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User Manual - Department of Sustainability and Environment
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1. 143 Electronic Documents See E Documents Electronic Notification ccc cccccececeeeeeeeeceeeeeaes 12 email notification of change in case ownership 12 Extractive Industry Development Act 1995 5 XUAN CU nE de Rees 6 faults FOCOLGING ccschisianhtrenconchuataniwatiucdeet ertrgeimeniann 141 UNO A CASO eto eie dea ah Sia eta ta eta 21 135 Flora and Fauna Guarantee Act 1988 5 Frequently Asked Questions c scceceeeeeeees 135 General WMO rrisnin ae a curs 11 141 GIOSSAMNY ipse e a a ai 145 mane ieee EN E 6 OCI JIM PA E N EET 16 EOOGING OQUE aeoiee a 17 modification requests FOCONGING erreia a S 141 MPV SUDDIOCESS ccticcvivsiediatederroerese pecetnacasnerrws 63 Application Conforms to Workplan 65 Attach Workplan Conformance letter 65 Authority Workplan Conformance response 67 Conformance letters ccccceeeececeeeeeeaeeeees 66 editing Case Details cccceceececeeeeeeeeeeees 65 Initial Registration cc cece sees eeeeeeeeeeeeseseness 63 Major VarlanG icc ices ds ceatenicoerwtiasaceatanss 66 Minor Variance ccccececeeeeeeeeeeeeeenees 65 FCCORG IMI W 2canestesccsaemanceeerrnaenaniustneasnensee isle 64 Register Public Land Owner Consenrt 65 Workplan Conformance cccceceeeeneeeeeee eae 65 Workplans for MPV Applications 06 64 Multi
2. a Cigame Sice L ntire 136 Metadata Report Bioregional Conservation Status of EVCs at 1 100 000 EVC BCS100 Unique ld ANZVIO80300263 7 DATASET Title Bioregional Conserration Status of Evils at 1 100 000 Caustodian Deparment of Natural Resources and Environment Jinise oii wicioria DESCRIPTION Albstract his is a denyed dalsi that dehneales th Giareginal Conservation Slatus oes The dataset is derved from a combination of both victorian beoregions RIOREGIOO and the extant PW dataset YE ChIP woh an assinned conservation stabs on ihe hasia of a a Document Dina ne ch fai wz 3 4 7 Record the Spatial Extent of the Application In the main Workflow Manager click on the link Record Application Extent This will open the SPCMS Mapping window You will notice that the municipality that you selected is set as the zoom extent and is highlighted yellow Using the search and zoom tools described above locate the general area which the application refers to The application extent is the spatial representation of the area subject to the application This may include a whole parcel number of parcels or a part of a parcel Where the application extent is not clearly defined the cadastral parcel will be used as the application extent There are two ways of recording the application extent either using the Copy Selected Parcels as Application Extent or Capture Freehand Polygon Parcels tools Copy Sel
3. 4 Se S SCSC C CS SCS lt S SCt 3 2 4 6 Final Comments y Workflow Request Information from Action Officer Netscape WorkFlow Manas er Case SPU00E1S Step Case Manager requires comment from Action Officer Sr Dril Down Site Vegetation Site Assessment My Recommendations Met Gain Summary Final Comments Response Type Planning Permit Application Section 55 Proposed Use NVR Instructions Do this ile Reply ssn0 2002 Replied Date Draft Final Draft Action Response none Comments Full Screen MORE IMFO ATTACH OCS CLOSE SAWE You must mark your Final Comments as Final so that they are available for the Case Manager to use in constructing the whole of Department Response as explained in the AO Recommendations section Version 2 2 Page 87 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 2 4 7 Editing details in the native vegetation workflow 3 2 4 7 1 Changing the spatial extent of a zone Click the Map link next to the zone that you want to change in the Site Assessment screen This will open the SPCMS Mapping window Use the Capture Freehand Polygon Features it tool as described in Section 3 4 8 to change the shape of the polygon Once you have completed the mapping process close the SPCMS Mapping window Note You will then need to re complete the Zone Workflow and to re enter any information that mi
4. Document Done The Non Referred Clearing tab is dealt with in the Workflow Manager Section 3 2 5 The SP Coordinator Case Manager and Action Officer tabs are like your Out Tray This function allows SP Coordinators to track the progress of a case It also allows Case Managers and SP Coordinators to reassign cases and to completely change the case ownership This is different to reassigning a case within the Portfolio Manager To reassign a Coordinator Case Manager or Owner click on the links at the bottom of the page aes Case Register Netscape Portfolio SP Coordinator Cases Case O Mgr Ruth Macdonald Ruth Macdonald Only Case Manager Feter Brenton Feter Brenton Feter Brenton Ruth Macdonald Ruth Macdonald Ruth Macdonald D Owner Ruth Wacdonald Ruth Macdonald Only Case Manager Ruth Wiacdonald Peter Brenton Peter Brenton Peter Brenton Ruth Wacdonald Ruth Wiacdonald D Case SPOO00574 SPOOQE1 1 SP000565 SP000541 SPO0005 1 SPO000572 SP000573 SPOO00575 SP000618 O Applicant Proposed Use J Lo John Simpson John Singleton Walter Robert tom Jones Subdivision of land with no native vegetation Proposed native vegetation removal Figgery Establishment Subdivision into 2 ha blocks for residential Purposes HR Officer O Reply By 2409 2002 S1402002 OV aoeooe OS mie 2002 214902002 22 09 2002 22 70 2002 2
5. Main Site Instructions 40 Recommendations Dept Reply Authority Decision Appeal Action Log E Documents Notes Case SP000618 Reply By 2371072002 Instructions Conduct native vegetation assessment Hard Copy Documents To Follow Details No r Action Officers Add DELETE User Id Given Hame Surname Business Accredited Primary HVA m s Ruth Macdonald Catchment amp Land Management Yes Yes C smm Scott Manley Crown Land Management Yes Notes Primary Native Vegetation Assessors NVA cannot be deleted from a case An Action Officer cannot be deleted if they have any spatial information recorded against them e g Zones CLOSE SAVE help Fy p Document Done AO Recommendations This screen lists each of the Action Officer responses including their comments and conditions and whether they are still working on the case or not ie draft final status AOs can use this facility to collaborate on their respective responses and streamline their individual response AO Recommendations Netscape J 0 x AO Recommendations Logout Ruth Macdonald Main Site Instructions AO Recommendations Dept Reply Authority Decision Appeal Action Log E Documents Notes Case SP000575 Slate a Version 2 2 Page 25 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Dept Reply This page comprises the consolidated whole of Department response to the applicati
6. More Info and this will generate a letter requesting more information which will be sent to the referral authority Version 2 2 Page 56 of 1 15 08 03 Statutory Planning Case Management System User Help Manual WorkFlow 72 Netscape WorkFlow Mea eh Case SPOUUH11 Step Generate hore Information from Referral Authority Letter Generated Letter Itf documents output ppa_request_for_info_mm6 rtf ATTACH DOCS CLOSE SAVE an b Document Done 45 Click on the link to view the letter You may need to edit some of the details or insert additional information into this letter as it is based on a template When saving the amended letter you should save in doc format not rtf as the file size is smaller WorkFlow 71 Netscape a Ioj x WorkFlow niin Case SPUUUb11 Step Information Receved from Referral Authority E Information Received 2500n From Authority WITHDRAW CASE ATTACH DOCS CLOSE 54WE help about ar Document Done 4 Type the date you received further information and if possible attach the document containing the further information using the ATTACH DOCS function Once the approval status of the Department Response is marked as Final the system will generate the Department letter Generate Department Letter This screen calls upon a template file for producing a standard letter containing the Department s response to the Application including both Comments
7. 1 3 metres above ground level threshold measurement as indicated in the EVC bioregional benchmark Tree The arrangement of old trees within the remnant patch or parcel of land Scape Density Tree Canopy The projective foliage cover of trees within the zone The projective Cover foliage cover is defined as the percentage of the sample site occupied by the vertical projection of foliage only Trees contributing to the canopy are those reaching 80 or more of their mature height as defined within the EVC bioregional benchmark description Understorey All vegetation strata subordinate to the canopy including immature Canopy trees Recruitment is defined as the establishment of individual plants beyond the initial seedling or early germination stage and for at least the full annual cycle of seasons since germination or first establishment Cover of weeds The cover of non indigenous plants which is combined with the proportional representation of high threat species making up that weed cover to determine the weed score Organic Litter Organic litter is defined as both coarse and fine plant debris and organic material such as fallen leaves twigs and small branches less then 10 cm in diameter Logs Logs are defined as timber fallen to the ground substantially detached from the parent tree with a diameter gt 10cm and are measured by estimating the combined length of logs within a 1000 m sample Cut stumps gt 10 cm in diamete
8. 3 Actioning cases within the workflow manager Although for the purposes of this manual they are treated separately they should all be seen as part of a continuous process within the workflow manager Electronic document management is an intrinsic part of creating and actioning cases The process involved in actioning cases is a continuation of the process that initially set up the case Using the workflow manager driven by well defined business rules effectively eliminates the need to you to be familiar with the steps required to deal with each referral type 3 2 1 Electronic Document Management The workflow manager requires that documents associated with the case be captured in electronic formats This ensures that essential documents for the case are readily available to all DSE officers involved with the case At certain steps in the workflow you will be required to attach a document to the case before you can proceed to the next step These steps are known as Mandatory Document Capture Points and are discussed in more detail below As well as the mandatory document capture points you can add other relevant documents at most steps in the process Electronic document features are accessed manually via the E Documents Tab on the case details screen See Section 3 1 2 From this facility you can view documents attached to the case or add new documents to the case Note that once a document has been attached to the case it cannot be remo
9. All Active Cases at the bottom of the Case Status List Version 2 2 Page 19 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 1 1 Features of the Portfolio Manager y Stat Planning Portfolio Manager Netscape O X File Edit View Go Communicator Help T Z 3 4 a gt amp 2 Back Forward Reload Home Search Netscape Print Security Shop Stop lf Bookmarks Location http 77203 21 120 267stat_planning porttolio dsp_porttalio cfm ql What s Related Forttalia Portfolio Manager Create Case All Active Cases LGA Registered Cases Auth Ref Step O Case Step Source No Applicant Proposed Use Dept Response 5 SP000541 Dept Response petal SHIRE 40000 John Singleton Piggery Establishment Generate Department Letter i SPoo0575 Generate BASS COAST SHIRE dua malter Roben Subdivision into 2 ha blod Depatment Letter COUNCIL for residential purposes subprocess P SPOOGG1IE Dept Response enna elle Z222 tom Jones NVR Information Required From Action Oficer 5 MACEDON RANGES SPOOOG 59 Dept Response Si Coen Z222 Murphy Vineyard develapment Information Required From Case Ai ERR SES Manager 4 SPOOOY IS Dept Response See Galen 2222 John Smith Vineyard establishment Generate More Info Auth Letter D BAw BAw SHIRE R E E E SPOOUT4S Dept Response Santen 11 Loser information centre site Totals Withdrawn d completed 2 All Active Cases 6 SS CLOSE help about PESE
10. Application Layer polygons in this process 8 Then click the Continue gt button to move to the Similar Case Inquiry Spatial screen Version 2 2 Page 130 of 1 15 08 03 Statutory Planning Case Management System User Help Manual pa Similar Case Enquiry Spatial Netscape Eje E What s Related z T Bookmarks A Location htto 203 21 120 26 stat_planningreporksimilarcase_ select cha freportT ype spatial Similar Case Enquiry Spatial Logout Ruth Macdonald The spatial drilldown on your selected extent has discovered 43 cases that will be used to restrict the case list Report Heading Enter your report heading here Output Format HTML Field Sort Order Sort Direction Selection Criteria SP case Ee C E a T Pv Reterencenumer pA Eoo a IT Authority Reference Number B B ue Status Action Officer Reply a Current Step Approval of Letter by Delegate Approve PSA Proposed Use Description _ m E Proposed Use Area i sa Area ALPINE RESORTS O Responsible Authority E B ALPINE SHIRE ANGLICAN CHURCH OF a Municipality nn I atl ao a ua a or Fl a eel a A ee a D Note at the top of the screen the number of cases found within the spatial extent of the polygon you created is listed 9 The functionality of this screen is very similar to that for Ad Hoc Reporting 10 Type in a name for the report
11. Portfolio Reassign Coordinator Case Mgr Ruth hiacdonald Ruth hiacdonald Only Case Manager Peter Brenton Ruth hiacdonald Ruth hiacdonald Ruth hiacdonald Peter Brenton Ruth hiacdonald Peter Brenton Ruth hiacdonald Ruth hiacdonald Ruth hiacdonald O Owner Ruth hiacdonald Ruth hiacdonald Only Case Manager Ruth biacdonald Ruth hiacdonald Ruth biacdonald Ruth Wiacdonald Peter Brenton Ruth hiacdonald Peter Brenton Peter Brenton Ruth biacdonald Ruth hiacdonald O Case SPOOOS 4 SPOOO 49 SPOOOSES SPOOOS44 SPOOO S4 SPOOOES 1 SPOOOEG1 1 SPOOOS 4 SPOOO 1 3 SPOOOS 2 SPOOOS 3 SPOOOS 5 SPOOQG1 E O Step DEJSELECT ALL CASES REASSIGN CLOSE Reassign OW OAoOoAdAA aaa aa OO O Applicant Proposed Use John Singleton Murphy Janet Holmes John Simpson John Smith Walter Robert tom Jones Subdivision of land with no native vegetation information centre site Figgery Establishment Vineyard development FADD Proposed native vegetation removal Vineyard establishment Subdivision into 2 ha blocks for residential purposes HR Reply By Od oeooe Ora 2002 O84 o2o02 ooo 2o0e 10 11 2002 27 9 12002 229 1 2002 25 10 2002 234 12002 2O 09 2002 29102002 s0 09 2002 SO O2002 Check the boxes in the Reassign column for those cases you wish to reassign and
12. Version 2 2 Page 134 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 5 Frequently Asked Questions Find a case that I have worked on Action a work item Access and view case details 3 Find a case that I have not been involved with Version 2 2 15 08 03 Portfolio Manager Report Facility Report Facility Portfolio Manager Portfolio Manager Action s Available only to users involved in the specific case On opening the portfolio manager a full list of active cases appears in the right hand frame sorted in descending order by Dept Reply By Date This list can be resorted by any column with a blue circle in the column header Double click on the arrow inside the blue circle to re sort by the column in reverse order Available to all users with View access Build a report using field selection column sort order and or filtering criteria Output the report in HTML format From the output list locate the desired case Available to all users with View access Build a report using field selection column sort order and or filtering criteria Output the report in HTML format From the output list locate the desired case Available only to a user involved in the specific case where the user is the case owner Identify the case that you wish to work on and it s current step from the list in the right hand frame Click on the corresponding step in the left hand
13. and ancillary construction s authorised by this Permit with the exception of access roads shall be contained within the building envelope shown on the endorsed plan PSD Domen Done b Edit the text within the text box as required Version 2 2 Page 85 of 1 15 08 03 Statutory Planning Case Management System User Help Manual c To delete a condition click in the check box beside the condition d Once the changes have been made click Save which will return you to the main My Recommendations screen 3 2 4 4 2 Adding Conditions a Click Add to add conditions to a particular zone b Conditions can be added using the Standard Conditions Search as previously explained c Alternatively text can be cut and paste into the text box from programs such as MS Word Version 2 2 Page 86 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 2 4 5 Net Gain Summary The net gain summary provides an accounting system for the application I fee WorkFlow ann Case SPOUU541 Step Case Manager requires comment from Action Officer Dril Down Site Vegetation Site Assessment My Recommendations Net Gain Summary Final Comments Net Gain summary Status Type Zone Details Description Contribution Hab Ha Het Offset required 0 30 Site Offset required 0 30 Tree Recruitment summary Zone Details Description Tree Offset Contribution oO oO 110 5 Close help
14. e Attaching the Departmental Reply Note If the document is received externally from an outside source as an MS Word or similar format document it should be scanned for viruses before being uploaded to SPCMS Naming conventions for Attaching Electronic Documents When naming files for attaching to the wokflow manager use the following convention SPxxxxxxABCy Where x the case s SP number ABC abreviation of file type and y document version number 3 2 2 Creating and Actioning Cases This section takes you through the steps involved with creating a new Statutory Planning case in SPCMS Users registered with a role of SP Coordinator or Admin Support Officer will have the authority to create a case If the Create Case button does not appear on your Portfolio Manager screen you will not be able to add a new case You will need a copy of the application from the referral authority in order to create a new case and the application will need to be available in an electronic format in order to complete the registration process It is a good idea to scan the document before starting the process of creating a new case The key piece of information you will need from the application is the referral type as this determines the workflow for the rest of the process Click on the Create Case button in the portfolio manager to create a new case You will note that there is a difference in the screen colour between the workflow screens a
15. text box and run the Version 2 2 Page 123 of 1 15 08 03 Statutory Planning Case Management System User Help Manual report You can choose multiple criteria for example multiple Conservation Status by holding down the lt Shift gt key and clicking on multiple selections 8 Choose EXECUTE Query to run the report A screen showing all the cases that match your criteria is displayed Saving and Recalling Reports Printing Reports Report selection criteria can be saved and recalled as previously described for Ad Hoc Case Reports Reports can be printed also using the same procedure as described for Ad Hoc Case Reports 3 5 3 Case Reports This report type allows you to print out the details for a case To run this report click on Case Report on the reporting screen A screen will appear asking you to enter the details of the case for which you wish to produce a report Case Details Report Netscape File Edit View Go Communicator Help a a ds 8 2 Reload Home Search Netscape Print Security Shop Stop bug Report Case Details Case ID Find Case CLOSE EXECUTE help a D Document Done 356 If you know the case you wish to report on type in the Case ID When typing in the Case ID use the full ID e g SPOOOXXX Click EXECUTE to generate the report If you do n Version 2 2 15 08 03 ot know the Case ID click on Find Case to search for the case Page 124 of 1 Statutory
16. 11 Choose an Output Format Three formats are available HTML is recommended if you wish to look at a report on the screen All the reports found in the search can be viewed by clicking on the link PDF is recommended if you wish to print your report you will need Adobe Acrobat Reader to do so CSV is recommended if you want to download the report into another application particularly MS EXCEL 12 Choose the fields you wish to appear in the report by checking the box next to the field name The more fields you choose the wider the report will be The SP Case number will appear on all reports and cannot be deselected 13 Choose the Sort order for the report You can choose up to three fields as the sort order If you choose a Sort Order also choose whether you want the sort direction to be in Ascending A to Z or Descending Z to A order 14 Choose the Selection Criteria This determines the type of information that will appear in the report Selection Criteria may be chosen from a selection list or they may be free format fields You can choose Version 2 2 Page 131 of 1 15 08 03 Statutory Planning Case Management System User Help Manual multiple criteria for example multiple Municipalities by holding down the lt Shift gt key and clicking on multiple selections 15 Choose EXECUTE Query to run the report A screen showing all the cases that match your criteria is displayed Saving and Recalling Reports Printing Reports Re
17. 50 PODCAIS an een a nies 59 assigning a case to a Case Manager 36 assigning a case to a SP Coordinator 36 attach application form cccceeseeeeeeeeeeeenees 35 attach Department response letter 58 attaching consent letter ccccc cece ee ee ea eees 38 awaiting the Consent Letter cceeeeeeees 37 business rules Joey wtutie itech guetta ee 7 creating A NEW CASEC ccececececeeeceeeseeeeeeeees 31 definition onsets scence thilcist Sc encntadnatnaecs 6 Department response ccceeeeeeeeeeeeeeeeees 52 determine appeal status 08 60 editing Case details c cccceeeeeeee eee 39 65 generate Department letter 0 57 139 record appeal decision cccccceceeeeeeeeeeeeees 62 record appeal details cccceceeeeeeeeeeeeeeees 61 record Authority decision c0c000 59 referring Cases nnnnennonnnnernnnernrrennenae 46 139 registering a Case cccececececeeeeeseeesenees 32 136 registering Public Land Owner consent 37 65 skipping the referral process 06 47 138 SOUC CASG kiarn a Geese hee dedadacens 32 SVENIS aeriene tual a a i 7 Version 2 2 14 08 2003 Statutory Planning Case Management System User Help Manual Version 2 2 Page 156 of 1 14 08 2003
18. Category Condition Text Al Condition Text Conservation Significance D AG AI Li 24 CtESS The Government Road Cabutting which will provide access to Lots shall be constructed atthe cost of the permit holder to a standard appropriate forthe purpose of serving such allotments and to the satisfaction of the Responsible Authority after consultingfand the Depanment of Natural Resources and Environment O h l i acces Search Continue Ci gt 25 Advertisements Any sign to be erected shall be of the size colour wording location and materials shown on the endorsed plan and shall not be altered or modified without the written approwal of the Responsible Authority after consultingtandythe Department of atural Resources and Environment Next Last Close j E Document Done a J a 4 Standard Conditions imposed on SP Applications can be chosen by clicking Add New Check the box next to each of the conditions you wish to place on the application Once you have selected the standard conditions click Continue To edit the text in the Application Conditions click Edit If you have your own conditions that you attach to an Application save them in a MS Word file and you can cut and paste them into the Conditions field on the Construct Department s Response screen To add zone conditions use the Add Group link in the Construct Response screen Expand o
19. Only the information from the currently active layer will be returned If you want information from another layer make that layer active by clicking the circle against its name in the List of Layers A dot will appear in the circle to signify that the layer is active Repeat the above to get information on the new active layer Only one layer can be active at any one time 3 4 4 7 Zoom To Full Extent Use this tool to zoom to the full extent of your map view In the case of this map it will zoom to the extent of Victoria 3 4 4 8 kis Back To Last Zoom Use this tool to zoom to the extent of your previous map view This tool will only allow you to return to the extent of your last zoom not any previous zoom extents before this 3 4 4 9 Set Extent to a Selected Region This tool will allow you to set the view extent to a particular region selecting from CMA Catchment Management Authority LGA Local Government Authority Locality or Town Type the selected name in and then click on FIND Version 2 2 15 08 03 Page 103 of 1 Statutory Planning Case Management System User Help Manual Enter search details CLOSE WINDOW 1 Enter name for part thereof North Central eg 2 Search a Types E O ie er wt Bookmarks A Location findadmin Ga what s Fi 1 Match es Hame Type NORTH CENTRAL CMA we Pome 3 4 4 10 Search for a Property by Number Click on the link with the correct search result
20. Privateor public land consisting of contiguous or discrete patches of native vegetation requiring a quality assessment Standard Operating Environment The hardware configuration and suite of software supported by the DSE A Source case is a pre application Case where an Applicant seeks in principal approval for the planned activity prior to lodging a Planning Application Cases of this type can be recorded in SPCMS as Works Plans Other Pre Planning Permit Advisory Proposals Extractive Industry Work Plan Mining Work Plan or Approval in Principle The person responsible for coordinating the timely whole of Department response to the Responsible Authority Person responsible maintaining the system and has the ability to add new users maintain reference tables add or remove web links etc A vertex is the hollow square box that creates corners in polygons Visible layers can be seen on screen but are not queried A number of layers can be visible at the one time The Withdraw Case Option is only available to SP Coordinators and Case Managers It allows the Coordinator or Case Manager to withdraw a Case by providing a reason for the Withdrawal The Case can be withdrawn at any time up to the Departmental Response stage A case may be withdrawn for a number of reasons and when reporting these reasons should be taken into account when interpreting results Step telling the User that the Case has been Withdrawn A set of proces
21. Risk definition 0 0 ccc ec ccc ec eee eceee ences caeseeeeaeeeeaeaeeeeeeas 41 Satutory Planning Coordinator GESCIIPIION OL TOE sicciviaceceeiidsin indi Win eesileedes 92 Saving Case details cccccceceeeeeeeeeeeeeeeeeees 138 Scanning documents cceceeeeeeceeeeeeeeneaeaes 150 SC CUMILY a a E 10 14 changing your PaSSWOIC cceeeeeee eee 10 18 password sii cise aint 16 Select multiple items from a drop down list 142 Sort Didiectional ecos E 20 SP Coordinator assigning cases to SP Coordinator in Workflow Manado aessa A 36 reassigning CASES aeoaea 92 reassigning Cases scassiceesdidiciencetacensesdaesswanterds 95 Standard Operating Environment SOE 6 10 12 31 Standard REDOMS sien siisoeneded T 9 Statutory Planning Coordinator description of role wareict acer ceeradoantetndeesseusg needa 14 Structured dala nsien Bee eek 11 System AdmMinistrator cccccecceseeeceseseeeeeeees 11 toolbar Page 155 of 1 adding SPCMS link to web browser 15 Unstructured data wisticdeiveisenten wasssatereateaweeccwss 12 View descrip earmer eesiduc ee vavas 15 WED IBUOW SOUS coool esi A eN 6 WC MINK Siegen TnS sonar doc EEEa a 134 Withdraw a Case sisiieceiel oeiead ill oh nate 138 Workflow Manager Action Officer Comment ccececeeeeeeeeeees 48 adding and deleting Action Officers 46 139 AO RESPONSE WINdOW cc0cceeeeeeeeeeees
22. SO Ordo seateriaitiosastoub baie coe Siedadesidiec as 118 Add conditions to a case with a spatial reference as an Action Officer 143 Add conditions to a case without a spatial reference as an Action Officer 143 Administration Officer description of role cccceccecececeeeeeeeeeees 15 92 Adobe ACIOD El esccreresare so saci aaraccedueaie oars seneeseteseeae 9 Alpine Resorts Act 1983 ccccecseeeeeeeeeeeeeeeees 5 Appeal Department Action field eee 61 Appeal Screen Direction hearing date field ccccee eee ees 61 Dart final NEG oee a bude 61 Hearing date field cccccccecececeeeeeeseeeeeeees 61 Reference number field cccceceeeeeeeees 61 Short Grounds of Appeal date c 00ee 61 Submission Grounds field ccceceeeeeeeeees 61 Submission Grounds Hardcopy field 61 Associating applications ccceeeeeeeeeeee eres 122 Attaching documents ccecececeeeeeeeeeeeeneees 136 bookmark adding SPCMS bookmark to web browser 15 business rules See Workflow Manager business rules Case Details Action Log Screen i oeshetaiendaadtacndantviewwtuahonsebeeee 28 Appeal Screen eis cctiith eel tel reer ceetee titan 27 Authority Decision SCreen cceeeeeeeeeeeeees 26 Case Reference Information 41 Dept Reply Screen ccccececeeeeeeseeeeseeeeeees 26
23. 1 15 08 03 Statutory Planning Case Management System User Help Manual Main Details Screen This includes all of the basic information about the case reference numbers critical dates applicant details proposed use details location information planning information etc Case Maintenance Nebecope Leat h biii Blain Ste bernis 40 Recommendations Depi Repty Suthoty Decision 4opea acion Log EGocumenis Motes Case SPOOM10 SP Coondinatar Ririh Biang gaahi Tane Manager Ruy Macdonald Hep Pepi Respinpg eet rer Fu lacdanald Referral Type Flanning Paim Aapliestgn fagan 23 A welas ole as Change SOUICE BAYSIDE CITY COUKCIL Source Het Ho MPW Reference Type mane MPU Heference Humber TOUTE Cae Risk Moderate File Ho Ea Description ERr t t CS i Cs C s OSOOO Application Value hoea 000 S Lical Hearne U j Town E Pasitije Doo Reccied Date Penoeooe Corman ance Date aie Dept Repiy by fona Dept Replied Data TCS Applicant Gluen Hami fiom urmam ores Addresa E merta T v Passie Priel cots er PRINT CASE DETAILS CLOSE SAVE hep about msi 0 DoumertiDore ee Site Screen This includes all of the natural resource information for the site The full Site Assessment workflow is only made available when native vegetation is proposed to be cleared from the site Only Accredited Native
24. Change Personal Details Personal details are used in standard letters generated by the SPCMS and must be kept up to date by each user If a user s personal details change i e office or phone number the user can change the details themselves To do this the user will need to be logged in and have selected Administration from the Home page then select Personal Details A window will open displaying the current details stored for the user The user can alter any field with a white background The Office and Business fields are amended by selection from reference file by clicking on the arrow and by making a selection from the list To save changes the user must select SAVE from bottom of the window and then close If the user selects CLOSE any new information will be lost E Administration User Maintenance Netscape File Edit View Go Communicator Help A E i p E Administration Personal Details Logout Julie Gale ID jgQ Given Mame Punie SS Sum ame eae SS Phone jossaiz49000 2 Fax Jossaiz4raz 0 E mail fuliegale nreviegowau Office East Melbourne 240 WF Business Crown Land WWanagement Office Postal Address Office Residential Address FO Box 500 20250 Wictoria Parade East Melbourne 3002 East Mlelbourne 3002 Switch 03 9442 4900 Ds Number 210099 CLOSE SAVE DSSS help about GEE Domentboe y Version 2 2 Page 17 of 1 15 08 03 Statutory Planning Case
25. Manager Case SPUU0S5 Step Attach Department Response Letter E Document Type Department Response Description a TO Browse CLOSE SAVE a E E G help The following screen is displayed after a successful upload of the e document Version 2 2 Page 58 of 1 15 08 03 Statutory Planning Case Management System User Help Manual WorkFlow Attach Dept Response Letter Netscape WorkFlow Manager Case SPUOUS5 Step Attach Deparment Response Letter SS SS SE lS Successful Efile upload of file Planning _application_3 doc File was not virus Checked Record Authority Decision After the Department has responded to the application the next step is to record the decision of the responsible authority after the Department has been informed of the outcome pa Workflow Record Authority Decision Netscape WorkFlow Manager Case SPUOUS5 Step Record Authority Decision ee e eK amp C qi Ex gt Exx SO Ho Use Area Ha Decision Approved Area Approved 1 EPAWORKS APPROVAL 0 00 REFUSED o co Ho Proposed Use Flan to clearG trees from applicants land Description Decision Date 2506 2001 ATTACH DOCS CLOSE SAVE l help Appeals Where DSE DPI disagrees with the decision of the Referral Authority the Case Manager or other responsible officer will decide whether or not to appeal the Authority s decision The decision to appeal is made off line from the SPCMS although
26. Paint Sites Significant Biosites Regord State Yet to be detenmn d Final Zonas CAfae Other Draft Zones Cleanng Offset 4 her Application Extent CMA Pra 1750 EVs CAMS Ling Sites Walter Courses Praoeriy xl m m a O O m nd A a MIE AET EE f Te Dl PRA Primary Industries Sustainability and Environment victoria Australia Feedback Copyight and Disclaimer Privacy Document Done Clicking on the link into SPCMS mapping will create a new window for viewing and searching spatial information in the MapShare interface MapShare allows you to zoom in and zoom out pan around the map identify features in the map do queries on databases link hyperlink to other sites and print out maps based on specific themes of interest also known as map views as published by DPI DSE businesses This is a simple Geographic Information System GIS that allows data relating to the Statutory Planning case application extent and zones to be entered edited and analysed in relation to other data that sits within SPCMS mapping 3 4 1 General information This map viewer has been designed for use with a minimum screen resolution of 800 x 600 pixels Small Fonts The recommended optimal screen resolution is 1024 x 768 pixels Small Fonts Version 2 2 Page 99 of 1 15 08 03 Statutory Planning Case Management System User Help Manual SP CMS Mapping Netscape ee loj x File Edit Vie
