HomeMy WebLinkAbout011309 Permits and Inspections
Permits and Inspections
Legacy System Migration
Background
The Permits and Inspections division of the Planning
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Department currently relies upon a legacy mainframe
application to conduct its business.
This application cannot meet the current and future
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business needs of the Planning Department.
Replacement of this system is a high priority City
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modernization initiative.
Currently customers must go to the Permits and
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Inspections office and apply for a permit or certain
permit application types and associated fees are
allowed to be mailed to the office.
Background
In FY02 CIP 3.207 was established based upon preliminary
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funding estimates to secure a permitting system capable of
providing for web-based permit application and payment
processing.
In 2004 system enhancements were put in place to provide for
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read only access through the mainframe to browse the permit
system by permit number, GPIN number, DSC number,
contractor and stop work orders.
Interactive Voice Response (IVR) made available; the
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inspectors input inspection results by telephone allowing real
time releases of completed projects. In addition, the IVR allows
customers to schedule and recover inspection results 24/7 by
telephone, a precursor to web interaction.
Key Migration Process Milestones
Enterprise System Analysis Completed 2007
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Implementation costs prompted review of alternative
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systems -all current City Business Partners
Procurement Process 2008
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Functional/Technical requirements assessment
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Vendor/Product Demonstrations
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Best and final offer negotiations, includes vendor cost
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analysis
Implementation cost estimates –budget comparison
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New Business Capabilities
More information included on permit –less paper
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Customers have on-line access to apply for and
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obtain permits, schedule inspections and check
results, pay fees, submit plans and/or field changes,
send official correspondence by email
Expandable function capabilities
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Code Enforcement / HNP
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Fire Marshall’s Office
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Current Planning / Zoning applications
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DSC / GIS applications
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Easy conversion from phones to laptops for inspectors
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New Business Capabilities
Overall streamlining of business processes
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Achievement of a high level of system integration
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Improved data access for query and reporting
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purposes
Improved analytical capability for decision support
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Improved controls and security features
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Improved system maintainability
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Proposed Funding
CIP 3.207 has appropriations to date of $1,000,000. The
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total system cost is $2,084,547. (Funding shortfall of
$927,984)
Funding has been identified from other CIPs to bridge this
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funding gap.
A portion of the funding ($122,984) initially identified for project management
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and business analysis in CIP3.084 Digital Submission of Construction Plans
will not be needed, as this work will be performed by city employees.
CIP 3.051 ($325,000) will be cancelled. This project provided for acquisition of
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a 311 customer reporting system in anticipation of 311’s internal expansion
beyond a single city division. This growth has not occurred, andtherefore a
system is not currently a high priority.
By leveraging technology investments funded within the Mobile Data Terminal
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CIP and the Automatic Vehicle Location CIP, there are savings inthe funding
required to implement CIP 3.043 In-Vehicle Mapping in the amount of
$480,000.
Alternative
Continue to operate with the mainframe legacy application.
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This would result in no on-line permit application capabilities, and
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significantly constrain the ability of the Planning Department to
meet the needs of its customers. Without the proposed
replacement, service delivery by Permits and Inspections will be
negatively impacted.
System does not meet current needs
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System is not adaptable to meet future needs
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System operates on older, technology platform
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Limited resources with ability to support older, custom code
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Critical functionality is lacking for key areas
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Labor intensive processes, lack of electronic workflow
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Recommendation
Move forward with the P & I modernization project
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It is recommended that funds be transferred from the
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following Capital Improvement Projects to CIP 3.207:
$122,984 from CIP 3.084 Digital Submission of Construction
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Plans
$325,000 from CIP 3.051 311/Customer Relationship Reporting
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$480,000 from CIP 3.043 In Vehicle Mapping
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Next Steps
Obtain City Council approval to move the project
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forward
Present business needs to City Council -January 13
th
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meeting
Transfer of funds ordinance to City Council -January 27
th
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meeting
Best and Final Offers extended until January 31, 2009
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Release of the Intent to Award contract
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Implementation
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Permits and Inspections
Implementation Time Line
February 2009Award
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March 2009Sign Contract
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April 2009Plan Project
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May 2009Begin Implementation
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May 2011Go Live
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July 2011Close Project
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