Responding to a Supplement Application

Build Cover Letter Screen

Response Letter Screen

Sample Response Letter

Responding to a Permit Application

The final activity of the application process takes place when a Responder is alerted that all reviews are complete. A Responder can now build the response to alert the applicant team of the review results.

NOTE: BEFORE ISSUING A PERMITTEE NAME CHANGE SUPPLEMENT, it is HIGHLY recommended that Reviewers/Responders ensure there are no other process supplements for that permit. If a Permittee Name Change supplement is issued with when other process supplements exist for that permit, the appropriate individuals (previous and/or new Permittees) may or may not be able to access those in-process supplements.

To build a response to an applicant

1.      Click Work Queue/My Supplements to locate applications assigned to you.

2.      In the Pending Response section of the Work Queue, click the application number to open the Supplement Application Information screen.

3.      Click the Action button dropdown and select Build Response. The application status changes from Under Review to Building Response.

Response Comments

1.      Click on the Work Flow tab then click the Response Comments tab. The Response Comments screen displays.

2.      Use the dropdown box in the Include column to select Yes or No as needed for each comment listed. Click Save.

3.      Click Edit to add review comments as the Responder. Use the selection screen to select and apply comments.

4.      After including or adding comments, click Save.

Response Conditions

1.      Click the Work Flow tab then click the Supplement Conditions tab to view all conditions reviewers added to the application. The Supplement Conditions screen displays.

2.      Use the dropdown box in the Include column to select  Yes or No as needed for each condition listed. Click Save.

3.      Click Edit to add response conditions as the Responder. Use the selection screen to select and apply conditions.

4.      After including or adding conditions, click Save.

Response Cover Letter

1.      Click the Work Flow tab then click the Response Cover Letter tab. The Response Cover Letter screen appears.

2.      Click the Anticipated Response Status dropdown. Select the appropriate response.

3.      Click the Response Type dropdown. The standard text for the selected response letter appears in the Edit Cover Letter section.

4.      Edit the text as needed. Be sure to fill in all missing information.

5.      Click Save & Next. A new Workflow tab appears: Response Letter.

Supplement Information

1.      Click the Supplement Information tab. The Supplement Information screen appears. The supplement number and issue date display.

2.      When appropriate, enter the Received Recording Notice date and Supplement Recorded date.

3.      Click Save.

Level of Effort

1.      On the Work Flow tab, click the Level of Effort tab. The Level of Information screen appears.

2.      Enter the total number of hours it took to complete the review.

3.      Click Save.

Post Response

1.      On the Work Flow tab, click the Response Letter tab. The Response Letter screen displays the response letter. To change the letter, click the Response Cover Letter tab and edit the letter as needed.

2.      The Action menu contains the Approver option. If an Approver is needed for this application, click Approver. Use the selection list to apply an Approver for this application. Click OK to forward the application to the Work Queue of the assigned Approver.

3.      If no Approver is required or when all Approvers have completed, click on Generate Supplement from the Response Letter screen. The Supplement screen is displayed.

4.      Click on the Post Response button. If you are not a Responder who is also an Authorizer, there will be no Post Response button. You will need to send the response to the Authorizer.

5.      Upon clicking on Post Response, the system will prompt you for verification before posting the response. When you click on OK at the prompt:

·        The Supplement page will re-display.

·        The status will be Supplement Issued.

·        A .pdf of the supplement will automatically be attached to the supplement.

·        An Email will be sent to the Applicant Team with the .pdf of the supplement attached.

·        If this is a Permittee Name Change supplement, then both the previous Applicant Team and the new Applicant Team should receive an Email notification regarding the issuance of the supplement.