27. Record spatial extent Click Add Zone and follow the mapping instructions to record the extent of the zone A number of zones can be added at once while in the mapping function Each zone added will require a unique reference number 3 2 4 3 2 Determine hazard rating Using the buttons select the appropriate classification for each of the categories Version 2 2 Page 72 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 2 Determine Hazard Rating Netecape g Bete ES Workflow Manager Step Determine Hazard Rating ES Case SPOORTI fone cll Clearing Auld Hew Zone Step 1 c Riparian cone vegetation ie adjacent ts arwiha malamay weiland or significari deainage lined Wary High Cc Wegedatan immediately adjacent ba ripaian cone High cr Wapili adjacent ic tipatan son Minka Cc Vogelmann nol adjaceni te daanan Sane Lewy iF Minki dent High Vegelien on an dita Hianli ad a having a high gHeandewted chee polantial Wary High E Salinity dearga she aid ie imma diabel adjacanl aki Wary High Vegelien on an aea eilh medecately high grundeaber reoharge potential High i Foluntil salinity dihurga srie High Cc Vegeliien on an site elentified having a modeite groundwater mohana polessal hee ait c Vegilin on an aed walh low orno ihag stantial tor saling gioundeabel Leas ff Unk High lice Ver high ession hagald sedated wilh ihe pegaged lard wat and Bia piits needed to bing abeet hia
28. Site Instructions AQ Recommendations Dept Reply Authority Decision Appeal Action Log E Documents Motes Case P000G11 El ALL ALL ame a re Your comments are built up zone by zone in the AO response workflow These are then editable under the My Recommendations and AO Response tabs The zone responses must be marked as Final for the Case Manager to use them in constructing the application response as illustrated below Stat_plan Netscape i iol x fone Details Offset Logout Ruth Macdonald Zone Details Habitat Score Recommendations Map Assoc Zones Like for Like Hazard Rating Conservation Sig Case SPOOO61E fone 2 Revegetation Offset Offset Zone S472 Description Revegetation Offset ENC Plains Grassy Woodland Bioregion Slenelg Plain GP Type Offset EVC Bio Conservation Status Endangered Status Draft Conservation Significance High Ecological Fn soppy Land Protection Fi Please choose one E Discarded Revegetation Zone You must also mark your Final Comments as final for your responses to be used by the Case Manager in constructing the application response as illustrated below Version 2 2 Page 50 of 1 15 08 03 Statutory Planning Case Management System User Help Manual WorkFlow Request Information from Action Officer Netscape _ Oo x WorkFlow Manayer Case 5P000618 Step Case Manager requires comment from Action Officer E
29. User Help Manual Each of these tools are described below 3 4 4 1 Zoom In This tool will allow you to Zoom In to or magnify the map By doing so the map may reveal more features that were not previously visible due to scale dependencies To use the Zoom In tool click in the map once or click hold and drag out a rectangle TIP The smaller the square you draw the closer you zoom in 3 4 4 2 S4 Zoom Out This tool will allow the user to Zoom Out from the map By doing so the map may reveal fewer features than were previously visible due to scale To use the Zoom Out tool click in the map once or click hold and drag out a rectangle TIP The smaller the square you draw the further you zoom out 3 4 4 3 Pan If you want to move the map to a location immediately adjacent to your current location but remain at the same scale use the Pan tool Click hold and drag the map in any direction to the new location 3 4 4 4 a Select properties by rectangle Use this tool to select properties by clicking holding and dragging out a rectangle over the properties that you wish to select 3 4 4 5 identity If you want to identify features from the Active Layer click the Identify tool then click on the feature in the map you want to get information on A new window will pop up with the related information The information returned may also include a link to other parts of the system if so click on the link to view further related inf
30. Vegetation Assessors are able to enter vegetation related information See 3 4 2 for more information on this workflow Version 2 2 Page 23 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Site Drill Down Netscape E E Ioj x site Drill Gown Logout Ruth Macdonald Main gt DrillDown Site Yegetation Site Assessment Net Gain Summary Case SPOOO0S 5 EVC Bioregional Conservation Status No results found Pre 1750 s EWC EWC Herb rich Foothill Forest Plains Grassy Woodland Stream bank Shrubland Significant Kingdom Common Name Scientific Name Flant hd aytiy Orchid Aucianthus caudatus Flant Wild Gladiolus Gladiolus undulatus Plant Gnat Orchid Acianthus exsertus s l Flant Long Grey beard Grass Amphipogon caricinus var caricinus Biological Sites of Significance No results found CAMS Sites No results found Stat Planning Sites No results found Field Kit Drill Down Print Preview Case Map Extent Field Assessment Form ar Document Done 4 Version 2 2 Page 24 of 1 15 08 03 Le Statutory Planning Case Management System User Help Manual Instructions Screen This page provides information to Action Officers regarding assessment instructions or considerations the nature location etc of hard copy attachments to the case and who else is involved in the case yh Case Maintenance Netscape Case Details Instructions Logout Ruth Macdonald
31. a habitat hectare assessment follow the instructions listed below W WorkFlow 50 Netscape WorkFlow een Case SPUOUB11 Step Case Manager requires comment fram Action Officer Drill Down Site Vegetation Site Assessment My Recommendations Met Gain Summary Final Comments fone Step Description Type Status EVC Habitat Hab Conservation Assessed By Score Ha Significance Map 32 gt Hab Ha Zone 2 Offset Option Offset Bratt Valley Grassy 4 Forest Close Add one help The Site Assessment screen provides you with an overview of the zones within the site and allows you to view the progress through the site assessment Clicking on the Map link will open SPCMS mapping and allow you to view the current zone Clicking on the chevrons gt gt gt will take you to the current step in the assessment process and will allow you to edit some parts of the assessment Clicking on the zone number link will allow you to view the details entered for the zone and to edit a limited amount of information such as the zone status The step column gives you an indication of how far you are through the site assessment process 3 2 4 3 1 Zone workflow A zone is a discrete area of native vegetation consisting of one vegetation type of one condition and which forms the base unit for conducting a habitat hectare assessment A zone consists of a unique EVC quality combination The zones assessed must be within the site 3 2 4 3 1 1
32. a report 1 2 3 4 From the SPCMS Home page choose Reports and login to the Reports Screen Select AdHoc Case Reports Type in a name for the report Choose an Output Format Three formats are available HTML is recommended if you wish to look at a report on the Screen All the reports found in the search can be viewed by clicking on the link PDF is recommended if you wish to print your report you will need Adobe Acrobat Reader to do so CSV is recommended if you want to download the report into another application particularly MS EXCEL Choose the fields you wish to appear in the report by checking the box next to the field name The more fields you choose the wider the report will be The SP Case number will appear on all reports and cannot be deselected Choose the Sort order for the report You can choose up to three fields as the sort order If you choose a Sort Order also chose whether you want the sort direction to be in Ascending A to Z or Descending Z to A order Choose the Selection Criteria This determines the type of information that will appear in the report Selection Criteria may be chosen from a selection list or they may be free format fields For example if you want to report all the Cases you are Managing choose your name from the Case Manager list and run the report If you want to find all the cases you are managing for which the Departmental reply is due before a ceratin date choose your nam
33. and Conditions The text of the letter is based on the final version of the Departmental response The letter is generated as an MS Word Rich text format rtf file which will be saved as an electronic document Note you user must either open this document onto your own PC or download it onto your PC by clicking on the link before clicking on SAVE Version 2 2 Page 57 of 1 15 08 03 Statutory Planning Case Management System User Help Manual WorkFlow Generate Department Letter Netscape E Ioj x WorkFlow ames Case SFUUUB11 Step Generate Department Letter a S A Generated Letter Mtf documents outputppa no obj with cond rm s ntf ATTACH DOCS CLOSE SAVE o EEE help about Peametitone Sa se oe Click on the link to view the letter You may need to edit some of the details or insert additional information into this letter as it is based on a template When saving the amended letter you should save in doc format not rtf as the file size is smaller Attach Department Response This screen is for attaching an electronic version of the Departmental Response letter to the case This is a mandatory document capture point for all SP Cases Once you have edited the automatically generated letter and saved it in doc format not rtf you must then attach the updated file Refer to the section on Document Naming Conventions on page 31 m WorkFlow Attach Dept Response Letter Netscape WorkFlow
34. area The drill down conducts a spatial search at a specified buffer from the application extent and therefore can not be taken as an actual representation of what is present on the site Version 2 2 Page 68 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 2 4 1 1 Field Kit The field kit consists of information and data recording sheets to be taken into the field when conducting a habitat hectare assessment The components of the field kit are 3 2 4 1 1 1 Drill Down Print Preview Clicking on this link will produce a Printer Friendly version of the Drill Down results to be taken out into the field 3 2 4 1 1 2 Case Map Extent Use this link to print off a map of the site Additional layers can be added such as Bioregional Conservation Status EVCs or Victoria TM Mosaic satellite imagery to provide further information for the field assessment The scale can be changed so that the map can be printed at a scale appropriate for field work Use the Create a PDF Map of the Current View tool to print the map 3 2 4 1 1 3 Field Assessment Form This link will open a PDF of the Field Assessment form to be printed off and used in the field 3 2 4 2 Site Vegetation Enter the vegetation characteristics of the site The site is defined as public or private land consisting of contiguous or discrete patches of native vegetation requiring a quality assessment Therefore the site is the native vegetation to be clear
35. be used to further limit the search You can navigate through the list of search results by using the Next or Last function buttons Once the correct EVC is displayed select the checkbox for this EVC and then click Continue More than one EVC can be selected if the site contains more than one EVC After clicking Continue you will return to the Site Vegetation screen You will notice the EVC s that you selected are now listed Click Add to add any Significant Species recorded for the site This is an optional function where you can add species observed at the site particularly rare or threatened species or other species of interest Note that as this is a native vegetation assessment only plant species can be added in this process If rare or threatened species are recorded on this site this information should be recorded on the Flora Information System If you are uncertain about this database contact your local Flora and Fauna Officer It should be noted that recording this information will not generate any automatic assessment result Version 2 2 Page 70 of 1 15 08 03 Statutory Planning Case Management System User Help Manual XY Species Search Netscape _ O Workflow Manager Step Species Search Search Criteria Short Scientific Kingom Species ID Kingdom Common Name Hame scientific Name Common Hame Short Scientific Name Allo lueh Allocasuarina luehmannii Te
36. bottom of the screen Check the box next to the standard conditions you would like to add to your response More info requested The Action Officer can request more information from the Case Manager in order to prepare the response see More Info Clicking on the MORE INFO button at the bottom of the screen opens a screen for sending an e mail to the Case Manager The More info requested field automatically notes the date that this e mail was sent to the Case Manager More info received Automatically notes the date that the Case Manager responded to the request for more info Mandatory field None ye Workflow Request Information from Action Officer Netscape WorkFlow Manas Case SPUOU 49 Step Case Manager requires comment from Action Officer Drill Down Site Assessment My Recommendations Final Comments EVC Bioregional Conservation Status EVC Bioregion Status Herb rich Foothill Forest Central Victorian Uplands CWU Depleted Riparian Woodland Central Victorian Uplands CU Endangered Valley Grassy Forest Central Victorian Uplands CWU Vulnerable F 3 Document Done a 7 z iia Adding non native vegetation zones You may wish to capture spatial information for non native vegetation related cases as the Action Officer This would be particularly relevant if you need to attach conditions to particular areas or zones of the application extent Some of the information you may wish to record wo
37. case Available only to users involved in the specific case At the top of each workflow screen is a description of the current step in the process that the case is up to To see where this step fits into the overall schema go to the system workflow diagram in the user manual Version 2 2 Page 137 of 1 15 08 03 Statutory Planning Case Management System User Help Manual eee Planning Case Management System User Help Manual Withdraw a case Move to the next step Get out of a case and save where am up to Return to a case at the point where left it Skip through the referral process Version22 Page 88 o0ff 000000 15 08 03 Workflow Manager Workflow Manager Workflow Manager Case Details View Portfolio Manager Workflow Manager Available only to the SP Co ordinator or Case Manager involved in the specific case Click on the WITHDRAW CASE button at the bottom of any workflow screen up to but excluding the Refer Case step Select a withdraw reason from the drop down list and click SAVE The case will be removed from the active list and placed in the Withdrawn category at the bottom of the left hand frame of the portfolio manager Once withdrawn a case cannot be restored to an active status Available only to users involved in the specific case lf you are working on a case in the workflow manager and your role security status allows you to continue the next step in the process wi
38. click REASSIGN at the bottom of the screen You can also select or deselect all cases on the screen by clicking the DE SELECT ALL CASES button You can only reassign cases to one officer at a time Version 2 2 15 08 03 Page 97 of 1 Statutory Planning Case Management System User Help Manual The Portfolio Reassign screen appears with a list of all staff registered as Case Managers Choose the person to whom you wish to reassign the case s from the drop down list of Officers Case Register Netscape Portfolio Reassign Reassign Selected Cases Officer Bernie Young X CLOSE SAWE help SAVE reassign the case s An updated Portfolio Reassign Case Manager screen is again displayed enabling you to reassign other cases When you have finished reassigning hit CLOSE on this screen to return to the SP Coordinator screen Cases may be reassigned to another SP Coordinator or Case Owner in a similar fashion to the above 3 3 5 The Reassign Case Manager Option The Case Manager screen allows Managers to reassign the cases in their Portfolio to other Case Managers and Case Owners The Case Manager screen is basically a list of all the projects of which you are the Case Manager Clicking on the case number in the screen will bring up the Case Details screens see Section 3 1 2 Note You cannot access the Workflow Manager from this screen As a Case Manager you can only reassign your own Cases to another Case Manager Cases ca
39. click SEND The AO will retain ownership of the case ie The step that it is up to will not change until the AO marks their response as Final and clicks SAVE Available only to the Case Manager involved in the specific case Click on the REQUEST MORE INFO function button at the bottom of any panel where this option is available A standard letter template will open as a RTF document in a Word window Edit the document as required inserting specific information about your request Save the finished document to your local drive in accordance with the file naming and storage convention in your notes ie C Temp Stat Planning SPXxxxxxx SPxxxxxx MIR doc Attach this document back onto the case file by following the instructions in FAQ item 26 Available only to SP Coordinators and Case Managers involved in the specific case At the portfolio manager click on the step in the left hand frame at which the case s that you wish to re assign is located Tick the appropriate box s against the case s for re assignment and click RE ASSIGN Select a person from the list and click SAVE The reassigned case s will disappear from your portfolio appear on the selected person s portfolio and an email notification sent to them Available only to users involved in the specific case The Step column in the case list in the right hand frame of the screen describes the step in the process that currently requires action on each
40. for their actions DO NOT reveal your password to anyone DO NOT allow others to log in to or use your account DO NOT log in to or use another customer s account have read the conditions above and am aware of the responsibilities of having access to an DSE account Signature Date Supervisor Authorisation please print clearly Name Position Telephone Signature Statutory Planning Coordinator Authorisation please print clearly Please notify LIMS System Manager of any staff transfers or resignations so that access rights may be updated or revoked Name Position Telephone certify that all the given information is correct Signature Please return the form to LIMS System Manager Crown Land Management Level 3 240 Victoria Parade East Melbourne 3002 DX 210099 Phone 94124761 FAX 9412 4742 Appendix B 2 non nre SP reg form doc Department of Natural Resources and Environment X Statutory Planning Case Management System Registration Form Non NRE Personal Details please print clearly Given Name Surname Position Company Business Location Telephone Email Conditions The allocation of an account is strictly to the individual You the applicant are responsible for its use and if others gain access to this account then you are also responsible for their actions DO NOT reveal your password to anyone DO NOT allow others to log in to or use your account DO NOT log in to or use another customer
41. is available for reproduction under the E Documents tab These may be useful for creation of 2 or 3 version response letters Page 139 of 1 Statutory Planning Case Management System User Help Manual eee Planning Case Management System User Help Manual Attach Documents to the case e file Build a report Save report criteria to my personal report list Version 2 2 15 08 03 Workflow Manager Case Details View Report Facility Report Facility Available only to the case manager involved in the specific case There are 2 mandatory document capture points in the workflow 3 if public land manager consent is required These are the application form letter and the Dept Response letter The workflow manager will automatically request descriptive detail about the document and browse to the required document file name as a step in the process Additional documents ie Non mandatory can be attached at any time in the workflow manager by clicking on ATTACH DOCS and following instructions described in FAQ item 26 Under the E Documents tab click on ATTACH DOCS A panel will appear in which you select a document type enter some descriptive detail about the document and browse to the required document file name When all details are filled in click SAVE The document will upload to the central server and when finished a message will appear Available to all users with View access Give the
42. looks at some of the reference materials available from within the application Version 2 2 Page 132 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 4 Reference Information 4 1 Process Maps Process maps are a web published version of the DSE statutory planning business process mapping out the step by step decision and action points The link to Process Maps is found under the main SPCMS home page They are the basis for the construction of the workflow for this product and are particularly useful and relevant to people wanting to refresh themselves on the business process and as a training tool for new recruits to the SP function Navigate by reading mouse overs and clicking on links Note that to return to the SP system will require the user to use the browser s Back button to reverse out of it There is no direct link from that system back to this one 4 2 Contacts Contacts The contacts page has contact details on all staff registered to use the SPCMS The link to Contacts is found under the main SPCMS home page These details are derived from the administration area where staff are registered Clicking on an individual s e mail address will open your e mail application or your Web browser s e mail system for to enable you to send an e mail to the nominated individual Refer to Section 1 2 2 6 pa Contact Listing Netscape File Edt View Go Communicator Help Pe E Contact L
43. on how to use the scanner Scanner resolution should be set at 150 to 300dpi in order to minimize file sizes Within this resolution colour and contrast should be set for the highest quality The type of output file chosen for the scanned image should be pdf jpg or gif This also keeps file sizes small and ensures that the document cannot be edited The following formats are recommended for the different file types you might encounter Document type Scanning Scanning Notes resolution format B amp W document or drawing 150dpi gif This will give a resolution similar to a facsimile greyscale Colour photo 300dpi Scanning in colour increases file sizes and should be avoided where possible Filing newly scanned documents for easy retreival When a document has been attached to a Case in SPCMS it is stored permanently on the SPCMS servers You do not have to keep a copy of the document on your PC s local hard drive or on any of the File Servers used for other purposes in your office Since you are scanning the documents off line you will need to set up temporary storage on one of your local drives for scanned documents relating to the SP Workflow Name the Directory Stat Planning Scanned Docs Subdirectories for each case should be created within the main Directory Itis a good idea to keep the files on the temporary storage area until the Case is completed Documents can be scanned as an application is registered or in a batch The former is pr
44. or Discarded from the drop down menu i Select an Ecological Function and Land Protection Function from the drop down menus The values for Ecological Function and Land Protection Function have not yet been verified so select Not yet determined from the drop down menu j Select if this zone is a revegetation zone If the zone is a revegetation zone the proportion of revegetation included in the offset is limited by the conservation significance of the area proposed to be cleared k Enter the number of large and medium trees to be protected and recruited I Click Save to move to the next screen Version 2 2 Page 81 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Habitat Hectares Offset Netscape Workflow Manager Step Habitat Hectares Offset Case SP000365 Zone 27 Potential Offset 2 27 Description Potential Offset 2 Creekline Grassy Woodland Bioregion Victorian Volcanic Plain VP Offset EVC Bio Conservation Endangered Status Status Draft v Conservation Significance Medium Ecological Fn Please choose one Land Protection Fn Pie ase choose one bail Revegetation Zone No Offset Habitat Score Large Tree Recruitment Total Area i Large Tree Protection Medium Tree Recruitment Maintenance Gain Medium Tree Protect Improvement Gain Projected Habitat Gain Habitat Hectare Gain Close Save help about 3 2 4 3 7 Zone Recommend
45. paddock Offset Add New Zone Step 7 Clearing Zones of offset applied 1 Proposed Clearing Zone 1 400 Close Save help about This screen will only appear when the zone is a proposed offset If the offset involves two or more clearing zones the offset for the clearing can be made as a proportion of the mitigation areas Enter the percentage of the Proposed Clearing Zones to be made up from the offset These percentages must add up to 100 Version 2 2 Page 83 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 2 4 3 9 Like for Like validation offset zones only To ensure that there is a clear link between the vegetation or habitat type that is lost through clearing and the subsequent mitigation there will be a graded response from a direct link between loss and offset for higher significance down to more flexibility for lower significance leading to opportunities to optimise conservation outcomes This draws on information entered for the EVC Ecological Function Land Protection Function Habitat Score for the offset and clearing zones amount of revegetation This information is drawn from Table 6 Summary of Responses and Offset Criteria Graded According to Conservation Significance from Victoria s Native Vegetation Management A Framework for Action Stat_plan Netscape i ioj x Like for like validation Offset Logout Ruth Macdonald fone Details Habitat Scare
46. personal toolbar Tr F F F F F F F Pa Really Useful Gift Catalogue aP Kinala s Free Christmas F mail Cards r Statutory Planning Home Page Netscape File Edit View Go Communicator Help a 2a amp a w a GB Back ea ae Reload Home Search Netscape Print Security Shop Stop Statutory Planning Case Management Home Page 2 3 2 Logging In As the SPCMS is web based anyone can open the Home page but to enter the system the user must select where they wish to go e g left mouse click on Portfolio They will then be prompted to enter their user ID and password To enter text into a field the user must left mouse click in the field then type User Ids and Passwords are case sensitive and must be entered in lower case Once their user ID and password are entered the user must left mouse click on LOGIN pa Statutory Planning Login Netscape File Edt View Go Communicator Help User id password a p D acument Dor Version 2 2 Page 16 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 2 3 3 Logging Out All users must log out when finished The logout facility is available on all window headers in the blue coloured area of the header bar See example below Portfolio Logout Only Case Manager Portfolio Manager Case Manager Note Users will be timed out of system if inactive for 60 minutes and any details that have not been saved will be lost 2 4
47. report a name Select the output format that you require HTML on screen PDF Acrobat viewable and portable CSV Excel spreadsheet Tick the boxes next to the fields you wish to report on Select a primary secondary tertiary sort order on a field s in your report Select a sort order against the selected sort order Select filtering criteria Where criteria lists occur multiples can be selected by holding down the lt CTRL gt key while you select EXECUTE QUERY to run the report If the report fails go back to your selections to ensure that the report is structured correctly HINT It pays to gradually build the report up to what you want rather than try to get it in the first go Available to all users with View access Set up a report as per instructions in FAQ item 27 Page 140 of 1 Statutory Planning Case Management System User Help Manual eee Planning Case Management System User Help Manual Re run a previously saved report Send a report that I ve done to someone else Record system faults or modification requests Information that can help me make a decision Make my report criteria available to other people Version 2 2 15 08 03 Report Facility Report Facility Report Facility General Information Facility General Information Facility Available to all users with View access This will allow you to re run reports you have previously saved using the same repor
48. s account have read the conditions above and am aware of the responsibilities of having access to an DSE account Signature Date Supervisor Authorisation please print clearly Name Position Telephone certify that all the given information is correct Signature Statutory Planning Coordinator Authorisation please print clearly Please notify LIMS System Manager of any staff transfers or resignations so that access rights may be updated or revoked Name Position Telephone certify that all the given information is correct Signature Roles Required please tick box more than one role is acceptable Statutory Planning CoordinatorE Case Manager Action OfficerEX Administrative Officer View O Please return the form to LIMS System Manager Crown Land Management Level 3 240 Victoria Parade East Melbourne 3002 DX 210099 Phone 03 9412 4761 Fax 9412 4742 Statutory Planning Case Management System User Help Manual Appendix C Drill Down Dataset Source Information Information Dataset Custodian Data Source Attribute Reference Buffer Theme Source Table Dist EVC Bioregional Conservation Status Pre 1750 EVC Threatened Flora Threatened Fauna Biological Sites of Significance CAMS Database Statutory Planning Database EVC_BCS100 EVC1750_CMP THFLORS500 THFAUS500 BS100_P CAMS Site extent SP CMS Application extent Parks Flora and Fauna Parks Flora and Fauna
49. the vertex you want to delete and it will turn red Then use the DELETE key on the keyboard of the Delete tool to remove this vertex from the polygon X Delete Feature Vertex This tool is used to delete selected vertices and features Use the Select Move Features tool to select the features or vertices that you want to delete and then click on the delete tool Create Polygon Feature Use this tool to capture the application or zone extent This tool will only create polygons Using the mouse slowly click where you want the polygon to start then slowly click on each point around the polygon s boundary then double click the final point It is easier to use this tool to create the basic shape and then to modify it using the Select Move Add Vertex tool ww Create Circle Feature Use this tool to capture circular features Click on the map where the feature is located xj Then wait for the below screen to prompt for the radius of the feature in metres Type this in and hit OK A circular Please enter a Radius in metres feature will then appear on the map 10l ox Cancel Java Applet Window Feature Properties This tool is used to enter a Zone Ref Zone Reference Number Feat P ti E x i ite xl of the polygons created and to select if the feature is an offset Please enter in the Feature s properties clearing or other area Select the polygon that you want to enter the descr
50. thereby eliminating delays due to documents in transit or lost documents One of the key considerations of the workflow manager is to guide each case along a predefined path in order to achieve a quality response within the allocated time frame Business rules associated with each type of referral define which pathway a case will take through the workflow manager the sequence of steps time allowed to respond to the case involvement of other referral authorities e g Minerals Petroleum Victoria etc By using the workflow manager driven by well defined business rules and processes the SPCMS effectively eliminates the need for you to be familiar with the steps required to deal which each referral type An examination of the rules governing each referral type is beyond the scope of this manual however specifications can be found in the SPCMS Technical Manual Refer to Section 3 2 for detailed instructions on using the Workflow Manager xh Statutory Planning Home Page Netscape File Edit View Go Communicator Help Statutory Planning Case Management Home Page Portfolio Reports Process Map Contacts General Info Administration Statutory Planning mey about Document Done 3 es GP we Z Fig 2 The Home Page of the SPCMS Screen is the entry point into the system and provides a high level menu structure for easy access to system features Version 2 2 Page 6 of 156 15 08 03 Statutory Planning Case Management
51. you will need to indicate that it is an MPV Planning Permit Application WorkFlow 1 Netscape WorkFlow Manaier Case AUTO Step Initial Registration De EE Source ARARAT RURAL CITY COUNCIL mj Dept Received Date 2170672001 Correspondente Date Jism62004 Authority Reference Ho JDFe7e Referral Type CLOSE SAVE SSS G help Version 2 2 Page 63 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Record MPV If you have chosen the above referral type and indicated whether or not there is a Source Case the following screen appears asking you to record the MPV Reference Type Reference number and asking if there is a Workplan Attached to the application WorkFlow Record MPY Netscape WorkFlow nin Case SPO00US73 Step Record MP E MPY Reference Iype none none MPY Reference Humber a ana ARES DEVELOPMENT LEASE MINES 1955 Is Workplan Attached CONVERT TO LSE CONVERT TO LIC EXPLORATION LIC CMRG 1990 EXT INDUST SEARCH PERMIT El 19665 APERANTE EASE TATIASTH LEASE AREA LIC CMINES 1958 EXT INDUST LIC FH EI 1965 EXT INDUST LEASE CLAEI 1966 MINING AREA LIC MINES 1956 MINING LEASE MINES 1955 MINERS RIGHT CLAIM MINES 1958 PROSPECTING AREA LIC CMINES 1959 TOURIST FOSSICKING AUTHACMRG 1990 TOURIST MINE AUTH AMRD 1990 TAILINGS REMOVAL LIC MINES 19585 TAILINGS TREATMENT LIC CMINES 1958 WATER LINE LIC MINES 1958 Workplans for MPV Applications A wo
