Florida’s Electronic Permitting Tools Cindy Phillips, P.E. Division of Air Resource Management Florida Department of Environmental Protection

Florida’s Electronic Florida’s Electronic Permitting ToolsPermitting Tools

Cindy Phillips, P.E.Cindy Phillips, P.E.Division of Air Resource ManagementDivision of Air Resource ManagementFlorida Department of Environmental Florida Department of Environmental

ProtectionProtection

Florida’s ToolsFlorida’s Tools

Organizational StructureOrganizational Structure

DEP’s Division Headquarters in Tallahassee

Six DEP District Offices

Eight County Local Governments

Six Counties have Permitting Authority


Organizational ResponsibilitiesOrganizational Responsibilities Tallahassee Headquarters office issues specific Tallahassee Headquarters office issues specific

permit types (electric utilities, waste-to-energy, and permit types (electric utilities, waste-to-energy, and PSD), sets policy and writes rules PSD), sets policy and writes rules

District Offices issue permits and perform compliance District Offices issue permits and perform compliance & enforcement duties& enforcement duties

Local program offices have SOA with Tallahassee to Local program offices have SOA with Tallahassee to perform Permitting and compliance & enforcement perform Permitting and compliance & enforcement dutiesduties

Each is separate entity working together to Each is separate entity working together to achieve FDEP goalsachieve FDEP goals

Florida’s ToolsFlorida’s Tools Electronic Permit Application formsElectronic Permit Application forms

11stst attempt – ELSA and EARS 1995 - 2001 attempt – ELSA and EARS 1995 - 2001• ELSA and EARS used a MS Access database w/a Visual ELSA and EARS used a MS Access database w/a Visual

Basic interface.Basic interface.• ELSAELSA

Allowed applicants to fill out the data (menu driven or by Allowed applicants to fill out the data (menu driven or by clicking “next page”) and then submit data on diskette w/hard clicking “next page”) and then submit data on diskette w/hard copy signature pagescopy signature pages

Could attach supplemental documentsCould attach supplemental documents Could ask the department for a database file to pre-fill Could ask the department for a database file to pre-fill

applicationapplication• EARS – received submitted disks by mailEARS – received submitted disks by mail

Data uploaded to EARS and reviewed in an application similar Data uploaded to EARS and reviewed in an application similar to ELSAto ELSA

Data would be uploaded after review and permit issuance to Data would be uploaded after review and permit issuance to ARMS Facility InventoryARMS Facility Inventory


ELSA and EARS lessons learned:ELSA and EARS lessons learned: ELSAELSA

• An attempt was made to try to make the printed forms look An attempt was made to try to make the printed forms look like the Hard Copy forms.like the Hard Copy forms.

Made printing difficultMade printing difficult Different printers = different quality of resultsDifferent printers = different quality of results

• Consultants were primary users of the product and had Consultants were primary users of the product and had particular needs.particular needs.

PortabilityPortability QualityQuality

• Desktop application meant installation issuesDesktop application meant installation issues Different desktop configurations for usersDifferent desktop configurations for users Distribution of new applicationDistribution of new application


EARS Lessons LearnedEARS Lessons Learned Development and design did not include much Development and design did not include much

input by Permit Application Reviewers/ input by Permit Application Reviewers/ Engineers Engineers

Not all data collected in application forms Not all data collected in application forms went into writing a permitwent into writing a permit

Uploads had to be performed in the HQ officeUploads had to be performed in the HQ office Application forms changed after 2 years and 2 Application forms changed after 2 years and 2

applications had to be enhanced to applications had to be enhanced to accommodate the changesaccommodate the changes


Transition to EPSAP – 1999 to presentTransition to EPSAP – 1999 to present Developed a team of IT professionals and Permit Developed a team of IT professionals and Permit

EngineersEngineers Took “lessons learned” and our wish list and Took “lessons learned” and our wish list and

developed the EPSAP productdeveloped the EPSAP product Tested with Industry Consultants, Permit Application Tested with Industry Consultants, Permit Application

ReviewersReviewers Incorporated better flexibility to address rule changesIncorporated better flexibility to address rule changes Document content and attachments “hashed” Document content and attachments “hashed” Copy of record maintainedCopy of record maintained


