Colchester City ICT

PP Enhanced Functionality:

General

Generating NEC DM user accounts

Previously, ASSURE automatically created a corresponding NEC Document Management user account every time a new ASSURE user account was created with the Authority User role. With this release:

• A system administrator who creates an authority user can override the default NEC DM user ID generated by ASSURE.
• A system administrator can change the NEC DM user ID of any authority user, either to create a new NEC DM user or map to an existing NEC DM user.
• A system administrator can generate NEC DM user accounts for every authority user who currently lacks them.

An Update NEC DM Users button is added to the User Setup screen, and mandatory NEC DM User ID fields are added to the Create Authority User and My Details screens.

Document Production

This new feature allows a produced document to be held for an indefinite period of time before being manually released for printing or emailing. It is achieved by the following:

• A Manual Release checkbox is added to the Letter Template Details screen. If ticked, any document produced from that template must be manually released. If unticked, this option is left to the authority user when the document is requested. 
• A corresponding Manual Release checkbox is added to the Documents screen. This checkbox is editable unless manual release has been fixed in the template. 
• On the Document Queue screen: 
  • A new document status of Awaiting Release is inserted (after Ready For Output). 
  • A new Release button allows one or more documents with this status to be released. 
  • New Date Released and Released By columns show when a document was released and by whom. 
  • A pair of Date Produced From: and To: fields allows the document queue to be filtered between given dates, so that documents awaiting release can be more easily identified.

Online Registers alert

With this release, ASSURE introduces the ability for registered public users to be alerted to new public applications made in their neighbourhood (or anywhere else). 

Similar functionality — known as area notifications — is already available for the online Planning and Building Control Explorers. For Public Protection, the alert feature is initially restricted to the Licence Register, but will be extended to the Environmental Permit Register and Food Business Register in future releases.

From the Licence Register's Online Licence page, the user can click the Set up alerts button to open a Set up Alerts page. If necessary, they are prompted to register or log in first.

• Currently, the only Alert Type is Address, meaning it is centred on a specific property. 
• The Alert Frequency may be Daily or Weekly. 
• The Alert Description can be anything that serves to remind the user what the alert is about; for example: New HMOs In My Neighbourhood. 
• The Show Application Types button lists the types of licence available for selection. These are the [Premises] Licence types that are currently configured to appear in the Licence Register. A single alert can cover multiple licence types. 
• The Address at which the alert is centred. 
• The Radius describes the size (in metres) of a circle around the address, as shown on the map. (Other ways of specifying the area may be provided in a future release.)

A user's current alerts are listed in a Saved Alerts section within a new Notified Applications section on the user's My Applications page. The user can click a linked Alert Description to edit that alert, or use the Action ☰ menu to delete the alert. 

While the alert remains in effect, ASSURE will send a daily or weekly email to the user alerting them to new public Licence applications occurring within the specified circle. 

In addition, all of a user's recent notifications are listed within the Notified Applications section on their My Applications page. The user can click a linked Reference (Application Number) to open the Licence worksheet in the Licence Register, or use the Delete icon to delete the notification.

The feature is enabled by a new On Line Registers - Alerts licence key. The subject, sender's address, and body of the alert are configured by a new OnlineRegistersNotifyMe parameter in Configuration Settings. The body of the email is intended to be configured with a header section followed by separate detailed sections for each notified application. The alert emails are sent by a new Online Register Alerts schedule. This should be configured to run at least daily.

Restricting access to Contact Type codes

A system administrator can now use the Codes Configuration screen to restrict the availability of Contact Type codes. 

Code types with effective start and end dates

Since 1.12.1, Public Protection code types have Start date and End date fields that can be set by system administrators. A code is considered active if (a) it either has no start date or its start date is today or earlier, and (b) it either does not have an end date or its end date is today or later. 

Originally, start and end dates were effective only for a limited number of code types that previously had a Hide code field, which the new fields replaced. It was realised that simply making inactive codes invisible would affect historical worksheets and records that referred to those inactive codes.