52. 2 1 statutory Planning Coordinator sesse a E A E NA TE 14 222 ASSN MAO Sl e E A ENA 14 229 PICHON OMIGEK r aen S eed indeed aa 14 DZA ANGMIMISUAllON ONCE aaea a a aa a a a 15 Be VEW aasan a a ase A A 15 2 2 6 Accredited Native Vegetation Assessor NVA ccccccccececececeeeeeeeteeeeeeeeseeeeeaeaeaeeeseeeseatneseaenees 15 23 Eogoing It LOGGING OUl essene a a a A 15 2 3 1 Statutory Planning Case Management System Home Page ccccecececee sees eeeeeeeseeeeeeeeeeeeeees 15 De MOCIING NNN 8 a erties sistent esate ected E een atin anmrshialio din aimdcude bina E A 16 ASS HOGI OUE sespe en Rosset menor circe et ep denes tbh Gieret Ue nde DANE aren E T gone edges aula insects 17 24 Ghange Personal Detalls serntiaananiernmeetes n pe E Rre Ia ESCE 17 CHange PASS WONO xrcesse eres O A E E EE A R E 18 3 USMINE SV STC Manaa a a a a a E O E 19 Dodi Mne OM POM Os WAAC Gl nresnani a a a a S 19 3 1 1 Fealures O1 the Porifolio MANAG CM siereierie i a ea aaa aa 20 312 Viewing Case Detalls orria n AE a a A 22 313 YACHOMING GGaSe a a a one E a 29 31 4 Ca e ea S O a aa a a S NA 29 See The Worklow MANAG ssdevteccavexedececatensuncditencciseuawnubdcdnebaletiuwdTine a e a ar 30 3 2 1 Electronic Document Management c 4 c ciscces licen edie neiiccndewel wee caddie se eee eee ne dan eee eet 30 322 Crealing dnd AClOning Gases cick i isestattecvsnsiet a a a eeeriade ae 31 Version 2 2 15 08 03 Table of Contents Page 2 of 15
53. 26 stat_planning report similarcase_select cfm Gal what s Related Similar Case Enquiry Text Logout Ruth Macdonald Report Heading Enter your report heading here Output Format HTML Field Sort Order Sort Direction Selection Criteria p Fa ee pwreterencenumer gt al Authority Reference Number B B l on Status Action Officer Reply gt Current Step Approval of Letter by Delegate Approve PSA Proposed Use Description ee _ m_ E Proposed Use Area z Area ALFINE RESORTS L Responsible Authority E ALPINE SHIRE ANGLICAN CHURCH OF ALPINE L Municipality ARARAT RC BALLARAT C c __ essen n ln Gl e ET A te ov rs ce 3 5 6 Locate Similar Cases Spatial This function can be used to search for cases within an area that you define with specified selection criteria i e a date range and sorted by selected fields Generate a Report 1 Select Locate Similar Cases Spatial from the Reporting screen This will open the SPCMS Mapping window Using the Zoom tools locate the area of Victoria that you are interested in querying Once you have zoomed into a scale where you are able to view the area that you are interested in click the Capture Freehand Polygon Features tool This will open the Spatial Edit Applet screen Version 2 2 Page 129 of 1 15 08 03 Statutory Planning Case Management Sys
54. 3 1 1 1 Bi directional sorting of Cases You can sort cases in the case list screen by clicking within a circle on the column title An arrow appears pointing up or down identifying that cases will be sorted by that field in an descending or ascending order Figure 3 1 Diagram showing bi directional sorting using the reply by date in descending order O Act Officer O Auth Ref O Case O Owner O Applicant O Proposed Use Reply By w Repy By Risk No 3 1 1 2 Escalation of case priority In the case list screen you will see that the case number can be one of three colours blue orange or red The colour is determined by the priority of the case that is its closeness to the end of the 14 day or 28 day response period This is described in Figure 3 2 below Figure 3 2 Diagram showing the automatic escalation of case priority in SPCMS Number of days since the case was registered 28 day response cases Action Officer SP coordinator Case manager 14 day response cases Action Officer SP coordinator Case manager Version 2 2 Page 20 of 1 15 08 03 Statutory Planning Case Management System User Help Manual When you initially display the Case list screen the cases will be sorted by their priority 3 1 1 3 Finding a Case There are a couple of ways of doing this You can sort in one of the case list screens See Section 3 1 1 1 You can also search for text strings on the screen by using the Web browser s search function Press
55. 4 Public Acquisition mE e Hama Document Done A Version 2 2 Page 45 of 1 15 08 03 Statutory Planning Case Management System User Help Manual E Crown Land Zoning D Government Road D Historical Residential E INS Extractive Industry D Fart Industrial amp Part Residential 1 D Public Open Space D Resewed Residential E RUZ Rural 2 m Rural General Farming Ci Rural Irrigation E Township Rural D Urban il Village Residential E 32 01 Residential 1 D 32 02 Residential 2 C 32 03 Low Density Residential E 32 04 hlixed Use E 32 05 Township Industrial E 33 01 Industrial 4 33 02 Industrial 2 Eel oam Done S hi p Refer Case This is the screen by which the Case Manager refers the case to other departmental staff to comment on the application Once you hit the SAVE button SPCMS will automatically generate an e mail to advise the action officer that they have a new case to comment on Action Officers Choose from the list provided Multiple officers can be selected by using the lt Crtl gt or lt Shift gt keys to make the selection Instructions Enter as a text blob The instructions are for all the Action Officers to read Comment reply due The default date is seven days before the departmental reply is due This gives the Case Manager time to compile the whole of Department response to the application The Case Manager can manually change the Comment Reply Due date if required Hard Copy
56. 5 09 2002 25 70 2002 REASSIGN COORDINATOR REASSIGN CASE MANAGER REASSIGN OWNER CLOSE help DEP ecuments bare OVO eo02 071 100z aaoo Oooo 4002 2EMO2002 2o09 2002 29 10 2002 30 09 2002 SOM O2002 D Risk Auth O Ref No ds003 CS 12kdj 2222222 10000 bbggsz 2332 RF A256 Then click in the checkbox to select the case s that you wish to reassign Then click reassign and select the appropriate person from the drop down list and click on SAVE Version 2 2 15 08 03 Page 93 of 1 Statutory Planning Case Management System User Help Manual ye Case Register Netscape Fortfolio Reassign Case Manager Case O Mgr Ruth biacdonald Ruth hiacdonald Only Case Manager Peter Brenton Peter Brenton Peter Brenton Ruth Wiacdonald Ruth hWiacdonald Ruth hiacdonald O Owner Ruth biacdonald Ruth hiacdonald Only Case Manager Ruth hiacdonald Peter Brenton Peter Brenton Peter Brenton Ruth Wiacdonald Ruth hiacdonald D Case SPOOOS 4 SPOOOE1 1 SPOOOS65 SPOOOS41 SPOOOS 1 SPOOOS 2 SPOOOS 3 SPOOOS 7S SPOOQOE1 G D Step DEJSELECT ALL CASES REASSIGN CLOSE pa Case Register Netscape Portfolio Reassian Reassign Applicant Proposed Use a 6 L ef ff Be eS R i John Simpson John Singleton Walter Robert tom Jones Subdivision of land with no mative wegetation Proposed nati
57. 6 Statutory Planning Case Management System User Help Manual 3 2 3 Variations in the process associated with Mining Cases cccccccccccsccsssssccssetstcstceesssesteeessees OO 3 2 4 Variations in the process associated with native vegetation removal ccccceeeeeeeeeeeeeneeeeeeees 68 329 N n Relered Cleaning sxicinxvarcdcecnumarlachcosenenqnoncn wii viduns sed cavuudled EEREN S ESEE EAEE EE ies 89 3 3 Managing your Case Load in SPOMS ccccccccc cece cece cece cence eee e eee ee ee ee eeeea esse esa esaeaeseeaeaeeaeseseeneegeas 92 3 3 1 DERON orines tee oacesee E E E aS 92 3 3 2 Portfolio Menu Options en 92 3 3 3 Reassigning Cases using the Portfolio Manager ccccececseecee cence esse eeeeeeeaeaeseseeeeeeaeaeseeaeas 94 3 3 4 The Reassign SP Coordinator Option cccccccccccece ec ee eee ee eee ea esse eeeeeeeseeeeeeeeeeeeaeaeeeegeneeeeaeeess 95 3 0 0 The Reassign Case Manager Opn werssieocnsesscdsdsdecrmtosnanedves n aa E alee 98 336 The Reassighi Case Owner Oplonccccsseeicauiededctessicavsqeseb een EE EET auido ee 98 INNS Mapping ssc cas etre ste et aes eta ha cto c ers tia atest cig wpa ted ensue raa dadadada dedine 99 3 4 1 Generar WTR Oe erea E eee aia goa enn eaeneenen emcee 99 Spaai Cli AY Ol Sees deretectes tice O E EE 101 3 4 3 Searching for Statutory Planning Cases ccccccccccecceceeeccececececeeceseceeseceeceseececenscceseeseceees 101 Se TOODO ai acters pric A aden wa soacene
58. 6 2001 jdthfat Dept Response pay 9 DEJSELECT ALL CASES REASSIGN Generate Department Letter 2 Approval of Letter by Delegate d Atach Dept Response Letter i Record Authority Decision i Generate More Info Auth Letter 2 CLOSE SSS eee help PD Document Done sss A dialogue box appears with names from which you can choose the staff member to which the case is to be reassigned Case Register Netscape Portfolio Reassian Reassign Selected Cases Officer Bernie Young CLOSE SAVE help Choose an officer from the names on the drop down list and then SAVE All the cases ticked on the previous screen are assigned to the new officer and that officer will be informed by an automated e mail that he or she has some new cases to deal with 3 3 4 The Reassign SP Coordinator Option The SP Coordinator Screen allows Coordinators to reassign the Cases in their Portfolio to other Coordinators Case Managers and Case Owners The Screen is basically a list of all the projects of which you are the SP Coordinator Clicking on the Case number in the screen will bring up the Case Details screens see Section 3 1 2 You cannot access the Workflow Manager from this screen As an SP Coordinator you can only reassign your own Cases to another SP Coordinator Cases can be sorted using bi directional sorting see Section 3 1 1 1 Version 2 2 Page 95 of 1 15 08 03 Statutory Planning Case Management System User Help Manu
59. AW CASE ATTACH DOCS CLOSE SAVE FE EEE help about WorkFlow Record Spatial Extent Application Netscape O x WorkFlow Manager Case 5P000S41 Step Record spatial Extent of Application a SA Record Application Extent 1 existing features found Clear Current Application Extent WITHDRAW CASE ATTACH DOCS CLOSE SAVE SSS SS SS help about Once you have mapped the application extent you have the option of deleting the current extent and re entering it by clicking Clear Current Application Extent If you are happy with the application extent you have created click Save to move to the next step Edit Case details This screen is for adding details about the case such as the applicant s details proposed use location and planning details This screen is split into two sections one with information on the applicant and the other with information on the application To move between the two screens click the Applicant or Application links Version 2 2 Page 39 of 1 15 08 03 Statutory Planning Case Management System User Help Manual i Case Maintenance Netscape a E Bj x Se ae ea ie a T Case Details Loci outer bigrier Hain Ste instrochons 4 Recommendations Cepl Reply Authority Decision Appeal Acton Log E Gocumenis Motes Case SPIOM10 SP Coomdinatar Futh bigrdmnald Cage Manager Fae Macdonald Sep Pepi Respire DET Fut
60. CANO saroe E E telat 22 E DOCUMENIS Sreem sisme a 28 INStrUCTIONS Screen eterra ian 25 LEC DEtAIS ee nen A A N 41 LOCATION huaa a a 41 43 Main Details Screen ccceceeeeeeeeeeeee eee 23 40 Municipality Maintenance cccseeeee 41 44 Other Detalls ecceri aaa NE 41 Proposed US6C cccccccecseceeeeseceee caeeeeeeees 41 42 SChECIS asnan trans var satana reine iebiariaueavensees 12 VIEW teenth het hee ac lace eatin da ile ori mi raya tae 22 135 Case Details SClECN omineen nrrainn 95 Page 154 of 1 Case Manager assigning cases to Case Manager in Workflow Manado Assen a e a 36 description of role cccceeeeeceeeeeeeeeees 14 92 reassigning Cases wincuwudijsilainusiedenans 98 Case Owner description of role sistislsstiaveiecaswebansanedtatdedudevenn 92 reassigning Cases cccceceeeeeeeeeeeeatseeeeeeees 98 case priority SSCAIANON sorrie TIAE 20 Catchment and Land Protection Act 1994 5 Coastal Management Act 1995 cccceeeeeeee ees 5 COMICS santo a eet 11 133 142 Crown Land Management scceeeceeeeeeeenees 5 Data SUC le OC ps aE T aA 11 De select a selected item from a drop down list 142 E DOCUMEN Ooae A 10 attaching erionenn A 10 Ormani a S 31 Manag Gresser a a 30 mandatory document capture points 31 naming CONVENTIONS s essessesreeresrrrrrrrrrrrere 31 SlOMAGG shes dg a i a a E 11 Edit vegetation assessment details
61. CS function pa WorkFlow Record Appeal Details Netscape WorkFlow mien Case SPUUUS T Reference Ho Department Action Step Record Appeal Details m none r Direction Hearing Date Hearing Date Short Grounds Of Appeal Date Submission Grounds Submission Grounds Hardcopy m DraftFinal none No ATTACH DOCS CLOSE SAWE C about help Version 2 2 15 08 03 Page 61 of 1 Statutory Planning Case Management System User Help Manual Record Appeal Decision This screen is used for recording the outcome of an appeal pa wWorkFlow Record Appeal Decision Netscape WorkFlow Manager Case SPUUUS5 Step Record Appeal Decision C Decision REFUSED Decision Date 2170672001 Decision Details El ATTACH DOCS CLOSE SAWE o help Case Completed Congratulations you have completed another case WorkFlow Completed Netscape WorkFlow Manager Case SPOOUS5 Step Case Completed EO I y SE Congratulations you have completed another case CLOSE EE Version 2 2 Page 62 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 2 3 Variations in the process associated with Mining Cases The workflow for dealing with Statutory Planning Cases within Minerals and Petroleum Victoria MPV closely follows the process in other parts of DSE with the addition of the following screens When initially registering a Stat Planning case
62. Ctrl F to start up the browser s text search dialogue box If you are having trouble getting a result click inside the case list screen to make sure that it is the active screen Find HEA Direction Cancel Match case C Up Down Version 2 2 Page 21 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 1 2 Viewing Case Details You can view the details of any case in your portfolio by clicking on the case number with your mouse This will open the case s Main Details screen The Main Details screen is split into two sections one with information on the applicant the other with information on the application Other case details screens can be accessed by clicking on the tabs at the top of each details screen The tab highlighted in bold letters is the current screen being viewed Editing Case details Editing capabilities within the Detail Screens are available to nominated officers at certain stages in the process Action Officers can only edit a response to a case when it is DRAFT status Case Managers and SP Coordinators can edit most fields prior to the Departmental Response When the Departmental response is finalised it can no longer be edited by the Case Manager or SP Coordinator Key fields such as the Department Received Date and the Reply By Date cannot be edited For more information about the individual fields on the Case Details screens see Section 3 2 2 Version 2 2 Page 22 of
63. Description Parish Section Allotment or Plan Description Lot on Plan Location Maintenance Netscape Location Maintenance RR Enter either Parcel Number Parcel ID oF Location Details Parish em Township none bi Allotment Section Adj F art Flan Ho Lot Ho SFI CLOSE DELETE 54WE help Because a SP Case may cover multiple allotments you can click the ADD button for each of the allotments Note You can also amend details on an existing allotment by clicking on the number in the No column of Location A screen similar to the one shown above appears allowing you to change the Parcel Number or Location Details You can also delete the record from this screen Version 2 2 Page 43 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Main Details Screen Municipality Maintenance Clicking on the Edit next to the Municpalites heading brings up the Municpality Maintenance screen for adding additional municpality details to the Main Details screen The screen allows you to add the municipality or municipalities in which the case falls to the Main Details screen Hr Municipality Add Netscape Municipality Maintenance SaaS foe et Grist Murrscqiatily a SLBERTOR SLESAn pee ALPINE fave Search eater ARAPILES ARARAT ARARAT 0 AAT i igi hiii BADHUS HARGH RaW S DALE DARKS DALE 0c ESLLAH r r r r T r a E r BSL
64. Draft stage until the response is fully complied When the Response is changed to Final SPCMS will open the window that generates the Departmental Response Letter At this stage the Case Manager will not be able to change the response Dept Response Produces a drop down list with four responses Comment Only Modification PSA only No objection Objection Subject to conditions This is the end response that the applicant will see Comments Free format text blob for comments on the application The Case Manager can view a Action Officers Responses by by clicking on AO RESPONSE at the bottom of the page This will open a new window with the Action Officers Comments and Conditions These can be cut and paste into the Department Response Conditions Free format text blob for conditions to be placed on the application The Case Manager can view a Action Officers Responses by by clicking on AO RESPONSE at the bottom of the page This will open a new window with the Action Officers Comments and Conditons These can be cut and paste into the Department Response The Case Manager can also add standard conditions to the response Inspection Date Date set for a follow up inspection Mandatory field None Version 2 2 Page 52 of 1 15 08 03 Statutory Planning Case Management System User Help Manual pa WorkFlow Dept Response Netscape x WorkFlow Manager Case SPUUD S4 Step Department Response Draft Final Vers
65. E U SSS SSS SS ee Dril Down Site Vegetation Site Assessment My Recommendations Net Gain Summary Final Comments Response Type Planning Fermit Application Section 55 Proposed Use NVR Instructions Do this Comment Reply 23402007 Replied Date Due Draft Final brat aj Action Response none Comments Full Screen MORE INFO ATTACH DoS CLOSE SAVE Ei Document Done Version 2 2 Page 51 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Department Response Draft Final Version The Case Manager uses this screen to compile the whole of Department response on behalf of DSE This process has three main functions e Generating a Standard Cover Letter e Generating a Schedule of Conditions in PDF format e Generating a map of the spatial information recorded for the case in PDF format The generalised steps that the Case Manager must go through to create the whole of Department response are listed below 1 Construct response through reviewing recommendations and adding conditions 2 Generate a PDF of the Schedule of Conditions 3 Generate a map of the spatial information associated with the case as a PDF 4 Generate the Department Response letter and attach this to the case Approval Status Approval status relates to whether the response is in DRAFT or FINAL state ie whether the response is a work in progress or completed Draft Final Leave the comments at
66. GES MACEDON RANGES ae BUILDING REGULATIONS Response Letter Application Section 55 SP0007 15 Ailai Dep MACEDON RANGES MACEDON RANGES Seana een BUILDING REGULATIONS Response Letter Application Section 55 Attach Dept Flanning Permit MACEDON RANGES MACEDON RANGES HR OTHER SP000825 Response Letter Application Section 55 CLOSE SAVE REPORT CRITERIA help about er m Document Done Version 2 2 Page 119 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Saving and recalling reports You can save a report for running at a later stage This saves you time by allowing you to recall and run customised reports on a regular basis without having to re apply your selection criteria To save a report choose SAVE REPORT CRITERIA The following screen is displayed Report Filter Netscape Report Filter ES MM Delete Report Filter Hew Frere a CLOSE SAWE help Type in a description of the new report The description should be no more than 255 characters long and can include alphabetic and numeric characters There is no limit to the number of reports you can store so you should clearly state the purpose of the report in the title so you know what each report contains You can delete reports from this screen by checking the boxes next to the report you wish to delete and then choosing SAVE To run a saved report choose APPLY EXISTING REPORT CRITERIA at the bottom of the
67. L User Manual Version 2 2 15 August 2003 Statutory Planning Case Management System User Help Manual 1 System Overview Understanding the System cccccccceceesee eee eeee eee eceeeeceeeeeeeeeeeaeeeeaeeeeeseseeeaeeeeaeeeegees 4 1 1 Ys 61 0 146161 810 Pee NR REE ER me ern NCCE TT ere E RCT ON Tune errs nr eae agen on RE REET rarer ee eee ae mrn Cer en tenet re Per ene nea tT 4 1 2 Statutory Planning Case Management SySteM ccccceceececeececeeeeeeeeeeeeeeeeseeeeaeseeeeseseeaeseeseeeeeseenenes 5 1 2 1 Operating ENVirOnment 4cctcetet ae Nee oat Rt ieee atts Sate ae Aeaete mai Nae li 5 122 COMDONENIS O1 1NE Sy SICIN lt o wnt natch Sects A a dade eee hagas eseoeane 5 T23 Wald Srde gaat tested sus eta ee cet hen ot eae E tae a ee 11 TAA Electone INORG ATO IMs ca rcerner Gate ene vec teeta anette haa E 12 tas Case B Fo cee gee eee ee eg Re eee Me een te eee eee ee ee ee eee 12 Z OVSE AGMINA Osa a ian acaens se cenaseeeads a E a Aie Eae 14 2 1 HOWTO ROJISIO eener a e a a a O AE 14 2 1 1 DSE Staff Currently registered to DSE Network cccecccceceeeeceee sees ee eeeeeeeeeeeeeseeeaeeeeaeneeaeas 14 2 1 2 Non DSE Staff ie Staff at Parks Victoria wiiscassincdacucaccsswadensuaidiee aomensinaatienseenveseessneuss Se saeseesaversteaots 14 2ks NotfcatoroRegStYalONissinn n E E EETA 14 2 4 Whatcanl ses withouta Password nsutvcondatutiecsnadiltad a aaa E e E EE E 14 22 Oyle OCCU rrera i E E a EE 14 2
68. LAR AT Dirplasing nea Ts 13 af Set Because a SP Case may cover multiple municipalities you can click the the check box for a number of municipalities You can move through the list using the Next and Last links or search for the Municipality by typing the name in the search field Once the appropriate municipalities are selected click Save Note that you can also amend details for an existing municipality by deselecting the municipality check box and then click Save Version 2 2 Page 44 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Zoning and Overlays Select the appropriate zones or overlays for the application by selecting the check box and then clicking Save The name or abbreviation of the overlay can also be entered in the text box oj x Overlay Environmental and Landscape Overlays Schedule Category E 42 01 Environmental Significance IM 42 02 Vegetation Protection 42 03 Significant Landscape Heritage and Built Form Overlays Schedule Categony 43 04 Heritage O 45 02 Design and Dewelopment 43 03 Incorporated Flan 43 04 Development Plan 43 05 Neighbourhood Character Land Management Overlays Schedule Categony 44 07 Erosion Wlanagement C 44 02 Salinity Wanagement 44 03 Floodway 44 04 Land Subject to Inundation 44 05 Special Building 44 06 Wildfire Management O 44 07 State Resource Other Qwerlays Schedule Category 48 0
69. MMAUOM gsceetcesse cere rer esdanase e E van esas notasarec ance tations ee uataeweassaceaeeeeeneee 134 5 Frequently Asked Questions ccccccc cece cence cece cence eee e eee a eee e nee eG EEG EG EEEE Cees Ee aes SS GES eA Esa es SSG EsESG ES geaea Ea EE ESE ES 135 CGS SAY Ol VIA a E E E E E E A ATE E T 145 Version 2 2 15 08 03 Page 3 of 156 Statutory Planning Case Management System User Help Manual 1 System Overview Understanding the System 1 1 Background The Department of Sustainability and Environment DSE is a major referral body under several planning instruments including the Planning and Environment Act 1987 Flora and Fauna Guarantee Act 1988 Catchment and Land Protection Act 1994 Extractive Industry Development Act 1995 Alpine Resorts Act 1983 and the Coastal Management Act 1995 As a referral authority the Department has a statutory responsibility to provide responses to all planning application referrals from Responsible Authorities mainly local government There is a time imperative associated with many planning applications the Department has 28 days in which to respond to planning referrals under S 55 of the Planning and Environment Act and only 14 days under S 52 Land Victoria is responsible for coordinating the Department s response to referrals in a timely manner Responses from DSE businesses viz Parks Flora amp Fauna Catchment amp Agricultural Services Forests Minerals amp Petroleum and Ab
70. Macdonald Referral Type Piannisg Peimi Application Sactan 55 Halive Vegetation to te Ya Change i tharged Source Bay eIDE CITY COUNCIL Source Ref Mo FFE MEW Reference Type nane MPV Reference Humber Source Cae Risk widanl File Ho En hestription hw Application Value haao Local Herren Receined Date SE Correspondence Dybe Sten epi Reph ie CEANA Dept Replied Dais Applicant Gluen Hami fom Surman Jones Addins E bhre Rid Tawm Fanin Positadt PRINT CASE DETAILS OLOSE SAVE SS hei about ie _ cnn E E E Cake Mainionance Metecape ooo 7S Lalo Casa Details migm Sis menaci 0 Recommendations Dep Repi Aachonby Deion Appas Adin Log E Gocurenic hoar Caso SPO Apport Proposed Uee Eda Eo Fse Aredhel Derin Aparis fires Apid 1 WR AGRICULTURE Oo ARAM MEE Ot Hi Lacallan jada rec Parcel il Purch Tewnehip Aim Seinn AdpPart i taati io rH Larie Miop Municipalitive pa m Municipality ar Oars OE och Zoning Edi It Zenny UFF Calegorn Details Lie Spy Apes bot Rex Faphupres iji Hisey Tre Resans Pras PH CASE GETAL CLOGS SAE help wie Document Dans Case details Main details screen The main details screen is for recording information about the case This screen is split into two Application and Applicant Version 2 2 Page 40 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Applicant Case reference Informat
71. Management System User Help Manual 2 5 Change Password Users will be required to change the password provided at registration To do this you will need to be logged in and have selected Administration from the Home page Once in Administration select option Change Password a new window will open and you will be required to verify your existing password Enter your password remember that passwords are case sensitive and should be entered in lower case Once your existing password is entered you must select VERIFY to continue CLOSE will return you to the Administration window y Check Password Netscape File Edt View Go Communicator Help e E A a Administration Verify Existing Password Logout Julie Gale User ID jgQ Name Julie Gale Existing Password VERIFY CLOSE S help about Ei p Document Done Providing that your original password is verified a new window will open and the user must enter the new password and then confirm the new password Select SAVE to complete the change password function ee Administration Change Password Netscape File Edt View Go Communicator Help 2 EE Aire ft Administration Change Password Logout Julie Gale User ID jgQ Name Julie Gale Enter New Password Confirm Hew Password CLOSE SAVE Daa Se help about Ei p Document Done gt Version 2 2 Page 18 of 1 15 08 03 Statutory Plannin
72. Note any hardcopy documents that have not been included as Documents electronic files This might include plans and diagrams that are too large to scan Details of the documents including their location can be added in the text box Version 2 2 Page 46 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Comment reply date Mandatory field Action Officers An email will be automatically generated and sent to the Action Officer s selected from the list a WorkFlow Refer Case Netscape WorkFlow caeaiee Case SPUUUS5 Step Refer Case Action Berie Young Crown Land Management Officers Brandan Rodger Crown Land Management Emile Kyriacoau Crown Land Management Frank Jiricek Crown Land Wianagement Grant Hull Crown Land Management Instructions Comment jormacoo1 Ov 09 2001 Reply Due Hard Copy Documents To Follow Details Yes oF Plan of proposed works is in the file on the Case Managers desk SKIP WTHDRAW CASE ATTACH DOCS MORE IMFO CLOSE SAVE E help Note if native vegetation is to be removed an Accredited Native Vegetation Assessor must be selected Only one Accredited Native Vegetation Assessor can be selected per case Note You have an option to SKIP the referral process Some cases such as referrals under the Coastal Management Act do not require responses from Action Officers and the Case Manager will prepare the whole of Department response If more than one Ac
73. Page 127 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 4 Case Manager Region selecting Port Phillip Geelong and select the Action Officer Business as Coastal Management Branch Select the Output Format for the report from the drop down menu As with other report formats you can choose from three format types HTML is recommended if you wish to look at a report on the screen All the reports found in the search can be viewed by clicking on the link PDF is recommended if you wish to print your report you will need Adobe Acrobat Reader to do so CSV is recommended if you want to download the report into another application particularly MS EXCEL Click Execute and this will generate the report 3 5 5 Locate Similar Cases Text This function is designed to help you to locate existing cases with similar characteristics This function uses the Ad Hoc Reporting function to search for similar cases Generate a Report 1 2 3 Select Locate Similar Cases Text from the Reporting screen The functionality of this screen is very similar to that for Ad Hoc Reporting Type in a name for the report Choose an Output Format Three formats are available HTML is recommended if you wish to look at a report on the screen All the reports found in the search can be viewed by clicking on the link PDF is recommended if you wish to print your report you will need Adobe Acr
74. Parks Flora and Fauna Parks Flora and Fauna Parks Flora and Fauna Catchment and Water Land Victona L100 CGDL L100 CGDL L500 CGDL L500 CGDL LZFF CGDL CAMS system Oracle Spatial SPCMS system Oracle Spatial Page 153 of 1 EVC_DESC BIOREGION_NAME EVC_BCS_DESC EVC_DESC KINGDOM COMMONNAME NAME KINGDOM ENGLISH LATIN BIOSITE_NO SIGLEVEL SITE_ID WORK_PROJECT_ID OUTPUT_TYPE SP_CASE REFERRAL_TYPE PROPOSED_USE_DE SC Dataset Dataset Dataset Dataset Dataset Dataset Database Database Database Database Database Database EVC LUT m m m EVC LUT FLORSPPS LUT FLORSPPS LUT FAUNSPPS LUT FAUNSPPS LUT 1k 1k k Version 2 2 14 08 2003 Statutory Planning Case Management System User Help Manual Index Action Officer description of role wccceets aii veeiiene doe sshse 14 92 ACtIONING A Case cccccececceceeeeceeeeaeeeeaeees 29 135 AG HOG Repor Spuneti vances fancier ead Vente 117 OSV E set ectatited 9 121 GENIN ON xecerscrcscsacracomesrscsork a R 9 TORNATS onnee a a 9 118 forwarding a report cccccececececeeeseeesseeeees 141 generating a report cccceeececee scenes 118 140 PU sessed cote aid ss beens EE 9 PDE aseensa a ctaaia cc Nanotech e e 9 120 running Saved reports c eceeeeeee eee 120 141 saving a report acieaanttctata han aaiuiediaeven nae 120 140 Selection Creiden a e 118
75. Planning Case Management System User Help Manual Search Source Case Netscape Search Source Case Applicant eee Surname Department Reply Date From To SEARCH CLOSE Gee eee help Choose SEARCH to bring up a list of cases that match the criteria List Source Case Netscape List Source Case Source Applicant Applicant einddres Proposed Use Department ian Case eee Given Hame Surname C tee C DAS Date sPo00300 a ee helio Hello O Hello SPOO03ST John Green Sa Gibbe Lane Flan to clear 6 trees fram applicants land SPO00361 John Green 54 Gibbs Lane Plan to clearG trees from applicants land Click on the ID of the case you wish to use and choose CLOSE The Workflow Manager returns to the Report Case Details screen with the case you chose in the Case ID field EXECUTE will generate the report Version 2 2 Page 125 of 1 15 08 03 Statutory Planning Case Management System User Help Manual yE Case Report SPOOO0S5 Netscape File Edt View Go Communicator Help 2 SHH p p EE p p E Case Repor P000357 Case Details SP Coordinator Feter Brenton Case Manager Julie Gale Referral Type Flanning Permit Application Section 55 Source BASS COAST SHIRE COUNCIL Source Ref Ho BC PA 3457 MPY Reference Type none MPY Reference Number Source Case Risk Moderate File Ho Description Plan to clearG trees from applicants land Application Value Local Name Address 24 Gibbs Lane Town Kilcunda P
76. Recommendations Map Assoc Zones Like for Like Hazard Rating Conservation Sig Case SPOOOG1E fone 3 Remant Vegetation Offset Offset Equivalent EVC EWC for this zone is Plains Grassy Woodland 55 Failed Clearing Zone 1 Clearing Area Rosewmorthy EWC Heathy Woodland 48 Version 2 2 Page 84 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 2 4 4 My Recommendations g WorkFlow 50 Netscape a P x WorkFlow Manager Case SP000365 Step Case Manager requires comment from Action Officer Drill Down Site Assessment My Recommendations Final Comments This screen can be used to edit delete or add recommendations for each zone or for the whole application This is particularly useful if you miss a screen during the workflow Only the Accredited Native Vegetation Assessor can add recommendations at this stage 3 2 4 4 1 1 1 Editing and deleting Conditions a Click Edit to change the conditions for a particular zone WorkFlow 50 Netscape mje x WorkFlow canes Case SP000541 Step Case Manager requires comment from Action Officer A a Drill Down Site Vegetation Site Assessment MyRecommendations Net Gain Summary Final Comments B Public access along the adjoining beach area must not be restricted by the Ee except during construction The walkway adjacent to the proposed wors must be maintained for public access The proposed building s
77. Reports screen Report Filter Netscape i Report Filter ne Delete Report Filter Report 1 E Report for MPV CLOSE SAVE help about ka Move the cursor over the report you wish to run You will notice that the arrow changes to a pointing hand icon Clicking on the Report filter will fill the fields of the report with the data from the filter Select EXECUTE QUERY to run the report Printing reports SPCMS allows you to generate PDF format documents for printing and CSV format to save as an MS EXCEL file To generate a PDF report for printing Choose output format PDF and execute your query The following screen is displayed Version 2 2 Page 120 of 1 15 08 03 Statutory Planning Case Management System User Help Manual pa Custom Report Netscape File Edit View Go Communicator Help EE A E e Reporting Logout Only Case Manager You can view your PDF report here CLOSE SAYE REPORT CRITERIA SS SS eee help about aD E E Click on the words view your PDF report to generate the report You will need to have Adobe Acrobat reader installed on your PC The report is displayed in PDF You can send this to a printer or save the report as a PDF Click on your browser s Back button to return to SPCMS To generate a CSV Excel file Choose output format CSV and execute your query The following screen is displayed ye Custom Report Netscape File Edt
