Construction Permit Activity Submittal through MiEHDWIS

For permit applications submitted by an external user through MiEHDWIS, the Community Water Supply (CWS) must, at a minimum, have a Certifier for the CWS in MiEHDWIS. See Contributor Role Guide for more information.

Before the External User (EU) submits the Permit Application, it will need to be certified by the Certifier.
The EU that creates the Activity will be assigned the contributor role of Activity Creator, and they will remain associated with the Activity throughout the entire process.

Application Review

The Construction Permit Activity should appear on the assigned District Engineer’s (DE) dashboard once submitted. If you need help setting up your dashboard, visit the Creating a Dashboard and Managing Saved Searches guide.
Note: The Reviewer contributor role is assigned once the Construction Permit Activity is received. Confirm this is correct during the application review and use the “Assign New Eng and then Transition to Add new Reviewer” transition if the Activity needs to be assigned to another DE. This will change the assigned Engineer and reset the Reviewer role accordingly.
DE navigates to the Construction Permit Activity through the Dashboard or the appropriate CWS and Activity.
DE reviews the Permit Application Dynamic Form (Dynamic Form) and ensures the necessary supporting documents have been submitted. Review for administrative and technical completeness.
1. Acceptable – DE transitions the Activity to “Plan Review”.
2. Unacceptable – DE transitions the Activity to “More Information Needed”.
  Timer: Transitioning the Construction Permit Activity using “More Information Needed” will pause the 14-day timer that is associated with Construction Permit Activity metrics (timer fix expected in Release 15).
  Note: To access the Dynamic Form, Click on the Dynamic Form drawer on the right side of the Activity or click on the Portal Collaboration tab and scroll to the Attachments card. Review the Dynamic Form that the EU completed using the Preview Form button denoted by an eye.

IMPORTANT: Internal users should not be modifying the Dynamic Form.

Plan Review

General Information
1. Document uploads and correspondence to occur through MiEHDWIS, as possible.
2. Utilize the built-in PDF Viewer on the PDF Review tab.
3. Plans and supporting documents received outside of MiEHDWIS should be uploaded to the Activity via the Files drawer.
Plan Review to be conducted by (1) unlicensed DE/applicable staff or (2) licensed Professional Engineer (PE).

In Review

DE reviews plans and specifications.
1. Access each file as needed to complete the review using the PDF Review tab or the Files drawer.
2. Acceptable
  1. DE manages files drawer and uploads review documents for PE, such as plan review checklists.
  2. DE transitions the Activity to “PE Plan Approval” using “2. Send to PE for Plan Approval”.
  3. DE to confirm assignee is appropriate. This transition will assign Activity to the appropriate PE according to geographical area settings.
  4. If the DE is also a PE, DE transitions the Activity to “Process Permit” using “PE – Issue Permit”.
    1. PE is recorded as the Issuer.
    2. Permit approval automatically recorded.
    3. Date Issued field set to the current date.
    4. Expiration Date set 2 years from the current date.
    5. The Portal Collaboration tab is updated with a message stating that the permit is being processed.
      IMPORTANT: The permitting process is not finished. Continue to “Process Permit” to ensure timely permit issuance.
3. Unacceptable – DE transitions to the Certifier of the Entity using “More Information Needed”.

PE Plan Approval

PE reviews plans and specifications.
1. Transitioned from DE
  1. PE receives a notification with link to the appropriate Permit Activity.
  2. PE to access each file as needed to complete the PE Plan Review step using the PDF Review tab or the Files drawer.
2. Acceptable – PE transitions the Activity to “Process Permit” using “Issue Permit”.
  1. PE is recorded as the Issuer.
  2. Permit approval automatically recorded.
  3. Date Issued field set to the current date.
  4. Expiration Date set 2 years from the current date.
  5. The Portal Collaboration tab is updated with a message stating that the permit is being processed.
    IMPORTANT: The permitting process is not finished. Continue to “Process Permit” to ensure timely permit issuance.
3. Unacceptable – PE transitions the Activity to “In Review” using “I need revisions” for the DE to provide additional information or process further with the EU, as appropriate.
  Note: Revision process repeated through DE until permit is acceptable for issuance.

