Best practices book - Flipbook - Page 61
People Helping People Build a Safer World
INTRODUCTION
The traditional building department way of performing plan check, permitting, and inspection functions for land
development projects is being pushed to the brink of inefficiency. This inefficiency is generally due to the aging of its
internal land development software, the increasing volume of development since the last recession, and overall changes
in the staff’s level of experience. Since the last economic recession, many departments are:
Hesitant to spend tight capital monies to upgrade their older software and/or hardware systems and instead patch
their systems.
Trying to handle the increasing volume of development in response to the growing economy with less staff.
Hesitant to increase staffing back to pre-recession levels, while also trying to deal with increasing staff retirements/
departures and the inability to find qualified candidates.
While we all can empathize with above concerns, these issues do not occur in a vacuum. When combined, they lead to
inefficiency and lack of transparency. Ultimately, this results in longer permit issuance and completion times, as well as
an increase in the overall cost of development.
In an effort to remedy these issues, many building departments have started implementing upgraded software/digital
platforms that not only combat the inefficiencies at hand but pave the way toward more advanced and integrated
systems. The drive to adopt new software and automation help streamline the development process, increase
transparency, reduce manpower needs, increase customer self-service, and reduce costs. However, the upgrade process
comes with many questions regarding what the best implementation strategies are, as millions of dollars and thousands
of man hours have been spent developing multiple software/digital platforms. This paper shares insight and guidance
for departments on how to navigate the myriad of “Do’s and Don’ts” when it comes to software implementation. We
also hope that it helps departments appreciate how the right technology can streamline operations, reduce costs, and
increase efficiency, resulting in less stress on the departments, and constituents they serve.
THE CASE FOR SOFTWARE IMPLEMENTATION (BENEFITS AND SOLUTIONS)
Overview: Holistically, our industry and the broader market has been moving to a more electronic/digital processes in
both design and construction methodologies. It has taken jurisdictions a little bit longer to catch up to this trend in
terms of plan review, permitting and inspections. Many larger jurisdictions have already implemented or have begun the
process of shifting to the digital arena. There are many advantages and some disadvantages which are far outweighed
overall and mostly temporary in nature. The purpose of this document is to highlight those benefits and assist
jurisdictions about to enter into this realm with some helpful lessons learned and components to think about along the
journey.
Tangible Benefits:
1. Sustainability:
This solution will tremendous reduce a jurisdictions carbon footprint by allowing customers to log in remotely
and submit drawings for permit issuance without ever having to enter a municipal building. No gas emissions
from the drive there, no parking hassles, no trips need to have blueprints made and delivered back to their
offices. The amount of paper saved on one large project can save a significant cost and reduce waste immensely.
Additionally, the area now needed for plan storage (log room) is no longer needed or minimal. This reduces the
area of your department and reduces overall heating and cooling required for your department by occupying a
smaller footprint.
2. Efficiency and Time Savings:
a. Every project that is logged in comes in from a remote submittal and immediately filed digitally. No more
lost plans and if that does occur simply retrieve an old email or search the system database depending on
the system being implemented. No longer will login teams be required to enter data, retrieved from hand
written application forms submitted by customers. This can be completed online by the customer. Login
teams can now spend more time on quality control and other tasks. There are far fewer folks who enter
the building department, therefore requiring less staff time and attention. Work is focused on electronic
review of submittals.
BEST
BEST PRACTICES
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