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MSD Accela ACA User Guide Spring 2019 Metropolitan St. Louis Sewer District Online Plan Review, Permitting & Inspection Website User Guide Spring 2019 The MSD Online System uses an Accela Automation ACA Website •It is like a “File Folder in the Cloud” •You can submit plans and other documents electronically online •Can also still submit plans in hard copy format, only need to send in 1 copy •MSD will “work” the projects electronically, no hard copy files will be kept •Automated emails will be sent for various workflow steps •Permits issued online •MSD Inspectors use tablets for inspections ACA - Website for Customer Use •ACA (Accela Citizen Access) went live 10/16/2017 •ACA website displays the same project information as the MSD internal version of software •Customer “Registers for an Account”, enters email & sets password •Project Contact types include Engineer, Developer, Municipality, Requestor, Authorized Representative •After registering for an account, customers can access project info, workflow status, review comments, docs •Can pay fees same methods as before, now also can pay online with credit card (NOTE: +2.5% credit card vendor charge if paying online with credit card) •Can upload documents – Plans, Agreements, Calcs, Etc. to records that you are a contact on •Customers who are registered in the system can also research other MSD Development Review Projects •Transparent, Intuitive System, about 1100 registered users so far… 3 Record Types - Format is YYTYPE-##### (YEAR)(TYPE)-(CONSECUTIVE NUMBER) •Year is the year the record is submitted •Project or Municipal Project 19MSD-00001 •Conceptual 18CNCPB-00001 •Floodplain Study 17FLPLS-00008 •Easement 18EASMT-00006 •Maintenance Agreement 19MAINT-00042 •Easement Vacation 18VACAT-00009 •Easement Encroachment 17ENCRO-00002 •Information File 19INFOR-00004 •Temporary Record – (Used During Application Process) 18TMP-000060 •Various Permit Record types…18MODST, 18BLDST, 19REACH, Others •Converted old system P-Jobs are still the old numbering format (example P-0034003-01 will be the same but with no dashes P003400301) •Various Other Converted Records 4 Parent and Child Records •MSD type are project (New or Municipal) records, these are usually parents •P003146700 types are converted records – usually parents •CNCPB, INFOR types usually stand alone records •FLPLS, MAINT, EASMT, VACAT, ENCRO could be child records or stand-alone •Permit type records REACH, SPECI, MODST, BLDST, CONCT, BMPUA will usually be child records, or could stand alone •Permit type OTCPT usually stand alone 5 Auto-Notification Emails •Plans Accepted for Review •Return to Consultant (“Out” to the Customer) •Request Final Plans for Approval •Record Approval •Conceptual Review Completed •Record Recorded •Permits Ready for Pickup •Construction Inspection Status •Deposit Release Information •Construction Approval •Inactivity Notice if One Year Passes 6 Please be sure to set your email spam filter to allow emails from Auto_Sender@Accela.com and noreply@stlmsd.com ACA Home Page Link is https://aca3.accela.com/STLMSD Register for an Account NOTE: Red text notes added to this PowerPoint to help clarify items on screen shots In your web browser Pop-up Blocker settings, allow the site *.accela.com Your Account Home Page (Some Redundancy in Navigation) 8 Your Home Page ACA Global Search If you know the exact record number or exact record name you can enter it here NOTE, wildcard characters such as * or % will not work in this search box ACA General Search Lots of ways to Search, general, by address, etc. Enter Record Number or Name, or Part of Name TIP…. Change year for start date to 1950 First click the “MSD” tab to get to the General Search area. You may need to scroll down on the page to get to the General Search area ACA General Search Tips •Default is a 30-day date range, may need to expand this to an earlier “from” date to expand the search range, especially on older projects •Use wildcard % sign before, after, or before and after certain text to find certain text –Example %zoo should find anything ending in “zoo” –Example zoo% should find anything starting with “zoo” –Example %zoo% should find anything that contains the text string “zoo” •To avoid lengthy searches, try to accurately define parameters •Sometimes helps to try searching again with same criteria – Accela server issues? Example…Finding Donuts Using General Search 12 %Dunkin% in Project Name ACA Search Results Creating Search Collections 14 Check Boxes on Left, Click “Add to Collection” then Enter Collection Name & Description Accessing Your Collections 15 Collections from your Home Page Record Info 16 After you search and find the record you are looking for, click here to find that Record’s Info…including: -Record Details -Processing Status -Related Records -Attachments -Inspections Once you are on any of these tabs, you may need to scroll down to display all the available information Related Contacts & Application Information 17 Record Info: Record Details – Contacts, Data Click here to expand or contract the information Application Information Table = General Plan Review Comments 18 Scroll down for more Record Details, including General Plan Review Comments Processing Status 19 Record Info: Processing Status, “Who has the Ball & When” Related Records = Parents & Children 20 Record Info: Related Records Click “View” to toggle between Related Records Attachments – (Can Click on Column Titles to Sort/Restack) Attachment List – Click on File Name to Download Click to Sort by “Upload Date” Click “Type” to Sort by Document Category Record Info: Attachments Construction Inspection Information 22 Construction Inspection info will be shown on each Permit Record Record Info: Inspections Permits 23 Permits are Usually Child Records 24 Permitting Points… •Drainlayers will need to call the office 314-768-6272 to get added to the permits needed. (You cannot do this from the ACA Website). •Drainlayers will need to call in all permits to be inspected, even if some permits have been called in for previously. In the past, if a job was already working, you did not need to do this. •Setting up inspection appointments online is not currently available. •No fee permits (Sampling Tees/MH’s/Underdrains are not printing on ACA. Please let us know -we will email to you. 25 Q & A For questions related to Plan Review please contact: John Grimm, P.E. Program Manager MSD Development Review 314-768-2743 jcgrim@stlmsd.com For questions related to Permits please contact: Terri Stewart Permit Supervisor MSD Permit Department 314-768-6288 tcstew@stlmsd.com For questions related to Construction Inspection please contact: Mike Shelton Manager of Development Inspection MSD Construction Management 314-768-6387 mshelton@stlmsd.com For general MSD Accela questions please call 314-768-6272, this is the Development Review general number 27 THE 16 SLIDES THAT FOLLOW DEMONSTRATE HOW TO “CREATE AN APPLICATION” WHICH IS HOW YOU WOULD INITIALLY SUBMIT PLANS OR OTHER DOCUMENTS FOR REVIEW Creating an Application 1 28 Read & Agree to Disclaimer Select the MSD tab then click on “Create an Application” Creating an Application 2 29 Select Record Type For Project Records, Select “Municipal Project” if you are working on a public project such as a public street, fire house, or similar. Select “Project” if you are working on a private development project such as a residential subdivision, commercial development, industrial, etc. Creating an Application 3 (Look Up Contacts in System) 30 Required Contact Types are listed here Use the “Look Up” button to search our system for Registered Users. Note you can also keep your own list of contacts as part of your account management and can select contacts from your own list by using “Select from Account” Creating an Application 4 (Specify the Contact Type) 31 Specify Contact Type: -Authorized Representative -Developer -Engineer -Municipality -Requestor Creating an Application 5 32 Chosen Contacts Listed here Continue Creating an Application 6 (Search System for Address - # and Street, call us 314-768-6272 if address not found in system) 33 Enter Street Number & Name, then Search, try it twice*** *** You may need to try this step twice…the first time connects to the street address database, then the second time should find the address. Please call us if you are still experiencing difficulty with this after trying two times Creating an Application 7 34 Accela will populate the Address, Parcel, and Owner information, click “Select” then Continue Application Creating an Application 8 35 Some more data to enter, fill out required fields that have an *, MSD will finish filling out the rest of the fields Creating an Application 9 36 Add (Upload) Documents Creating an Application 10 37 Click “Add”, then go get your file(s) to add. Click “Continue” when finished Creating an Application 11 38 Select Document Category from Dropdown list Creating an Application 12 39 Enter Document Description, then be sure to click “Save” Creating an Application 13 40 Review Your Application Creating an Application 14 41 Pay Fees Creating an Application 15 42 2.5% Fee for Credit Card Payment Creating an Application 16 •Can Save and resume later – will get 19TMP- ###### number, and this number will change into the new record number when application process is done •OK to upload documents if paying submittal fee online with credit card •If paying submittal fee by check, be aware of BUG, please wait and upload documents AFTER the payment has been entered and a new record number has been created. To find this new record number, click on the “Home” tab and then click on “My Records” 43