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

1. 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)