In this release, inactive codes will be visible for as long as they are still being referenced, but unavailable for selection (they will be 'greyed out'). This change is being phased in over time, starting with the codes in the Complaints (EH) group:

• Land Type • Noise Outcome • Noise Source • Noise Source Group • Noise Type • OFT (Condition) • OFT (Product) • Statute • Waste Size • Waste Type

Summary information for Property/Organisation records

All PP worksheets have a Summary button in the top right corner which presents various information about that worksheet. With this release, this button is added to all LPG Property/Organisation records. The summary information includes: 

• How or by whom the record was created, and when
• By whom the record was last amended, and when

'Save As' and the Details tab

All PP worksheets can have a Details tab to hold text up to 255 characters. With this release, the Details tab is included as part of the Save As button functionality. Whether the worksheet is being changed to a different type/transaction, or copied to a new type/transaction, the contents of the Details tab are preserved even if the resulting type/transaction is not currently configured to show that tab. The preserved text is available for document production and reporting, and will become visible if the Details tab is ever added later.

Licensing

Standard Reports

The following standard reports are now available:

• Licensing: Alcohol and Late Night Refreshments - Q1a and Q1b (Premises Band)
• Licensing: Alcohol and Late Night Refreshments - Q2a and Q2b (Licensable Activities)
• Licensing: Alcohol and Late Night Refreshments - Q3 (24 Hour Licences)
• Licensing: Alcohol and Late Night Refreshments - Q5a (Licence Applications)
• Licensing: Alcohol and Late Night Refreshments - Q6a (Completed Reviews by Decision)
• Licensing: Alcohol and Late Night Refreshments - Q7 (Completed Reviews by Outcome)
• Licensing: Alcohol and Late Night Refreshments - Q8 (Completed Appeals by Decision)
• Licensing: Alcohol and Late Night Refreshments - Q9 (Closure Notices)
• Licensing: Alcohol and Late Night Refreshments - Q10 (Temporary Event Notices)

For more information, see the 1.14 Release Notes.

Sampling

Sample worksheets

Food Sample worksheets are renamed as Sample worksheets throughout the ASSURE user interface. Sample worksheets are defined by Task Type codes that are assigned to either of these Application codes:

• Sampling – EH (SMEH) • Sampling – TS (SMTS)

An authority user's security keys also continue to be based on these two applications:

SMEH-ACCESS/SMEH-DELETE and SMTS-ACCESS/SMTS-DELETE.

The tabs previously available for Food Sample worksheets are preserved, and two new tabs are now also available:

• General tab (optional) • Tests tab (optional)

The General tab is used to specify basic information about the sample or samples.

The Tests tab is used to record how many samples have been tested in each product group, and how many of these were unsatisfactory or led to legal proceedings.

The standard Save As button functionality works for Sample worksheets. The only difference is that the user is additionally prompted whether they want to copy data from the Tests tab when saving, if the tab is present and populated.

Document production and reporting

The existing Sampling document groups are supplemented by a new combined Samples document group and merge fields. Similarly, combined reporting views are also available.

PP Bugs to be fixed:

CCC-specific

1.14

TFS	Issue No	Description	CCC Ref
259508	1069007	On the GL Payee tab of a Grants and Loans worksheet, in the Person Details dialog, even if the Company/Organisation checkbox is ticked the First Name and Last Name fields are still (briefly) shown as mandatory.	INC-56618 / PRB-71
279131	1162947	Changing an officer's Work Telephone Number on their My Details screen does not immediately affect the value of the USER_WORKTELEPHONENUMBER document merge field.	INC-61099
321690	1316499	On resubmitting a public-facing Licence application (because of an additional payment), a duplicate Licence worksheet is sometimes created. NEC have advised this will also prevent more than one draft application with the same reference being created (with only coming through to ASSURE).
324353		On using the Save As button to create a copy of an existing Grant & Loan worksheet, the current sub-tab configuration must be used (in other words, not the sub-tab configuration that was current when the original G&L worksheet was created). Same for other types of worksheet.	PRB-58
337206	1292991	If an applicant submits a public-facing Licence application, and the Representations tab is completed by an authority user, then if the applicant subsequently copies that application, the copy includes an already completed Representations tab.	PRB-42

Save As issue (found in 1.13.1.1 R1) to be resolved in 1.14

Other general bug fixes

1.13.1.1 R3

TFS	Issue No	Description
338378		Attempting to add a document to the Attachments tab of a Public Protection  worksheet in which no document is anticipated causes an error.

