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Managing Burn Permits

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The Burn Permits Module is included with most FP2 packages.  This module allows departments to create, print and track permits.   You can also invoice directly from the permit record if you also have the Invoices Module.  Entering  'Valid For Date' allows departments to quickly view all active permits. Permits can be opened directly from the 'Burn Permits List Window' to update information and the status of permits can be easily changed (ie. suspended) in this window.

 

The Burn Permits Module works in association with the Properties Module.  The 'Burn Permits Tab' in the 'Property Record Window' allows you to create a burn permit for a property.

You can have signatures automatically printed on the permit.  To use this function, a scanned signature must be on file in the 'Officer Set-Up'.  When printing the permit you will be asked if you wish to 'Print Issuer Signature'.  Using this features provides you with ready to issue permits as soon as they are printed.  If you have the PDF Module, you can e-mail the completed permit directly from the print preferences.

 

With the FP2 Invoice Module, you can also invoice directly from the 'Burn Permit Record Window'.

 

The Burns Permits Module is also available in an Android App. that can be used in the field.  Permits can be issued, suspended or activated from your mobile device and the information is sync'd to FP2.

 

Managing Burn Permits

 

The 'Burn Permits List Window' allows you to manage all burn permits issued by your department from one central location.  The permit will be attached to the individual property record for reference.

 

The 'Valid For' and 'Date(s) of Burn' fields on the permits allow departments to modify the permit to meet the requirements of their local bylaws. These fields are nameable in Set-Up --> Special Wording on Reports --> Permits --> Burn Permit Settings under the 'Labels Tab' and will only display on the permit record if they have been named.

 

 

The two fields outlined above are 'Status' parameter fields.  The 'Date(s) of burn title' identifies permits which are considered 'Active' while the 'Date(s) valid for title' identifies permits which are considered 'Valid'.  Giving some thought to how your department handles Burn Permits before setting up these fields will allow you to ensure optimum results from this module.  Some departments only use actual burn dates while other departments issue permits valid for a period of time.  Also, some departments require that the holder of a permit notify the department on actual burn days.

 

 

In the example above you can see that the permit is valid for a period from May 14, 2015 through to September 14, 2015.  The actual 'Date(s) of Burn' are May 25, 2015 through May 29, 2015.  Because of these date ranges, on May 28, 2015 this permit would display as both an 'Active' and a 'Valid' permit.  On May 30, 2015 this permit would display as a 'Valid' permit only as there was no burning on that date. For permits with no expiry, leave the end date in the valid period blank.

 

Burn Permits List Window

 

Search parameters on the left side of the screen allow you to narrow the display on the right side of the screen.  Search parameters include a 'Date Range' allowing you to select specific time frames.  You can also select to display all permits or permits relating to a specific station.  Using the 'Title' search parameter allows you to identify certain permit types (ie. Open Air Burn Permits).

 

 

Right clicking on the header bar allows you to select a range of information to display in the list window.  Choices include 'Permit Number', 'Station', 'Title', 'Address', 'Officer Name', 'Suspended Date', 'Property Contact', 'Valid From Date', 'Valid To Date', 'Date of Burn From'  and 'Date of Burn To'.

 

Status

 

One of the most useful search parameters is the 'Status' parameter.  You have the choice of  'All', 'Valid', 'Active' or 'Suspended' permits.  This allows you to quickly identify permits with current activity.  Activating these fields is described above.  These parameters are:

 

       'All' - will display all permits issued within the specified date range.

       'Valid' - display all permits that are valid on the current date.

       'Active' - displays all permits that have a 'Date(s) of Burn' which matches the current date.

       'Suspended' - displays all permits which are 'Suspended'.

 

Suspending a permit differs from cancelling a permit in that you can re-activate a suspended permit.

 

Permits displayed when using the 'Status' parameter will be as of the date you are searching the records (not the date range at the top of the window).  The permit will show in the search if the 'Valid For' or 'Active' ('Dates of Burn') date range of the permit falls within the current date of the search.  This allows you to quickly identify permits which are active on today's date and all permits which are currently valid.

 

Once you have identified the permits which are 'Active' or 'Valid', you can easily change the status of several permits by right clicking the mouse in the 'Burn Permit List Window'.  This gives you the option to:

 

       'Suspend Selected Permits'

       'Un-suspend Selected Permits'

       'Change Active Dates for Selected Permits'

 

This feature allows the user to suspend, reactivate or change dates for several records at a time.  To select the records, you can select one record and drag your mouse to include as many records as you wish.  To select records which are not in order, select your first record and then select additional records by depressing the control key on your keyboard and selecting the record with the cursor.

 

This is very useful to suspend, for the purpose of fire protection, all valid permits during burning bans, high winds or atmospheric conditions where the status of many permits require change.  Using the same process you can easily un-suspend or change active dates for the permits.

 

Google Maps

 

Another feature that is available from the 'Burn Permit List Window' is a google map to display the location of the burn permits.  You can map permits by station, type of permit or by status of the permit.