RAPA Intake Process

Process For RAPA

Step 1: Intake

1. Identify and sort permits and paperwork to their respective piles. Index them starting at (1) such that each set of paperwork is associated with the same number.
   • Categories:
     • RAPA
     • Photo ID
     • Clearances
     • Insurance (COI)
   • Write the name of the associated facility on the top of each clearance.
   • Set aside checks. Write their amount and check number on the associated RAPA and attach post-it to the check with the permit's identifying info: Recreation center, last name, and index.
2. Keep an eye out for EXCEPTIONS:
   • 150+ people for a single-day event - this needs Orlando Rendon's approval. Label it "Orlando's Approval Needed" at the bottom and put in his mailbox.
   • Missing critical information - email applicant and rec leader to request necessary info and set aside until it is received.
     • Photo ID, Dates, Names, Approval, Amenities
     • Sometimes you can hunt down this information for yourself. There is an ID database with a number of saved IDs that can save you time instead of emailing the applicant. If the rec center isn't listed, you can cross reference the RLs spreadsheet in the RESOURCES folder
   • Check not addressed to "Phila Parks and Rec" - they must submit a new check
   • If you are unable to contact applicant, return the form to the appropriate District Manager's box.
3. Sort each pile back in chronological order.
4. Scan each pile at the Xerox and save the file to your computer, as the scanner erases the cloud version at end of day.

Note: Not all 4 items are required for each RAPA. All that is necessary is an approved RAPA form as well as a photo ID, since clearances collection is the Recreation Leader's responsibility.

Step 2: Data Entry and Processing

1. Verify that the scan is accurate and matches the physical paperwork and none are missing.
2. Open up PPR Stat and log in. Select the appropriate permit and range such that only the permits you are entering will appear. Make sure to write down the number for your first-entered permit for the week, as you need it at the end.
3. Open up the RAPA PDF you saved (in Adobe Acrobat) and put it side by side with PPRStat on your monitor.
4. Enter the permit information into PPR Stat to the best of your ability. If you're having questions don't hesitate to check the RESOURCES folder for any information you are seeking.
   1. Make sure to capitalize all addresses and proper nouns in organization titles.
5. Put the PPRStat index in the top-right of the RAPA PDF for each RAPA.
6. When you reach RAPAs with checks, make sure to input the check's information and amount and press YES when PPRStat asks you to append a new line.

Step 3: Output, Save, and Send

1. Once you're done, you must Verify that each permit was entered correctly into PPRStat.

   • Go to PPRStat and enter in the range of your permits. After clicking manage, go back to the menu and choose "Print Permits." Hit "No" when it prompts you to 'Sort permits by Location.'
   • Put the RAPA pdf side by side with the permit print preview and compare them to each other.
   • Write down any permits that have issues, go back and fix any problems or missing information.
   • If a permit doesn't show up in the print preview, this typically means it is missing critical information such as a date, amenity, or staff approver.

2. Once the RAPA data is correctly verified, you must verify the Check information

   • Go back to the PPRstat menu and choose "Print Check Log" Print ONLY the first page (otherwise it will print every single check log) and verify that the data on the check log is correct.
   • Sign your initials on the bottom and scan it in. Save to your computer.

3. Once all the information has been verified, it is time to print out 3 copies to hand off to District Managers, Operations Managers, and to the Mail Room (to be sent to the applicant.) Note: this process requires you to print out three copies sorted by district. Two copies should be sorted by program district and one sorted by operations district.

   1. PPR Stat will prompt you "Sort by location?" choose "YES." It will then prompt you "Sort by program district?." Print two copies after answering YES (sorted by Program District) and one copy after answering NO (sorted by Operations Disctrict.)
      • NOTE When printing multiple copies, make sure to check "collate"
   2. Take one program district sorted pile and set aside to be mailed.
   3. For the other pile, sort each permit by Program District so that you can give it to the respective DM. Do the same with Operations districts pile.

4. Paperwork Handoff

   1. Take IDs and shred in the storage room.
   2. Take Clearances and put them in Anne Marie's box.
   3. Take RAPA and COI and put in recycling.
   4. Take the Check Log and the checks and give them to Felicia (western corner of building) or put it in her mailbox.
   5. Take District Manager copies and put it in the correct mailbox (next to Anne Marie's Desk.)
   6. Take Operations Manager copies and put them in the respective mailbox (near the front Desk.)
   7. Take the pile that is to be mailed out to the applicant and note the number of sheets of paper -- this is necessary infromation for the mail room. Go to Suburban Station to the mail room and hand off those permits, use their iPad to submit the job.

5. Digital Cleanup

   1. Name the RAPA PDF the day's date as well as the range of permits in PPRStat.
      • e.g. 20190520 (17127 - 17567)
      • Save the correctly named RAPA pdf to
        P:\PERFORMANCE MGMT\Backlog\RAPA\Completed.
   2. Name the IDs PDF the day's date and save it to P:\PERFORMANCE MGMT\Backlog\IDS.
   3. Name the Clearances PDF the day's date and save it to P:\PERFORMANCE MGMT\Backlog\Clearances\Complete.
   4. Name the Insurances PDF the day's date and save it to P:\PERFORMANCE MGMT\Backlog\COI.
   5. Name the CheckLog PDF the day's daye and save it to P:\PERFORMANCE MGMT\Backlog\CheckLogs.