SLIDE 1 Keystone Environmental ePermitting System (KEES) Basic Training Course for Environmental Permit Applicants
Information Technology (IT) Project Development and Delivery June, 2017
SLIDE 2 Training Goals
- Create and submit applications for DEP approval
- Manage and track applications
KEES training participants learn to:
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- KEES Overview
- KEES System Basics
- Getting started in KEES
Topics presented: Training Plan
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SLIDE 4
- Creating a KEES Project
- Adding an Application
- Reviewing and Submitting an Application
Training Plan Topics presented:
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SLIDE 5 Training Plan
- DEP Receipt, Review & Response
- Tracking and Managing Applications
- Administering KEES account
- Getting Help with KEES
Topics presented:
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SLIDE 6
KEES Training Lesson 1: KEES Overview
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SLIDE 7 What is KEES?
Respond Review Receive Submit KEES
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SLIDE 8 What is KEES?
- KEES is a new web-based application—for the preparation,
review, and approval of environmental permit applications
- Applicants, Reviewers, Approvers, and Commenters use the
same system
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- Automates process workflow
for application preparation, review, and approval
- Scalable for future PA new
application types and user communities to use KEES
- Track and search applications
for status and task assignment
What is KEES?
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SLIDE 10 Benefits of KEES
- Know the status and team on an application in real time
- Keeps user community updated with significant events
- Collaborate online to complete processing
- Reduced duplication of data entry between applications
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SLIDE 11 Features of KEES
- Display application processing details
- Upload attachments as application support documents
- Create PDFs of applications and attachments
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SLIDE 12
KEES Training Lesson 2: KEES Basics
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SLIDE 13 Lesson 2: KEES System Basics
- Get familiar with tool bars
- Understand KEES roles
- Understand KEES Projects
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SLIDE 14 Toolbar Before Login
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SLIDE 15 Toolbar After Login
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SLIDE 16 Use the Look Up Quick Search
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Click the Search icon 16
SLIDE 17 Updates as applications are processed Categorized by the status
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Enables users to manage and track their work assignments
View My Work Queue
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View My Work Queue
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One role will differ from the application statuses listed in the queue of a user with a different role.
SLIDE 19
Access Quick Links
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SLIDE 20
Generate Reports
Generate formatted KEES Applications status reports Filter the reported KEES Applications by defined Application characteristics 20
SLIDE 21 Administering KEES User Account Information
changes can be pursued through a Service Request.
Update basic contact information 21
SLIDE 22 Lesson 2: KEES System Basics
- Know about the tool bars
- Understand KEES roles
- Understand KEES Projects
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SLIDE 23 PennDOT Application Preparer Role
CWOPA registered state and consultant employees Editing, Verify, QA/QC, and Submit functionality for the application and associated project
What they can do in KEES:
- Create and Update Projects
- Add/Manage/Submit applications
- Delete/Withdraw applications
- Work Queue functionality
- Respond to a Deficiency
- All PennDOT Read Only
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SLIDE 24 Business Partner (BP) Application Preparer Role
Non-CWOPA users Complete work for PennDOT through a registered business partner What they can do in KEES: Everything that PennDOT Application Preparer Role can do EXCEPT:
- Verify QA/QC documentation
- Submit an application
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SLIDE 25 PennDOT Read Only Role
For any PennDOT read only user What they can do in KEES:
- Search and express lookup for submitted applications
- View Project Summary
- View Application Summary
- View Event History
- View attachments
- Create PDFs
- Access Reports
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SLIDE 26 Lesson 2: KEES System Basics
- Know about the tool bars
- Understand KEES roles
- Understand KEES Projects
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SLIDE 27 What Is A KEES Project?
