Mind map
Small Scale Event Permit ApplicationProcess
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Small Scale Event Permit ApplicationProcess
Inquiry
- Sent to NCC Event Permits Email
- Filed into "New Applications" folder. Often sent by the contact center. Assure that the client has paid before proceeding with the file
- Time: 1-2 Days
- Filed into "New Applications" folder. Often sent by the contact center. Assure that the client has paid before proceeding with the file
- Application Print Off
- Lakshna/Andrea
- Printed off with the date received and event date outlined on the top
- Time: 1 day
- Printed off with the date received and event date outlined on the top
- Tentative File Establishment
- Lakshna/Andrea
- Event included in the Network, Outlook Calendar and CRM tracking sheet. Submitted application and supporting documents are included in the event file. Check for event overlap to address if needed
- Time: 1 Day
- Event included in the Network, Outlook Calendar and CRM tracking sheet. Submitted application and supporting documents are included in the event file. Check for event overlap to address if needed
- Consultation/Detail Confirmation
- Lakshna
- Calls client to confirm details such as: location, date, times, infrastructures, electrical access etc,.
- Time: 2-3 Days
- Calls client to confirm details such as: location, date, times, infrastructures, electrical access etc,.
- Create Permit #
- Lakshna/Andrea
- Generated in IAMIS. Added to CRM tracking sheet
- Time: 1 Day
- Generated in IAMIS. Added to CRM tracking sheet
- Site specifications and requirements
- Tiera
- Line locates, road closures, barricade plans, traffic management plans, grass cuts, sprinkler head locates are all determined
- Time: Up to 1 week
- Line locates, road closures, barricade plans, traffic management plans, grass cuts, sprinkler head locates are all determined
- Confirmation with Contractors (if applicable)
- Tiera and/or Sylvie
- Details of work to be done gets confirmed and organized with contractors
- Time: 2-3 Days
- Details of work to be done gets confirmed and organized with contractors
- 'Considerations' Development
- Lakshna
- Email sent with confirmation of event, details of the event, and next steps to finalize the permit process
- Time: 1 day
- Currently: 1-2 weeks before event Ideally: 3 weeks before event (minimum)
- Time: 1 day
- Email sent with confirmation of event, details of the event, and next steps to finalize the permit process
- Receive Payment/Insurance
- Lakshna/Andrea
- When payment/insurance is received, it is then included in the CRM tracking sheet and the Receivables folder of the NCC email
- Time: 2-3 Days
- Currently: n/a Ideally: 3 weeks before event
- Time: 2-3 Days
- When payment/insurance is received, it is then included in the CRM tracking sheet and the Receivables folder of the NCC email
- Draft Permit
- Lakshna/Andrea
- Permit is generated in IAMIS according to the considerations sent out
- Time: 1 day
- Currently: 1-2 weeks before event Ideally: 3 weeks before event
- Time: 1 day
- Permit is generated in IAMIS according to the considerations sent out
- Draft Editing Process
- Sylvie
- Event details and 'Schedule B' are reviewed and edited with further confirmed details
- Time: 1 Day
- Event details and 'Schedule B' are reviewed and edited with further confirmed details
- Finalized Unsigned Permit
- Lakshna/Andrea
- Draft is edited with changes. Final copy is printed to be given to sign
- Time: 1 Day
- Currently: 1-2 weeks before event Ideally: 3 weeks before event
- Time: 1 Day
- Draft is edited with changes. Final copy is printed to be given to sign
- Permit sent to client for signing
- Lakshna/Andrea
- Email is sent to client with permit attached for clients signature
- Time: 1-3 Days
- Currently: week of event Ideally: 2-3 weeks before event
- Time: 1-3 Days
- Email is sent to client with permit attached for clients signature
- Permit is returned
- Lakshna/Andrea
- Permit is returned and printed off
- Time: 1 Day
- Permit is returned and printed off
- NCC Staff signing
- Sylvie/Bruce
- Signatures by NCC finalize the document
- Time: 1 Day
- Signatures by NCC finalize the document
- Payment/Insurance Confirmation
- Lakshna/Andrea
- Checking for all necessary documents, payments (including performance bond) and insurance before finally sending out the final permit. If missing, client is contacted for immediate action
- Time: 1 Day
- Checking for all necessary documents, payments (including performance bond) and insurance before finally sending out the final permit. If missing, client is contacted for immediate action
- Final Permit Sent to Client
- Lakshna/Andrea
- Scanned and sent via email
- Time: 1 Day
- Currently: week of event Ideally: 2-3 weeks before event
- Time: 1 Day
- Scanned and sent via email
- EVENT
- Post-Event
- Tiera
- Only if required, but rare at this scale
- Time: Right after the Event
- Only if required, but rare at this scale
- Repair Work/Site Rehabilitation
- Tiera/Contractors
- Process occurs the same as large scale, only if damages have been made
- Time: Undetermined
- Process occurs the same as large scale, only if damages have been made
- Monitoring Report
- Tiera and Monitoring Officers
- Process occurs the same as large scale, only if necessary
- Time: 5 Days
- Process occurs the same as large scale, only if necessary
- Closure of Event
- Lakshna
- Event is finally closed on IAMIS
- Time: 1 Day
- Event is finally closed on IAMIS
- Lakshna
- Tiera and Monitoring Officers
- Tiera/Contractors
- Tiera
- Post-Event
- Lakshna/Andrea
- Lakshna/Andrea
- Sylvie/Bruce
- Lakshna/Andrea
- Lakshna/Andrea
- Lakshna/Andrea
- Sylvie
- Lakshna/Andrea
- Lakshna/Andrea
- Lakshna
- Tiera and/or Sylvie
- Pre-event (if needed)
- Tiera
- Lakshna/Andrea
- Lakshna
- Lakshna/Andrea
- Lakshna/Andrea
- Sent to NCC Event Permits Email