EPSAPEPSAP• Non-Title V Source ApplicationNon-Title V Source Application

Handles minor source operating/construction Handles minor source operating/construction applicationsapplications

• Long Form ApplicationLong Form Application Handles Title V and Synthetic Minor facilities’ Operating Handles Title V and Synthetic Minor facilities’ Operating

and Construction Applicationsand Construction Applications

• Both require electronic signature to submit Both require electronic signature to submit (username+password+PIN)(username+password+PIN)

• PE submittal also requires submittal of signed, PE submittal also requires submittal of signed, sealed authentication document per Florida Board sealed authentication document per Florida Board of Professional Engineersof Professional Engineers


3 modules of EPSAP3 modules of EPSAP Applicant ModuleApplicant Module

• Modeled after hard copy application formsModeled after hard copy application forms Non Title V Source ApplicationNon Title V Source Application Long Form ApplicationLong Form Application

Permit Application Review ModulePermit Application Review Module• Engineer goes to EPSAP to view application dataEngineer goes to EPSAP to view application data

• May review online or printMay review online or print

• Data entry tool from issued permit Data entry tool from issued permit Inventory Review ModuleInventory Review Module

• QA of Data from specially trained Inventory SpecialistQA of Data from specially trained Inventory Specialist

• Upload to ARMS DatabaseUpload to ARMS Database


AdvantagesAdvantages Ease of completion of application formsEase of completion of application forms Electronic submittal of Air Permit ApplicationElectronic submittal of Air Permit Application Copy of record available for signatoriesCopy of record available for signatories Review process flexibility (review online or Review process flexibility (review online or

print)print) Data goes through pre-upload QA processData goes through pre-upload QA process


How does it work?How does it work?

Step 1 – Register

•Create user account

•Password will be mailed to email address in account

•Registration includes security question.


EPSAP PIN Request FormEPSAP PIN Request Form

Step 2 – for signatories only!

•Print and sign PIN request form

•Prefills form with account information

•Mail to DEP – DARM Help Desk

•PIN will be emailed to email account on user account


Prepare ApplicationPrepare Application

•Prefill application with existing facility data or create application data from scratch for new facilities

•Multiple users may be assigned to work on an application

•Each hard copy application may have different signature requirements The signatories are assigned through the “Application Menu”


Adding a Signatory – Responsible Official (Title Adding a Signatory – Responsible Official (Title V) or Authorized RepresentativeV) or Authorized Representative

Add RO or AR by associating the user account

This imports the user account information in to be part of the application content


Adding a signatory – Professional Adding a signatory – Professional EngineerEngineer

Adding a Professional Engineer also imports this user’s account information to become part of the application content.

These signatories will be required to submit electronically using their Username, password and PIN combination.


Uploading AttachmentsUploading Attachments

Attachments may be uploaded and submitted electronically or sent in hard copy if Confidential Business Information or if electronic versions are not available.


SubmittingSubmitting

The application may be submitted by the signatories.

EPSAP performs a sufficiency edit to ensure no inadvertent omissions of content.


Authentication for PEAuthentication for PE

The Florida Board of Professional Engineers enacted specific requirements for PEs who sign/seal documents.

In EPSAP we require PEs to sign/seal an authentication document that contains the hash values of the application contents.


PE SubmittalPE Submittal

The PE must read the certification statements and warnings and then enter username, password and PIN to submit.

Once this occurs the application content cannot be edited.


RO / AR SubmittalRO / AR Submittal

After the PE signs (if required) the Responsible Official or Authorized Representative must sign electronically to submit to the permitting authority.


EPSAP Submittal CompleteEPSAP Submittal Complete

The application is submitted and an HTML version of the application available for the signatories to keep.

An email is sent to the signatories confirming their submittal.

Another email is sent to the permitting office.


EPSAP Engineer ReviewEPSAP Engineer Review

Submitted Applications reviewed through the Permit Application Review module.

