Understanding Reference Data in Systems: Types and Maintenance

1. 4.0 Reference Data (4.0 Transactional vs. Reference Data & 4.0 Types of Reference Data) • After this class, you will be able to: • Understand the concept of reference data and its role in the system • Identify the different types of reference data • Look up and locate reference data • Understand the difference between transactional and reference data • Add a contact • Disable a piece of reference data • Set a piece of reference data to primary

2. 4.0 Transactional vs. Reference Data Transactional Data Individual records need to have certain data entered, like an Address, in most cases. Each individual record can be thought of as a ‘transaction’. Data is added to a single, individual record, either at the time of application intake or throughout the lifecycle of the record. This data is called transactional data. Transactional data is specific and is only available to the individual record.

3. 4.0 Transactional vs. Reference Data Reference Data Specific pieces of data can be stored in reference data libraries. This data is called reference data. Users can search through the reference data library to review the reference data or reuse the data for individual records. Reference data is permanent & searchable. Some reference data libraries are maintained by the ePermitting Program for jurisdiction and contractor use, like certain Licensed Professionals. While other reference libraries are maintained by each individual jurisdiction, like Contacts.

4. 4.0 Transactional vs. Reference Data Transactional vs. Reference Data Transactional data can come from a reference data library. If transactional data comes from a reference data library, it will not automatically update when the reference data is updated. But some data can be ‘synched’ with the reference data. Transactional data is not linked to the reference data library but can be used as a starting point to be added to, like including a current phone number or email address for a Licensed Professional. Transactional data can always be added to, updated, and deleted from the record.

5. 4.0 Transactional vs. Reference Data Transactional vs. Reference Data Transactional data does not need to stem from a reference data library. Transactional data can be hand-entered on each individual record. Benefits of using reference data Consistency of data across all records. Record List tab for reference address library. Conditions can lock addresses, parcels, owners, licensed professionals. Example:The address does not exist in the reference address library. Be sure to add the address first in the reference address library and draw from it.Then a search can be conducted for the address and all relevant records will be returned. In this example, if your master list of addresses is not maintained in Automation, you will first want to update the address in your jurisdiction’s address repository master list (GIS system, etc).

6. 4.0 Transactional vs. Reference Data • Maintaining Transactional Data for a Record • Address • Not required on application intake (V360 or ACA) but will validate if entered • Can be added later in the lifecycle • Can be ‘synched’ with reference data – remember to Save! • Only 1 primary address

7. 4.0 Transactional vs. Reference Data • Maintaining Transactional Data for a Record • Parcel • Not required on application intake (V360 or ACA) but will validate if entered • Can be added later in the lifecycle • Transactional parcel and parcel attributes cannot be edited • Only 1 primary parcel

8. 4.0 Transactional vs. Reference Data • Maintaining Transactional Data for a Record • Owner • Not required on application intake (V360 or ACA) and does not validate • Can be added later in the lifecycle • Can be ‘synched’ with reference data – remember to Save! • Only 1 primary owner

9. 4.0 Transactional vs. Reference Data • Maintaining Transactional Data for a Record • Licensed Professionals • Not required on application intake (V360 or ACA) but will validate if entered • Signing Supervisor must be confirmed in V360 • Can be added later in the lifecycle • Only 1 primary Licensed Professional • C of O report: must include LPs in ASI Table ‘RESPONSIBLE PARTY’

10. 4.0 Transactional vs. Reference Data • Maintaining Transactional Data for a Record • Contacts • ‘Applicant’ is a required contact on application intake (V360 and ACA) • Can be added later in the lifecycle • Primary contact

11. 4.0 Transactional vs. Reference Data • Maintaining Transactional Data for a Record • Standard Comments • Standard Comments are available in a variety of locations with • comment fields: • Updating workflow tasks • Entering inspection results • Completing guide sheets • Placing a condition on an object • Internal Comments portlet

12. 4.0 Types of Reference Data There are 6 different types of reference data • This class will cover the maintenance of reference data for: • Licensed Professionals • Contacts • Standard Comments • Public Users • The maintenance of Address, Parcel, Owner reference data will be covered in a later class.

13. 4.0 Types of Reference Data Maintenance of License Professional (LP) Reference Library • What are LPs used for? • Certain LPs are maintained by the State ePermitting Program for every jurisdiction and contractors to use. • Before contractors can apply for and purchase permits in ACA, they must do the following: • Register for an ACA account • Associate their license(s) to their account • Jurisdictions can use the LP reference library for license validation and to associate the appropriate • LPs to each individual record. • Maintenance • The LPs provided by the State are loaded into each jurisdiction’s instance of the ePermitting System on a routine basis: • Electrical, Plumbing, Boiler, Combo, Solar Systems Installer, Water Heater Installer, Water Treatment Installer, Elevator trades licenses (Building Codes Division) - NIGHTLY • CCB licenses (Construction Contractors Board) – NIGHTLY • Architect licenses (Oregon Board of Architect Examiners) – MONTHLY • Engineer licenses (OSBEELS) – NIGHTLY • Each time a license load takes place, existing reference data is wiped out. That means that if your jurisdiction adds additional information to a reference license holder, it will be wiped out during the next license load.

14. 4.0 Types of Reference Data Maintenance of Contact Reference Library What are Contacts used for? Contacts help describe the people that are involved with each record. Contacts can list pertinent information including address, phone number, email address. Maintenance The Contacts reference library is maintained by each individual jurisdiction. The State ePermitting Program can provide a one time load of contacts a jurisdiction may already have.

15. 4.0 Types of Reference Data Maintenance of Standard Comments Reference Library What are Standard Comments used for? Standard Comments are pieces of standard language that can be inserted into “comment” fields in various places in the ePermitting system for an individual record. The “comment” fields can be visible in ACA to provide communication to the customer. Maintenance The Standard Comments library comes with state-wide “write it / cite it” language and state-wide code references from the current ORSC (2011). The Standard Comments state-wide language will be updated for your jurisdiction by the State ePermitting Program when there are code changes or updates to “write it / cite it”. In addition to the existing state-wide language, each jurisdiction can have their own Standard Comments Group called “Jurisdiction”. The State ePermitting Program can provide a one time load of each jurisdiction’s Standard Comments. The jurisdiction is responsible for maintenance thereafter. The upload of the state-wide language will wipe any agency-specific standard comments that are not stored in the “Jurisdiction” comment group.

16. 4.0 Types of Reference Data Maintenance of Public Users Reference Library What are Public Users used for? Each ACA registered user is a “Public User”. You can view the reference library of Public Users and also associate a Public User to an Owner to allow property owners to apply for and purchase permits through ACA. Maintenance Public Users maintain their own accounts. Supervisors can access Public User accounts for viewing and assisting customers with password resets. The State ePermitting Program Help Desk also assists Public Users on a regular basis. Jurisdictions must maintain their association of Public Users with their Owners.

17. 4.0 Types of Reference Data How can Property Owners use ACA to apply for or purchase permits?

18. 4.0 Types of Reference Data How can Property Owners use ACA to apply for or purchase permits?

19. 4.0 Types of Reference Data Using Transactional Data or Using Reference Data Records can be created with transactional data or reference data. Best practice is to always pull from reference data.