Zoning Online Submittal - Process and Screen Shots · Process Overview with Screen Shots Issued 9/6/201 6 Rev 3/30/2018 Page 2 of 26 Zoning Online Application Submittal preliminary

Zoning Online Application Submittal and Preliminary Review

Process Overview with Screen Shots

Issued 9/6/2016 Rev 3/30/2018

Page 2 of 26

Zoning Online Application Submittal preliminary instructions:

1. Schedule a Pre-Application Appointment with Zoning Staff prior to submitting online

applications for the following:

A. Administrative Modifications – Contact the Secretary at 561-233-5302

B. Type 1 Variance – Contact the Secretary at 561-233-5578

At the Pre-application Appointment Staff will answer any questions and provide help with

the online application process, if needed.

2. Complete pre-application appointment as above. Receive approval for application submittal

and instructions.

3. Proceed to Zoning Web page, Click on “Online Submittal” button (highlighted) :

http://www.pbcgov.com/pzb/zoning/index.htm

4. Then the screen below will allow you to either Log In or Sign Up for new users:

Proceed with all applicable instructions that follows in this manual.

U: Zoning\ADMIN\PublicInformation\ZoningWebpage\AR-PI\OnlineApplicationSubmittalRev 2018

Zoning Online Application Submittal and Preliminary Review Process Overview with Screen Shots

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Contents (Public side) – Application Entry and Submittal ...................................................................................... 3

1. Logon .............................................................................................................................................. 3

2. Apply Online > New ......................................................................................................................... 4

3. Enter PCN Section ............................................................................................................................ 5

4. Applicant & Owner Information Section........................................................................................... 9

5. Agent Information Section ............................................................................................................. 11

Screens specific to Administrative Variance Applications – Types 1A and 1B ....................................... 14

6. Request Section ............................................................................................................................. 14

7. Administrative Variance Criteria Section ........................................................................................ 15

8. Administrative Variances Section ................................................................................................... 15

9. Variance Summary Section ............................................................................................................ 16

Screens specific to Development Review Officer (DRO) Applications – Zoning / Agency Review ......... 16

10. Justification Statement Section .................................................................................................. 16

11. Current Resolution for Project Section ....................................................................................... 17

12. Submitted Plans & No. of Modifications Section......................................................................... 17

13. Concurrency Section .................................................................................................................. 18

Common Application Functions ............................................................................................................ 19

14. Attachment Section ................................................................................................................... 19

15. Print button ............................................................................................................................... 19

16. Delete My Application................................................................................................................ 20

17. Submit button............................................................................................................................ 20

18. Miscellaneous Rules ................................................................................................................... 20

19. Apply Online > Continue ............................................................................................................ 20

(Staff Side) – Preliminary Review.......................................................................................................... 21

20. Internet Submittals Finder ......................................................................................................... 21

21. Preliminary Review .................................................................................................................... 21

22. Reject Button............................................................................................................................. 24

23. Confirm Application Type Button ............................................................................................... 25

24. Fees ........................................................................................................................................... 25

25. Accept Button............................................................................................................................ 25

26. Void Button ............................................................................................................................... 26

27. Miscellaneous Rules ................................................................................................................... 26


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Application Entry and Submittal 1. Logon URL: http://www.pbcgov.com/ipzb_applications/pzb/onlinesubmittal/login.htm

a. Enter Email Address b. If user has forgotten their password, Click “Forgot your Password?” and received “Verification of

E-Mail Address” popup)

c. Re-entered email and clicked Submit. Receive message “Your password has been emailed”. d. Check email for PW. e. Return to Login screen and enter PW and click Login.

http://www.pbcgov.com/ipzb_applications/pzb/onlinesubmittal/login.htm


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2. Apply Online > New

a. Click menu “Apply Online > New” and the “Enter Application” page opens and defaults to “Development Review Officer (DRO) with “Agency /Zoning Review” unchecked.

a. Click “Variance” and check “Administrative Variance Type IA”. b. When clicking a different process, any application types checked for an existing process will be

automatically unchecked. c. Click “Variance” and check “Administrative Variance Type 1A” and “Administrative Variance Type

1B”. Receive a message “You are selecting wrong combination of applications. Do you want to select this one and deselect all previously selected?”


