Module 3 - Manage Online Account · Guide Module 3 Page 15 of 26 DAP Workflow Manage Online Account...

Module 3

Manage Online Account

Instructional Guide for: • Relevant Authorities • Referral Bodies • Volume Applicants

3.1 Manage Organisation User Accounts and Details

3.2 Manage Conditions and Advisory Notes

Version 2.0 2 July 2020

Guide Module 3 of 26 DAP Workflow Manage Online Account

Table of Contents Module Overview ................................................................................................................... 3

3.1 Manage Organisation User Accounts and Details ............................................................. 4

3.1.1 Create a New User .................................................................................................... 5

3.1.2 Change a User’s Role and Consent Allocation .......................................................... 8

3.1.3 Update User Personal Details .................................................................................. 12

3.1.4 Deactivate a User .................................................................................................... 13

3.1.5 Edit Organisation Details ......................................................................................... 15

3.1.6 View Organisation Event History Audit .................................................................... 16

3.2 Manage Conditions and Advisory Notes ......................................................................... 17

3.2.1 Create Conditions and Advisory Notes .................................................................... 18

3.2.2 Edit Conditions and Advisory Notes ......................................................................... 22

3.2.3 Delete Conditions and Advisory Notes ..................................................................... 24


Guide Overview This Module Guide includes Software Version 1.4.12 features and functionality. Module 1: Introduction to Plan SA

Module 2: Navigate the Planning Workflow

Module 3: Manage Online Account Module 4: Lodge Development Applications

Module 5: Track a Development Application

Module 6: Manage Team Workload

Module 7: Verify Development Application (Planning, Land Division & Building)

Module 8: Fee Payments

Module 9: Assess Consent (Planning, Land Division & Building)

Module 10: Public Notification

Module 11: Request and Respond to Referrals (Internal and External)

Module 12: Make Decision on the Assessed Consent

Module 13: Variation to Development

Module 14: Issue Development Approval

Module 15: Appeals

Module 16: Issue Land Division Certificate of Approval (CoA)

Module 17: Building Notification

Module 18: Development Application Report, Section 7

In addition to the Guide, there are a series of videos available on the following topics.

3.0 Overview of Manage Online Account 3.1 Manage Online Account 3.2 Manage Conditions and Advisory Notes

https://vimeo.com/showcase/module-3


3.1 Manage Organisation User Accounts and Details Overview

This topic will take you through the steps in managing user accounts, including creating users, assigning and editing roles and responsibilities, deactivating users and editing relevant organisation details including contact information, etc. For Relevant Authorities*, i.e. Councils and Accredited Professionals the following requests will need to be directed through the PlanSA Service Desk at [email protected].

• Request for a New User Account • Request to Deactivate a User Account

Audience

Organisation Administrator for a: • Relevant Authority* • Referral Body • Volume Applicant

Learning Outcomes

• Creating a new user • Editing roles and responsibilities • Deactivating a user • Editing the organisations details • Create and maintain Condition and Advisory Notes

Topics

3.1.1 Create a New User

3.1.2 Change a User’s Role and Consent Allocation

3.1.4 Deactivate a User

3.1.5 Edit Organisation Details

3.1.6 View Organisation Event History Audit

mailto:[email protected]


3.1.1 Create a New User

Is performed to create a new employee as a user.

Proceed to Your Organisation, then choose User Management to view the organisation user listing.

Within the Organisation – Users page select: Create a new user.


Complete the Create a User fields with the new user’s personal and role details.

You will also need to indicate the new users Roles and Responsibility using the tick boxes.

On the next screen, a message advises an email will be sent through to the email address provided, inviting the new user to complete their registration, click Submit to complete and initiate the email.


The email received by the new user will include a link and temporary password, they will need to change their password upon logging in to finalise the process.


3.1.2 Change a User’s Role and Consent Allocation

Is performed to add and/or remove a user’s assigned role, or consent/s allocation.


Locate the team member from the list of users, or start typing their name in the Search function to return their user record.

Within the Edit User page go to the Roles and Functions and Consent Access area, to Edit the team member’s user details.


Updating Roles and Functions The Roles assigned to the team member determines the level of access they have to the DAP (the assessment) workflow. From the table below determine the applicable Role for the team member. Organisation Administrator Is the Highest Level and a person with this Role can:

• Maintain Your Organisation details including Conditions & Notes, User maintenance (basic) e.g. changing access, update job titles, phone numbers etc.

• Process a development application – submission through to development approval (incl. fee payments, cancellations, initiate refunds) + post assessment (e.g. variations, appeals)

• Approve fee refunds. Financial Approver A person with this role can:

• Update their user profile • Process a development application – submission

through to development approval (incl. fee payments, cancellations, initiate refunds) + post assessment (e.g. variations, appeals)

• Approve fee refunds

Basic User A person with this role can: • Update their user profile • Process a development application – submission

through to development approval (incl. fee payments, cancellations, initiate refunds) + post assessment (e.g. variations, appeals)

Based on your determination above, make the change by selecting the applicable Roles checkbox to select, or deselect. On completion, click Submit to save your changes.