78. SPCMS Mapping window to enable you to record the spatial extent of the zone b Click the Capture Freehand Polygon Features tool to open the Spatial Edit Applet Window c You must ensure that ensure you are at an appropriate scale and all data layers needed to define the polygon are visible before using this tool Use the Create Polygon Feature to draw the basic shape of the zone Use the Select Move Add Vertices tool to modify the shape d On completion of drawing the polygon a window will pop up requesting information on the Zone Ref Zone Reference Number and the type of feature Clearing Offset or Other You must also enter a unique code for the Zone Ref Each polygon or zone will have a unique Zone Ref Feature Properties E X Please enter in the Features properties Type Clearing Zone Ret Clearing Java Applet Window If the code for the Zone Ref is not unique the following error message will be displayed There are Features that have the same Zone Ref Please go back make sure all Zone Refs are unique for the case and try again There may be Features that exist outside your current map view that clash with the loaded Features Java Applet Window e If you are not happy with the polygon you have created use the Select Move Features to select the feature and then the Delete Feature Vertex tool to start again f If you find that you are within the Spati
79. System User Help Manual Fig 3 Architecture of the Statutory Planning Case Management System INPUT INTERFACE OUTPUT INTERFACE INTRANET Land Victoria Home Page i 4 gt rt T P Ad hoc amp Text data Case Details entry Document Standard screens capture structured facility Reports to reflect process mad lt G LEGEND Pathway linking pages e p ee Image Text Data Document server file server EDMS Path of data capture Source of data used for output Security wall WORKFLOW ENGINE Version 2 2 Page 7 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 1 2 2 2 Portfolio Manager The portfolio manager is the core feature of the system It is the interface where you manage your workload and action case work Cases listed in the portfolio manager are the equivalent of work in the IN Tray in the hard copy world Depending on their stat planning role users can carry out work on their personal portfolio of cases ie cases sitting in their own IN Tray create new case records and re assign cases to others See Section 2 2 for role descriptions and permissions The portfolio manager allows you to easily find cases you are looking for identify the urgency and risk status of individual cases action work required on a case and identify the stage of the business process where each case currently s
80. View Go Communicator Help A A TEED E Reporting Logout Only Case Manager You can view your CSV report here CLOSE SAWE REPORT CRITERIA C help about ar bE Document Done gt Click on the words view your CSV report to generate the report A browser screen will ask you to open your report or save your report as a file Clicking on a CSV file should open the file in MS Excel If it does not do so you will have to associate the file with EXCEL See Box Version 2 2 Page 121 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Associating applications Options View File Types Registered file types Microsoft Excel 4 0 Macro Microsoft Excel 5 0 Dialogs heet ay Microsoft Excel Add In Remove B Microsoft Excel Backup File Microsoft Excel Chart Edit Microsoft Excel Comma Separated Saa Microsoft Excel Data Interchange Sa Microsoft Excel SLE Data Import F Microsoft Excel Template File type details a C Extension Content Type MIME Opens with OF Cancel ApEp In My Computer or Windows Explorer click the View menu and then click Options Note if using Windows 2000 click on the Tools menu then click Folder Options Click the File Types tab In the list of file types Scroll down to the Microsoft Excel Comma Separated Values type The settings for that file type are shown in the File Type Details box Clic
81. a letter from the responsible authority to confirm that the application responds to the workplan workFlow Register Workplan Conformance Letter Netscape WorkFlow Manager Case SPO O0373 Step Register Workplan Conformance Letter Does Application Conform Conforms to Workplan WITHDRAW CASE ATTACH mL halor Variance OSE SAVE help Generate and Attach the Conformance letter Major variances to the workplan should be reviewed in some detail The first step of the review is to generate a letter to the applicant to inform them that the appliation does not conform This is done through editing the standard letter template ty ff orkFlow Generate Conformance Letter Netscape WorkFlow Manager Case SPOUUS01 Step Generate Conformance Letter eee es SS SS See eee ee Generated Letter wtf documents outputnre std refusal_cmoO2 of ATTACH DOCS CLOSE SAWE help about Version 2 2 Page 66 of 1 15 08 03 Statutory Planning Case Management System User Help Manual The edited letter then needs to be attached to the case pa WorkFlow Attach Workplan Conformance Netscape WorkFlow Manager Case 5P000359 Step Attach Workplan Conformance Letter _ Document Type Workplan Conformance Required Letter Description Workplan conformance letter Eiht Documentshdining Wok Flan 3 doc Browse WITHDRAVY CASE MORE INFO CLOSE SAWE a ne ar help about Attach Authori
82. al y Case Register Netscape File Edit A FERRERS ERT a E a y E Porttolia SP Coordinator Cases View Go Communicator Help Logout Only SP Coord Case O Owner O Case Applicant O Proposed Use Action Repy Risk Auth Ret C2 Mgr Officer Ey O No O Reply By Sy dates Only SF Coord SPO00296 05 06 2001 42 06 2004 test Manager pease Only SP Coord SPOOO309 05706 2001 42706 2001 asd 345 Manager Julie Gale Julie Gale SPOOO02Z 29 whdogs test 06 06 2004 1306 2001 hlode testsourcedo Melissa Ellis Melissa Ellis SPOOO361 John Green pale ee ab E teeny ioraa 18 07 2001 ADR 695 from applicants land Julie Gale Julie Gale SPOQUSS4 test mri test moi test mriG 21 06 2001 23 06 2001 Sign test user ro m aes Sy amin s Poo Manie be tenia S Samem 24706 2001 25 06 2001 test error d Manager Support location Sn ease ps eae SPOO033G test Test 2206 2004 2906 2001 Mode test Manager Manager REASSIGN COORDINATOR REASSIGN CASE MANAGER REASSIGN OWNER CLOSE aa eee S help about lr E Document Done i Note You should always contact other SP Coordinators or Case Managers before reassigning cases to ensure that the reassignment will not unduly effect their existing workload Version 2 2 15 08 03 Page 96 of 1 Statutory Planning Case Management System User Help Manual If for example you wish to reassign Case Manager on some cases click on the REASSIGN CASE MANAGER tab at the bottom of the screen The following screen will appear
83. al Edit Applet screen and the scale or spatial position is inappropriate or more context layers are required to record the zone then you will need to close this window and return to the SPCMS Map View to make the necessary adjustments Following this you will need to click on the Capture Freehand Polygon Parcels and start again g Once you are satisfied with the zone extent click Save and this will return you to the SPCMS Map View and the polygon you have created will be displayed with Zone Reference Number Version 2 2 Page 115 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Scattered Trees If you are entering information on a scattered tree assessment then you will also need to record a polygon for the area of scattered trees or for the individual tree This is achieved simply by drawing a polygon around the canopy diameter of the trees in the clearing proposal a Inthe Site Assessment window click Add Zone which will open the SPCMS Mapping window to enable you to record the spatial extent of the zone b Click the Capture Freehand Polygon Features tool to open the Spatial Edit Applet Window c You must ensure that ensure you are at an appropriate scale and all data layers needed to define the polygon are visible before using this tool Use the Create Circle Feature tool to capture the area for an individual tree You will need to know the radius of the canopy cover d Alternatively if you hav
84. an dutgusaayauabssdamaetansdonsu serenade 101 DA EONO een onda aid oanentcontaw A dae eaumcdsiamaaanaanargciniadaniiue pentane iadoussoeonnat ays 112 240 UAC etna acare spe ctst E RE koa anus EEE sauidecesencedanwanntennsduseucees 112 3 4 7 Record the Spatial Extent of the Application cccccccc ccc eceeeeceeeeeeeeeeceseeseceeaeaeeeeaeeeeeeaeaeees 113 Ao AZINE e E E E E EE EE EEE E ee eee 115 329 REDONO MOOG sssri s tone E E EA E E EE EE 117 3 5 1 Ad Hoc Case Reports csc tise crsa esis ese eu erica da demerean tase oats aeneh onc dsaneipsadg tenn ecdseasbamarsearcconcie 117 392 FAOWACC ZOMG RODOS pane ces gan cee rs danir er enanenanmenssoredt een ARAE EEEE EER 122 259 ase REPONS decenececeecnecenesicnecnsiencncien eet absedratienecetnders Genvnedetine cola neubunbaubl cuabinsebaabbobb AAR a 124 354 MO NCC DOIN sisarien Er said atemsenel a E aE 126 355 Loc te Similar Cases Text serrrisssiesrii ninini aae a a EANN EER 128 3 5 6 Locate Similar Cases Spatial cccccccccccseceeseee cee eeeee ee eee eee eeeee ee eeeeseeee seeaeaeseseeeeaeeeeeeaeaegenaes 129 ee AVA ROI terres sree ern ca pace eggs te conraee Padre eect sect sineeatah aeeeieuenaaee 132 4 Reference INfOrmMation ccccccccecece ee eee eee ee ee ee ee eee ent ee dene dene ceed SESE DEES EE ES EO ESSA ESSE ES HESS ESSE ESSE SEES ESSE EEE 133 4 1 OCC Sa MADS assa E oouetyesbvenea ties 133 e 0 8 c C eee trae ne ee ne eee 133 AS AGS Mel al WMO
85. and this will limit the view extent to this region The selected region will also be highlighted This tool will allow you to search for a property if the Property Number is known Select the relevant LGA and enter the property number Then click on FIND The selected property will then appear highlighted in yellow in the map viewer 3 4 4 11 Search for an Address This tool will allow you to search for a property using the address Enter the address details and click FIND Version 2 2 Page 104 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Enter Address Details Netscape E B lel Es a Bookmarks A Location 3 21 120 26 stat_planning mapping tindaddress cfm ga what s Related N Enter address details CLOSE WINDOW Number Street Road Name Type suburb Town 1832 ROMSEY ROAD ROMSEY eg lo E Document Done The search results will display the matching addresses Click on VIEW and this will set the map viewer to the selected address Find Address Results Netscape PS 10 Bookmarks F Location daddress ga What s Re ree ps CLOSE WINDOW a oe 1 Matching Address es Number Road Street Locality Postcode w 1832 ROMSEY ROAD RomsEY 3434 a HE Docume 8 amp 8 2 ct Fel 4 3 4 4 12 wy Search for a Parcel by Legal Description This tool will allow you to search for a parcel using a Crown Description Search or a Plan Descri
86. anga in very High e land use for sxample detined ar lard wath 1203 Hope E High ession hazan accosted wth the pregosed wat orthe activities needed to bring aboutihe change High Modente geogion hazan with propered ahematie ure bl ethigim i Lom esson hazan associated with propoted atematwe wat Lows te Linders High Land highty races plible de either ced amuoe deine vagter legging ar landslipe Wary High r Cin Land modesty sipcepiible to eithersail ridu decline mater egging or landdips High rc Land of law susceptibility bo either sail shuctuie decline wrier legging or lar sips Megami r Well ctectused mil of depth greater than 250 mm Lows te Lindon comers High Land wth rechicied wegetaive gedh pedestal because cf aither moisture aeallabilite oridhe oocumence ef beag Vary High E lampeiaivies r Land west low pr snb al for re liatie vegetations grosii High r Land ef high pabential tor vegetative gramih Lowa ie Undo ari High Once the hazard ratings have been entered then click Save To close without saving changes click Close Version 2 2 Page 73 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 15 x pa Warning Yery High Land Protection Hazard Netscape ee Workflow Manager Step Warning Very High Land Protection Hazard Case SPOOOS S fone cli Clearing Add New Zone Step 1 Clearing should not proceed unless appropriate mitigation measures are undertaken or
87. application These are e Case Report creates a report based on one case e Standard Reports select a report type based on set fields e AdHoc Case Report generate reports on cases based on fields you choose within specified selection criteria e AdHoc Zone Report generate reports on zones based on fields you choose within specified selection criteria Locate Similar Cases Text generate reports on cases based on fields you choose within specified selection criteria and then use the links in the report to view the case information Locate Similar Cases Spatial used to search for cases within an area that you define with specified selection criteria and sorted by selected fields e Map Report search for a particular case and create a map ofthis case Reports can be prepared in three electronic formats Admin support staff do not have access to the reporting module W Statutory Planning Report Page Netscape A E O x File Edit View Go Communicator Help a A a a zad 8 amp Back Reload Home Search Netscape Frint Security Shop Stop lt a Bookmarks Ze Location http 203 21 120 26stat_planning report report_main_page ctm ad Gal What s Related oo Reporting Logout Ruth Macdonald Case Report Standard Reports AdHoc Case Report AdHoc Zone Report Locate Similar Cases Text Locate Similar Cases Spatial Map Report about a Hp http 203 21 120 26 stat_planning reportfadhoc_zone_sel
88. ase Details Attach Application Ruth Wacdonald OFMO002 014 102002 Assign Case Manager Determine Source Case Dept Response Ruth Macdonald 04710 2002 Refer Case Determine Source Case Ruth Macdonald OV4Of2002 04102002 Attach Application Register Case Determine Source Care Ruth Macdonald 0402002 0402002 Attach Application Register Care Record Spatial Extent Application Ruth Macdonald 0170 2002 01710 2002 Edit Required Case Details Register Land Owner Consent CLOSE Anne heln about AeA eaa EL E Documents This is the area where electronic documents associated with the case can be opened for viewing or printing and additional e documents attached to the case Case Maintenance Netscape SS _ O x Case Details Electronic Documents Logout Ruth Macdonald Main Site Instructions AQ Recommendations DeptReply Authority Decision Appeal Action Log E Documents Motes Case P000575 Modify Document Type Description Upload Date Person E 12 3application txt Application SP000575 application torm 017102002 Ruth Macdonald MODIFY ATTACH DOCS STO LETTER CLOSE help SS a p Note You can not delete e documents once you have attached them Version 2 2 Page 28 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Notes This is a facility for recording file notes collaborating on decisions resolving disputes coordinating on site visits etc When items have been recorded in this facil
89. ase Management System User Help Manual 3 4 2 Spatial data layers REFRESH MAP On the right hand side of the map viewer there is a List of Layers This list describes all data layers available through the current map view These categories can be List of Layers expanded into the individual layers by clicking on the to expand the heading M Application Many data layers may not be visible by default To make them visible tick the box T Biophysical under the heading Visible You must then hit the REFRESH MAP button for RA Adminitrative changes to take effect AM viemap Visible Active r Victoria ThA The layers are displayed in the categories Iw Contours ARPAGANGN v I Roade e Biophysical m C Water Administrative couez E O Address z Vicmap F fe Property If the box is already ticked and the data layer is still not visible this is because this layer has scale dependencies for the viewing of that particular data layer Zoom in or Zoom out and you will see the data layer appear at a scale appropriate for viewing When using the Identify Query amp Find tools in the Toolbox only information from the currently active layer will be returned If you want information from another layer first make that layer active by clicking the circle against its name in the List of Layers Active layers are not necessarily visible but are the layers that will be queried Only one layer can be active ata time To make a layer ac
90. ase Status List provides you with a summary of the status of cases of which you are the owner with a count of the number of cases against each You may not have a full list of all the statuses as shown on the sample screen if you have no cases at a certain status nothing will not appear on the list Create Case Click on Create Case to create a new SP case Note that this will only appear on the Portfolio Manager screen if you have authority to create new cases This is discussed in more detail in Section 3 2 2 LGA Registered Click on LGA Registered Cases to view all the cases currently registered with local Cases government Case list All When you initially enter Portfolio Manager the heading in the case list area will show Cases Status All Cases and will list all cases you own and selected case details Case list status If you click on a status type in the Case Status List it will 1 change the heading on the case list and 2 provide you with a list of cases at that step You can action the step by clicking on the chevrons gt gt gt gt in the Action column See section 3 2 2 on Actioning steps If you have the authority you will also be able to reassign officers to the case in this screen See section 3 3 on Managing your Case load You can get to any of the other Case list status screens by clicking on the status in the Case Status List You can return to the Case list All Cases screen by clicking on
91. ate planning scheme clearing with a permit issued from the local council or illegal clearing Department of Natural Resources and Environment now known as the Dept of Sustainability and Environment DSE or Dept of Primary Industries Actions taken to ensure commensurate gains in vegetation quality and quantity Large or medium trees individuals of key dominant long lived tree species as specified in the relevant EVC benchmark that are greater than certain diameters for large and medium at 1 3 m above ground level A unit of land described by a unique legal description A patch is a remnant of native vegetation often with a defined physical Page 147 of 1 Statutory Planning Case Management System User Help Manual Polygon Portfolio Portfolio Manager Protection Record Appeal Decision Record Appeal Details Step Record Authority Decision Step Record MPV Recruitment Refer Case Step Referral authority Referral type Register Case Step Register Public Land Owner Consent Step Register Workplan Conformance Letter Step Risk Set Source Case Version 2 2 15 08 03 boundary e g cleared pasture occurring in fragmented landscapes They may occur across one or more land tenures Patches may consist of one Or more zones A spatial feature on a map used to define a site A polygon is a closed shape with an area and a perimeter The group of cases currently in the ownership of an officer
92. ations a Click Add to add Offset Conditions to the zone This will open the Standard Condition Search screen pies Workflow Manager Step Zone Recommendations Case SP000611 Zone 4 Scattered Tree 1 Clearing Add New Zone Step 6 Treescape Offset Requirements 22 Large Tree Recruitment o Large Tree Protection 0 Medium Tree Recruitment 0 Medium Tree Protection 0 Condition Recommendation Delete The permit holder shall at their own expense provide to standards prescribed by the Responsible Authority and to its satisfaction suitable vehicular access to serve the parcel containing Crown Allotment Any clearing of native vegetation necessary and any drainage and ancillary works necessitated by the construction of such access hall be to the satisfaction of the Responsible Authority hd of the permit holder to a standard appropriate for the purpose of serving such allotments and to the satisfaction of the Responsible Authority after consulting andythe Department of Natural Resources and Environment Public access along the adjoining beach area must not be restricted by the construction Version 2 2 Page 82 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Standard Condition Search Netscape Standard Condition Search Search Criteria Displaying rows 1 to 8 of 166 Category Condition Text Native Native Vegetation Condition Text Conservation Significance Me
93. ch grouping of data elements is displayed on a separate page screen in the case details view which are accessible as TABS across the top of the screen Tabs are defined as follows This includes all of the basic information about the case reference numbers critical dates applicant details proposed use details location information planning information etc This includes all of the natural resource information for the site The full Site Assessment workflow is only made available when native vegetation is proposed to be cleared from the site This page provides information to Action Officers regarding assessment instructions or considerations the nature location etc of hard copy attachments to the case and who else is involved in the case AO Action Officer This page lists each of the Action Officer responses including their comments Recommendations and conditions and whether they are still working on it or not ie draft final status AOs can use this facility to collaborate on their respective responses and streamline their individual response Dept Reply This page comprises the consolidated whole of Department response to the application Authority Decision This page displays information about the Responsible Authority s decision on the case Appeal This page displays information in respect to appeals lodged against the Responsible Authority s decision Action Log This page displays a log of actions carried out o
94. credited Native Vegetation Assessor is selected you will be prompted to select a primary officer WorkFlow Select Primary Accredited NY Assessor Netscape Ee Ioj x WorkFlow amen Case SPOO0S41 Step Where more than one accredited assessor selected choose one to be the primar Action Officers Jonn hiercer SKIP WITHORAW CASE ATTACH DOCS CLOSE SAWE help Version 2 2 Page 47 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Action Officer Comment Sub process Action Officers to whom the case has been referred use this screen to record their response to the application The fields at the top of the screen cannot be changed Draft Final Leave the comments at Draft stage until the response is fully complied Once the response is changed to Final and saved the Action Officer will not be able to change the response Action Response Produces a drop down list with four responses Modification PSA only No objection Objection Subject to conditions The applicant will not see the AO s reponse Comments Free format text blob for comments on the application Conditions Free format text blob for an Action Officer to request conditions to be placed on the application Action Officers can type the conditions directly into the box provided copy and paste conditions from another document or choose from a list of Standard Conditions by clicking on the ADD STANDARD CONDITIONS button at the
95. d Wain Site Instructions 40 Recommendations Dept Reply Authority Decision Appeal Action Log E Documents Motes Case SPOOO5 5 Reference No Source none Dept Action none Direction Hearing d d Shon Grounds p Date appeal Date of Appeal Date Submission Grounds Submission Grounds Hard No Copy Appeal Decision Decision none Decision Date Decision Details CLOSE SAVE ar m Document Done i3 Version 2 2 Page 27 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Action Log This page displays a log of actions carried out on the case It is useful to the Case Manager in monitoring the progress of the case It also provides information which can be aggregated and Statistically analysed for business performance monitoring F Action Log Netscape Case Details Action Log Logout Ruth Macdonald Main Site Instructions 40 Recommendations DeptReply Authority Decision Appeal Action Log E Documents Motes Case SPOOO5 5 Step User Stan Date End Date Next Step Previous Step Assign Case Wanager Ruth Macdonald 0170 2002 01 0 2002 Register Land Owner Consent Attach Application Register Land Owner Consent Ruth Macdonald 0170 2002 0110 2002 Record Spatial Extent Application Assign Case Manager Edit Required Case Details Ruth Wacdonald OVMO002 04 10 2002 Refer Case Record Spatial Extent Application Reter Case Ruth Wacdonald OFMOS002 014 102002 Dept Response Edit Required C
96. d Management Case Wanager Region Action Officer Business Cases receive in HTML a Execute last 30 d COLAC Aboriginal Affairs Victoria Execute a AVS FINANCIAL MANAGEMENT BRANCH Catchment amp Land hlanagement Case Wanager Region Cases ae ied i HTML Execute subject to SEVEN Appeal FINANCIAL MANAGEMENT BRANCH T Case Manager Region Action Officer Business Action Officer Action Officer Staff Execute Report COLAC Aboriginal Affairs Victoria AO AO Accredited 1 po FINANCIAL MANAGEMENT BRANCH Catchment amp Land Management AO AO Accredited 2 Case Manager Region Action Officer Business Case Manager Case Manager Execute aa t l OLAC Aboriginal Affairs Victoria Alan Ray epo L MANAGEMENT BRANCH Catchment amp Land Management Allyson Lardner Fa een F HT hiL Execute Reviews _Exeeute Total MPV Start Date ddim minn End Date ddim miyy selected _Execute date range Total AAV Start Date dd mmiyyyy End Date ddim miyn Referrals in selected HTML aj Execute date range CLOSE aE help about ar De Document Done 1 Select the type of report that you wish to generate from the Report Titles in the left hand column 2 Select the constraints to limit the report by selecting items from the list If you wish to select more than one value hold down lt Shift gt while selecting with the mouse For example you may wish to generate a report on Version 2 2
97. dd zone recommendations as you move through the workflow For more information see section 3 2 4 4 Note you will need to mark your comments as final under the Final Comments tab for them to be available to the Case Manager in constructing the departmental response You need to be assigned as an Action Officer for the case to perform this function Under the Site link for the case click My Recommendations You are then able to Add conditions that apply to the whole application For more information Page 143 of 1 Statutory Planning Case Management System User Help Manual see section 3 2 4 4 Note you will need to mark your comments as final under the Final Comments tab for them to be available to the Case Manager in constructing the departmental response Generate the Department Workflow This process has three main components response with a map as a_ Manager 2 Generating a Schedule of Conditions in PDF format 3 Generating a map of the case in PDF format See the Department Response section Version 2 2 Page 144 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 6 Glossary of Terms Accredited Native Vegetation Assessor Action Officer AO Action Officer Comment Step Active layers Admin Support Application extent Assign Case Manager Step Assign Coordinator Step Attach Application Step Attach Consent Letter Step Attach Depa
98. ded to define the polygon are visible Upon clicking on this tool the Spatial Edit Applet screen will appear Use the Create Polygon Feature to draw the basic shape of the application extent Use the Select Move Add Vertices tool to modify the shape b If you are not happy with the polygon you have created use the Select Move Features to select the feature and then the Delete Feature Vertex tool to start again c If you find that you are within the Spatial Edit Applet screen and the scale or spatial position is inappropriate or more context layers are required to record the application extent then you will need to close this window and return to the SPCMS Map View to make the necessary adjustments Following this you will need to click on the Capture Freehand Polygon Parcels and start again d Once you are satisfied with the application extent click Save and this will return you to the SPCMS Map View and the polygon you have created will be displayed with the SP Case Number Version 2 2 Page 114 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Note You will notice that when you are capturing the application extent the Feature Properties tool is not visible This is because this tool is not necessary as the description of the application extent is automatically generated 3 4 8 Add Zone For a discrete area of remnant native vegetation a Inthe Site Assessment window click Add Zone which will open the
99. dium The Government Road abutting which will provide access to Lot s shall be constructed at the cost of the permit holder to a standard appropriate for the purpose of serving such allotments and to the satisfaction of the Responsible Authority after Search Continue consulting andythe Department of Natural Resources and Environment E 26 Access The walkway adjacent to the proposed worms must be maintained for public access CT 28 Advertisements Any sign to be erected shall be of the size colour wording location and materials shown on the endorsed plan and shall not be altered or modified without the written approval of the Responsible Authority after consulting andythe Department of Natural Resources and Environment Next gt Last gt gt p Document Done b Offset Conditions can be searched by selecting a Category from the drop down menu entering Condition Text and or selecting Conservation Significance from the drop down menu c Click Search and a list of results will be displayed You can move through the list using the Next and Last links d Select the relevant conditions by clicking in the checkbox and then click Continue to move to the next step 3 2 4 3 8 Associate clearing with offsets offset zones only Associate offset with clearing zones Netscape Workflow Manager Step Associate offset with clearing zone s Case SP000611 Zone 3 south west edge of
100. ds For more information see section 3 5 6 To search for a particular case use the map report function For more information see section 3 5 7 Only Accredited Native Vegetation Assessors NVA are able to enter and edit vegetation assessment details Only one NVA is assigned to each case and it Is only this person who can edit case details Once the native vegetation assessment zones are made final then you can not longer edit this information You need to be assigned as an Action Officer for the case to perform this function Under the Site tab go straight to Final Comments ender your comments in the Comments field and select the appropriate Action Response Note you will need to mark your comments as final under the Final Comments tab for them to be available to the Case Manager in constructing the departmental response You need to be assigned as an Action Officer for the case to perform this function If the zone has already been recorded for the spatial location then click on the zone number in the main Site Assessment screen Then click the Recommendations tab and Add your conditions to the zone Note you will only be able to add conditions to the zone if it is still in Draft Status lf the spatial location that you wish to provide comment on has not been mapped you will need to Add the zone in the Site Assessment screen see section 3 4 8 You will then be prompted to a
101. e a group of scattered trees used the Create Polygon Feature tool to draw around the canopy of the trees proposed for removal e A window will pop up requesting information on the Zone Ref Zone Reference Number and the type of feature Clearing Offset or Other You must also enter a unique code for the Zone Ref Each polygon or zone will have a unique Zone Ref f Once you are satisfied with the zone extent click Save and this will return you to the SPCMS Map View and the polygon you have created will be displayed with Zone Reference Number Naming conventions for zones To ensure that zones are named consistently the suggested naming convention is as follows Zone Type Name Clearing cl Offset of Other ot where is the next consecutive number 3 4 8 1 Legend for Application Layer You will notice when you are capturing the polygon information for application and zone extents they will be displayed with a default legend The final zones are displayed in green and those in draft status are displayed in brown The application extent is always a red outline Legend Final zones Clearing tdfset Cot ee Drafl ones Clear Offset Oe er OREO Seo Ap plicatian Extent Version 2 2 Page 116 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 5 Reporting Module SPCMS s reporting module allows you to generate a variety of reports on the information held in the
102. e current case owner In the workflow manager at the Refer Case step the Case Manager CM can opt to SKIP the referral to Action Officers by clicking on the SKIP button at the bottom of that screen This will advance the CM to the Department Response step This option is required for some referral types Once the SKIP option has been applied you cannot go back to refer the case for comment from Action Officers Page 138 of 1 Statutory Planning Case Management System User Help Manual eee Planning Case Management System User Help Manual Workflow Manager Refer a case to Action Officers Add or Delete Action Officers assigned to a case Case Details View Workflow Manager Generate standard letters Case Details View Version 2 2 15 08 03 Available only to the Case Manager involved in the specific case At the step Refer Case note any pertinent instructions to the AO s check the AO response date is correct modify if required note whether any hard copy information is to accompany the case include details about what it Is where it is stored etc and select the relevant AO s from the AO list Multiple people can be selected by holding down the lt CTRL gt key as you select Click SAVE to send the case to the selected AO s This will generate an email notification to them with a link back to the system At this point the case will be in the Prepare Dept Response step and can be ac
