Entering a New Development Permit Application

  • Click Create New in the Development Permits module on the Home Page.



  • The Search for Land Parcel window displays.



  • The Search for Land Parcel window searches for a parcel using the Smart Search tab or manually adds a parcel. By default, the Smart Search tab displays.


Smart Search


The Smart Search stores information about the land parcel to add to the development permit application, and searches for land parcels that match the specified criteria. 


  • Enter in the information regarding the parcel in the Smart Search field. 
  • The Search Hints Help icon to the left of the Smart Search field generates hints. 



  • The program generates a list of parcels matching the criteria inputted in the Smart Search field. No records are displayed if the search criteria did not find any matches. 

  • Click on the radio button in the Add column to select the record & click OK .

  • The Development Permit module opens. The application uses the parcel tax roll to populate the Land Parcel tab fields.


Add an Application Manually


Add a land parcel manually if the parcel does not have a roll number and cannot be found in the tax system. 

  • Click Add Manually at the top of the window & click OK. 



  • The Development Permit module opens. A blank application displays and you can manually enter the land parcel information.


Tabs for Permit Development Application


Completing a development permit application involves working through a number of tabs where text fields, drop down lists, multi-select lists, radio buttons, and tax system or MuniSight integration points can be used to populate the application.


By default, a new development permit application opens to the Land Parcels tab and the fields are populated with information from the tax system for the land parcel selected. The fields will be blank if no land parcel is selected.




STEP 1: Header information


At the top of the window, the status, application number, applicant(s), safety codes, officer, date received, fees and inspections display in the header.



  • Status: displays “New” until it is changed on the Application Information tab.
  • Application Number: displays “Unassigned” until saving the application or until manually assigning an application number.
  • Applicant: displays “Unassigned” until applicants are added in the header or on the Application Information tab.
  • Safety Codes: displays the number of safety codes added to the application. Hover the mouse over the link to see a summary of the safety codes added.
  • Officer: auto-populates with the default Development Officer’s name defined in the Setup, or if undefined, the current user's name.
  • Date Received: auto-populates with the current date.The year of this date controls the application number that is assigned to the application. Verify the date is correct before saving the application or before manually assigning an application number.
  • Fees: displays the number of fees submitted for the application. Hover the mouse over the link to see a summary of the fees.
  • Inspections: displays the number of site inspections added to the application. Hover the mouse over the link to see a summary of the inspections.


STEP 2: Land Parcels Tab


The Land Parcels tab includes information specific to the land parcel. Much of the Parcel Information, Legal Land Description and Owner(s) details can be pulled from the municipality’s tax system. Any fields that do not auto-populate from the tax system can be manually populated using the text fields and drop down lists. Save the tab after making changes.



New +Click New + to search for and add additional land parcels to the application. 


Parcel InformationClick the View Land Parcel in MuniSight icon next to the Roll Number field to open MuniSight.


Owner(s)

  • Click on an owner to edit or delete the existing owner information.
  • Click Add New to manually add information for a new land owner.


Adjacent Object(s)

  • Use the drop downs and text boxes to track adjacencies.

  • Using the multiple link.

    • Click the multiple link next to the drop down list to select multiple adjacent objects. 

    • Check all adjacencies that apply.

    • If the adjacent object is not in the list enter text into the Ad Hoc Entry field and click the add link. Ensure that it is checked.
    • Click OK.



STEP 3: Land Characteristics Tab


The Land Characteristics tab includes information specific to the use, physical characteristics, and services of the land parcel(s) in the application. Enter the information you want to track and click Save.



Existing Use and Proposed Use: enter brief consistent descriptions that can be used for reporting. E.g. Vacant, Single Family Residence, Garage.


Physical Characteristics:

  • Use the drop downs and text boxes to add physical characteristics.

  • Using the multiple link.

    • Click the multiple link next to the drop down list to select multiple types. 

    • Check all types that apply.

    • If the type is not in the list enter text into the Ad Hoc Entry field and click the add link. Ensure that it is checked.
    • Click OK.


STEP 4: Application Information Tab


The Application Information tab includes information specific to the application and decision details. Use the text fields, drop down lists and date fields to manually populate data on this tab. Define which fields are visible or hidden in Setup.



If there is no applicant in the application, the Add New Applicant window will display, instead of the Applicant Information tab. Add an applicant, click OK, complete the fields on the application information tab and click Save.


Application Information

  • Categoryused in reporting to group similar applications. 

  • Bylaw: controls which Permitted and Discretionary Uses are available in the drop down lists. The default bylaw is automatically selected when a new application is created. Click the Edit tool to select a different bylaw.

  • Zoning: populates based on the zoning pulled from the tax system on the Land Parcels tab. Go to the Land Parcels tab to change the zoning.

  • Permitted Uses or Discretionary Uses: uses available are based on the zoning of the land parcel. A Sign permitted use displays the Sign tab after the application is saved.

  • Dev. Description: allows up to 750 characters.

  • Calendar: next to every date field. Opens a calendar for easy selection of a date. Click Close to close the calendar.  

  • Reminder: next to every date field. Opens the Add Reminder window.

Decision Information

  • Auto date calculations can be configured for any date field.


STEP 5: Sign Information Tab


The Sign Information tab is available once a Permitted Use or Discretionary Use that are types of signs, is saved under the Applicant Information tab. 


The Sign Information tab includes information specific to signs. Use the text boxes, drop down lists and radio buttons to manually populate data on this tab and click Save.



STEP 6: Adjacent Landowners Tab


The Adjacent Landowners tab includes a place to list landowners adjacent to the development by searching for them in the tax system or importing them from MuniSight.