Updating Consent Access The Consent Access assigned to the team member determines if they are searchable in the ‘Allocated Assessor’ field in the Assessment Status table (refer to the 1st image), and their visibility in the View team workload consent graphs (refer to the 2nd image). Note: changing a team members ‘consent access’ does not change their ability to process any consent.

In the table below we have provided recommendations on what consent access to assign a Role in your organisation. Consent Access Recommendations

Role Land Division Planning Building Development

Approval

Planning Staff

Building Staff

Administration Staff

Finance Manager

Organisation Administrator


Based on your determination above, make the change by selecting the applicable Consent Access checkbox to select or deselect. On completion, click Submit to save your changes.


3.1.3 Update User Personal Details

Is performed to update a team members details, such as their title and/or name, or their contact email and/or phone number.


Locate the team member from the list of users or start typing their name in the Search function to return their user record.

Open the user record to make changes to their email address, phone number or position, then click Submit to save changes.


3.1.4 Deactivate a User

Is performed when a user has left the organisation, left the industry, or relocated to another council, etc. Note: a Relevant Authority must submit a User Maintenance Request Form to the PlanSA Service Desk via [email protected] before you can deactivate the user in the DAP assessment workflow. Important! Before deactivating a user, ensure all assigned applications are reassigned to a team member.


Locate the user to be deactivated using Search, or select from the table.

mailto:[email protected]


In the Edit User screen select Deactivate User and the action will be noted as complete.


3.1.5 Edit Organisation Details

Is performed to edit your organisation’s details, for example update the postal address, or contact details such as contact phone number, or email address.

Proceed to Your Organisation, then choose User Management to edit your organisation.

Select Edit Organisation to proceed.

Update the applicable Organisation details, and click Submit to save.


3.1.6 View Organisation Event History Audit

Is performed to view a history of updates made to a user and/or the organisation.

Select Event History and you will be provided with a list of changes and events, including the User impacts, who undertook the action, when the change or edit happened and what the change was; for example (see image below): Deactivate User, Create User, Edit Organisation.


3.2 Manage Conditions and Advisory Notes Overview

This topic will take you through the steps to create and manage frequently used Conditions and Advisory Notes you wish to make default or available for selection during the assessment of a consent, or in response to a referral request.

Audience

Organisation Administrator for a: • Relevant Authority • Referral Body

Learning Outcomes

• Understanding how to create reusable and frequently used Conditions and Advisory Notes

• Setting conditions and/ or advisory notes to defaults

• Editing and deleting reusable and frequent conditions and Advisory Notes

Topics

3.2.1 Create Conditions and Advisory Notes 3.2.2 Edit Conditions and Advisory Notes 3.2.3 Delete Conditions and Advisory Notes


3.2.1 Create Conditions and Advisory Notes

Is performed to create frequently used Conditions and Advisory Notes you wish to make default or available for selection during the assessment of a consent, or in response to a referral request.

Proceed to Your Organisation, then choose Saved Conditions and Notes to create a new condition and/or advisory note.

Select Create a Reusable Condition as shown below.


In the blank Condition record provide a Title for the condition, this is only a reference and will not show on the Decision Notification Form (DNF).

Choose the Type of condition (Planning, Land Division or Building).

Write the condition, then select if the condition is displayed by default or a clearance requirement by default.

Once you have completed the above steps you can click Save Changes if you want to continue to create more conditions or Save and Close to save and exit the screen.


To create an Advisory Note use Create a Reusable Advisory Note, as shown below.

In the blank Advisory Notes record provide a Title for the note, this is only a reference and will not show on the Decision Notification Form (DNF). Choose the Type of advisory note (Planning, Land Division or Building) and write the note details, and then choose to display by default or leave unchecked (no tick) to manually add as required.



Once your condition and/or advisory notes have been created and you do not wish to create anymore at this stage, click Save and Close.


3.2.2 Edit Conditions and Advisory Notes

Note: changes made to a Condition and/or Advisory Note will not update a Condition and/or Advisory Note that has been added to a consent under assessment, consent were a decision made, or added in a referral response.

Proceed to Your Organisation, then choose Saved Conditions and Notes to edit a condition and/or advisory note.

Select Show Detail against the condition and/ or advisory note to view and edit the details.

Amend the title of the condition (as required), add wording to the condition description and/or delete wording that is no longer applicable.


3.2.3 Delete Conditions and Advisory Notes

Note: deleting a Condition and/or Advisory Note will not delete a Condition and/or Advisory Note from a consent under assessment, consent were a decision made, or a referral response. Proceed to Your Organisation, then choose Saved Conditions and Notes to delete a condition and/or advisory note.

Select the Trash icon against the applicable Condition and/or Advisory Note to delete or use Show Details to view the condition and/or Advisory Note details before deleting.


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