For example, the permittee may be the construction company or general contractor completing the project. The permittee may conduct the inspections. If a user account is set up for this organization, the permittee can login to PermiTrackESC .
Preferred Partner	A preferred partner has access to all of the features in the PermiTrackESC application. A preferred partner can create or edit projects, set up BMPs and templates, create events, setup users, etc. If a client is a preferred partner, they can create projects and assign their partner (i.e. the client that granted them preferred partner status) as the permit authority. For example, if ABC Construction is a preferred partner of the City of Springfield, ABC Construction can create projects and assign the City of Springfield as the permit authority.
Project	A project is a construction project or other work that needs to be inspected for erosion control.
Project Type	Project types are used to classify or categorize the type of project site. For example, the type may show that the site is a residential site of less than one acre or a commercial site with more than five acres.
Standard Partner	A standard partner has limited access to the application. This type of partner can create and edit inspections, and view project information. They cannot create projects. This type is typically used for a partner that will be a permittee or authorized inspector.
SWMP	Storm Water Management Plan
Template	A template is used to group BMPs that are commonly used together on a certain type of site or to address a certain type of problem. Templates are set up in advance so that they can be used to automatically assign BMPs to a project.