More Information Needed

Overview tab > Workflow card > click the transition button for the dropdown menu to appear.
Select “More Information Needed” to transition the Activity to the Certifier of the Entity.
Certifier assigned two generic Tasks on the Customer Portal > Tasks card:
1. Revise Form – Certifier to revise the permit application dynamic form
2. Make Requested Revisions
DE to make specific revision requests using the options below. In the interest of creating a consistent experience for the external user, focus on embedded MiEHDWIS tools.
1. Portal Collaboration tab > Messages card - add a message with the detailed request.
2. PDF Review tab – utilize annotation tools to comment on PDF submittals.
3. Custom tasks generated by clicking the +ADD button on the Portal Collaboration tab > Task card.
4. PDF – a separate PDF may be upload through the Files drawer or Portal Collaboration tab > Attachments card for the EU to reference.
DE to modify the EU Tasks as appropriate to convey additional messages and highlight PDFs requiring review.
1. Click the Edit Task button for the appropriate task (Portal Collaboration tab > Tasks card).
2. Edit the Title and/or the Description to add instructions to review the message or document to the Task.
3. The Task can also be reassigned to a different role (Contributor, Activity Creator, etc.)
4. A new Task can be added in addition to the ones that were automatically generated.
  Important: A Review Form task assigned to the proper EU is required for that EU to access and edit the Dynamic Form.
  1. A Review Form task is automatically generated and assigned to the Certifier with a “More Information Needed” transition.
  2. A Review Form task can be manually generated for other EUs as needed.
EU resubmits the revised documents once the requested revisions have been completed and the Tasks checked off.

Process Permit

Draft Permit document is now generated and available through:
1. Overview tab > Permit card
2. Portal Collaboration tab > Attachments card
3. Generated Documents drawer
DE assigned Task.
1. Review draft permit for accuracy
2. Stamp and upload any necessary documents to the File drawer.
  Note: The permit document can be revised for corrections, modifications, etc. See Regenerate a Permit Document.

DE follows instructions and checks the task complete prior to transitioning.
Note: The plans and any other relevant documents will need to be stamped and locked to complete the stamping requirement. See stamping guidance available:
DE transitions to “Review Final Permit” using “Generate Final Permit for Review

Review Final Permit

DE transitions using “Generate Final Permit for Review” to generate the Final Permit document.
Note: Permit document Status set to Final and available through:
Overview tab > Permit card
Portal Collaboration tab > Attachments card
Generated Documents drawer
DE assigned Task.
Review the Final Permit document for accuracy and compare to the Draft Permit Document.
Delete the Draft Permit document.

Note: The permit document can be revised for corrections, modifications, etc. See Regenerate a Permit Document.
Important: Timely review should now be performed as the EU will be able to view the Final Permit document.

DE follows instructions and checks the task complete prior to transitioning.
DE transitions using Finalize Permit to set the status to Active.
The Construction Permit Activity is now in the Active status. The Certifier and any other roles associated with the water supply or Activity will be able to access the permit document and externally visible files through the Customer Portal.

Regenerate a Permit Document

Note that Steps 1 and 2 can be skipped if the permit is in the Draft state.

Click the Generated Documents drawer on the right side of the Activity and select the permit.

This opens the Details page for the document, where you should click Edit, change the Status from Final to Draft, and click Save.

Now you can go back to the Generated Documents drawer and delete the incorrect permit.
Click Generate in the upper right of the Generated Documents drawer. Then click the circle to the left of Community Water Supply Construction Permit to generate a permit based on the Activity details.

Make sure to change the name of the Document to match the standardized name we use for permits, change the Status to Final (or Draft if the permit was initially in Draft state), and check the box for Externally Visible (do not do this if the permit was in Draft state). The standardized permit name is MIXXXXXXX_ConstructionPermit_ACT-YYYYYY, where X = the 7-digit PWS ID, and Y = the Activity number for the permit. MAKE SURE TO PREVIEW AND CHECK THE DOCUMENT BEFORE CONTINUING!

Make sure the permit looks correct and the issue has been fixed in Preview.

If the issue has been fixed and the permit looks correct, you can then click Save, or if you'd like to immediately download a copy click Save and Download.
Click Refresh on your browser and click the permit in the Permit card to ensure the correct permit is now displayed.

Revision of Approved Plans and Specifications

EU should contact DE to determine if approval of revisions is required.
Note: See Administrative Rule 1309.
DE to discuss with the PE and/or District Supervisor if there are any questions as to whether a revision constitutes a new permit application.
EU to submit a new permit application for revisions which require approval. Construction Permit Activity Submittal through MiEHDWIS
1. The permit application must cover the complete project.
2. It is recommended that the proposed revisions are called out in the permit application, plans, and specifications.
  Important: The Facilities Summary (Activity Description) on the new permit application should reference the original permit number.
DE and PE conduct their respective portions of the “Application Review” and “Plan Review” for the complete project with revisions.
Important: The new permit activity for the revisions must be linked to the original permit activity. It is recommended to link the activities during the review process.
1. The original permit is the parent link. Go to the Link drawer on the new permit activity, select the original permit activity, and chose parent.
2. The new permit will be identified as the child link.
DE to add a condition on the new permit activity prior to “PE Plan Review” that it supersedes the original permit (reference permit number).
DE processes the new permit as normal.
1. Process Permit
2. Review Final Permit
DE closes the original permit.
1. Click the “Transition” button and select “Expire” from the dropdown.
2. A Resolution will be requested. Select “Supersede” from the dropdown. Clicking the “Expire” button will change the status to “Closed/Superseded” and cannot be undone. Click “Cancel” to navigate away from the “Expire” transition.