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d. Business Rule: only one application type may be selected at a time. e. Click “Development Review Officer (DRO)” and check “Agency /Zoning Review”. f. Click “Start” button and the “Terms and Conditions of Use” pop-up is opened. Click “I Disagree”

and it closes with no action. Click “Start” again and click “I agree” and the “Enter Application” screen is opened.

g. Business Rule: Provide instructions for applicant. Instructions are listed in the right margin. 3. Enter PCN Section

Property Map button a. Enter PCN that exists. Click “Property Map” button and it zooms and identifies the correct

parcel.


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b. Enter PCN that does not exist. Click ”Property Map” button and it opens a map and states “Parcel cannot be found”.

Property Info button c. Enter PCN that exists. Click “Property Info” button PAPA information is displayed.


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d. Enter PCN that does not exist. Click “Property Info” button and receive message “No match found”.

e. Enter PCN that exists, but do not enter the LOT. Click “Property Info” button and it shows list of properties.

Add PCN button f. Business Rule: May only Add Unincorporated PCNs or those that have an interlocal agreement

(currently only City 41 Loxahatchee Groves in the test environment. This is code table driven) g. Enter Unincorporated PCN that exists and click “Add PCN” button. The PCN is added to the list.

h. Enter Unincorporated PCN that does not exist and click “Add PCN” button. Receive error message “The PCN entered is not valid. Please re-enter or verify the PCN with the property appraiser’s office. This can be done by using the ‘Property info’ button and providing the owner/address in the search fields”

i. Enter City 41 PCN that exists and click “Add PCN” button. The PCN is added to the list. j. Enter City 41 PCN that does not exist and click “Add PCN” button. Receive error message “The

PCN entered is not valid. Please re-enter or verify the PCN with the property appraiser’s office.


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This can be done by using the ‘Property info’ button and providing theowner/address in the search fields”

k. Enter PCN that is not Unincorporated and not City 41. Receive message “Applications are not permitted for this City”

Detail link l. Click the Detail link for an added PCN and it opens the “PCN Information” page and Parcel

information is displayed.

m. On the “PCN Information” page is the “Update” button. Clicking “Update” opens the “Update PCN Owner” page. Make changes and click Save and you are returned to the “PCN Information” page where the updated information is displayed.

n. On the “PCN Information” page is the “Add Owner” button. Clicking “Add Owner” opens the “Add PCN Owner” page. Click Save before entering data and receive message that “First and Last


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Name or Company Name is required”. Make changes and click Save and you are returned to the “PCN Information” page where the new owner is displayed.

Remove link o. Click the Remove link. Receive prompt for OK or Cancel. Clicking Cancel closes the prompt with

no action. Clicking OK removes the PCN from the list. 4. Applicant & Owner Information Section

a. Click the “Add Applicant” button and the “Add Applicant Information” page is opened.


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b. Enter Applicant information and click “Save”. Receive “Save Successful” message. c. Click Close and the pop-up closes and the entry appears in the “Applicant & Owner Information”

list. d. Add multiple Applicants. Each will appear in the “Applicant & Owner Information” list.

Edit link e. Click the Edit link and it opens the “Update Applicant Information” page. Update data and click

“Save” and receive message “Save Successful”. Click “Close” and changed data is displayed on “Enter Application” page.


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Delete link f. Click the Delete link. Receive prompt for OK or Cancel. Clicking Cancel closes the prompt with no

action. Clicking OK removes the Applicant from the list. 5. Agent Information Section

a. Business Rule: The Agent and Applicant can be the same if they are a One Time Agent. In this case, leave the Agent blank. The instructions state “If you are the owner and representing your petition, you can skip Agent Information”.