103. e from the Case Manager and enter a date range in the Dept Reply By Date Selection Criteria column You can choose multiple criteria for example multiple Case Managers by holding down the lt Shift gt key and clicking on multiple selections Choose EXECUTE Query to run the report A screen showing all the cases that match your criteria is displayed Version 2 2 Page 118 of 1 15 08 03 Statutory Planning Case Management System User Help Manual x ye Custom Report Netscape E olx Fie Edit View Go Communicator Help Logout Ruth Macdonald Report Heading Enter your report heading here Output Format HTML aj Field ea Sort Order Sort Direction Selection Criteria ADDITIONAL AREA O MPY Reference Type CONVERT TO LIC CONVERT TO LSE E MPy Reference Number authority Reference Number Fo oF iF ol l Land Status Action Officer Reply Current Step Approval of Letter by Delegate Approve PSA Proposed Use Description a oe B RESORTS Responsible Authority oe B SHIRE er e Document a Choosing EXECUTE QUERY results in the following report Custom Report Netscape loj xj File Edit view Go Communicator Help Reporting Logout Ruth Macdonald Enter vour report heading here 3 cases were found to meet your criteria SP Case cay Current Step Responsible Authority Municipality Referral Type Proposed Use SP0007 14 ecu MACEDON RAN
104. e will allow you to de select multiple items from within a drop down list Also see FAQ item 38 select a multiple items from a drop down list The spatial extent of the application extent can be changed by clicking on the Case Map Extent link in the Drill Down screen You will then need to edit the polygon shape using the methods outlined in 3 4 7 Please note that changing the application extent will not refresh the drill Version 2 2 Page 142 of 1 15 08 03 Statutory Planning Case Management System User Help Manual eee Planning Case Management System User Help Manual re ee Search for the spatial location of an application Mapping Report Facility Workflow Manager Edit vegetation assessment details Provide comment ona case as an Action Officer Workflow Manager Workflow Manager Add conditions to a case with a spatial reference as an Action Officer Workflow Manager Add conditions to a case without a spatial reference as an Action Officer Version22 Page lB i SoSe 15 08 03 In the SPCMS mapping facility use the SP number of a case to spatially locate it The SP number search function is found below the Toolbox Type in the SP number SPOOOXXX and then hit lt Enter gt on the keyboard The case you are searching for will be highlighted in the map viewer To search for cases within an area that you define with specified selection criteria i e a date range and sorted by selected fiel
105. eading here SS eee ee eee gt Oh Oe ea 00O0OeeeGV7O SS eee ee eee _ O _ nmnl h _ gt ar p Document Done 1 From the SPCMS Home page choose Reports and login to the Reports screen 2 Select AdHoc Zone Reports 3 Type in a name for the report 4 Choose an Output Format Three formats are available HTML is recommended if you wish to look at a report on the screen All the reports found in the search can be viewed by clicking on the link PDF is recommended if you wish to print your report you will need Adobe Acrobat Reader to do so CSV is recommended if you want to download the report into another application particularly MS EXCEL 5 Choose the fields you wish to appear in the report by checking the box next to the field name The more fields you choose the wider the report will be The SP Case number and Zone ID will appear on all reports and cannot be deselected 6 Choose the Sort order for the report You can choose up to three fields as the sort order If you choose a Sort Order also choose whether you want the sort direction to be in Ascending A to Z or Descending Z to A order 7 Choose the selection criteria This determines the type of information that will appear in the report Selection criteria may be chosen from a selection list or they may be free format fields For example if you want to report all the were you have been the assessor type your surname into the Assessor
106. ect cfm i 3 5 1 Ad Hoc Case Reports The Ad hoc case report enables you to generate reports displaying the fields you choose within specified selection criteria i e a date range and sorted by the selected fields The table has five columns that can be divided into three functions Fields Provide a list of fields for each case that you can include in the report Check the box next to the field s you wish to include in your report The SP Case number will be included in every report you generate Sorting You can choose up to three fields by which to sort In the Sort Order column select the field that will be the first second and third criteria for sorting and in the Sort Direction choose whether you want to sort in ascending A to Z or descending Z to A order Version 2 2 Page 117 of1 15 08 03 Statutory Planning Case Management System User Help Manual Selection Criteria This allows you to choose Criteria on which to report These may be selection lists or free format fields You can select more than one Selection Criteria and make multiple selections from the selection lists by using lt Ctrl gt or lt Shift gt There are three options for generating the report EXECUTE QUERY runs the current report SAVE REPORT CRITERIA saves the current report in your workspace so that you can run the same report at a later date APPLY EXISTING REPORT CRITERIA allows you to run the report criteria you saved earlier Generating
107. ected Parcels as Application Extent a Select the parcel s that make up the application extent b The parcels can be selected using Search for a Property by Number Search for an Address Search fora Parcel by Legal Description or you can manually select the parcel s using Select Properties by Rectangle c The parcel s that you want to set as the application extent should now be highlighted yellow Version 2 2 Page 113 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 SP CMS Mapping Netscape loj x File Edit view Go Communicator Help RIMARY INDUSTRIES CLOSE WINDOW DEPARTMENT OF SUSTAINABILITY amp ENVIRONMENT SP CMS Mapping HELP OTHER MAPS powered by MapShare VIEW LEGEND REFRESH MAP List of Layers M Application E Biophysical 4 Z Administrative M Viemap 4 ia Primary Industries Sustainability and Environment Victoria Australia kla fe af The Place To Be Feedback Copyight and Disclaimer Privacy la a d Then click on Copy Selected Parcels as Application Extent The following message will appear Document Done 203 21 120 26 JavaScript Application Se xi AN Successfully copied 1 parcels to SPOO0S41 application extent Capture Freehand Polygon Features as the application extent a If you are using the Capture Freehand Polygon Features tool you must ensure that ensure you are at an appropriate scale and all data layers nee
108. ed within the application extent This may contain a number of different EVCs or the same EVC but with areas of differing quality Site egetation Netscape site Vegetation Logout Ruth Macdonald Main gt gt DrillDown Site Vegetation Site Assessment Net Gain Summary Case SP000611 Nominated NVA Ruth Macdonald EVC e Id EVC 22 Grassy Dry Forest Significant Species Id Scientific Name Kingdom No results found Close Save help about Document Done 35 3 gA Z 4 3 2 4 2 1 1 Entering EVC and Significant Species Information for the Site a Click Add next to the EVC field and the following screen will appear Version 2 2 Page 69 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 5 E C Search Netscape EVC Name Search Continue Workflow Manager Step EVC Search Search Criteria EVC ID EVC Name Bioregion Coast Banksia Woodland O2 Conservation Status B Coastal Vine rich Forest ran Fg Gomatsintnemang Ci 6 Sand Heathland C 8 Wet Heathland E 12 Wet Swale Herbland C 15 Limestone Box Forest E 17 Riparian Scrub Complex Displaying rows 1 to 15 of 804 Next gt Last gt gt E JE Ga Enter a term to limit the search in the EVC Name field for example wood This search can be further limited if the user knows which Bioregion they are operating in If the Conservation Status of the EVC is known then this can
109. eferable as it allows the Case number to be included in the file name Documents scanned as an application is registered Wherever possible this is to be encouraged as it allows you include the SP Case number in the name of the document The SP case number is available after the Workflow Manager Initial Registration screen is completed The next screen will ask you to attach the application document You should set up a sub directory under the Stat Planning Scanned Docs directory called SPXXXXXX where XXXXXX is the SP Case number The Application should be labelled SPXXXXXX Application Subsequent edocuments relating to the Case should be named with the Structure SPXXXXXxX Document Type Document Type is Application Landowner Consent Departmental Resonse etc Version 2 2 Page 150 of 1 15 08 03 Appendix B 1 nre SP reg form doc Statutory Planning Case Management System Registration Form NRE staff member Personal Details please print clearly Given Name Surname Position Position is O Permanent O Contract Expiry DSE Business Location Telephone Email DSE User Id Roles Required please tick Box more than one role is acceptable O Statutory Planning Coordinator O Administrative Officer O Case Manager O View O Action Officer Conditions The allocation of an account is strictly to the individual You the applicant are responsible for its use and if others gain access to this account then you are also responsible
110. eferred to DSE for response These are generally Acts of Parliament Step for registering a Case in SPCMS All fields are mandatory The referral type field determines the workflow that the Case will follow Registration of the Case is not complete until the Application form is attached Next step Applications on Public Land require the Public Land Manager s consent before a Case can proceed If a Consent document is not received with the applicant is informed via a standard letter You will need to attach a copy of the Public Land Manager s consent before you can advance the case If the Application is on freehold land this step can be ignored This Step is for MPV Planning Permit Applications Section 55 The Case Manager records whether the Application conforms to the Workplan previously approved by the Department Field to indicate potential for a case to exceed timelines or become politically sensitive Based on Deloite s risk assessment categories Subjective discretion of Case Manager If there is a Source Case for the Step you can link the current Case to the source Case using Set Source Case To Save time you can Copy the Source Case details into the Current Case Page 148 of 1 Statutory Planning Case Management System User Help Manual Site SOE Source Case SP Coordinator System Administrator Vertex Visible layers Withdraw Case Withdrawn Workflow Workflow Manager Zone Version 2 2 15 08 03
111. egetation quality through active management such as decreasing the extent and severity of weediness An international consortium of wide area networks that operate using a standard set of addresses allowing machineto machine connectivity on a global scale A network based on TCP IP protocols an internet belonging to an organisation usually a corporation accessible only by the organisation s members employees or others with authorisation An intranet s Web sites look and act just like any other Web sites but the firewall surrounding an intranet fends off unauthorised access Local Government Authority Gains can only be achieved through maintenance This is through foregoing permitted existing uses which degrade the condition of the vegetation such as removing large trees for firewood Plants that are indigenous to Victoria including trees shrubs herbs and grasses Is where over a specified area and period of time losses of native vegetation and habitat as measured by a combined quality quantity measure habitat hectare are reduced minimised and more than offset by commensurate gains A seven digit number locating a position on the Y axis vertical Minerals and Petroleum Victoria a Divsion of DSE Where native vegetation has been removed destroyed or lopped without this action being referred to DSE as the referral authority This may be clearing which does not require a permit due to exemptions listed in the st
112. ered users will be able to access reports change their personal details not role and change their password but the availability of other features such as re assignment case detail edit case create etc are restricted to certain roles The different access levels are listed below 2 2 1 Statutory Planning Coordinator The Statutory Planning Coordinator SPC is responsible for coordinating the timely whole of department response to the statutory planning case This role provides create access to record new statutory planning cases Re assignment case detail edit and case withdraw functions are also available to this role 2 2 2 Case Manager A Case Manager is the person responsible for the day to day management of a case In most cases this will be the SPC but the system provides the capability for someone else to manage this function Where the user is assigned to a statutory planning case as the Case Manager edit and withdraw case access is provided but create capability has been removed 2 2 3 Action Officer An Action Officer AO is any person responsible for providing input to the whole of department response to the case These people typically represent the various business units of the Department including Parks Victoria Floodplain Management Unit and potentially Catchment Management Authorities Version 2 2 Page 14 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Action officer
113. es mo k Scientific Name E S4 F Allo pu sl E 7078 P Forest Oak Allo toru os oom Tem an 3 es 3 D 2647 F Green She oak Allo para E Bes F Sornmb She oak Allo palu Allocasuarina paludosa D S507 F She oak Casua spp Casuarina spp Mext Last El ef Document Done he ES AA Es E h Restrict the search to species in the plant kingdom by selecting this option from the drop down menu i Search for the species by entering the Common Name Short Scientific Name or Scientific Name You do not need to enter the full name for example orchid in the Common Name field or Eucalyptus in the Scientific Name field j Click Search to execute the function The number of species selected in the search is displayed at the bottom of the screen The list can be scrolled through using the Next and Last links Please note that this list is sorted alphabetically on Common Names k Once the correct species is displayed click in the check box and click Continue This will return you to the main Site Vegetation screen I Click Save on this screen and the species that you selected will be listed Version 2 2 Page 71 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 2 4 3 Site Assessment Determine if you need to enter your data as a habitat hectare assessment or a scattered tree assessment To enter data for
114. esponsible Authority The Decision to appeal is made off line from the SPCMS although the results of the decision and details of any Appeal are recorded here Record whether there is a Source Case for a particular Step A six digit number locating a position on the X axis horizontal Electronic documents Refers to a document stored in any electronic format such as MS Office Word or Excel or scanned documents stored as jpg or pdf files All documents related to an SP case are converted to electronic formats and linked to the case Electronic files Groups of e documenis relating to a case are stored as e files Record information about the Case at this step Information about the proposed use location planning zones LCC recommendations and other reference information is recorded Several of the fields are mandatory They are marked with an asterix An intranet that is partially accessible to authorised outsiders Whereas an intranet resides behind a firewall and is accessible only to people who are members of the same company or organisation an extranet provides various levels of accessibility to outsiders You can access an extranet only if you have a valid username and password and your identity determines which parts of the extranet you can view Extranets are becoming a very popular means for business partners to exchange information A type of native vegetation classification that is described through a combina
115. ff land use change has equivalent or higher land protection value Please enter a description of the circumstances and or attach documentation CLOSE ATTACH DoCS Do MOT PROCEED PROCEED WITH ASSESSMENT help er Document Done If you select one more very high hazard rating categories you will need to record the mitigation measures taken or explain if the land use change has a higher or equivalent land protection value before you can proceed Supporting documentation can be attached using the Attach Docs link Once this information is recorded click the Proceed with assessment link If application does pose a Very High Land Protection Hazard and appropriate mitigation measures are not taken then you should not proceed with the assessment 3 2 4 3 3 Zone description 5 Zone Description Netscape i a x Ioj x Workflow Manager Step fone Description ess _C0cqGG CS _________ ______V___ SS rs Case SPOO0940 fone ofi Offset Add New fone Step Description Remnant manament offset option EVC Lowland Forest Add EVC s to Site Bioregion east Gippsland Lowlands EGU Revegetation fone No i Species Add Species to Site LLOSe SAVE help about 4 JE lt i E a Enter a description for the Zone giving a general indication of the site location for example North East paddock corner b Select an EVC and Bioregion from the drop down list The EVCs in th
116. frame Click on the chevrons gt gt gt gt in the right hand frame next to the appropriate case No The case will open at the appropriate step in the workflow manager for you to carry out your work Enter the required information and click SAVE This will move the case to the next step in the process Available only to users involved in the specific case At the portfolio manager click on the desired SP number in the right hand frame The case detail screens will open defaulting to main details Click on the tabs across the top of the screen to view all case details Depending on your role and security entitlements you may be able to edit details in these screens add delete Action Officers attach documents and or add to the discussion thread Page 135 of 1 Statutory Planning Case Management System User Help Manual eee Planning Case Management System User Help Manual Report Facility Portfolio Manager Register a new case Workflow Manager Attach documents to a case Case Details View Version 2 2 15 08 03 Available to all users with View access Build a report using field selection column sort order and or filtering criteria Output the report in HTML format From the output list locate the desired case Click on the SP number The case detail screens will open defaulting to main details Click on the tabs across the top of the screen to view all case details Depending on yo
117. g Case Management System User Help Manual 3 Using the System In this section we look at how to use the SPCMS to complete Statutory Planning cases and manage your portfolio of cases The chapter is divided into three sections the portfolio manager registering and completing a case and managing your case load 3 1 The Portfolio Manager As mentioned in the first chapter the Portfolio Manager is the equivalent of your IN Tray in the hardcopy world and it is through here that you can view the cases in your workload and access them for information and response The Portfolio Manager screen shows all cases for which you are the Case Owner The purpose of this screen is to display your cases identify the stage of the business process where each case sits identify the risk status and priority of your cases and allow you to drill down in to the cases themselves so that you can action them and move them along to the next step in the SP process You may also create cases from this screen if you have the appropriate privilege Actioning and creating cases is discussed in more detail in Section 3 2 2 As work on a case is carried out the status current step is automatically updated in real time at each screen refresh Some of the features of the Portfolio Manager screen are Logout To Logout of SPCMS click on the blue Logout User bar SPCMS Home To return to the SPCMS home page click on the Portfolio Manager page title Case Status List The C
118. g case details If the land is public and the consent details have been provided the application jumps to a screen for recording these details Mandatory fields Land Type Consent Details Provided Pa wWorkFlow Register Land Owner Consent Netscape WorkFlow manailer Case SPUUUS5 Step Register Public Land Owner Consent y O Land Type Public Consent Details Provided Ho WITHDRAW CASE ATTACH DOCS MORE INFO CLOSE SAVE help Await Consent Letter If the application is on Public Land the consent letter from the Public Land Owner must be provided by the applicant If the letter has not been provided the workflow enters a process called Await Consent Letter When the letter has beeen received the Consent Details Provided should be changed to Yes Mandatory field Consent Details Provided pa WorkFlow Await Consent Letter Netscape WorkFlow Manaver Case SPUUUS5 Step Await Consent Letter Land Type Public Consent Details Provided Ho WITHDRAW CASE ATTACH DOCS MORE INFO CLOSE SAVE help Version 2 2 Page 37 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Attach Consent Letter This screen is for attaching an e document the Landowner Consent letter for SP applications on Public Land This is a mandatory document capture point for all SP Cases on Public Land The description field should be used for descriptive information about the document e
119. ge 145 of 1 Statutory Planning Case Management System User Help Manual CMA Completed Conservation Significance Datum Department Response Step Determine Appeal Status Step Determine Source Case Step Easting e documents e files Edit required Case Details Step Extranet Ecological Vegetation Class EVC Exceptional Circumstances Version 2 2 15 08 03 as such more a status of file ownership Catchment Management Authority Step tells you that you have successfully completed a Case The conservation significance of a patch of native vegetation is determined according to the conservation status of vegetation types present the quality of the vegetation the conservation status of species present and the potential habitat value the strategic location in the local landscape and other recognised criteria such as commitments under international conventions A datum is defined by a spheroid which approximates the shape of the Earth and the spheroid s position relative to the centre of the Earth There are many spheroids representing the shape of the Earth and many more datums based upon them The Case Manager compiles a whole of Department response to the Application Comments are added as free format Text while conditions are added as free format text or chosen from a list of standard conditions available This Step is for recording whether or not there is an appeal against the decision of the R
120. ght have changed with the alteration of the spatial extent of the zone 3 2 4 7 2 Changing the spatial extent of the application extent The spatial extent of the application extent can be changed by clicking on the Case Map Extent link in the Drill Down screen You will then need to edit the polygon shape using the methods outlined in 3 4 7 Please note that changing the application extent will not refresh the drill down results 3 2 4 7 3 Changing the status of a zone Throughout the development of the case the zone may change status from Draft Final or Discarded To change the zone status click the zone number in the Site Assessment screen This will take you into the Zone Details screen where you can change the Status from the drop down menu You will only be able to change the status of a zone once you have completed the workflow process for this zone Note You will only be able to change the status of a zone when you are the Accredited Native Vegetation Assessor for this particular zone 3 2 4 7 4 Editing zone details To edit the Zone Details click the zone number in the Site Assessment screen This will take you to the Zone Details screen You can then edit this data 3 Stat_plan Netscape Please confirm changes Logout Ruth Macdonald A change has been made to the zone that may impact on one or more zone attributes If you continue with the change you will be required to review the zone details and re co
121. gly encouraged to use the workflow manager for this Using the workflow manager will avoid any potential confusion Edit functionality in the detail view screens should only be used to edit existing data Version 2 2 Page 13 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 2 System Administration 2 1 How to Register The local Statutory Planning Coordinator approves all requests for registration as a user The SP Coordinator will allocate the appropriate role s 2 1 1 DSE DPI Staff Currently registered to DSE DPI Network Fill in form DSE SP reg form doc and send to local Statutory Planning Coordinator 2 1 2 Non DSE Staff ie Staff at Parks Victoria Fill in form non DSE sp reg form doc and send to local Statutory Planning Coordinator 2 1 3 Notification of Registration The SP Coordinator will forward the registration form to the System Administrator who will register the new user and allocate a password The Administrator will e mail the new user and courtesy copy the approving SP coordinator with the user id and initial password The new user will be requested by the System Administrator to change their password when they first login to the application 2 1 4 What can I see without a Password Security requires that no option will be available without a valid user ID and password 2 2 System Security System access and privileges are based on the role or roles allocated to the user All regist
122. gram that the system sends to your computer to allow you to record and store the spatial information To run this applet you will need to have a java plugin installed onto your computer s hard drive Consult the system administrator if you need assistance in installing this plugin This function is used to spatially capture and edit application and zone extents The tools used in this function are described below You will notice that the tool currently in use is shaded grey H Save This will save the area you have created and you will be returned to the main SPCMS mapping page R Select Move Features Use this tool to select features and then to move or edit them with other tools a Select Move Add Vertices This tool can be used to select vertices on a polygon that you have created A vertex is the hollow squar e box that creates corners in polygons To move a vertex Click on the vertex you want to move and hold down the mouse button and drag the vertex to the new position You will notice when a vertex is selected it turns red Version 2 2 Page 109 of 1 15 08 03 Statutory Planning Case Management System User Help Manual To add a new vertex Move the cursor to a position on the polygon line where there is no vertex When the cursor appears as a cross hair click the mouse button to add a new vertex at this position The curvature of the line can be increased through adding more vertices To delete a vertex Click on
123. he number of large and medium trees to be cleared Click Save to move to the next screen Enter the Projected Habitat Score The projected habitat score defaults to 0 If the vegetation is not completely removed ie clearance of dominant tree layer therefore in 10 years the vegetation may still have some habitat value f Enter the Habitat Hectare Loss Gain e g You will notice the Multiplier will be automatically populated depending on the Conservation Significance of the site Version 2 2 Page 80 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 5 Habitat Hectares Netscape B i im x Workflow Manager Step Habitat Hectares Case SP000611 Zone 4 Scattered Tree 1 Clearing Add New Zone Step 5 Zone 1346 Description Scattered Tree 1 EVC Grassy Dry Forest Bioregion Victorian Volcanic Plain VP Type Clearing EVC Bio Conservation Status Depleted Status Draft M Conservation Significance Very High Ecological Fn Please choose one Land Protection Fn Please choose one Assessed Habitat Score 0 04 Large trees to be cleared Total Area 0 03 Medium trees to be cleared Assessed Habitat Hectares 0 00 Projected Habitat Score fo Habitat Hectare Loss Gain 0 00 Multiplier 2 00 Target Habitat Hectare for Offset Calculate Close Save hialn ahnt i 3 2 4 3 6 2 Offset h Select a Status for the Zone Choose Draft Final
124. hen forwarded to the Case Manager The Workflow now follows a path determined by how closely the application conforms to the submitted Workplan The Case Manager has three options for deciding Workplan Conformance Application confirms to If you are satisfied that the application confroms to the Workplan the Workplan Approved in an earlier iteration of the Stat Planning process choose Conforms on the Register Workplan Conformance Screen The Workflow skips to the Refer Case step in the Workflow see page 46 The Workflow now follows the standard SPCMS process Minor Variance between Where you judge that there is a Minor Variance between the Application and application and the workplan choose the Minor Variance option in Workplan the Register Workplan Conformance Letter screen The Workflow skips to the Refer Case step in the Workflow see page 46 You should note the minor variance in the Instructions to Action Officers The Workflow now follows the standard SPCMS process Version 2 2 Page 65 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Major Variance between Where you judge that there is a major variance between the Application and application and the workplan choose the Major Variance option in Workplan the Register Workplan Conformance Leiter screen This option will generate a letter informing the applicant that the application does not match the workplan The process is to then wait for
125. holder Address Area Address Necogggd John Heskins WRCDOOOZ blair black Landholder NRCOOOOS my gname my surname SY RCOOO04 lan Johnstone HARCOOOT 2 David Kennedy EVC NMROCOOOT Search NRCO0018 MROCOOOW Seen i NROOOD20 a a MRCOOO NRCOOO2S macedon MRCOOOUZE Scott Macedon Displaying rows 1 to 15 of SG Next Last CLOSE E help about ET M Document Done This function allows you to search the system to ensure this information has not already been recorded The search can be filtered by Address Landholder or EVC To view one of the records click on the ID Additional information can be added to the record You will notice that prefix for non referred clearing cases is NRCXXXXX To record a new Non Referred Clearing click Add Version 2 2 Page 89 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Add Non Referred Clearing Netscape Add Non Referred Clearing Logout Ruth Macdonald Status Type Hon Referred Clearing Type Clearing Area Unit none Number of trees i dl Location Infomation Street O Town Ce Postcode Notes Land Holder Given Name Land Holder Surname Action Comments Bioregion none EVC Search CLOSE SAVE help about E Document Done Then enter all Known information about the Non Referred Clearing and click Save After clicking Save the Map link will appear Use this link to record the area and l
126. inator Netscape WorkFlow anager Case SPUUUS5 Step Assign case to a statutory planning coordinator SSeS EEE eee Coordinator Feter Brenton ATTACH DOCS CLOSE SAVE help Assigning the Case to a Statutory Planning Case Manager The SP Coordinator must assign a Case Manager Coordinators and Case Managers can also reassign cases they manage to other Case Managers through the Portfolio Manager See Section 3 3 The drop down list will only display the names of staff that have a role as a Case Manager Mandatory field Case Manager pa WorkFlow Assign Case Manager Netscape WorkFlow Manaver Case SPUUUS5 Step Assign case to a case manager OOO SO Case Manager Julie Gale WITHDRAW CASE ATTACH DoCS CLOSE SAVE help At this stage and the assign SP coordinator stage other e documents can be attached to the case Version 2 2 Page 36 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Register Public Land Owner Consent If an application is on Public Land the Public Land Manager s consent to the application must be provided before the case can proceed If a consent document is not received the applicant is informed via a standard letter Further processing of the application stops until consent is received If the land is public land and there is a consent letter SPCMS will ask you to attach the consent letter If the land is not public SPCMS will go to the screen for enterin
127. ion Proposed Use Proposed Area Ha Approval Status HWYR ASRICULTURE 10 00 MHo ba Dept Reply Date Draft Final Dratt Dept Response none Comments Full Screen Inspection Date CONSTRUCT RESPONSE REWE RECOMMENDATIONS PRINT RESPONSE MAP WITHDRAW CASE ATTACH DOCS CLOSE SAVE help ar Document Done Enter the required information into this screen Then click Construct Response Construct Response Construct Department s Response Netscape E Oj x Construct Department s Response ALL E Appleton Condisons E Select From AO Rees LACH Add Group Hed Poamert bre This screen can be used by the Case Manager to add or edit Application Conditions using the links described below Version 2 2 Page 53 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Add or Edit Standand Conditions New conditions maybe added by clicking Add New Alternatively you can add conditions from Action Officer recommendations by clicking Select from AO Recs Action Officer recommendations must be marked final for them to become available to the Case Manager to construct the Department s response You may only add conditions from the application recommendations not zone conditions f Standard Condition Search Netscape i Oj x Standard Condition Search Search Criteria Displaying rowe 1 to 8 of 166 Category ID