1.14

TFS	Issue No	Description
249828 313554		Various DEFRA EPR standard reports have been amended to: • Correct the interpretation of the No Inspection Due column. • Relabel the No Inspection column more accurately as Inspection Due But Not Done.
252256		The Food Registration Type should be stored with the Food Business current picture.  Note: FOODREGTYPE AND FOODREGTYPEDESC are actually the Task Type code and description of the originating Food Business worksheet.
301558		Whether a Public Protection worksheet's Inspection Date or Date Received field accepts future dates should be determined by the Application code type. This code type is maintained by NEC Software Solutions.  Note: Currently, only Inspection and PWS Visit worksheets accept future dates.
305626		When adding an organisation to an LPG Property record, the organisation's details are not saving the first time.
307638		In ASSURE Public Protection, Inspection worksheets and summaries selected on one page of the Inspections Due screen must remain selected if the user navigates to another page. The Allocate and Export To Excel buttons must work as expected for multi-page selections.  Note: The De-Allocate button is not currently supported
313359	1288263	The ASSURE 1.12.1 AutoLoader removed several fields from the view definitions for Food Hygiene and Health & Safety Inspection summaries. These have been reinstated, and fields for other application types will be reinstated in a future release.
314924	1291521	The Configure Public Facing Style button on the System Administration screen produces an error.
317247	1298481	The online Licence Register is identifying licences by the obsolete Licence Type code, rather than the Task Type code.
318290	1305507	Provided that a suitable GL Payment Letter template has been defined, and the authority user has permission to authorise payments, they can send a letter to a payee and add the payment to the Grant and Loan worksheet at the same time. However, entering a payment via the Create Letter button in this way appears to skip the validation checks in the GL Payment Details dialog. Invalid fees have no validation warning message, causing ASSURE to hang.
322631	1320032	On the Outlets tab of a PWS Details record, click on the linked address of an outlet, and when the Outlet Details dialog appears, go to the Outlet Map tab and click OK. Sometimes, but not always, ASSURE hangs.
327107	1329201	A Licence (Variation) application is submitted by an applicant which differs from the original in some custom sub-tab Drop Down List fields but not others. On being viewed by an authority user, all Drop Down List fields on the sub-tab are highlighted as changed
327168		The  icon is not considered accessible and must be replaced by a Pay Balance link.
327496		When searching for Environmental Permit current pictures from General Search, the Environmental Permit Type criterion is using the obsolete PPC Process Type code type
327885		The Company / Organisation Name field must accept full stop and () brackets characters.
332390		If the Cog menu is used to change and reorder the columns on the Actions tab of any ASSURE Public Protection worksheet, those changes must be persisted on every other Actions tab.
333940		In ASSURE Public Protection, the Search menu lists the last 10 worksheets opened by the current user. However, the list should also include worksheets created by the user.
336195	1377564	If an ASSURE Public Protection worksheet is allocated to another officer, a predefined action with a specific comment recording this fact may be added to the Actions tab. If the user immediately adds another action, its comment is being overwritten by the officer reallocation comment.
336405	1378860	Adding a representation to a Licence worksheet removes the Representations By date on the Licence tab.
337177	1383903	If the Public checkbox of a document on the Attachments tab of a Licence worksheet is unticked and the licence re-issued, the Licence current picture must be updated accordingly.
337453	1384623	It should be possible to type HTML elements, enclosed in < > brackets, into the comments of actions added on the Actions tab of any ASSURE Public Protection worksheet.
337592	1385480	For a public-facing Public Protection application with a custom sub-tab that includes a Name-Address Collector field, if the applicant enters a manually formatted address (MFA) this is not being retained by ASSURE.
337772	1386467	It should be possible to add and allocate multiple visits on the Monitoring / Risk tab of a Private Water Supply Details record without having to either save or refresh the record after each one.
338412		An email address with a space character at the beginning or end can fail validation in ASSURE.
338653	1390618	On the Attachments tab of a Licence (Renewal) worksheet, the Remove attachment icon does not appear until the tab is refreshed.
338745	1391648	When the user attempts to add actions to multiple Public Protection worksheets from the General Search screen, the Actual Date field fails validation although it is not a future date.
338871		Inspected businesses are appearing as unrated in the LAEMS Premises report.
339457	1395546	If a user changes the relevance, or the start/end date, of a relevant person on the Relevant Persons tab of a Public Protection worksheet, these changes do not persist on saving.