A KEES Project is new functionality
Common Information KEES Project Application Application KEES Project Application Application
Common Information Application Common Information Application Common Information Application
Old New
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- Stores data about real world projects
- May reference multiple background projects
- Can associate multiple permit applications to a
single real world project
- Manages data common to each application
What a KEES Project Does
A KEES Project:
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- A prerequisite for creating an application
- A means of data entry and editing
- KEES Project Info
- Applicant Info
- Point of Contact
- Background Projects
- GIS Information
- Project Participants
- GIF elements
- PNDI
How to use KEES Projects
A KEES Project is:
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SLIDE 30 KEES System Basics—Summary
- Toolbars change after you log in to KEES
- CWOPA Applicant roles can submit applications
- Non-CWOPA Applicant roles cannot verify QA/QC or submit
- KEES Projects store common information and impose an
- rder on subordinate applications
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SLIDE 31
KEES Training Lesson 3: Getting Started in KEES Logging in to KEES
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SLIDE 32 Getting Started in KEES
Review Receive Submit Respond
Submission Process
Log in
KEES
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SLIDE 33 Log in to KEES
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SLIDE 34
Welcome Screen
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SLIDE 35 Create a KEES Project
Review Receive Submit Respond
Submission Process
Login
Create KEES Project
Create KEES Project
KEES
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SLIDE 36 Create a KEES Project
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SLIDE 37 Select KEES Project Details
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SLIDE 38 Select a Background Project Type
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SLIDE 39 Search for a Background Project
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SLIDE 40 Enter Data for Background Project Type: Other
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This Background Project type is verified on the application level 40
SLIDE 41 Create a KEES Project
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Follow the prompts to create then save the new KEES Project 41
SLIDE 42 Establish the KEES Project
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Click SAVE to establish the KEES Project 42
SLIDE 43 Manage a KEES Project
Review Receive Submit Respond
Submission Process
Login Create KEES Project
Manage a KEES Project
KEES
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SLIDE 44 Navigate to KEES Project Info Screen—Project Details
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Select EDIT to see the Project Information screen
SLIDE 45 Manage a KEES Project from the Information Screen
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Correct, change, or add information found in the tabbed sections
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Isolated Data to Background Projects
Add missing data for County, Municipality and road data 46
SLIDE 47 Applicant Information
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View information about the applicant before and after an application is created Last chance to update Applicant Name before creating an application 47
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Point of Contact
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SLIDE 49
Background Projects
View MPMS or SAP background project selected at KEES Project creation Add background projects 49
SLIDE 50
GIS Information
Update geospatial information about the project area Information is not automatically populated 50
SLIDE 51
Participants
Add participants, designate Applicant roles, and email recipients 51
SLIDE 52
General Information Form (GIF)—Coordination
Questions used to assess which permits may be needed for a project Enable DEP to track and coordinate the issuance of permits 52
SLIDE 53
General Information Form (GIF)—Additional Info
Enter Individual or community concerns and grant funding information Edits can be made to this tab until the application has a final disposition 53
SLIDE 54
Pennsylvania Natural Diversity Inventory (PNDI) Search
Enter data to identify species of special concern Confirm that search completed KEES alerts the application team 90 days before the PNDI Receipt expiration
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Permit Applications List
View and access a list of applications associated to KEES Project Filter data in the applications list 55
SLIDE 56
Project Summary
Summary of all of the KEES Project data and information Clickable links to applications associated to the KEES Project 56
SLIDE 57 Getting Started with KEES--Summary
- KEES supports two high-level project types: KEES Projects and
Background Projects
- A KEES Project MUST be created before an application can be
created
- A KEES Project reduces duplicate data entry for related
applications
- Make updates to a KEES Project Information for common
application data
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SLIDE 58
KEES Training Lesson 4: Add an Application
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SLIDE 59 Lesson 4: Add an Application
Review Receive Submit Respond
Submission Process
Manage a KEES Project
Add an Application
KEES
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Add an Application
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SLIDE 61 Select Permit Type and Create Application
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View the Application Details Screen
Created application details now appear 62
SLIDE 63 Track and Manage an Application
Review Receive Submit Respond
Submission Process
Manage a KEES Project
Track & Manage an Application
KEES Add an Application
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SLIDE 64 View My Work Queue
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Navigate to your Work Queue… 64
SLIDE 65 Sort My Work Queue
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Sort by field Select the link to the KEES Project or application 65
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Use KEES Work Queue or Search to find an Application
Locate Applications
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Manage Application Details
Access common application functions 67
SLIDE 68 Track Status of an Application
Quickly check status using Status Indicators:
- Blank circle—no data or has never been opened
- Half circle—data has been added, but required data is missing
- Full circle—all required data elements are validated by KEES
- Check mark in a full circle —an editor has verified the data grouping or
document type 68
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Assign ACOE Region for the Application
Update ACOE District Assignment 69