128. ion Native vegetation to be cleared Application Proposed use Location Municipalities Other details LCC Details Used for noting files and dates relating to the case There area number of fields to which you should pay particular attention e Risk is a subjective educated assessment by the Case Manager related to political sensitivity and or complexity effecting DSE s ability to deliver a timely response e The File no should be a valid registered file ID within Portal File View You will need to open LIMS Portal to get the relevant ID Most of the information in the other fields in this section are derived from data entered on earlier screens in the workflow selecting Yes will mean the site assessment workflow will need to be completed at a later stage This decision can be changed by clicking Change If it is changed to Yes you will need to select an Accredited Primary Native Vegetation Assessor from the drop down list This is a multiple entry field for recording the proposed use of the land Add proposed uses to the screen by clicking on the edit button Then select the appropriate proposed use from the drop down menu Enter the area under application in hectares in the area field Tick the check box beside each proposed use then click save This is a multiple field entry for recording the location of the case Location may be a Crown description Parish Allotment Section or Plan De
129. iption for using the Select Move Features tool Then i click on the Feature Properties tool and enter the description in Type Joftset the text box Select the Type from the drop down menu ZoneRef 4 Click OK when finished To close the text box without saving changes click Cancel po Java Applet Window Version 2 2 Page 110 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 4 4 18 2 Common errors encountered when using the spatial edit applet Self intersecting features or invalid shapes If the whole polygon is highlighted red this indicates that it has self intersecting features or invalid shapes This means that within this polygon there are lines that are crossing over creating what appears to be two shapes joined at a single point When you try to save this polygon an error message will come up You must select this polygon and then delete it using the Delete Feature Vertex tool Alternatively you can use Select Edit Move Vertex button to drag out the vertex until the shape infills with blue 3 Spatial Edit Applet SEA Netscape E iol xj E w Bookmarks 4 Location jinx 2462271 40909 miny 2467488 6901 857 amp maxx 246797 1 3181 Skmaxy 2471 759 4916343 action capturekclasstype zones Ga What s Related g H A mG Spatial Edit Applet SEA CAPTURE Zone for Case No SP000575 B Invalid shapes exist Please make sure any features are not self intersec
130. is list will be the EVCs selected for the site at the Site Vegetation step If the EVC is not in this list click Add EVC s to Site and add the EVC s using the procedure previously described Species can also be added to the zone using the procedure previously described Note that as this is a native vegetation Version 2 2 Page 74 of 1 15 08 03 Statutory Planning Case Management System User Help Manual assessment only plant species can be added in this process See Section 3 2 4 2 1 1 to view these instructions c If you intend to revegetate this zone then select Yes from the Revegetation Zone drop down menu d Click Save to move onto the next step 3 2 4 3 4 Habitat Score Offset or Clearing The habitat score window will vary depending if the zone is categorised for Clearing or an Offset The screen below is for an offset as it includes the Maintenance and Improvement columns Maintenance and Improvement information is not relevant for clearing zones therefore it will not be displayed when a zone is categorised as clearing The table below gives a description of the terms used in this screen Large Trees Large trees are defined by a minimum diameter at breast height DBH 1 3 metres above ground level threshold measurement as indicated in the EVC bioregional benchmark Medium Trees Medium trees are defined as half of the large tree minimum diameter at breast height DBH
131. ist Logout Julie Gale Gen Surname Email Phone Fax Dnision Location Office Hame ae 2 Crown Land Act Off VIC 123 Albert Park Albert Park Onky ion Officer julie qalecgonre vic gov au fina ennenE ent Pa ent Pa Action Officer 2 Minerals 2 i VIC 944249000 5 _ Albert Park Albert Fark Onhy MEV peter brentonnre vic gov au Se aie en eee ent Pa ent Pa f z j Crown Land Ad 5 rt VIC i 1 Albert Park Albert Park Onky min Support julie qale inre vic qov au AE et Pa et Pa Admin Support Minerals amp IC 84424900 _ Albet Park Albet Park Onky MEV peter brentoni nre vic gov au Ra OR atone ent Pa ent Pa Crown Land Peter Booth peter booth inre vic qov au oM24761 gyza gz Albert Park Albert Park Management O02 6056 026055 Crown Land B t La La a a wit d wi d Crt Peter renton peter brentoni nre vic gov au Soin ae Mensa ment odanga odonga Office z Catchment higt amp Bairnsdale C hl n B d l Of Ariy aer g es ea iaol Sustainable Agric Senice Street Rae eae Only case Manager neter brentonnrevic gov au 94424900 se ae Albet Pak Albert Par ChiP wy Petroleum Victoria Paul Coghlan paul coghlantnre vic gov au 03 D3 ee Seymour Seymour Office lt 03 5172 03 5172 Crown Land Ell VIC c Albert Park Albert Park Melissa is melissa ellis nre vic gov au ae s400 Menane eri et Pa et Pa East Melbourne 2 DANE 2 03 9412 03 9412 E Land East Welb ilie Gale inlie nalen evir AnA me i ere S ewan ar bE Doc
132. its As work on cases is carried out the system automatically updates at each screen refresh to reflect in real time an accurate status of your portfolio When you have activated the current step the workflow manager determines the next step in the process and who the case owner should be for that step If case ownership changes the case will be removed from your portfolio When you have actioned the current step the Workflow Manager determines the next step in the process and who the case owner should be for that step If case ownership changes the case will be removed from your portfolio 1 2 2 3 Reporting Facility Standard Reports Standard reports are preset reports that any user can access via the Reports tab from the Home Page See Section 3 5 4 for further details on standard reports Ad Hoc Reports The ad hoc reporting facility is a simple yet powerful tool that allows you to interrogate the database and extract tabular reports for a wide range of operational and management purposes Ad hoc reports are linked to user ID allowing you to setup and then save reports that are useful for your own specific purposes Saved reports can then be re run at any time using the most current data Report output is available in three different format types HTML The html output displays directly to the screen By clicking on the SP number the user can drill down to view case details This will generally be view only access unless the use
133. ity a small document icon appears alongside the tab otherwise it remains blank W Stat_plan Netscape Case Discussion Thread Logout Ruth Macdonald Main Site Instructions 40 Recommendations Dept Reply Authority Decision Appeal Action Log E Documents Notes Case P000G11 ADD CLOSE help iar De Document Done e 3 1 3 Actioning a Case You cannot action a case from the All Active Cases screen you must be in the Case list status screen to action the next step Beside each case in the list you will see a series of chevrons gt gt gt gt There are a number of potential actions depending on the stage of the workflow the case is at You may be required to type in a response attach documents to the case assign an officer choose a response from drop down menus See Section 3 2 for a description of the screens you might encounter at this point 3 1 4 Case re assignment Owners of any case can reassign them that is change the ownership of the case To reassign a case go to the Case list status screen Status Department Response Draft Final Ye O Case Action Reassign O Owner O Appli SPOO0D4 gt gt gt gt C John Heskins Franko SP000120 gt gt gt gt E John Heskins asd SPOO00178 gt gt gt E John Heskins Franko DE SELECT ALL CASES REASSIGN Check the boxes in the Reassign column for the cases you wish to reassign You can select or deselect all the cases b
134. k Edit In the Actions box click Open Click Edit and then specify the program you want to use to open files that have this extension Once the file is open you can save it as an XLS Excel or other file type 3 5 2 Ad Hoc Zone Reports The Ad hoc zone report enables you to generate reports displaying the fields you choose within specified selection criteria i e a date range and sorted by selected fields This report format and functionally is essentially the same as for Ad Hoc Case Reports only with different categories for producing the report Version 2 2 15 08 03 Page 122 of 1 Statutory Planning Case Management System User Help Manual Generating a Report Custom Report Netscape a d a Ioj x File Edit View Go Communicator Help Adhoc zone Report Logout Ruth Macdonald Output Format HTML field SortOrder Sort Direction Selection Criteria em CE C a C po CE C E DC Clearing o Zone Type ia ra fa B Offset el Other E Discarded amp O Zone Status E raft z Final n E Eve of Zone R a Depleted Ci Consewation Status g a g Endangered a Least Concern cl E Habitat Score High C Consewation Significance E Lowy e hiedium na Tresor uname ce C E FS E 3 High O Hazard Rating a Lowy a Medium ne Large Trees C E Eoo a From a Report Heading Enter your report h
135. ll open automatically If you need to exit the case during the processing this is inevitable in almost all instances you can return to the current step by following instructions in FAQ item 4 Available only to users involved in the specific case Where some data has been entered you must click SAVE to keep that data A qualifier on this however is that SAVE will also move you to the next step in the process except when all mandatory fields have not been completed or when the Response AO or Dept are in Draft state CLOSE will return to the previous screen without saving Edit facility in this module is only available to co ordinators and case managers except on the E Documents and Discussion tabs Click SAVE to keep new data and changes to existing data CLOSE will return to the previous screen without saving Available only to users involved in the specific case The desired case will have a step label tagged to it that describes the step in the process currently requiring action Locate the desired case in the RH frame of the Portfolio Manager and note the step description Click on the matching description in the step list in the LH frame to bring up the action list Locate the desired case in this list and click on the chevrons gt gt gt gt You are now at the same point where you previously left the case Available only to the Case Manager involved in the specific case where they are th
136. low Manager The workflow manager is a step by step structure that manages the movement of each case through the Statutory planning business process This component works in the background showing Itself in the step list of the portfolio manager and the action work facility The system uses workflow management processes based on business rules associated with different types of referrals It tracks the different stages a case moves through in the business process and allows case owners to effectively manage their case portfolios and move work through the process Version 2 2 Page 5 of 156 15 08 03 Statutory Planning Case Management System User Help Manual The strengths of the workflow manager include It facilitates a consistent approach to the application of business processes It minimises the possibility of steps in the business process being overlooked An individual s role and responsibility in the business process is clearly defined and evident in respect to each case at all times The workflow manager interacts with the portfolio manager allowing users to see at a glance the current status of a case and the urgency of the response required Each individual s contribution to the Departmental response is recorded for each case Officers working on a case can easily see the current step that the case is at in any point in time Electronic documents can be easily attached to a case stored centrally and readily available to everyone
137. ly date Version 2 2 Page 33 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Search Source Case Netscape Search Source Case Applicant ca AANST Surname Department Reply Date From To SEARCH CLOSE Ee help Choose SEARCH to bring up a list of cases that match the entered criteria List Source Case Netscape List Source Case Source Applicant Applicant C Addes Proposed Use Department w Case O Given Hame O Surname O Description O Reply Date sPo00300 Green hello Hello SPOOO35ST John Green 54 Gibbs Lane Plan to clear trees from applicants land SPO00361 John Green 54 Gibbs Lane Flan to clearG trees from applicants land Click on the ID of the Source Case you wish to use and choose close The Workflow Manager returns to the Set Souce Case screen You can copy the details from the Source Case into the Current Case by choosing Yes at the Copy Source Case Details question Version 2 2 Page 34 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Attach Application form This screen is for attaching an electronic version of the application form to the case The edocument is stored on a file server This is a mandatory document capture point for all SP Cases In most cases this will be a scan of the hardcopy document received from the Referral Authority The description field should be used for descriptive information about the document ente
138. ment Typically the Action Officers represent different business units within DSE Case Owner Person responsible for carrying out the next step in the process Not a role as such more a status of file ownership In the hard copy world this is the equivalent of the person who s IN TRAY holds the file Admin Support Any person who provides administrative support during the pre referral stage of a case 3 3 2 Portfolio Menu Options We have already looked at the Portfolio Manager and how it is used to access individual cases for information and action See Section 3 1 The Portfolio Manager can also be used to reassign cases The below screen is the Portfolio Screen visible to an SP Coordinator The SP Coordinator can reassign cases to other SP Coordinators Case Managers and Action Officers Case managers will see a more limited range of menu options as they can reassign cases to other managers or Action officers Action Officers are not able to reassign cases Admin support staff will have no options for reassigning cases and the only tab appearing on this screen is Portfolio Manager Version 2 2 Page 92 of 1 15 08 03 Statutory Planning Case Management System User Help Manual pa Statutory Portfolio Case Page Netscape File Edit Portfalia View Go Communicator Help 15 x Portfolio Manager SP Coordinator Case Manager Action Officer Non Referred Clearing CLOSE help Logout Ruth tlacdonald 4 a
139. ment of the application document to the Case A document must be attached at this step to advance the Case This stage completes registration of the Case This step is a mandatory document capture point for all SP applications on Public Land Attach an e doc of the Public Land Manager s consent letter This is a mandatory document capture point for all SP Cases An efile of the Department s response letter is attached to the Case This step enables you to attach a Workplan to a MPV Planning Permit Application Planning Applications on Public Land cannot proceed without the receipt of a Consent letter from the Land Manager If no Consent letter is provide with the application the Case remains at the Await Consent letter step until the letter is received When the letter is received it is recorded attached and the Case can advance Established processes to ensure that clients are dealt with in a consistent and systematic way In the context of DSE s stat planning processes business rules dictate that applications follow a workflow process initially based on the referral type Trees contributing to the canopy are those reaching 80 or more of their mature height as defined within the EVC bioregional benchmark Projective foliage cover is used to assess the canopy cover in this assessment The person responsible for the day to day management of a case Person responsible for carrying out the next step in the process Not a role Pa
140. mplete the zone workflows Revert to old values Continue with change help about If changes are made to the zone details you will be required to re complete the zone workflow due to the potential implications this might have on the habitat assessment Note you are only able to edit the zone if you are the Accredited Native Vegetation Assessor for the zone Once a zone status is changed to Final or Discarded you will not be able to edit it Version 2 2 Page 88 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 2 5 Non Referred Clearing Non Referred Clearing is found under the Portfolio tabs This functionality is designed to capture information about planning permit applications involving the removal of native vegetation that has not been referred to DSE Capturing this information allows DSE to develop a fuller picture in relation to native vegetation clearing it will also assist in the overall compliance function This information obtained in combination with clearing information will be used to identify areas for which no permit has been issued The non referred clearing facility provides you with a statewide list and it is not region specific 3 2 5 1 How to record Non Referred Clearing na Mon Referred Clearing Search Netscape sa E O x File Edit wiew Go Communicator Help Non Referred Clearing Search Logout Ruth Macdonald Search Criteria ID Land
141. n conditions and assessment zone recommendations The PDF output is not editable If the conditions change in the system the PDF generated will reflect these changes and therefore will need to be generated again lol x W Netscape M BSlelsl MalBle lt gt 4 00n Ae A s Bo gt Dept Natural Resources amp Environment Response Case Number SP000713 Authority Reference 2222 Responsible Authority MACEDON RANGES SHIRE COUNCIL Application Description Vineyard establishment APPLICATION CONDITIONS Fences 1 1 The fences shown on the endorsed plan and referred to in Condition above shall be constructed of materials which will blend in with the natural appearance of the area to the satisfaction of the Responsible Authority ASSESSMENT ZONE RECOMMENDATIONS refer to attached map of assessment zones 2 Access 2 1 Proposed Clearing zone 1 ae joa Fj iy ay iori HH 827 11 69in E 4 k E E Document Done H E F Generate a map of the spatial information associated with the case Click the Map link to generate a PDF map of the application extent This map will zoom to the zones associated with the application You can alter the scale of display or the layers displayed To create a PDF of this map click the print tool Enter the name of your map and save This map can then be attached to the application Requesting Further Information If you require more information about the application click
142. n be sorted using the bi directional sorting s ee Section 3 1 1 1 The Case Manager reassignment screen is similar to the SP Coordinator reassignment screen In Section 3 3 4 and behaves in the same way Note You should always contact other Case Managers before reassigning cases to ensure that the reassignment will not unduly effect their existing workload If for example you want to reassign Case Managers the Portfolio Reassign Case manager screen appears This is similar to the SP Coordinator reassignment screen Section 3 3 4 and behaves in the same way 3 3 6 The Reassign Case Owner Option The Case Owner screen allows Managers to reassign the cases in their Portfolio to other officers for actioning Procedures are similar to those for reassigning SP Coordinators see Section 3 3 4 or Case Managers see Section 3 3 5 Version 2 2 Page 98 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 4 SPCMS Mapping SPCMS Mapping is another component of the SPCMS System The mapping window will open to Record Spatial Extent of Application and also in the Site Assessment Process to Add Zones SP CMS Mapping Netscape ee Ee _ O x File Edit View Go Communicator Help DEPARTMENT OF PRIMARY INDUSTRIES CLOSE WINDOW DEPARTMENT OF SUSTAINABILITY amp ENVIRONMENT A P CHS Mappine HELP OTHER MAPS Customer Service Centre 136 186 i wered by SLs Te iT a MEW LAYERS Legend DAMS
143. n done click SAVE again Repeat for each document and ensure that the document name is different to all other documents currently attached to the case Available only to users involved in the specific case Open the case detail screens for the case to which documents will be attached and click on the E Documents tab at the top of the screen Click on the ATTACH DOCS button at the bottom of the screen A screen pops up requesting a brief description of the document and it s file name and source location directory path Enter these details and click SAVE Wait for the document to upload to the server When done click SAVE again Repeat for each document and ensure that the document name is different to all other documents currently attached to the case Page 136 of 1 Statutory Planning Case Management System User Help Manual eee Planning Case Management System User Help Manual Request more information Workflow from the case manager Manager Request more information Workflow from the responsible Manager authority Re assign a case s Portfolio Manager Know where I m up to in a Portfolio case Manager Workflow Manager Available only to Action Officers involved in the specific case Click on the MORE INFO function button at the bottom of any panel where this option is available An email panel will open with the case manager on that case automatically selected as the recipient Type your request into the text box and
144. n the case It is useful to the Case Manager in monitoring the progress of the case It also provides Version 2 2 Page 12 of 1 15 08 03 Statutory Planning Case Management System User Help Manual information which can be aggregated and statistically analysed for business performance monitoring This is the area where electronic documents associated with the case can be opened for viewing or printing and additional e documents attached to the case This is a facility for recording file notes collaborating on decisions resolving disputes coordinating on site visits etc When items have been recorded in this facility a small document icon appears alongside the tab otherwise it remains blank Note that the tab highlighted in bold is the current page being viewed Case managers can edit some data elements in the Case Detail view screens while the case is active and they are responsible for it However when a case is completed or withdrawn no further editing can occur though details are still wewable and printable If a case manager transfers their role ownership on a case via the re assignment facility their edit privileges on that case are removed Similarly people with other role privileges and those not involved in a particular case will have no edit capabilities via this facility Note While it is possible to enter case details via the detail view screen provided you have the appropriate permission users are stron
145. nd storage space requirements care should be taken to save files in Version 2 2 Page 11 of 1 15 08 03 Statutory Planning Case Management System User Help Manual formats that minimise file size Appendix A provides information on how to achieve this Together these two types of data make up the electronic file e File for each case 1 2 4 Electronic Notification Whenever a case changes ownership ie the person responsible for carrying out the next action on the case the system will automatically generate an email advising the new owner that they have a new case to work on This email contains a hyperlink that will open the browser at the login panel to the new owner s portfolio manager This facility has been provided to ensure that anyone needing to work on a case is made aware of it as soon as possible via their most commonly used communication medium and that they can action that work as quickly and hassle free as possible 1 2 5 Case Details Data on a case is built up as it moves through each step in the workflow manager and includes both the structured and unstructured data elements This data is organised into a set of Case Detail View Screens that can be accessed at any time by anyone involved in a case by simply clicking on the case number SPxxxxxx wherever it occurs in a case list in the system Case data is organised into logically similar groupings that generally represent the major phases of the business process Ea
146. nd the details screens The details screens are lighter in colour than the workflow screens which are a deeper yellow in colour Registering a case This screen is for initially registering a case in SPCMS All fields are mandatory The referral type determines the path that the case will take through the workflow manager so it is vital that the field be selected carefully If a case is registered with the incorrect referral type Dept Received Date or Version 2 2 Page 31 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Referral Authority it will have to be withdrawn and registered as a new case as these fields are not editable at subsequent stages in the Workflow Mandatory field All WorkFlow 1 Netscape WorkFlow aes Case AUTO Step Initial Registration Poo SA Source MACEDON RANGES SHIRE COUNCIL Dept Received Date 2171072002 Correspondence Date 2171072002 Authority Reference No 2222 Referral Type Planning Permit Application Section 55 Is Native Vegetation Removed Ho CLOSE SAVE help about Ei p Document Done Note The date format should be dd mm yyyy A validation is run on all date fields in SPCMS to ensure that they correspond to this format Use the drop down boxes to select a referral authority or Source and Referral Type Source Case A Source Case is an SP Case that has previously been referred to the Department which provides backg
147. nformation but will not be able to enter or edit information The workflow relating to native vegetation removal is found under the Site tab on the Case Details screen 3 2 4 1 Drill down The drill down provides results of a slice or cookie cut through a number of spatial data layers using the application extent as the basis for the information retrieval The spatial information comes from DSE s Corporate Geospatial Data Layers Metadata statements can be found in the SPCMS Mapping Application as described in section 3 4 6 For more information please refer to Appendix C for the drill down dataset source information and buffer distances WorkFlow 50 Netscape WorkFlow Manager Case SP000575 Step Case Manager requires comment from Action Officer Drill Down Site Vegetation Site Assessment My Recommendations Net Gain Summary Final Comments No results found C Herb rich Foothill Forest Plains Grassy Woodland Stream bank Shrubland Common Name Scientific Name Mayfly Orchid Acianthus caudatus Wild Gladiolus Gladiolus undulatus Gnat Orchid Acianthus exsertus s l Long Grey beard Grass Amphipogon caricinus var caricinus No results found No results found No results found Field Kit Drill Down Print Preview Case Map Extent Field Assessment Form om 5 o w om The drill down results should be taken as a guide only about the species and communities that are mapped in the
148. ng cases and how Cases are progressed from initial registration on the SPCMS to final completion of the case As well as these functions the SPCMS has tools that enable you to manage your workload and the workload of other staff to wnom Cases have been assigned The Workflow manager enables SP Coordinators and Case Managers to Assign and re assign SP Cases in their portfolio on a case by case basis The Portfolio Manager SP Coordinator and Case Manager Options on the Portfolio Screens allow you to manage your portfolio of Cases more efficiently by reassigning cases among SP Coordinators Case Managers and Case Owners en masse This ability to reassign cases efficiently makes it simple to transfer your cases to another officer if you are about to go on leave or if you are an SP Coordinator or Case Manager to ensure that workloads are evenly distributed among staff 3 3 1 Definitions Below is a review of the different roles in the Statutory Planning response process SP Coordinator Person responsible for coordinating the timely whole of Department response to the Responsible Authority Case Manager Person responsible for the day to day management of a case This is usually the same as the SP Coordinator but SPCMS will also allow a different person to be nominated in this role Action Officer Any person responsible for providing input to the whole of Department response This person is sometimes called a referral officer in the Depart
149. ntered as a text blob Refer to the section on Document Naming Conventions on page 31 Browse to search for a file of the Landowner Consent letter Mandatory field Description File WorkFlow Attach Request Consent Letter Netscape Eo a Oo x WorkFlow Manager Case SPUUUY S Step Attach Request Landowner Consent Letter C LSS Document Type Public Land Owner Consent Description aie E P OS Browse WITHDRAW CASE CLOSE SAVE help E Document Done The following screen is displayed after a successful upload of the e document W workFlow Attach Request Consent Letter Netscape WorkFlow Manager Case SPOO0US5 Step Attach Request Landowner Consent Letter Successful Efile upload of file Planning_application_ doc File was not virus checked Version 2 2 Page 38 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Record Spatial Extent of Application Most applications must have a spatial application extent recorded Some referral types are exceptions and will have a Skip option when it comes to recording the spatial extent Click on the Record Application Extent link and this will take you to SPCMS Mapping Section 3 4 7 to record the application area Workflow Record Spatial Extent Application Netscape E 0 x WorkFlow Manayer Case SPU00G15 Step Record Spatial Extent of Application E Record Application Extent WITHDR
150. o close without saving changes click Close If Very High is selected for any of the Conservation Significance categories then clearing should not proceed unless exceptional circumstances apply and Ministerial approval has been obtained These exceptional circumstances should be noted in the text box and attach documents with Ministerial approval using the Attach Docs link and then click Proceed with Assessment If there are no exceptional circumstances for proceeding with the assessment select the Do no proceed link y Warning Yery High Conservation Significance Netscape Workflow Manager Step Warning Very High Conservation Significance Case SP000611 Zone 4 Scattered Tree 1 Clearing Add New Zone Step 4 Clearing should not proceed unless exceptional circumstances apply and Ministerial approval has been obtained Please attach the approval document and record the exceptional circumstances for progressing Required for Very High conservation rating vi Close Attach Docs Do not proceed Proceed with Assessment help about 3 2 4 3 6 Habitat Hectares The Habitat Hectare screen varies slightly depending if the zone is for clearing or an offset 3 2 4 3 6 1 Clearing a Select a Status for the Zone Choose Draft Final or Discarded from the drop down menu O Select an Ecological Function and Land Protection Function from the drop down menus Q O Enter t
151. obat Reader to do so CSV is recommended if you want to download the report into another application particularly MS EXCEL Choose the fields you wish to appear in the report by checking the box next to the field name The more fields you choose the wider the report will be The SP Case number will appear on all reports and cannot be deselected Choose the Sort order for the report You can choose up to three fields as the sort order If you choose a Sort Order also choose whether you want the sort direction to be in Ascending A to Z or Descending Z to A order Choose the Selection Criteria This determines the type of information that will appear in the report Selection Criteria may be chosen from a selection list or they may be free format fields You can choose multiple criteria for example multiple Municipalities by holding down the lt Shift gt key and clicking on multiple selections Choose EXECUTE Query to run the report A screen showing all the cases that match your criteria is displayed Saving and Recalling Reports Printing Reports Report selection criteria can be saved and recalled as previously described for Ad Hoc Case Reports Reports can be printed also using the same procedure as described fr Ad Hoc Case Reports Version 2 2 Page 128 of 1 15 08 03 Statutory Planning Case Management System User Help Manual pa Similar Case Enquiry Text Netscape wf Bookmarks Location http 208 21 120
152. ocation of the non referred clearing This will open SPCMS mapping where you can record the Non Referred Clearing Area The method of recording this area will vary depending if it is a remnant of native vegetation or scattered trees cleared See section 3 4 8 for more information on how to use the mapping tools to record the area The area that you map for the non referred clearing will then become available as an application layer in SPCMS mapping To edit an existing non referred clearing case click on the case number and make any changes The Spatial extent can be changed by clicking on MAP Version 2 2 Page 90 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Jy A Edit Non Referred Clearing NRCOOO O Logout Ruth Macdonald Status Type Hon Referred Clearing Type Clearing Area Unit none Number of trees Location Infomation Street Town Postcode Hotes Land Holder Given Name Land Holder Surname Action Comments Bioregion Norther Inland Slopes MIS aj EWC 23 30 35 Search 23 Herb rich Foothill Forest 30 Wet Forest Ei Montane Dry Woodland CLOSE SAVE WAP E z Document Done Version 2 2 Page 91 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 3 Managing your Case Load in SPCMS The previous sections of this chapter looked at ways of viewing and editing information about Statutory Planni
153. of the Department of Natural Resources and Environment See Case Owner Equivalent to the IN Tray in the hardcopy world this is the interface where you manage your workload and action case work Protection is defined as placing a fence around a tree or a group of trees at least twice the diameter of the tree canopy to exclude grazing animals and facilitate recruitment of indigenous species from soil or canopy stored seed Step for recording the Appeal Decision including the date and result of the Appeal Step for recording the details of the Appeal such as the hearing date and Submission Grounds This Step is for recording the outcome of the Referral Authority s Decision in the Case The Decision field and Decision Date fields are mandatory If there is no Appeal the Case is closed here lf the application is an MPV Planning Permit Application Section 55 this step records the MPV Reference Type and reference number Recruitment is defined as the establishment of individual plants beyond the initial seedling or early germinant stage and for at least the full annual cycle of seasons since germination or first establishment At this step the Case Manager will refer the Case to Action Officers to comment on the case The manager can add several Action officers and provide general instructions on the Case These are agencies with responsibility for managing particular resources The circumstances under which a case has been r
