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Improved Paterson Process Map for: Processing of Retail Food License Renewals PowerPoint PPT Presentation


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vg-Sept . 21 2012. Improved Paterson Process Map for: Processing of Retail Food License Renewals. Start RFL Renewal Process the week of Oct 22, 2012. Review & update “ Dear Merchant” Letter ( Darsis & Violeta ). Set-up Site Visits with Carl of FRA.

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Improved Paterson Process Map for: Processing of Retail Food License Renewals

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Improved paterson process map for processing of retail food license renewals

vg-Sept. 21 2012

Improved Paterson Process Map for: Processing of Retail Food License Renewals

Start RFL Renewal Process

the week of

Oct 22, 2012

Review & update

“ Dear Merchant”

Letter (Darsis & Violeta)

Set-up Site Visits with Carl of FRA

Carl of FRA changes RFL Application format in MILS (add instructions)

MILS Fixed

Gather supplies for volunteers (envelopes, copies of Dear Merchant Letter )

Re-print those RFL applications that had errors

Fix all glitches in MILS & Reset MILS for 2013 License Processing in ALL Env. Health PC’s

Volunteers assemble materials &

stuff envelopes

Review MILS Retail Food Data for Accuracy prior to printing

If needed –contact IT and complete IT Tech Assistance Form -or contact Carl for newly found issues in MILS

Post RFL Application available on City website & post fees (ex. late fees)

Prepare formatted “Notification of Issues with RFL Application Letter”

Mail envelopes in batches on a weekly basis

Wait for a issues to be addressed by either IT or Carl (3-5 days)

Staff / clerical gets mail from mailbox in Administration Office or receive RFL Applications from walk-ins at counter

Carl can perform Remote Access for minor changes (major ones already addressed at site visit)

If City IT is needed -he will contact Carl Finley of FRA Tech for instructions (to access exe. files and given a deadline to fix issues on

ALL Env. Health PC’s)

Renewal Application received and paper clipped together by staff or clerical

Request Volunteers for stuffing and mailing RFL Applications

Have inspectors update all Out-of-Business Establishments so they don’t print out

Clerical will mail “Notification of Issues Letter” within 3 business days

Develop Customer Inquiry Form & FAQ’s for clerical and customers

If there is an issue, with fee(s) then it’s placed in a bin

If no issues, it’s put in designated folder with same fees and placed in corresponding bin

Begin printing RFL Renewal Applications

Receive walk-ins with RFL Renewal Applications & fee(s) (Note if from City website)

Create SOP and Train Staff

Process licenses in batches of same fees

Use those omitted out as scrap paper 

If applications have missing information such as licenses or fees have IT or Carl respond in a timely manner

Omit applications that are not for renewal

Mail license or process in office if time allows

MILS Software issues that reoccur will be noted in a report to vendor for a more permanent solution (future)


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