Colorado Department of Public Health & Environment (CDPHE)

CEOS AGENCY PORTAL ? USER GUIDE

Colorado Department of Public Health & Environment (CDPHE)

Version: 1.0 July 22nd, 2016

1368 How Lane North Brunswick, New Jersey 08902



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TABLE OF CONTENTS

1 DOCUMENT OVERVIEW...................................................................................................................... 4 1.1 DOCUMENT PURPOSE ....................................................................................................................... 4 1.2 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ................................................................................. 4 1.3 PREREQUISITES ................................................................................................................................ 4

2 OVERVIEW OF BUSINESS PROCESSES IN CEOS........................................................................... 5 2.1 ACCOUNTS AND SECURITY MANAGEMENT .......................................................................................... 5 2.1.1 Public Account Creation .......................................................................................................... 5 2.1.2 CDPHE Agency Account Creation .......................................................................................... 6 2.2 SUBMITTAL AND PERMIT MANAGEMENT .............................................................................................. 6 2.3 PERFORMANCE METRICS MANAGEMENT ............................................................................................ 8

3 WEB PART ............................................................................................................................................ 8 3.1 SUBMITTAL SUMMARY ....................................................................................................................... 8 3.2 MY TASKS ........................................................................................................................................ 9 3.3 MESSAGE CENTER............................................................................................................................ 9 3.4 MY QUERIES..................................................................................................................................... 9 3.4.1 System Default Queries .......................................................................................................... 9 3.4.2 Self-Created Queries............................................................................................................... 9

4 ACCOUNT AND SECURITY MANAGEMENT.................................................................................... 10 4.1 MANAGE "MY ACCOUNT" ................................................................................................................. 10 4.2 MANAGE SYSTEM USERS ................................................................................................................ 11 4.2.1 Viewing User Information ...................................................................................................... 12 4.2.2 Creating New Agency User ................................................................................................... 15 4.3 MANAGE PUBLIC USERS.................................................................................................................. 16 4.3.1 Viewing User Information ...................................................................................................... 17 4.3.2 Change User's Account Type and Account Association ....................................................... 18 4.3.3 Creating New Public User ..................................................................................................... 20

5 SUBMITTAL AND ISSUANCE MANAGEMENT ................................................................................ 20 5.1 OVERVIEW OF SUBMITTAL REVIEW FEATURES .................................................................................. 21 5.1.1 Submittal List ......................................................................................................................... 21 5.1.2 Summary of Review Status ................................................................................................... 21 5.1.3 Submission Info ..................................................................................................................... 22 5.1.4 Work Activities ....................................................................................................................... 23 5.1.5 Final Decision ........................................................................................................................ 25 5.1.6 Issuance ................................................................................................................................ 26 5.1.7 Correspondence .................................................................................................................... 26 5.1.8 Email History ......................................................................................................................... 27 5.2 PERMIT / CERTIFICATE MANAGER .................................................................................................... 28 5.3 TRACKING CORRESPONDENCES WITH FACILITY USERS ..................................................................... 29 5.4 MANAGE PAPER SUBMITTAL ............................................................................................................ 30 5.4.1 Create New Submittal ........................................................................................................... 30 5.4.2 Edit Pending Submittal .......................................................................................................... 31

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6 PROJECT MANAGEMENT................................................................................................................. 32 6.1 CREATE A NEW PROJECT: ............................................................................................................... 32 6.2 MANAGE AN EXISTING PROJECT: ..................................................................................................... 33

7 ENTITY SEARCH ................................................................................................................................ 33 8 PERFORMANCE METRICS TRACKING ........................................................................................... 34

8.1 OVERVIEW OF REPORT VIEWER FUNCTIONS..................................................................................... 35 8.1.1 Filtering Criteria ..................................................................................................................... 35 8.1.2 Export & Print Report ............................................................................................................ 35

8.2 APPLICATIONS PROCESSED REPORT ............................................................................................... 35 8.3 INTERMEDIATE MILESTONES REPORT............................................................................................... 36 8.4 PENDING APPLICATIONS REPORT .................................................................................................... 37 9 ADDITIONAL CEOS FUNCTIONALITIES .......................................................................................... 38 9.1 CALENDAR ........................................................................................................................................... 38

9.1.1 Inspection Calendar .............................................................................................................. 39 9.1.2 Task Calendar ....................................................................................................................... 39 9.2 WORK TASK MANAGEMENT ............................................................................................................. 40 9.2.1 Tracking My Task .................................................................................................................. 42 10 OTHER HELPFUL INFORMATION................................................................................................. 43 10.1 SUBMITTAL STATUS DESCRIPTIONS.............................................................................................. 43 10.2 PERMIT STATUS DESCRIPTIONS ................................................................................................... 44 10.3 INSPECTION STATUS DESCRIPTIONS............................................................................................. 45 10.4 SUBMITTAL WORKFLOW............................................................................................................... 46 10.4.1 Water Quality Control Division Work Flow ............................................................................ 46 10.4.2 Air Pollution Quality Control Division Work Flow................................................................... 48 10.4.3 Grant and Loan Division Work Flow...................................................................................... 51

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CEOS Agency Portal-User Guide

1 Document Overview

1.1 Document Purpose

This document serves the purpose of providing instructions on the usage of the Georgia CDPHE Online Permitting & Reporting Services System (CEOS). The documentation has been divided into two major sections:

Overview of business process Detailed instructions on independent modules

1.2 Definitions, Acronyms, and Abbreviations

This subsection provides the definitions of all terms, acronyms, and abbreviations required to properly interpret the System Design Document.

Term CEOS WQCD APCD FIS CBR RO ESA HAP

Definition Colorado Environmental Online Services Water Quality Control Division Air Pollution Control Division Facility Identification System Clean Water Benefits Reporting System Responsible Official Electronic Signature Agreement Hazardous Air Pollutants

1.3 Prerequisites

Requirement Internet Connection Internet Explorer (version 7.0 or above) PDF file viewer

Impact on Project

Necessary for connecting to the CEOS Submittal Site Optimal for capitalizing on the features of the CEOS System View any system-generated reports in PDF format

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CEOS Agency Portal-User Guide

2 Overview of Business Processes in CEOS

This section provides a high level overview of the business processes supported by CEOS similar to use case descriptions as a table.

2.1 Accounts and Security Management

This section details the various processes in creating and managing accounts in CEOS.

2.1.1 Public Account Creation

The diagram below outlines the steps necessary to create and activate an account.

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