154. on I Case Maintenance Netscape E lOj xi Case Details Department Reply Logout Ruth Macdonald Main Site Instructions 40 Recommendations Dept Reply Authority Decision Appeal Action Log E Documents Notes Case P000618 Draft Final Dratt Dept Reply Date Dept Comment Only l C t Onl Response cL ae Comments T xl Scheduled Aol eiels Compliance No se Inspection Date CONSTRUCT RESPONSE REVIEW RECOMMENDATIONS PRINT RESPONSE CLOSE SAVE help about a P Document Done iio Authority Decision This page displays information about the Responsible Authority s decision on the case ce Case Maintenance Netscape Case Details Authority Decision Logout Ruth Macdonald Main Site Instructions 40 Recommendations Dept Reply Authority Decision Appeal Action Log E Documents Notes Case SPOO05 5 No Use Area Ha Decision Approved Area 1 RURAL RESIDENTIAL SUBDIVISION 20 00 0 00 Proposed Use Description Subdivision into 2 ha blode for residential purposes Decision Date Lodge Appeal By Appeal Panel Hearing No x CLOSE SAVE help BEE ometo O Version 2 2 Page 26 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Appeal This page displays information in respect to appeals lodged against the Responsible Authority s decision W Case Maintenance Netscape E Ioj x Case Details Appeal Logout Ruth Macdonal
155. original Affairs and Parks Victoria are coordinated by statutory planning officers within the Land Victoria Crown Land Management group of DSE These officers are located in regional areas throughout Victoria and are the contact points for Responsible Authorities in respect to planning matters Fig 1 Flow of a typical referral case a i Response Version 2 2 Page 4 of 156 15 08 03 Statutory Planning Case Management System User Help Manual 1 2 Statutory Planning Case Management System This system is the result of a regional initiative to solve an operational problem to improve the internal coordination management and processing efficiencies of the Department s responses to land use planning referrals By establishing a system that can facilitate efficient processing and track and monitor cases referred to the Department corporate risk can be reduced and service to clients Responsible Authorities and applicants can be improved 1 2 1 Operating Environment 1 2 1 1 Intranet The SPCMS is principally an operational tool for internal Departmental use on the Intranet web environment Therefore no special software is required on individual PC s in order for it to work This environment trades off some performance and functionality for the advantage of being server based and easy to maintain The application is accessed via the Land Victoria home page through a standard Web Browser such as Netscape 4 7 or higher which is available a
156. ormation Map Identify Results hetscape Fe C5 gt IDENTIFY RESULTS APPLICATION EXTENT Field aiue Stat Planning I SPOg0g fa Objact IE 367 TIP Only the information from the currently active layer will be returned If you want information from another layer make that layer active by clicking the circle against its name in the List of Layers A dot will appear in the Version 2 2 Page 102 of 1 15 08 03 Statutory Planning Case Management System User Help Manual circle to signify that the layer is active Repeat the above to get information on the new active layer Only one layer can be active at any one time 3 4 4 6 Select amp Identify within a Rectangle This tool selects and identifies features from the Active Layer within a rectangle defined by the user Click the Select amp Identify within a Rectangle tool then select feature s in the map by clicking and dragging a rectangle within the map Information will be returned on all selected features A new window will pop up with the related information Mop Identify Results Netscape Ioj IDENTIFY RESULTS DRAFT ZONES Fanta 4 Bit Fls ing ib Zens Belerence Walaa SPOS TS 1 Zone Tepe Clearing Zenw Slalu Dist Usar ID mg E Stt Fisaning Ib POSTS Lort Aet iprent E Zena Tepe Clann fone Shalue Bus Weer ID miS Stat Plesaing IP SPOS E Zihi Roleicteen 3 Zone Type Cleaning Zore Shales Pas Wisi ID ES TIP
157. ors Case Managers is also used to fill merge fields in the letters generated from the workflow manager The responsibility for maintaining this information now rests with each individual and given the way the information is used it is important that users fulfil this responsibility diligently As a system user you can also maintain your own password via this facility The System Administrator has additional capabilities in this facility being able to add new users maintain user roles add remove web links under the General Info tab maintain reference tables etc For further information on system security refer to Section 2 1 1 2 2 6 Decision Support Information Process Map The process maps that display in the system represent the Department s statutory planning business process as a sequence of decisional and action steps This facility is useful as a reference tool for operational planners or as a training tool for new recruits to the statutory planning function It is important to note however that whilst the SPCMS follows this business process it deals with many aspects differently automating some steps and providing features and in built logic that effectively vary the process slightly making it a little more flexible For example the dispute resolution mechanism is managed in the system via the discussion thread This facility is specific for each case and behaves like a team room for the case in Lotus Notes Ver
158. ostcode Received Date 18 06 2001 Correspondence Date 15 06 2001 Dept Reply By 1607 2004 Dept Replied Date Applicant Given Hame John Surname Green Address 24 Gibbs Lane Town Kilcunda Postcode 3995 Proposed Use Ho Use Area Ha Decision Approved Area Approved 1 EFA WORKS APPROVAL 0 00 REFUSED 0 00 Ho EEFE Sh Oy E A 3 5 4 Standard Reports This reporting facility allows you to generate a report based on set categories and will allow you some modification to the criteria Version 2 2 Page 126 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Generate a Report f Statutory Planning Standard Reports Netscape E 1D x File Edit View Go Communicator Help 3 Es Reporting Logout Ruth Macdonald Please select a report Report Tithe Constraints Hold down the CTRL key to select deselect multiple values in combo boxes Format Case Manager Region Action Officer Business All Active HTML HTMiL Execute Cases COLAC Aboriginal Affairs Victoria Execute FINANCIAL MANAGEMENT BRANCH Catchment amp Land Management Case Manager Region Action Officer Business Cases Approachin HTML I Execute a g COLAC Aboriginal Affair Victoria Execute ue FINANCIAL MANAGEMENT BRANCH Catchment amp Land Management Case Manager Region Action Officer Business Cases oes HTmMiL Execute Qverdue COLAC Aboriginal Affairs Victoria Execute FINANCIAL MANAGEMENT BRANCH Catchment amp Lan
159. p Scale Netscape 3 WET Bookmarks A Location http 7203 21 1 20 0 Standard Scale oF Manual Scale 1 GENERATE MAP CLOSE WINDOW 3 4 4 17 fi Copy Selected Parcels as Application Extent This tool allows you to select a parcel using some of the before mentioned tools particularly Select Properties by Rectangle and to save this area as the application extent Once the parcels are selected click on this tool and the following confirmation note will appear 203 21 120 26 JavaScript Application e x AN Successfully copied 1 parcels to SPOOOSSO application extent 3 4 4 18 f Capture Freehand Polygon Features This tool is used to capture areas that are not defined by parcel boundaries Note before using this tool ensure you are at an appropriate scale and all data layers needed to define the polygon are visible Upon clicking on this tool the Spatial Edit Applet screen will appear Version 2 2 Page 108 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 Spatial Edit Applet SEA Netscape E wt Bookmarks 4 Location g amp minx 2471498 78828302 miny 2449298i maxx 24 78962 48443698i maxy 2454890 36364k action capturekclasstype zones w g 7 What s Rel 2151 x ated y Spatial Edit Applet SEA CAPTURE Zone for Case No SP000575 ereke Status Ready start HEH A awHhHia A PaO 3 4 4 18 1 Spatial Edit Applet The Spatial Edit Applet is a small pro
160. peal Status Lodge Appeal By 10 07 2004 Source Other Appeal Panel Hearing Appeal ATTACH DOCS CLOSE SAVE help Version 2 2 Page 60 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Record Appeal Details This screen is for recording details of the Appeal Reference Number Department Action Direction Hearing Date Hearing Date Short Grounds of Appeal date Draft Final Submission Grounds Submission Grounds Hardcopy The reference number provided by VCAT or the Hearing Panel The action taken by DSE with respect to the Appeal process There are four possible actions none No Involvement Written Submission Departmental Attendance Record the date of the direction hearing in this field Record the date of the hearing This is a short formal statement being the basis for lodging the appeal This date is the date that the short grounds doc was lodged Leave the Appeal Details at Draft stage until the response is fully complied When the field is changed to Final SPCMS will open a screen for recording the outcome of the appeal The Case Manager will not be able to change the response Text blob entry area for recording the submission grounds of appeal Denotes whether there is a hardcopy document relating to the submission grounds If there is a hardcopy document attach it to the case in electronic format using the ATTACH DO
161. ple field entries ccccecsececeeeeeeseeeeeeeess 41 Version 2 2 14 08 2003 Statutory Planning Case Management System User Help Manual Password change See Security changing your password Personal Details enande T 17 Planning andEnvironment Act 1987 0008 5 Portfolio Manager COT Nise NET 9 leare S ae enina rE 20 Portfolio Manager screen ccceceeeeeeeeeeaees 19 HSK SUNS ea Rosie detec nan termiatel rsa auiaca 9 Portfolio Men incwaal conde ccc oh a 92 Portfolio Reassign Screen cccceceeeeeeeeeeee ees 98 Process Maps lewenidendantnnsadaeeclediiouavanun 10 133 142 Provide comment on a case as an Action Officer ST T P EE EE ATE TTE 143 Reassigning a Case 29 137 See SP Coordinator reassigning Cases or Case Manager reassigning Cases using the Portfolio Manager 94 Reference Infomation ccccccecececeeeeeateeeaes 133 Referring Cases See Workflow Manager referring Cases Registering a new case See Workflow Manager regtistering a case FISGISIFATOM onone a tati tet 14 Report formats See Ad Hoc Reports formats Reporting Module ccccececeeeeeeeeceeeeeeeeeeeees 117 Requesting information from case managev 137 Requesting information from the responsible GUI OFIDY orcs saomaceneintacrne a 137 Responsible Authority ccccccecececeeeeeee ceeeeeeees 5 Returning to a CaSe cccccccsececeeaeeeeeeeeseeneees 138
162. port selection criteria can be saved and recalled as previously described for Ad Hoc Case Reports Reports can be printed also using the same procedure as described for Ad Hoc Case Reports 3 5 7 Map Report This function is used to search for a particular case and create a map of this case 1 Select Map Report from the Reporting screen This will open the SPCMS Mapping Window Type in the SP number GPOOOX XX using the SP number search function and then hit lt Enter gt on the keyboard The case you are searching for will be highlighted in the map viewer 4 Note you will not be able to use any of the tools to edit the Application Layer polygons in this process Attempting to use these tools will result in this pop up poles v being displayed 203 21 120 26 JavaScript Application E E x You can only capture new polygon Features when vou have opened this map window From a workflow or Similar Case Enquiry window 5 Use the Identify tool with the Application Extent Layer as the active layer Click within the application extent of the highlighted case and the SP case number w fis sep aed POKA F mMap Identity Results Netscape CLOSE WINDOW IDENTIFY RESULTS APPLICATION EXTENT Field Walue Stat Planning ID SPOO0B5O Object ID 1929 6 Click the link in the Identify Results pop up box and the case information will be displayed We have now covered all the capabilities of the SPCMS The next section
163. ption Search Enter Property Number Netscape 4 BPE gt Bookmarks Location ring mapping findproperty cfm ga What s Related g select LGA and enter property number CLOSE WINDOW 1 select LGA MACEDON RANGES SHIRE 2 Enter property number eg ar D Document Done Version 2 2 Page 105 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Note both these options can not be used simultaneously Enter Legal Description Netscape gt Bookmarks Location ing tindlegal ctr ram What s Related J search by ether Crown or Plan description CLOSE WINDOW A Crown description search Allotment Section Parish Township Pe fe few Se B Plan description search Plan No L s Lot lg p Document Dor 3 4 4 13 Set Extent to an Entered Coordinate There are three steps to setting the map view extent to map coordinates Data coordinates gathered using topographic maps or a global position system GPS can be entered to set the view extent 1 Select the Datum Refer to your map or GPS for datum information 2 Enter the coordinates in either e Latitude and Longitude e AMG MGA Easting and Northing with the appropriate Zone e VICGRID Easting and Northing Note the VICGRID94 coordinates of the map view are displayed on the status bar at the bottom of the page 3 Select the appropriate map width from the range of 100 metres to 100km The scale of
164. r contract the lists using the buttons as in Windows Explorer Type a name for the Group Heading in the text box Select the conditions you wish to add by clicking in the checkbox under Select Once this is complete click Save and these conditions will be added as a group to the application conditions as in the below example Version 2 2 Page 54 of 1 15 08 03 Statutory Planning Case Management System User Help Manual m Select Conditions Netscape PE E O xl Select Conditions El ALL ALL Group Heading Conditions for Offset CLOSE SAVE help about 7 er Document Done 4i Review Recommendations To view the AO recommendations for the application click Review Recommendations The Case Manager is then able to view the final recommendations of the Action Officers on the case The Case Manager is also able to change the status of the recommendation from Final to Draft if appropriate The recommendations can be viewed on a application or a zone basis These lists can be expanded and contracted using the buttons z Review Recommendations Netscape o i 2 15 o x Review Recammendations Hl ALL ALL CLOSE SAWE help about AEA pe O OE Version 2 2 Page 55 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Print Response Click Print Response to generate a PDF file of the Department s response including applicatio
165. r less than 50 cm in height are also included in the log assessment acknowledging that they provide valuable fauna habitat in areas where logs might be otherwise missing Calibration This is a function designed to standardise tree less EVC scores Factor A patch is a remnant of native vegetation often with a defined physical boundary e g cleared pasture occurring in fragmented landscapes They may occur across one or more land tenures Patches may consist of one or more habitat zones of one or more EVC x quality combinations Neighbourhood The level of isolation or connectivity to native vegetation within a 100 m Version 2 2 Page 75 of 1 15 08 03 Statutory Planning Case Management System User Help Manual tm an 5 km radii of the zone Distance to Core The core area is defined as a patch of native vegetation greater than 50 ha Where a site is a part of a vegetation patch greater than 50 ha the site would be considered contiguous Assessed The final score for the zone is determined by tallying all the scores from Habitat Score each component The highest possible score is one Wetland Variation Wetland Size Compare wetland to average size for wetland type in bioregion Catchment Proportion of native vegetation within the wetland catchment modified by Neighbourhood the catchment health Proportion of Current proportion of the original extent of wetland area at the site wetland type ye Habita
166. r s role and security status allows them to edit case details Note that this facility will only allow case detail editing by the SP Coordinator or Case Manager associated with the selected case ie admin support role and other SPC s and CM s will not have edit capability PDF The PDF output produces a non editable image of the report This format is particularly useful if the report is to be sent to someone as an electronic file Clicking on the file label after the report has been generated will automatically open the report in the Adobe Acrobat viewer CSV This is an MS Excel format that imports data directly an excel workbook where it can be manipulated to produce summary information statistical reports charts and graphs etc Provided the browser is setup to associate the CSV file type with the Excel application the file will open automatically into Excel when you double click on it If the file type is not associated with the application you will need to navigate through the C drive directories to Version 2 2 Page 9 of 1 15 08 03 Statutory Planning Case Management System User Help Manual the excel exe file This is located on the Department SOE at C program files microsoft office office excel exe For information on ad hoc reports refer Section 3 5 1 1 2 2 4 Electronic Document Management EDM Components The SPCMS has some basic EDM components built into it These include the capture storage and retrieval of document
167. red as a text blob This is a mandatory field Refer to the section on Document Naming Conventions on page 31 Browse to search for a file of the SP Application Mandatory field Description File WorkFlow Attach Application Netscape a 3 Bl x WorkFlow Manager Case SPOOUS S Step Attach Application Form IE Document Type Application Description Application for SPOOOSTS JJAD CAW Land Management ative YVeginative veg online VP TYT estin Browse WITHDRAW CASE CLOSE s4VE help pa WorkFlow Attach Application Netscape WorkFlow Manager Case 3PUUUS5 Step Attach Application Form eae Successful Efile upload of file Planning_application doc File was not virus checked Version 2 2 Page 35 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Assigning the Case to a Statutory Planning Coordinator This screen will appear where the case is being registered by someone that is NOT an SP Coordinator for example someone that has Admin support access to SPCMS only The drop down list will only show those officers registered with a role as SP Coordinators If the case is being registered by a person logged on as an SP Coordinator the application automatically assigns that person as the SP Coordinator and this screen will not appear An SP coordinator can reassign the case to another SP Coordinator through the Portfolio Manager Mandatory field Coordinator oh YWorkFlow Assign Coord
168. rkplan must be submitted with each application The Record MPV screen provides you with a field for indicating whether a Workplan has been attached to the application If there is no Workplan attached generate a letter to the applicant outside of SPCMS requesting one The SPCMS will ask that you attach a copy of the letter to the Case as an e document If a Workplan is attached to the application then answer Yes at this point Version 2 2 Page 64 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Attach Workplan Conformance letter pa wWorkFlow Attach Workplan Conformance Netscape WorkFlow Manaver Case SPUUUS54 Step Attach Workplan Conformance Letter ETCC Document Type Womkplan Conformance Required Letter Description Workplan conformance letter Canty Documentshiining Wok Plan 3 doc Browse WITHDRAW CASE MORE INFO CLOSE SAWE help When you have attached the Workplan conformance required letter and saved it a screen will inform you that the document has been uploaded Register Public Land Owner Consent Refer to the Register Public Land Owner Consent Page 37 for dealing with these screens Edit Case details Refer to the Edit Case Details Page 40 for dealing with these screens Workplan Conformance If a Workplan has been received with the application the SP Coordinator answers Yes to the question Is Workplan Attached on the Record MPV Screen The case is t
169. round information for a case currently being registered in the Stat planning system Note that identifying a Source Case at this stage is only of value if the case is already recorded on SPCMS Identifying a Source Case will save you time when registering your Current Case since you can copy details from the source case into the current case Version 2 2 Page 32 of 1 15 08 03 Statutory Planning Case Management System User Help Manual pa wWorkFlow Determine Source Case Netscape WorkFlow Manager Case SPUUUS1 Step Determine Source Case oo OUA Is there a source case WITHORAW CASE ATTACH DOCS MORE INFO CLOSE SAVE aaa help This screen identifies whether there is a Source Case for the current application If there is no Source Case choose No from the options available and then SAVE The Workflow skips to the Attach Application form step If there is a Source Case choose Yes then SAVE at which point you will see the following screen WorkFlow Set Source Case Netscape WorkFlow Manager Case SPUUUSH1 Step set Source Case CSS Ee Source Case ID SPooos57 Find Case Copy Source Case Details WITHDRAW CASE ATTACH DOCS MORE INFO CLOSE SAVE help If you know the ID of the souce case type it in the space provided You must type in the entire ID in the format SPOOOXXX If you do not know the number of the source case you can search for it using the applicants name or the Department s rep
170. rtment Response Step Attach Workplan Letter Step Await Consent Letter Step Business rules Canopy Case Manager CM Case Owner Version 2 2 15 08 03 The Native Vegetation Assessor NVA must be an accredited person who has the skills to carry out habitat hectare assessments Only one person can be the NVA on the case at time Any person responsible for providing input to the whole of Department response This person is sometimes called a referral officer The Action Officer provides comments on the Case and adds any conditions to the application The conditions can be entered as free format text or the Action officer can choose from a list of Standard conditions Active layers are not necessarily visible but are the layers that will be queried Only one layer can be active at a time Any person who provides administrative support during the pre referral stage of a case The spatial representation of the area subject to applicdion The Case Manager for the Case is identified This step is undertaken by the SP Coordinator and is mandatory The Statutory Planning Coordinator for the Case is set This Screen will only appear when the person registering a Case is NOT an SP Coordinator If the person registering the case IS an SP Coordinator SPCMS automatically assigns that person as the SP Coordinator The Coordinator field is mandatory This step attaches an electronic version MS Word document or scanned docu
171. s assigned to a case they can edit their own responses prior to marking them as Final view all details and attach additional documents Action officers can not create a case 2 2 4 Administration Officer An Admin Officer is a person who provides administrative support during the pre referral stage of a case This user can create a new case through the workflow to the assigning of the Statutory Planning Coordinator Edit access to a case is provided where the case is assigned back to the admin officer by the Case Manager 2 2 5 View The View role allows users to access and view any case in the system throughout the state via the reporting facility This allows managers to monitor stat planning activity on a statewide basis and access information about how precedent cases have been dealt with This role also allows access to case information to users who have no direct operational input to case processing 2 2 6 Accredited Native Vegetation Assessor NVA The NVA must be an accredited person who has the skills to carry out habitat hectare assessments Only one person can be the NVA on the case at time A NVA must be assigned to the case if native vegetation is to be cleared otherwise these steps will be bypassed 2 3 Logging In Logging Out 2 3 1 Statutory Planning Case Management System Home Page The Home Page is available from the following URL address Internet Statpl nre vic gov au stat_planning sta_plan_home cfm To find
172. s in brackets next to each category d There is a limit to the gains that maybe made through Maintenance and Improvement for remnant and revegetation offsets These maximum scores must be taken into account when entering the values for Maintenance and Improvement for an offset The system will not allow values to be entered that exceed the maximum gain scores listed The tables below list this information Habitat Gains for remnant patches Habitat Component Max Maintenance Gain Max Improvement Gain Large trees 3 Understorey Understorey Cover of Weeds not applicable not applicable Habitat Gains for revegetation Habitat Component Max Improvement Gain Large trees Tree canopy cover Understorey Cover of Weeds Coverotwees o 2 Patonsize e Neighbourhood e Then click Calculate to generate the Assessed Habitat score f Click Save to move onto the next step EVCs without a large tree component Version 2 2 Page 77 of 1 15 08 03 Statutory Planning Case Management System User Help Manual When you are entering the Habitat Score for a EVC that does not have a large tree component for example Plains Grassland or Plains Sedgy Wetland you will notice that Large Trees Tree Canopy Cover Logs are filled with N A not applicable as these categories are not relevant to these EVC types The calibration factor will also change in these cases to standardi
173. s part of the Department s Standard Operating Environment SOE SOE applications such as MS Word MS Excel Adobe Acrobat etc should open automatically when E Documents of these types are selected from the case e file If the files do not open automatically you may have to associate them with an application For instructions on associating files refer to Associating Applications on page 122 Documents requiring non SOE software to open and run should not be attached to case e files because they cannot be opened and hence viewed by anyone without that specialised software installed on their PC 1 2 1 2 Extranet The system has been designed with Extranet capability ie the ability to operate concurrently over the Internet outside of the Department s Intranet environment System features provided on the Extranet include Full system access to Parks Victoria officers as parties in the operational use of the system and A facility where Responsible Authorities can login to view the progress of their cases through the Department s internal process and make direct email contact with the case manager The system design provides for use on both Netscape 4 7 and Internet Explorer 5 0 or later versions 1 2 2 Components of the System The system comprises 6 main components described in the following text and architecture diagram Fig 3 shows the SPCMS Home Page and where these components map onto it 1 2 2 1 Workf
174. s that pre exist in an electronic format Document routing electronic signatures and sophisticated data streaming technologies have not been included in this version of the product but will be incorporated into a later version Electronic document features are accessed manually via the E Documents tab on the case details pages In this facility you can view documents attached to the case or add new documents to the case Note that in the current version of SPCMS once attached documents cannot be removed or deleted EDM features are also included in the workflow manager allowing people working on a case to manually attach documents at all steps through the process In addition at certain points in the workflow the EDM capture facility is automatically engaged to request the capture of key mandatory documents Note that all documentsto be attached to a case in the SPCMS must already exist in an electronic format compatible with the Department s SOE It is not possible from a technical point of view to activate and run scanning software directly from a web application Procedures for scanning documents and creating electronic documents are provided in Appendix A 1 2 2 5 Security Management The security management facility in the SPCMS allows you to maintain your own personal details such as office location business unit etc This information is reflected in the Contacts tab on the home page and in the case of SP Coordinat
175. s the requirement to maintain paper files for a case The main documents to which Action Officers will need to refer are stored electronically either as scanned image documents or as linked MS Office documents Action officers responding to each case respond electronically within the system and the whole of department response is also compiled within the system by the Case Manager The Departmental response to the Application is then generated by the system as a standard letter which is linked manually back to the case see section 1 2 3 Once the Case is completed documents are stored and archived in perpetuity Note that Version 1 0 of SPCMS does not allow captured documents to be removed There are two types of data captured and stored in the system Structured data Text data stored as attributes in a Sybase database To ensure consistent data quality standards these have a variety of field validations or use look up tables to populate fields Unstructured data These are electronic documents E Documents associated with a case and can be any type of file Typical file types will include images PDF JPEG GIF MS Office documents DOC XLS PPT PPM etc or vector graphic files such as CAD drawings Whilst capturing any file type is possible only file tyoes supported by the Department s SOE can be opened and viewed unless the user has the appropriate software installed on their client PC To minimise upload download times a
176. scription Lot on Plan Add multiple allotments by clicking on the Add button You can also view the application extent in SPCMS mapping by clicking the map link This is a multiple field entry for recording the municipality in which the case falls This is automatically filled with the source of the application in the initial registration screen If the site is in more than one municipality add proposed uses to the screen by clicking on the Edit button Record the Zoning and Overlay by clicking on Edit Notes the details of any LCC studies on the site Note that this field is automatically updated from LIMS if the Parcel ID field in the Location is entered as a LIMS parcel number Mandatory Fields Risk File No Proposed Use Applicant s Surname Municipalities Several fields in the Case reference Information part of the screen are mandatory although they will have been entered at an earlier stage Multiple field entries Multiple field entries are those where it is possible to have multiple records for a response For example an SP case may cover multiple allotments so you will need to include a list of all the allotments in the Location field of the Case Details screen Three fields in the Case Details Application screen are multiple field entries Proposed Use Location Zoning Overlays and Municipality Main Details screen Proposed Use Clicking on Edit next to the Proposed Use heading to bring
177. se the score Habitat Score Netscape a lol x Workflow Manager Step Habitat Score E Case SPOO05S 5 fone 6 Native grass area Clearing Add New Zone Step 3 Number of Large Trees Number of Medium Trees Tree Scape Density Parcels of land greater than 4 ha with less than amp scattered old trees sha aj Site Condition Score 75 Large Trees 0 10 HAL Tree Canopy Cover 0 5 NYA Understory 0 25 fiz Recruntment 0 10 2 Cover of Weeds 0 15 E Organic Litter 0 5 2 Logs 0 5 MiA Subtotal pei Calibration Factor 0 73 s Landscape Context Score 25 Patch Wetlands Size 2 Neighbourhood E Distance to Core 3 0 10 Catchment 0 10 Proportion of Wetland Type 0 5 Subtotal fe Assessed Habitat aq z Z c re Calculate Close Save in m m i Note This screen is for a clearing zone and does not include the Maintenance and Improvement columns Maintenance and Improvement information is not relevant for clearing zones therefore it will not be displayed on this screen Recording Scattered Trees Scattered old trees that occur within pasture rather than in clearly defined vegetation remnants i e where tree densities are not greatly reduced from benchmark densities but the understorey is less than 10 of the total cover specified for the benchmark do not require a habitat hectare assessment They should be recorded in the native vegetation workflow ho
178. sed to represent what features in the map The VIEW LEGEND and VIEW LAYERS buttons allow you to switch between the Legend and the List of Layers 3 4 6 Metadata Metadata is data about data It can be used to explain the suitability of data for intended uses Each data layer in this map has an accompanying metadata statement that can be viewed by clicking on the layer name in the List of Layers Metadata can include detailed information about data collection methods information about the accuracy of source datasets processing history and archival procedures to effectively manage and utilise data within custodian organisations information about projection specifications scale and a data dictionary to accompany data transfers to other organisations adequate descriptions of the content quality and geographic extent of datasets so potential users of existing data can assess its suitability for other purposes and summary descriptions of content and quality as well as contact information DSE captures and maintains metadata to at least the minimum specification defined by the Australian and New Zealand Land Information Council ANZLIC Version 2 2 Page 112 of 1 15 08 03 Statutory Planning Case Management System User Help Manual An example of the metadata statement for Bioregional Conservation Status EVCs is below Ct NR mnp Metadata Metecage est cag 5 x Bk Edt Were Go Commuriceior Pep Natural Resources and Environment