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Select a Primary County for Related Projects
Indicate Primary County 70
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Manage Application Participants
Choose Editors and email recipients for this application All Editors receive email notifications 71
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Manage Adjoining Property Owner Info
For Standard and Small permit applications only… Add and verify information about owners of adjoining properties to the project 72
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Answer Land Use Questions
Questions to help Reviewers understand the project within in the context of existing land use plans, zoning and local government interactions 73
SLIDE 74
Answer Facilities Questions and Enter Greenport
Captures information about DEP regulated facilities, activities and systems that may be affected by the project 74
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Complete Greenport Facilities Information
KEES cannot make sure information is valid in Greenport 75
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Save Facilities Information
Enter information about DEP regulated facilities, activities and systems that may be affected by the project 76
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Update Encroachments
Add, update, delete and verify Dropdowns and autofill menus and text boxes 77
SLIDE 78 Change the value of the Required flag from Optional to Required as needed
View Required Support Items for the Application
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Upload Attachments
Add all of the documents required for the permit 79
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Verify Attachments
Verify each of the attachments that have been uploaded 80
SLIDE 81
KEES Training Lesson 5: Review and Submit an Application
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SLIDE 82 Review and Submit an Application
Review Receive Submit Respond
Submission Process
Manage a KEES Project
Review & Submit an Application
KEES Manage an Application
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After all required information has been added and verified, the SUBMIT button will appear
Electronic Final Review and Submission Screens
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KEES requires the attachment and verification of QA/QC documentation before an application can be submitted to DEP for review and approval
Review and Submit an Application
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Upload QA/QC Documentation
QA/QC section is shown when all application data is complete and verified All editors can upload the required documentation 85
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Verify QA/QC and Submit Application for Review
Verify QA/QC to see the Submit button Only editors with CWOPA accounts verify QA/QC and submit applications 86
SLIDE 87
KEES Training Lesson 6: DEP Receipt, Review, & Response
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SLIDE 88 Receive an Application
Review Receive Submit Respond
Proc ess
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Receiving Process
Receive
Submit
KEES
Search Submitted Work Queue Assign Review Team
Assign Review Team Application status change Forward application to Reviewer(s) Set Permit Number
Establish Permit Number
SLIDE 89 Conduct Completeness Review & Notification Make Recommendation & Establish Conditions Create PA Bulletin Complete Supporting Documentation Add Permit Issuance Documents
Review an Application
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Review
Review
Receive Submit Respond
Proc ess R Proc ess
Submit Receive
KEES Completeness Review
Environmental Review Team
Review Complete
Engineering Review Team
SLIDE 90 DEP Response and Notification
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Review Receive Submit Respond
Proc ess R Proc ess
Submit Receive
KEES
Respond
KEES Approvers Review Reviewer Response Issued
Make Recommendation Create Permit Package Review Supporting Documentation-Records of Decision Review Permit Issuance Docs:
Apprisal
- Conditions
- Completion Report
SLIDE 91
KEES Training Lesson 7: Applicant Responses
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SLIDE 92 Applicant Response and Notification
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Review Receive Submit Respond
Proc ess R Proc ess
Submit Receive
KEES KEES
Respond to a deficiency Resubmit the Application Request an Extension Withdraw Acknowledge Apprisal of Conditional permit approval Applicant Preparation Response Issued
Reviewer Response Issued Approvers Review
SLIDE 93 KEES Application Lifecycle
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Receive Submit
Process R Process
Receive
KEES
Review & Submit Application Manage KEES Project Receiver Assigned Reviewer Assigned Receiver Complete Review Complete Review by Technical Team Review for Completeness Reviewer Response Issued Approvers Review
The first time an application is submitted it is recorded as Cycle 0 Cycle Count goes up when Applicant clicks EDIT when making corrections before Resubmitting Application Submit Respond Review
Manage an Application Applicant Response Issued
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Review Team returns incomplete or technically deficient applications
Identify a Deficient Application
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SLIDE 95 View requested corrections Correct deficiencies and re-validate application data
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Review Comments and Make Corrections
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Address identified deficiencies and review letter
Respond to a Deficiency
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Resubmit within 60 days after Response letter is saved
Resubmit an Application
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Request an Extension
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Return documents or acknowledgements to complete permit authorization process
Add Permit Response Documentation
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Acknowledge permit conditions to return application
Acknowledge Permit Conditions
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SLIDE 101
KEES Training Lesson 8: Getting Help with KEES
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Getting Help with KEES—Register
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Click REGISTER button to open the request for access form
SLIDE 103 Getting Help with KEES—Service Desk
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Contact the PennDOT IT Service Desk to reset passwords or report an issue
SLIDE 104 Getting Help with KEES—Contact Icon
The Contact Icon
DEP’s contact website
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SLIDE 105 Getting Help with KEES—Help Icon
This slide presentation, and other helpful materials will be available—click the Help links
- FAQs
- Contacts
- Registration Forms
- User Manual
- Training Videos
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Questions?
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