Refer to the Add an Adjacent Landowner How-to, for more information. 




STEP 7: Referral Agencies Tab


The Referral Agencies tab includes a place to list referral agencies and track when notices were sent to and comments received from the referral agencies.


Edit Referral Agencies

  • Click Edit to select referral agencies to add to the application.



  • Click the Add Manually tab to manually add an ad hoc referral agency to this application. The Add Manually tab displays. Enter the information for the referral agency and click OK. 
  • The Current tab displays. Verify the new referral agencies are added on the Current tab. 
  • Click OK and Save.


Update List

  • Referral Agencies must be added to the Referral Agencies tab to use the Update List link.



  • Click the Update List link to update notice tracking information for the referral agencies.



  • Click the Down arrow to expand the Agency list.

  • Select the first agency you want to update. Press and hold the CTRL key and select the remaining agencies to include in the update. 

  • Click the Up arrow to close the list.

  • Check the checkbox next to each field you want to update and enter the values. 

  • Click OK and Save. 

  • All the referral agencies selected for the update will display the same information. 


STEP 8: Comments Reminders Tab


The Comments Reminders tab includes a place to post internal comments about the application and reminders about tasks or dates. Internal comments and reminders are not added to notices or reports; they are only available in the PD application.



Internal Comments

  • Click the Add New link next to Internal Comments to add comments. 



  • Complete the fields:
    • How 
      • System Notification: the notification stays within PD.
      • Email Notification: The notification can be sent to a PD User's inbox.
    • What 
      • Subject: displays the application number and the subject.
      • Details: displays the body of the message.
  • Click OK and Save.


Reminders

  • Complete the fields:
    • Click the Add New link next to Reminders to add reminders. 
    • When:
      • Relative Date: use the drop downs to define a relative date to send the notification.
      • Specific Date: select a specific date.
    • How 
      • System Notification: the notification stays within PD.
      • Email Notification: The notification can be sent to a PD User's inbox.
    • What 
      • Subject: displays the application number and the subject.
      • Details: displays the body of the message.
  • Click OK and Save. 

STEP 9: Conditions Notes Tab


The Conditions Notes tab includes a place to add conditions and notes specific to an application. These can be added to notices generated for an application.




Add a New Condition

  • Click the Add New link next to Conditions to add a condition.



  • Select the conditions to add and click OK.
  • Click the Add Manually tab to add a custom condition.
  • Enter the text for the custom condition in the Application Condition field on the right side.



  • Select the Yes radio button next to Bold to make the condition bold in notices generated for this application.
  • Click the Calendar icon next to Condition Met to track when this condition was met.
  • Click OK twice and Save. 


Modify a Condition

  • Click an individual condition, either from the Conditions Notes tab or from the Added tab of the Add Conditions window.
  • Modify the condition in the Application Condition field. To revert back to the original condition text, highlight the text from the Base read-only field, copy and paste it into the Application Condition field.


Delete a Condition

  • Click an individual condition, either from the Conditions Notes tab or from the Added tab of the Add Conditions window.
  • Click Delete, confirm and Save. 


Add a New Note

  • Click the Add New link next to Notes to add a note. 
  • Check the notes you want to add and click OK. 
  • Click the Add Manually tab to add a custom note. 
  • Enter the text for the custom note in the Details field on the right side. 
  • Click OK twice and Save. 


Modify a Note

  • Click an individual note, either from the Conditions Notes tab or from the Added tab of the Add Notes window.
  • Modify the note in the Details field.
  • Click OK twice and Save. 


Delete a Note

  • Click an individual note, either from the Conditions Notes tab or from the Added tab of the Add Notes window.
  • Click Delete, confirm and Save. 

STEP 10: Notices Attachments Tab


The Notices Attachments tab includes a place to display notices generated by PD for an application and a place to add additional attachments relevant to the application. 



System Letters & Notices

  • To add or preview a new System Letter & Notice see the Generate a Notice How-To document. 


Add a New Attachment or Document

  • Click the Add New link next to Attachments and Documents.



  • Enter a name and relevant details. 
  • Select a file in the document field. 
  • Click OK and Save. 


Preview an Attachment or Document

  • Click on an attachment under Attachments and Documents.
  • Click Preview to preview the notice.


Delete an Attachment or Document

  • Click on an attachment under Attachments and Documents.
  • Click Delete, confirm and Save. 

STEP 11: Dashboard Tab


The Dashboard tab displays a summary of activity for the application.



STEP 12: Manually Change Header Information


At the top of the window, in the header information manually assign an application number, assign an applicant, select safety codes, assign an officer, assign a fee and define inspections.



Application Number: Click on the word Unassigned next to App # to open the Change Application Number window and manually enter an application number.



Add Applicant(s): Click on the word Unassigned next to Applicant to open the Add Applicant(s) window and add a new applicant(s).



  • There are three ways to select an applicant: land parcel owners; smart search; or add manually.
    • If the landowner is the applicant check the checkbox next to the land owner(s) that is the applicant and click OK.
    • If the applicant is not the landowner, but exists in the tax system or PD search for the applicant on the Smart Search tab and click OK.
    • If the applicant is not the landowner and does not exist in the tax system or PD enter the details for the applicant on the Add Manually tab and click OK.
    • Click OK and Save. 


Safety Codes

  • Click on the link next to Safety Codes to add or edit safety code(s).



  • Move your cursor over a record and click to open the Edit Safety Codes window. Update the information and click OK. 



Officer

  • Select the name of an officer using the Officer drop down list.


Date Received

  • Click in the text field or click the Calendar icon to select the date when the application was received. Navigate using the right and left arrows or drop down lists.