Recurring Agent: b. Click the “Add Agent” and the “Add Agent” page is opened. c. Agent with single Contact: Select “Konyk Law P.A.” from the “Firm Name” dropdown. There is

only one Contact Name, Konyk Chelle, so the First, Last Name, Firm Name, Business and Mailing Address fields are automatically populated. Remove the email address and click Save and it states Email is required. Enter Email, remove First and Last Name, and click Save and it states First and Last Name is required.


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d. Enter all fields and click “Save” and receive the message “Saved Successful”. e. Click Close and the pop-up closes and the entry appears in the “Agent Information” list.

f. Agent with multiple Contacts: Selected “American Infrastructure Development” from the “Firm Name” dropdown. There are multiple Contacts, so the Contact dropdown remained empty and the Firm Name, Business and Mailing Address fields were automatically populated. Selected “Callison Rick” from the Contact dropdown and the First and Last Name, phones, and email were automatically populated.


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g. Click Save and receive the message “Saved Successful”. h. Click Close and the pop-up closes and the entry appears in the “Agent Information” list.

One Time Agent: i. Selected “New Agent” from the “Firm Name” dropdown. Entered First/Last “Greg Scruggs”,

Company “Greg Scruggs Company”, other data, clicked checkbox “Same as Business Address” in “Mailing Address” area and checked the box for “Please add my Firm Name to database for future applications”.


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j. Clicked Save and receive the message “Saved Successful”. k. Click Close and the pop-up closes and the entry appears in the “Agent Information” list. Edit link l. Clicked the Edit link. Update fields and click “Save” and receive message “Saved Successful”. m. Click Close and the entry appears in the “Agent Information” list. Delete link n. Click the Delete link. Receive prompt for OK or Cancel. Clicking Cancel closes the prompt with no

action. Clicking OK removes the Agent from the list. Check box “Your Firm Name is not in the list? Select NEW AGENT to add for now and check here if you want to be in the List for applications in the future. (Please enter all information below)” o. Business Rule: Selecting this checkbox sends and email to Zoning for vetting and subsequent

inclusion in the list by Trang. p. Add multiple Agents. Each will appear in the “Agent Information” list.

Screens specific to Administrative Variance Applications – Types 1A and 1B 6. Request Section

a. Enter the “Request”, click “Save” and receive “Save successful” message.


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7. Administrative Variance Criteria Section

a. There are five “Criteria” which each may have a Response. The default is Criteria 1. b. Enter the “Enter Response”, click “Save” and receive “Save successful” message. c. Click on each “Criteria” link that you wish to enter a Response for and enter “Enter Response”

and Save each one. 8. Administrative Variances Section Type 1A

Type 1B

a. Select the appropriate radio button and click “Add Variances” button which then displays the “Variance Information” screen.


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b. Enter all fields and click “Save” button and receive Save Successful message and it is added to the Variance list

9. Variance Summary Section

a. Enter the “Variance Summary” , “Save” and receive “Save successful” message. Screens specific to Development Review Officer (DRO) Applications – Zoning / Agency Review

10. Justification Statement Section


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b. Enter the “Purpose of Amendment” click “Save” and receive “Save successful” message. Max of 4,000 characters

11. Current Resolution for Project Section

a. Add Resolution fields and click “Add” and it is added to the “Resolution” list with a “Save successful” message.

b. Business Rule: The resolution is not validated on the add and will be changed by staff if necessary. There field is not yet available for modification on the Process Application screens.

c. Add multiple Resolutions. Each will appear in the “Resolution” list. Delete link d. Click the Delete link. Receive prompt for OK or Cancel. Clicking Cancel closes the prompt with no

action. Clicking OK removes the Resolution from the list. Resolution No. link e. Click the Reso link. Opens Reso document. Note: had to test specifically with R-2012-220

because it is on ISSQA1, and not all prod reso docs are on QA1. If the Resolution is not valid, then clicking the link will display the message “Resolution could not be found in current database”.

12. Submitted Plans & No. of Modifications Section

b. Select “Final Master Plan (FMP)” from the “Plan Type” dropdown and click the Add button and receive message “enter No of Modifications”.

c. Enter 1 in “No. of Modifications” and click Add and FMP row is added with Request text area. d. Enter text in Request area and click Save and receive “Save successful” message. e. Selected “Final Subdivision Plan (FSBP)” from the “Plan Type” dropdown and Entered 2 in “No.

of Modifications” and clicked Add. Two rows were added. f. Enter text in both Requests and click Save and receive “Save successful” message.