A copy of the application is kept intact, while a “Engineer” copy can be edited. This info is uploaded to the legacy database - ARMS


ChallengesChallenges Changing the cultureChanging the culture

• Review of applications onlineReview of applications online• Responsible Officials/Authorized Representative Responsible Officials/Authorized Representative

using Electronic Signature Processusing Electronic Signature Process• Getting constructive criticism from usersGetting constructive criticism from users

Changing the processChanging the process• Implementing rule changesImplementing rule changes• Addressing CROMERRAddressing CROMERR


Overcoming the challengesOvercoming the challenges TrainingTraining

• Netmeeting Training for off-site locationsNetmeeting Training for off-site locations• Workshops for automated productsWorkshops for automated products• Help LineHelp Line

Listening to our usersListening to our users• Asking for suggestions during trainingAsking for suggestions during training• Answering help calls as soon as possibleAnswering help calls as soon as possible

Addressing required changesAddressing required changes• Keeping users in mindKeeping users in mind• Making development flexible to allow for changesMaking development flexible to allow for changes


EPSAP Submittals to DateEPSAP Submittals to Date EPSAP Application SubmittalsEPSAP Application Submittals

2002-20032002-2003 8080

20042004 156156

20052005 148148

20062006 189189

2007 2007 (to date)(to date)

7070

TotalTotal 643643

Florida’s ToolsFlorida’s Tools ARMS Permitting Module:ARMS Permitting Module:

Tracks all Permit Requests received in each Tracks all Permit Requests received in each permitting office. permitting office.

Tracks events that occur, such as “Completeness Tracks events that occur, such as “Completeness Review”, “Requests for Additional Information,” and Review”, “Requests for Additional Information,” and the “Agency Action”the “Agency Action”

Tracks the date of issuance and expirationTracks the date of issuance and expiration Provides reports to managers and permit processors Provides reports to managers and permit processors

to indicate when an event is close to its due dateto indicate when an event is close to its due date Tracks the Application Time ClockTracks the Application Time Clock Permitting data across the department is reported in Permitting data across the department is reported in

the same database, so reports can be pulled across the same database, so reports can be pulled across programs.programs.


ARMS Permitting ApplicationARMS Permitting Application For Permit TrackingFor Permit Tracking

Permit Number

Events Scheduling screen tracks processing timelines

PA is used throughout DEP to allow query of PA is used throughout DEP to allow query of permitting actions across divisionspermitting actions across divisions


Permitting Reports availablePermitting Reports available Pending Permitting Projects – searches against Pending Permitting Projects – searches against

projects in processprojects in process Upcoming, Overdue, And Completed – one report that Upcoming, Overdue, And Completed – one report that

searches projects that are about to Expire, have searches projects that are about to Expire, have already expired, and completed (i.e. by issued date)already expired, and completed (i.e. by issued date)

Title V Timeliness – queries Title V projects and Title V Timeliness – queries Title V projects and categorizes them by time to issue time frames.categorizes them by time to issue time frames.

Ad Hoc Reports – query PA data and build a custom Ad Hoc Reports – query PA data and build a custom reportreport


Air Document SearchAir Document Search Allows HQ, DEP District and Local Programs to post Allows HQ, DEP District and Local Programs to post

zipped permit documentszipped permit documents• Original MS Word/Excel versions available internallyOriginal MS Word/Excel versions available internally• The converted, PDF versions available to the public via the The converted, PDF versions available to the public via the

internetinternet Links the documents with the appropriate permit Links the documents with the appropriate permit

project record in ARMS PAproject record in ARMS PA Mechanism for EPA to get copies of Title V PermitsMechanism for EPA to get copies of Title V Permits Also allows the search of HQ permit files scanned in Also allows the search of HQ permit files scanned in

Tallahassee Tallahassee


Air Permit Document SearchAir Permit Document Search Permit Documents available on the World Wide Web!Permit Documents available on the World Wide Web!

Search for desired documents by Permit Number, Facility ID, Location, SIC, etc.

Results page allows Results page allows download of Zipped download of Zipped file to obtain permit file to obtain permit

documents!documents!

Show Supporting Documents allows download of other documents such as legal correspondence and the application


Visit our Website!Visit our Website!

http://www.dep.state.fl.us/airhttp://www.dep.state.fl.us/air


ContactContact Cindy PhillipsCindy Phillips

• 850/921-9534850/921-9534• [email protected]@dep.state.fl.us

Elizabeth WalkerElizabeth Walker• 850/921-9589850/921-9589• [email protected]@dep.state.fl.us

[email protected]@dep.state.fl.us• 850/921-9557850/921-9557