179. ses defined by business rules for dealing with clients in a consistent manner In the SPCMS the workflow is established by a referral type Subsequent processes within the workflow are determined by the response to questions posed by the Workflow Manager Step by step structure that manages the movement of each SP case through DSE s business process The native vegetation assessment area as defined by one EVC ofa similar quality The size of the zone will be determined by the variation within the patch of native vegetation and the context of the assessment Page 149 of 1 Statutory Planning Case Management System User Help Manual Appendix A Scanning Documents One of the major benefits fo the SPCMS is that it allows all the key documents in the case to be stored electronically and linked to the case In some cases these documents will be in MS Word format but in the majority of cases the documents will arrive at DSE in hardcopy and will need to be scanned to get the document in to an electronic format Scanning needs to be carried out off line as the SPCMS cannot incorporate the scanning function in the Workflow Therefore it is essential that the any documents scanned are stored on drives that can be accessed by PCs running SPCMS and protocols for naming scanned documents ensure that the appropriate Application be readily identified and attached to the correct SPCMS Case Scanning formats Refer to your scanner User Manual for details
180. sion 2 2 Page 10 of 1 15 08 03 Statutory Planning Case Management System User Help Manual For more details on the Process Maps refer to Section 4 1 Contacts The Contacts tab on the home page provides a list of all registered system users including information such as office location and address phone and fax numbers postal and DX addresses e mail addresses business unit etc By clicking on the e mail link you can also send an e mail note direct to the selected person from within the SPCMS For further information see Section 4 2 General Information The General Info tab on the home page provides fast easy access to related web sites These sites are grouped into 3 main categories 1 Policy and Procedure Sites providing information on statutory planning policy procedures planning reforms etc 2 Decision Support Information Sites providing information about land water vegetation national parks planning data etc to assist Action Officers and Case Managers in determining their recommendations in respect to proposed uses 3 System Maintenance amp A service request facility through which all users can notify Enhancement the System Administrator of problems encountered with the system and or log requests for enhancements to the system Users are actively encouraged to use this facility to value add and improve the system For further information see Section 4 3 1 2 3 Data Storage The SPCMS minimise
181. ss map for that stage Place the mouse over a process step to view a detailed description of the selected step Click on the ovals at the start and end of the process stage to move to the next or previous stage Note that this opens in the same screen as the SPCMS application and to return to the application you need to BACK out Available to all users with View access From the home page click on the Contacts tab A panel opens displaying a list of all users registered on the system This list can be sorted by clicking in the blue circle in the header of each column and re sorted in reverse order by clicking again in the circle with the arrow Clicking on a person s first name will open a panel with additional contact details Clicking on the email address will open a panel allowing you to send an email directly to the selected person Select multiple items from a drop down list using the lt Ctrl gt and lt Shift gt keys and clicking with the mouse Hold the lt Ctrl gt key down while clicking with the mouse will allow you to pick multiple items from within a drop down list Hold the lt Shift gt key will select all the items between two items chosen from a drop down list Also see FAQ item 37 de select a selected item from a drop down list De select multiple items from a drop down list using the lt Ctrl gt key and clicking with the mouse Hold the lt Ctrl gt key down while clicking with the mous
182. stem administrator Also use this facility to record requests for modification or enhancements to the system by selecting Modification Request from the drop down list Available to al users with View access From the home page click on the General Info tab A panel opens displaying a list of web sites related to planning and resource information Click on the link next to the description you require to open the site Note that this will open in a separate screen and you can move between the two by clicking on the application bar at the bottom of the screen Page 141 of 1 Statutory Planning Case Management System User Help Manual eee Planning Case Management System User Help Manual Select multiple items from All Modules a drop down list De select a selected item All Modules from a drop down list Change the spatial extent Mapping of the application Find out more about the Process Map statutory planning process Facility in DSE Find out who is involved in Contact statutory planning and Facility contact them Available to all users with View access From the home page click on the Process Map tab A panel opens displaying a list of Crown Land Management processes and a legend page for interpretation of the process maps Click on the Statutory Planning link in the left hand frame Place the mouse over a process stage to view a description of the selected stage and click on it to open the proce
183. t Score Offset Netscape g a oj x Vorkflow Manager Step Habitat Score Offset Case SPO00618 fone 2 Revegetation Offset Offset Add New Zone Step 3 Number of Large Number of Medium Trees Trees Tree Scape Density Fessem OOO Site core 75 Score Maintenance Improvement 10 yrs Large Trees 0 10 TT ies Canopy Cover Hl iz mz eas 0 25 iz 1 Recruitment 0 10 Tr az Cover of Weeds 0 15 Hl a rc Organic Litter 0 5 Zz I Logs 0 5 facet J Subtotal Cd E E Calibration Factor 1 00 o CE CE Landscape Context Score Patch Wetlands Size Neighbourhood Distance to Core 0 10 Catchment 0 10 Proportion of Wetland Type 0 5 Subtotal fo Assessed Habitat 0 Lele Fi Rare Calculate CLOSE SAVE help about ee Document Done Version 2 2 Page 76 of 1 15 08 03 Statutory Planning Case Management System User Help Manual a Enter the data for each zone as collected while undertaking the field assessment b Enter the number of large and medium trees within the zone It is important that the correct Tree Scape Density is selected as this will impact on the offset requirements If you have completed a habitat hectare assessment therefore you have a remnant patch of native vegetation and this must be selected from the drop down menu c Note that only whole numbers will be accepted in the assessment form The number range which values may fall within i
184. t criteria you identified when you saved the report Choose APPLY EXISTING REPORT CRITERIA to display all the reports you have saved Clicking on the name in the Report Filter Column fill the fields of the report with the data from the filter Select EXECUTE QUERY to run the report Available to all users with View access Set up a report as per instructions in FAQ item 27 or run an existing report with output format set to PDF When the report has generated an Adobe Acrobat view panel will open with the report in it Save this report to your local drive noting the save location Open your email client ie Notes Outlook etc and attach this document on your email to recipients as per usual familiar email procedure This facility is not currently available but can be worked around by sending the field sort and criteria selections to the other person s by email Available to all users with View access From the home page click on the General Info tab A panel opens displaying a list of web sites related to planning and resource information Click on the link next to the description Record system errors and modification requests Click on the New Incident button Select the module that you were in when the error occurred and fill in all of the fields on the page describing the error as fully as possible Click on the Record Incident button Your incident has now been logged and will be addressed by the sy
185. tem User Help Manual E 15 xl extent Gal What s Related N y Spatial Edit Applet SEA Netscape u Bookmarks F Location 42 407 969654mars 2463984 5 9091 amp rmany 246 3664 59203055 action capturetclasstype query_ Tl a a en Tem STAT RES gE am AR MERR k i eet a R000551 I TE EIT ies a J SP000648 rial SS y AFSP 000803 EHTI 6 j oe SP OCG TT frd Cir aH al J T 1 ATTY ahi Ey eli H ih cen TEAR ea l tnt diii Hri li WT aH lt j Nan 4 Tt Les A BET i Ti Sill Hi NL bi ho A Tr pE BF ka Ei il PE A AL ini eh 3 pi TE ain Ta Ae 7 ee a ee ee sy os er r ee Status Ready tz Teall A Saat at ll A E we a amp oo Pl Go a a A el ee Oe a ee 5 Use the Create Polygon Feature tool to draw a polygon of the area that you are interested in Finish the polygon by double clicking and ensure that it is highlighted blue All the case application extents that are within or intersecting the polygon you have drawn will be selected for the query Another option is to use the Create Circle Feature to conduct a search at a specified radius from a certain point such as a locality There is no limit to the number of polygons or circle features that can be used to locate similar cases within the Spatial Edit Applet Note You will not be able to use any of the tools in SPCMS mapping or the Spatial Edit Applet to edit the
186. the map view will affect the visible layers through scale dependencies Click on MAP COORDINATES to view the selected extent Version 2 2 Page 106 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Enter Coordinates Netscape 3 w Bookmarks A Location 20 26 stat_planning mapping mapcoords ctm ga What s Related N Enter New Coordinates in three steps CLOSE WINDOW 1 Select Datum AGO 66 2 Enter Latitude de amp Longitude soe or AMIG MIGA Easting amp Morthing fone Td ooen Ta or YICTSRID Easting amp Morthing Be 3 Select Approximate Map Width E Km MAP COORDINATES er Document Done a 3 4 4 14 lt Clear the Selected Features This tool is used to erase all measured distances and selected or highli ghted features 3 4 4 15 co Measure Use the Measure tool to measure distance on the view Use the mouse to draw a line defining the distance you want to measure then release the mouse The distance will appear in a pop up window as below 203 21 120 26 JavaScript Application e AN Distance 571 5 m 3 4 4 16 Set Map Scale Use this tool to set the scale of the map to a standard scale e g 1 25 000 Alternatively you can you this to manually set the scale by typing the figure into the Manual Scale 1 field Version 2 2 Page 107 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Set Ma
187. the results of this decision and the details of any appeal are recorded in SPCMS The Workflow Manager does not differentiate between Appeals made against a Decision by DSE and appeals against DSE s response as the processes are the same either way If there is no appeal of the decision this information is recorded on the Determine Appeal Status screen and the case is closed Version 2 2 Page 59 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Determine Appeal Status This screen is for recording whether there is an appeal made against the decision of the Responsible Authority There are two fields to complete Source There are three options for this field none if there is no appeal Department if the appeal is generated by DSE and Other if the appeal comes from a party outside DSE Appeal Panel Produces a drop down list with four responses none No Action where there hearing is no Appeal against the responsible Authority s Decision Panel Hearing or Appeal If you choose No Action or Panel Hearing the Workflow will indicate that the case is now closed If you chose Appeal the Workflow will take you to other screens If there are any documents associated with the appeal you may also attach them at any screen in the appeal Workflow process pa WorkFlow Determine Appeal Status Netscape WorkFlow UELEREU Case SPUUUS5 Step Determine Ap
188. this page on Resource Web go to Organisation Land Victoria Crown Land Management Statutory Planning This address is accessible to both intra and Extranet access points Users may wish to bookmark the Home Page There are 2 ways to bookmark 1 Add to bookmarks To add a bookmark have the Statutory Planning Case Management System home page open select bookmarks add bookmark 2 Add to personal toolbar To add to your personal toolbar have the home page open Go to bookmarks place mouse arrow on File Bookmarks new window will open place mouse arrow on Personal Toolbar folder left mouse click on Personal Toolbar Folder Version 2 2 Page 15 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Statutory Planni Add ApoE File Edit View Ge Back aa CA Personal Toolbar Folder Bookmarks ci Guide Sechons E Internet c 3 ci Search Statutory Planr C4 Directories Ei Business Resources __ ci Computers and Technology Portfolio Report ci E ducation E ait B T ci Entertainment Wo Service Record Request Form Bookmarks for Jule Gale Personal Toolbar Folder kr Guide Sections Personal Toolbar Folder Lookup b 5 earch New Cool Directories Business Resources Computers and Technology Education Entertainment Hobbies and Lifestyles S ports My Stuff Ca Hobbies and Lifestyles eC i e Eq Sporta This will place the bookmark in your
189. ting filled with red and try again ava Applet Window ale elel e luloj 4 Easting 2462147 5 Northing 2470958 2 Area 99 26 Ha Status Ready 3 4 4 19 Create a PDF Map of the Current View Use the Print tool to print your current map When you press this tool you will be prompted to enter a title for your map When you have done this click on GENERATE MAP to open a new Browser window in Adobe Acrobat Reader with the Map Image Overview Map Image and Legend displayed You can then use the File Print menu item to print the map pa Generate Map Print Netscape Map Title Romeey SAPOOO0004 GENERATE MAP CCLOSE WINDOW Version 2 2 Page 111 of1 15 08 03 Statutory Planning Case Management System User Help Manual YW Netscape iol xi A C B 2 B sls e M44 gt FOI Se ag BOR SP000532 Map Legend a Ak lication Ex te nit LtaA GMA F kaads Fi waler Gaurses U Prape Ty Biceg anal Conservation BG Da i 4 cae akalis of ew ies 7 SRoo0ot a doapagaal L Are H o a a Lt SABLE eS rpieher BB Endangered ee BRNO S2 ae came mann a i i gt a iA CECHA ASE ett oe al D Vuirerable Least Guncamn ts Produced by Ruth Macdonald Weed September 18 2002 el gos rll iad i of 1 HIH 1169x827in El 4 F 3 4 5 Legend VIEW LEGEND VIEW LAYERS On each map a Legend can also be viewed The Legend provides a graphical key of what symbology is u
190. tion of its floristic life form and ecological characteristics through an inferred fidelity to particular environmental attributes Each EVC is a collection of floristic communities that occur across a biogeographic range and although differing in species have similar habitat and ecological processes operating The impacts are an unavoidable part of a development project with the approval of the Minister for the Environment and Conservation or Page 146 of 1 Statutory Planning Case Management System User Help Manual EVC benchmark Generate Department Letter Step Habitat Hectare Improvement Internet Intranet LGA Maintenance Native vegetation Net Gain Northing MPV Non referred clearing NRE Offset Old Trees Parcel Patch Version 2 2 15 08 03 delegate based on considerations of environmental social and economic values from a statewide perspective The average characteristics of a mature and apparently long undisturbed EVC within a particular bioregion in a fully vegetated landscape This step provides a link to a template file for producing a standard letter containing the Department s response to the Application including the Comments and Conditions attached by the Case Manager at the Previous step A site based measure of quality and quantity of native vegetation that is assessed in the context of the relevant native vegetation type Gains can be made through improvement of the v
191. tioned further by the case manager without recognition of any AO responses However it will usually remain at this step until AO responses are considered Available only to the Case Manager involved in the specific case Open the case details view by clicking on the SP number for the desired case from the Portfolio Manager Click on the Instructions tab Click the ADD link next to the Action Officer heading A selection panel will appear Scroll down the list and select the new AO to add to the case and click SAVE Multiple people can be selected by holding down the lt CTRL gt key as you select To delete AOs assigned to a case check the boxes adjacent to the desired names and click SAVE Available only to the Case Manager involved in the specific case Standard letters generate automatically in this module drawing on appropriate templates based on a combination of response and referral types Open the system generated letter by clicking on the letter name in bold text Depending on your browser configuration this will either directly open the document in a word window or request an application to run it in If you get the latter you will need to browse through the directory structure on your C drive to find MS Word exe Once the document is opened in Word make any changes required then save it to your local drive as per instructions described in FAQ item 11 The selection of standard letter templates
192. tive click in the circle next to the layer name Only feature data layers can be queried therefore the image layers can not be made active You will notice that a small A will appear next the name of the subheading with the active layer Visible layers can be seen on screen but are not queried A number of layers can be visible at the one time To make a layer visible click in the Visible check box and then click REFRESH VIEW To view the metadata for any particular data layer click on its name aa r If you know the SP number of an existing case the search function can be used to spatially locate as the case This is found below the Toolbox Type in the SP number SPOOOXXX and then hit lt Enter gt on the keyboard This is not case sensitive The case you are searching for will be highlighted in the map viewer 3 4 3 Searching for Statutory Planning Cases rr l I L d ce y 3 4 4 Toolbox a On each map there is a toolbox Amongst other things the toolbox contains the tools needed to move around the map to retrieve information about various features and to print your own personalised maps By rolling your mouse over the toolbox a tool tip will appear that briefly describes what each tool does A red square around a tool cl indicates that this tool is the current tool being used oe l Came 4 TE NEDE Version 2 2 Page 101 of 1 15 08 03 Statutory Planning Case Management System
193. ty Work Plan Conformance Response Following the dispatch of the Conformance letter await the response of the responsible authority and attach a copy of the reply to the case m WorkFlow Attach Auth WP Conformance Response Netscape WorkFlow ees Case SPUUUS59 Step Attach Auth WP Conformance Response FS Document Type Authority Conformance Letter Description Authority Conformance letter Enty Documenthtining Wok plan 5 doc Browse WITHDRAW CASE MORE INFO CLOSE SAVE SSS SESS aaa help about SPCMS will inform you that the file has been successfully uploaded The Workflow now skips to the Refer Case step in the Workflow see page 44 You should note any minor variance in the Instructions to Action Officers The Workflow now follows the standard SPCMS process Version 2 2 Page 67 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 2 4 Variations in the process associated with native vegetation removal This section describes the process for recording the quantity and quality of native vegetation proposed to be removed in association with the Statutory Planning Case This system also has the capability for recording potential offset information associated with the removal of native vegetation Only Accredited Native Vegetation Assessors will be permitted to enter vegetation assessment information Other users with Case Manager Action Officer or Statutory Planning Coordinator status may view this i
194. uld be buffers along water courses or saline discharge sites to be avoided in the application Select Add Zone under the Site Assessment screen Then use the mapping facility as described in Section 3 4 8 to spatially locate the area Once this is complete click the chevron next to the zone number Version 2 2 Page 48 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Stat_plan Netscape fone Non NYER Recommendations Logout Ruth Macdonald Case SPOO00S46 fone 2 Other Add New Zone Step 2 Description bam construction sitel Type Draft Delete Type a description for the zone in the text box You may then add recommendations for the zone by clicking Add This will take you to the Standard Condition Search screen Click save and then move through the workflow adding recommendations for the application For your recommendations for each zone to become available to the case manager in constructing the whole of department response you must mark your zone status as Final Version 2 2 Page 49 of 1 15 08 03 Statutory Planning Case Management System User Help Manual AO RECOMMENDATIONS This allows you to open a new window with the response prepared by an Action Officer so that the Case Manager can cut and paste from this response into the whole of Department response 15 x ae 40 Recommendations Netscape AQ Recommendations Logout Ruth Macdonald Main
195. um ie Unknow Low C Hot Applicable Lowy C Unique Wern High Rare High C Uncommon Medium ie Unknown Low C Not Applicable Lovu C ational significance as a relict endemic edge of range or other non species values Wer High i Regional significance for edge of range or other non species values Medium is Unknown Low C Not Applicable Lovu Cc providing refuges e g during drought for threatened species Wer High C as prowiding refuges e g during draught for rare species High ie Unkn coun Low Not Applicable Lovu Ramsar Sites Wern High East Asian Australasian Shorebird Site Network sites Wer High C Other wetlands of international significance for migratory waterbirds Wern High C Wetlands listed in A Directory of Important Wetlands in Australia High C Wetlands of national significance for migratory waterbirds High C Priority areas for the re establishment of habitat for a threatened species eg as determined in a Biodiversity Action Planj High C Wetlands of bioregional significance based on application of National Land and Water Resources Audit criteria Medium ie Unknow Low c Hot Applicable Lowy CLOSE SAVE help about ar Document Done Version 2 2 Page 79 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Using the buttons select the appropriate classification for each of the categories to determine the Conservation Significance of the zone Then click Save T
196. ument Dione 1H Ga ES Version 2 2 Page 133 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 4 3 General Information The general information screen will be used for any information that may support your use of the SPCMS The link to General Information is found under the main SPCMS home page At the moment there is only one link on this screen Web links pa Statutory General Info Page Netscape File Edt View Go Communicator Help E A a E General Information Logout Julie Gale Web Links CLOSE E help about E Document Done S Sh aE Web links This site opens a page of links to Websites that may be of interest to users of the SPCMS The System Administrator maintains this page If you are aware of other sites that may be of interest contact the System Administrator Click on the URL to open the site on a new screen E General Information Netscape O x File Edit View Go Communicator Help Yeb Links Logout Ruth Macdonald Web Site Description Spatial Vision 1 Home page of Spatial Vision NRE Port Phillip NRE Port Fhillip Region Stat Planning Web Site Land View Land View Park View Park Wien Regional DataNet CAMS Regional DataNet CANIS Record system errors and modification requests Record system errors and modification requests NSW Land and Property home page Land Information MS ABC Home Page abe CLOSE Oc help about 4 a F Document Done
197. up the Proposed Use Maintenance screen for adding uses to the Main Details screen Select a proposed use from the drop down menu Version 2 2 15 08 03 Page 41 of 1 Statutory Planning Case Management System User Help Manual Enter the area under application in hectares in the area field Tick the check box beside each proposed use then click save xt Proposed Use Maintenance Netscape Proposed Use Maintenance Proposed Use Area Ha Iv NVR AGRICULTURE fio Iv BUILDING REGULATIONS BUILDING REGULATIONS a COASTAL DEVEL COMMERCIAL DEVEL ENVIRONMENTAL EFFECTS STATEMENT EPA WORKS APPROVAL EXTRACTIVE INDUSTRY FLOOD LEVEL ENQUIRY FORESTRY TIMBER PRODUCTION HISTORIC BUILDING IAH CATTLE FEEDLOT IAH OTHER IAH PIGGER Y INDUSTRIAL DEVEL MINING AGRICULTURE HARVESTING OTHER PLANTATION Because a SP Case may have multiplte proposed uses you will need to click the check boxes next to each selected proposed use Note You can also amend details on an existing use by deselecting the check box beside the proposed use Version 2 2 Page 42 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Main Details Screen Location Clicking on the Add next to the Location heading brings up the Location Maintenance screen for adding allotment details to the Main Details screen The screen provides fields for details that will help locate the allotment such as LIMS parcel number Crown
198. ur role and security entitlements on the case selected you may be able to edit details in these screens add delete Action Officers attach documents and or add to the discussion thread Available only to Admin Support and SP Coordinator staff involved in the specific case Click on Create Case in the left frame of the portfolio manager This will open the Initial Registration screen Enter all data paying particular attention to selecting the correct referral type and click SAVE an SP number is generated but the case is not yet registered The next screen requires the application form to be attached to the case Enter a brief description of the document and it s file name and source location directory path then click SAVE Wait for the document to upload to the server When done click SAVE again The document is now registered Additional documents that comprise the application can now be attached to the case by clicking on the ATTACH DOCS button at the bottom of the workflow screen You will also need to record the spatial location of the case using the Record Application Extent link Available only to users involved in the specific case Click on the ATTACH DOCS button at the bottom of any workflow screen A screen pops up requesting a brief description of the document and it s file name and source location directory path Enter these details and click SAVE Wait for the document to upload to the server Whe
199. ve vegetation removal Figgery Establishment Subdivision into 2 ha blocks for residential purposes HR Reassign Selected Cases Reply By Od toeoo2 OF 12002 Oso 2002 ooo 2002 2S 02002 2o092002 2o 102002 sO0 09 2002 S01 02002 officer Alan Ray Allyson Lardner CLOSE SAAndrew Andrews Andrew Bishop Andrew Morphett Anthony Forster Bernie Young Daa Koannarh help about 3 3 3 Reassigning Cases using the Portfolio Manager Below is a Typical Portfolio Manager s screen showing cases at the Attach Application Form Step The SP Coordinator Case Manager or Action Officer can reassign any of the Cases appearing on the list by ticking the box in the Reassign column and choosing REASSIGN at the bottom of the screen Version 2 2 15 08 03 Page 94 of 1 Statutory Planning Case Management System User Help Manual Stat Planning Portfolio Manager Netscape File Edit View Go Communicator Help 2S ee Fortfolio Portfolio Manager Logout John Heskins Create Case Step Attach Application Form Act Step Officer Auth Determine Source Case 1 l Proposed Reply Reply l Ref G Case Action Reassign Applicant Use O By w By O Risk O Ho Set Source Case 4 Attach Application SPO0003278 gt gt gt gt E Lemon Oose000 11032000 120212000 Register Land Owner Consent d SPOO02776 gt gt gt E O2062001 og 062004 janntn Refer Case 1 SP000341 gt gt gt gt E 22 06 2001 29 0
200. ved or deleted Version 2 2 Page 30 of 1 15 08 03 Statutory Planning Case Management System User Help Manual All documents to be attached to a case in the SPCMS must already exist in an electronic format compatible with the Department s SOE It is not possible to activate and run scanning software from a Web environment Documents will need to be scanned off line and initially stored in an appropriate location that can be accessed by staff that will attach the document to the case Once the document has been attached to the case SPCMS manages storage retrieval and archiving automatically Tips on scanning documents for attachment to cases are provided in Appendix A Document formats for E documents The Department s SOE determines which document formats are suitable for storing e documents Text documents doc or pdf Spreadsheets Xls or pdf Images and scanned documents gif jog or pdf Mandatory Document Capture Points The workflow manager allows documents in electronic formats to be attached to the electronic case file at defined stages in the process These documents are essential to the audit of the case Some of these stages require the mandatory capture or referencing of documents in electronic formats Some examples of mandatory document capture points are e Registering a Case Appliation Form must be attached e Attaching the Landowner Consent Leiter Consent letter must be attached if the Application is on Crown Land
201. w Go Communicator Help DEPARTMENT OF PRIMARY INDUSTRIES CLOSE WINDOW DEPARTMENT OF SUSTAINABILITY amp ENVIRONMENT SP CMS Mapping Customer Service Centre 136 186 powered by MapShare ae i eee rae 4 A Nimirkany yt a Drumanureg HELP OTHER MAPS CMEW LEGEND pe E g i oe i REFRESH MAP F List of Layers E k r a i E l 1 i a Fi j i Toolbox e es uf fee le I Application n paWyuna 3 ve are rk i a E Biophysical Z Administrative i Wyuna East a i IET Sy Layer and legend TAN E M viemap 7 Saint Germains i information kaidodra Visible Active ae i i Victoria Tha hlosaic onoaiia erga eae 3 3 ee Under ager ste GOWEBLIRN aai Contours Roads Water courses ISP number search function Address Parcel Property i L r ron E Ardm anda A ier SOOSOO yoo oO oO a izi 5 ngarla i i x o RE A asnon arion Eas 4 i sath me T PI ee a ieee Overview map 4 yScalebar pee a ar i TE Rldta casts Carag Cao 7 be Pe ey INKS Ge cr We esis Arias Toblambap ae i i Ti vive _e Tamieugn Nor oe Wer eee ee Pat i 1 358 443 l Y Status bar displaying Primary Industries Sustainability and Environment Victoria Australia A dreide ate The Place To Be map coordinates Feedback Copyight and Disclaimer Privacy ja b VICGRID 94 Easting 2509080 Northing 2585172 i i Foot Version 2 2 Page 100 of 1 15 08 03 Statutory Planning C
202. wever this will differ to the procedure specified for a remnant patch of native vegetation The Tree Scape Density for scattered trees should be selected from one of the following Parcels of land greater than 4 ha and with 8 or more scattered old trees ha Parcels of land greater than 4 ha with less than 8 scattered old trees ha or Parcels of land less than 4 ha with any number of scattered old trees ha As you have not conducted a habitat hectare assessment do not enter any values in habitat score screen Enter the number of large and medium trees proposed to be cleared in the habitat hectares screen Version 2 2 Page 78 of 1 15 08 03 Statutory Planning Case Management System User Help Manual 3 2 4 3 5 Conservation significance Conservation Significance Netscape a E 5 x Workflow Manager Step Conservation Significance _ I Case SPO0O00618 fone 1 Clearing Area Roseworthy Clearing Add New Zone Step 4 Description Clearing Area Roseworhy EWC Heathy Woodland Bioregion Glenelg Plain oF Most significant species ranking C best 50 of habitat for each threatened species in a Victorian bioregion Wer High C the remaining 50 of habitat for threatened species in a Victorian bioregion High C best 50 of habitat for rare species in a Victorian bioregion High C the remaining 50 of habitat for rare species in a Victorian bioregion Medium C best 50 of habitat for regionally significant species Medi
203. y clicking DEJSELECT ALL CASES Click REASSIGN to bring up the Portfolio Reassign screen a drop down list of all the officers to whom you are able to reassign the case Version 2 2 Page 29 of 1 15 08 03 Statutory Planning Case Management System User Help Manual Case Register Netscape Fortfalia Reassign Reassign Selected Cases Officer Bernie Young al CLOSE SAVE poo y y o help Select one of the officers from the list Choose CLOSE to exit the screen without reasigning or SAVE to reassign the officer selected Reassigning cases is discussed in more detail in the Section 3 3 3 2 The Workflow Manager The workflow manager manages the steps involved in registering and actioning cases in the SPCMS The workflow manager is a step by step process that manages the movement of each case through the statutory planning business process The process works in the background of the SPCMS manifesting itself in the step list of the portfolio manager and the Action Work facility The workflow management processes are based on business rules relating to the different types of referrals so the actual steps undertaken are governed by the referral type and the actions of the responsible authorities and applicants at steps where they interact with the process This section is divided into three sub sections 1 Electronic document management within the workflow manager 2 Creating new cases within the workflow manager
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