Small Scale Event Permit ApplicationProcess

andrea chick
Mind Map by andrea chick, updated more than 1 year ago
andrea chick
Created by andrea chick about 3 years ago
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Resource summary

Small Scale Event Permit ApplicationProcess
1 Inquiry
1.1 Sent to NCC Event Permits Email
1.1.1 Filed into "New Applications" folder. Often sent by the contact center. Assure that the client has paid before proceeding with the file
1.1.1.1 Time: 1-2 Days
1.2 Application Print Off
1.2.1 Lakshna/Andrea
1.2.1.1 Printed off with the date received and event date outlined on the top
1.2.1.1.1 Time: 1 day
1.2.2 Tentative File Establishment
1.2.2.1 Lakshna/Andrea
1.2.2.1.1 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
1.2.2.1.1.1 Time: 1 Day
1.2.2.2 Consultation/Detail Confirmation
1.2.2.2.1 Lakshna
1.2.2.2.1.1 Calls client to confirm details such as: location, date, times, infrastructures, electrical access etc,.
1.2.2.2.1.1.1 Time: 2-3 Days
1.2.2.2.2 Create Permit #
1.2.2.2.2.1 Lakshna/Andrea
1.2.2.2.2.1.1 Generated in IAMIS. Added to CRM tracking sheet
1.2.2.2.2.1.1.1 Time: 1 Day
1.2.2.2.2.2 Site specifications and requirements
1.2.2.2.2.2.1 Tiera
1.2.2.2.2.2.1.1 Line locates, road closures, barricade plans, traffic management plans, grass cuts, sprinkler head locates are all determined
1.2.2.2.2.2.1.1.1 Time: Up to 1 week
1.2.2.2.2.2.2 Confirmation with Contractors (if applicable)
1.2.2.2.2.2.2.1 Tiera and/or Sylvie
1.2.2.2.2.2.2.1.1 Details of work to be done gets confirmed and organized with contractors
1.2.2.2.2.2.2.1.1.1 Time: 2-3 Days
1.2.2.2.2.2.2.2 'Considerations' Development
1.2.2.2.2.2.2.2.1 Lakshna
1.2.2.2.2.2.2.2.1.1 Email sent with confirmation of event, details of the event, and next steps to finalize the permit process
1.2.2.2.2.2.2.2.1.1.1 Time: 1 day
1.2.2.2.2.2.2.2.1.1.1.1 Currently: 1-2 weeks before event Ideally: 3 weeks before event (minimum)
1.2.2.2.2.2.2.2.2 Receive Payment/Insurance
1.2.2.2.2.2.2.2.2.1 Lakshna/Andrea
1.2.2.2.2.2.2.2.2.1.1 When payment/insurance is received, it is then included in the CRM tracking sheet and the Receivables folder of the NCC email
1.2.2.2.2.2.2.2.2.1.1.1 Time: 2-3 Days
1.2.2.2.2.2.2.2.2.1.1.1.1 Currently: n/a Ideally: 3 weeks before event
1.2.2.2.2.2.2.2.2.2 Draft Permit
1.2.2.2.2.2.2.2.2.2.1 Lakshna/Andrea
1.2.2.2.2.2.2.2.2.2.1.1 Permit is generated in IAMIS according to the considerations sent out
1.2.2.2.2.2.2.2.2.2.1.1.1 Time: 1 day
1.2.2.2.2.2.2.2.2.2.1.1.1.1 Currently: 1-2 weeks before event Ideally: 3 weeks before event
1.2.2.2.2.2.2.2.2.2.2 Draft Editing Process
1.2.2.2.2.2.2.2.2.2.2.1 Sylvie
1.2.2.2.2.2.2.2.2.2.2.1.1 Event details and 'Schedule B' are reviewed and edited with further confirmed details
1.2.2.2.2.2.2.2.2.2.2.1.1.1 Time: 1 Day
1.2.2.2.2.2.2.2.2.2.2.2 Finalized Unsigned Permit
1.2.2.2.2.2.2.2.2.2.2.2.1 Lakshna/Andrea
1.2.2.2.2.2.2.2.2.2.2.2.1.1 Draft is edited with changes. Final copy is printed to be given to sign
1.2.2.2.2.2.2.2.2.2.2.2.1.1.1 Time: 1 Day
1.2.2.2.2.2.2.2.2.2.2.2.1.1.1.1 Currently: 1-2 weeks before event Ideally: 3 weeks before event
1.2.2.2.2.2.2.2.2.2.2.2.2 Permit sent to client for signing
1.2.2.2.2.2.2.2.2.2.2.2.2.1 Lakshna/Andrea
1.2.2.2.2.2.2.2.2.2.2.2.2.1.1 Email is sent to client with permit attached for clients signature
1.2.2.2.2.2.2.2.2.2.2.2.2.1.1.1 Time: 1-3 Days
1.2.2.2.2.2.2.2.2.2.2.2.2.1.1.1.1 Currently: week of event Ideally: 2-3 weeks before event
1.2.2.2.2.2.2.2.2.2.2.2.2.2 Permit is returned
1.2.2.2.2.2.2.2.2.2.2.2.2.2.1 Lakshna/Andrea
1.2.2.2.2.2.2.2.2.2.2.2.2.2.1.1 Permit is returned and printed off
1.2.2.2.2.2.2.2.2.2.2.2.2.2.1.1.1 Time: 1 Day
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2 NCC Staff signing
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1 Sylvie/Bruce
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.1 Signatures by NCC finalize the document
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.1.1 Time: 1 Day
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2 Payment/Insurance Confirmation
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1 Lakshna/Andrea
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.1 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
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.1.1 Time: 1 Day
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2 Final Permit Sent to Client
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1 Lakshna/Andrea
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.1 Scanned and sent via email
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.1.1 Time: 1 Day
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.1.1.1 Currently: week of event Ideally: 2-3 weeks before event
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2 EVENT
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1 Post-Event
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.1 Tiera
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.1.1 Only if required, but rare at this scale
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.1.1.1 Time: Right after the Event
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.2 Repair Work/Site Rehabilitation
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.2.1 Tiera/Contractors
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.2.1.1 Process occurs the same as large scale, only if damages have been made
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.2.1.1.1 Time: Undetermined
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.2.2 Monitoring Report
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.2.2.1 Tiera and Monitoring Officers
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.2.2.1.1 Process occurs the same as large scale, only if necessary
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.2.2.1.1.1 Time: 5 Days
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.2.2.2 Closure of Event
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.2.2.2.1 Lakshna
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.2.2.2.1.1 Event is finally closed on IAMIS
1.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.2.1.2.2.2.1.1.1 Time: 1 Day
1.2.2.2.2.2.3 Pre-event (if needed)
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