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g. Business Rule: Entry of “Request” text is validated on Submit only. This allows the applicant to leave a Request box temporarily empty for x “No. of Modifications”.

13. Concurrency Section

h. Select Yes radio button and “Concurrency Provider” pop-up is displayed.

i. Enter required data, click Save and receive “Save Successful” message. j. Close the Concurrency pop-up and the Concurrency radio button on the Application page is set

to “Y”, therefore “Y” indicates data has been entered. k. Click the “Conc. Info.” Link to again display the “Concurrency Provider” pop-up and the data that

was entered.


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Common Application Functions 14. Attachment Section

a. Click “Upload Document” button and the browse dialog is displayed.

b. Enter fields and browse to a document. c. Click Save and receive message “File Uploaded Successfully”. d. Click Close and the file is added to the Attachment list.

View link e. Click View link for a document in the Attachment list. The file is opened for viewing. Edit link f. Click Edit link for a document in the Attachment list. Opens “Upload Required Document” pop-

up. g. Change various fields, upload a different document. h. Save and Close and the changes are noted in Attachment list. i. Business Rule: The allowed file types for Attachments are code table driven. j. Business Rule: The max attachment size is 48MB per attachment.

15. Print button

a. Click the Print button and the application opens in another window for printing. The user then prints using the print function of the particular browser.


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16. Delete My Application a. Open a Draft application and click the “Delete My Application” button. Receive message “All

data entered on this application will be deleted permanently. Are you sure you want to delete this application?”

b. Click Cancel and no action is taken. Click OK and the application is deleted and user is returned to Enter Application Start screen.

c. Go to “Apply Online > Continue” and the deleted application is not there. d. Business Rule: “Delete My Application” button is not present for Submitted or Resubmitted

applications. It is present only for Draft applications. The “Delete My Application” button is available for both “New” and “Continue” menu items.

17. Submit button

a. Business Rule: Clicking the Submit button gives a confirmation message and sends an email to PZB. “Admin Variances” emails are going to the “Variance” group. Should “Agency/Zoning Review” go to another group?

b. Business Rule: The applicant may not make any changes to the application after it has been Submitted until after it has been Rejected.

c. Business Rule: On click of the Submit button, all required fields are validated. 18. Miscellaneous Rules

a. Business Rule: Display instructions for the applicant. Instructions are present in the right margin b. Business Rule: The application is assigned a “Reference Number” until the application is

accepted by staff. At that time it get’s the “DRO” application number. 19. Apply Online > Continue

a. Click menu “Apply Online > Continue” and the applications created by the customer logged in are listed.

b. Business Rule: Lists the applicant’s applications in Draft, Rejected, Submitted and Resubmitted status.

c. Click the “Ref No” link and application is opened. d. There are no action buttons or links for applications of status Submitted or Resubmitted. e. There are action buttons and links for applications of status Draft or Rejected.


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(Staff Side) – Preliminary Review

URL: http://pbc/epzb/ACommon_asp_html/EpzbHome.htm

Log in:

Planning/Zoning > Internet Submittals Finder > Internet Submittals Finder New 20. Internet Submittals Finder

a. Click on Planning/Zoning Rectangle/Tile

b. Click on menu “Internet Submittals > Internet Submittals Finder New” which opens the “Internet Submittals” page and lists all Submitted and Resubmitted applications

c. Business Rule: Lists Status of “Submitted” and “Resubmitted” by default and does not list “Draft”.

d. Click the “Ref. No” link and opens a view only pop-up of the application. e. Click tab for “Show Paging/Show All” which toggles between paging and scrolling f. Click tab for “Full Text/Truncate Text” which toggles between full text and abbreviated text

21. Preliminary Review

a. Click the “Review” link and it goes to the “Preliminary Review” tab. Test both a Submitted and Resubmitted.

http://pbc/epzb/ACommon_asp_html/EpzbHome.htm


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b. Displays list of the Documents attached. c. Clicking the “View Doc” link opens the Attachment. Sufficiency pop-up for Documents d. Click the “Yes/No” link in the “Is it Sufficient” column of the Documents list. This opens the

“Sufficiency” pop-up.

e. In the “Sufficiency” pop-up is a list of standard reasons. f. Enter text into the “Reason” search area and click the “Search” button to display the standard

reason(s) that contain the search text. g. Click the “Copy” link to copy the Reason text into the Reason text area at the bottom of the

screen. h. Additional free form text may be entered into the Reason text area.


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Marking Document Insufficient i. If no Reason text has been entered and the user clicks the “Not Sufficient” button, they receive

the message “Please enter insufficiency reasons” j. Business Rule: A document may not be marked “Insufficient” unless it contains Reason text. k. Enter Reason text and click the “Not Sufficient” button. Pop-up closes. Receive message “Save

Successful”. The “Is it Sufficient?” column for the document not contains “N” followed by “Edit” link.

l. The “Reason to Reject” text is displayed on the Document row.

Marking Document Sufficient m. After entering text into the Reason text area, click the “Sufficient” button. Receive message “To

mark this item sufficient, you must remove all insufficiency reasons” n. Business Rule: A document may not be marked “Sufficient” if it contains Reason text.


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o. Click the “Clear” button to clear the reason text. p. After clearing the text, click the “Sufficient” button. Pop-up closes. Receive message “Save

Successful”. The “Is it Sufficient?” column for the document not contains “Y” followed by “Edit” link

q. Click “Edit” link and the “Sufficiency” pop-up is displayed Marking Application Insufficient r. Click the “Yes/No” link in the “Is application sufficient?” section at the top left of the

“Preliminary Review” page.

s. This opens the “Sufficiency” pop-up for the application and the business rules and actions are the same as they are for marking documents sufficient/insufficient.

22. Reject Button

a. Business Rule: To Reject, at least one of the Documents or the Application but be Sufficient is N. b. Business Rule: To Reject, all of the Documents and the Application must be Sufficient is N(at

least one) or Y (no blanks are allowed an Y or N must have been selected for all) c. Business Rule: After Reject, the Rejected application is no longer listed in the Search tab d. Business Rule: Reject sends an email to applicant with rejection reasons e. Click the “Reject” button and you will receive a confirmation prompt.


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23. Confirm Application Type Button a. Click the “Confirm Application Type” button opens the “Confirm Application Type” pop-up.

b. Click the “Reference No.” link opens a view only pop-up of the application. c. Select either “Zoning Review” or “Agency Review” from the “Change application Type” drop

down and click Save. Receive a successful message and click Close which closes the pop-up. The confirmed Application Type is displayed in the upper left header.

24. Fees

a. Click the “Finalize Fees” button and it opens the “Fees” pop-up.

b. Click the “Add Fee” button to add a fee. c. Clicked the “Finalize Fees” button on the “Fees” screen and receive message “Fees have been

finalized”. The “Finalize Fees” button on the “Preliminary Review” screen changed to “View Fees”.

25. Accept Button

a. Click the “Accept” button b. Business Rule: To Accept, all of the Documents and the Application must be Sufficient is Y


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c. Business Rule: To Accept, the Application Type must be Confirmed. d. Business Rule: To Accept, the Fees must be Finalized. e. Upon successful Acceptance a confirmation message is displayed

f. Click OK and you are prompted to assign a Control Number. After assignment confirmation of acceptance message is displayed.

26. Void Button

a. Click the “Void” button and receive message “Application will be voided and if required, it can be unvoided by searching after selecting void status in search. Are you sure to void this application?”

b. Clicked ok and the “Void” button changed to “Unvoid”. c. The application no longer appears by default in the Search tab. d. Business Rule: Voiding an application must require comments.

27. Miscellaneous Rules

a. Business Rule: Upon “Reject” or “Accept” it automatically updates the Contact Log.