HomeMy WebLinkAbout29- Planning & Building Services CITY OF SAN BERG` %RDINO — REQUEST `DR COUNCIL ACTION
*From: Al Boughey Subject: Permit Tracking System
Dept: Planning and Building Services
Date: January 4, 1995 MCC Meeting of: JANUARY 9, 1995
Synopsis of Previous Council action: None
I
Recommended motion:
A) Adopt Resolution for the purchase of a "Permits" License for the
Permit Tracking System
B) Adopt Resolution for the Maintenance of "Permits" software
I
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Contact person: Al Boughey Phone: 384-5357
Supporting data attached:_Staff Report and Agreements Wwd•
FUNDING REQUIREMENTS: Amount-.- I,89, 048.49
Source: (Acct. No.) 001-092-55485
Acct. Description) Computer Hardware and Software
Finance: e�
Council Notes:
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Re�lct�ce.,Yne-n+ 1 q
75.0262
Agenda Item No.-
DEPARTMENT OF PLANNING AND BUILDING SERVICES
STAFF REPORT-PERMIT TRACKING
The Departments of Planning and Building Services and Management Information Services have
been leading a cooperative effort with other involved departments in selecting the most suitable
permit tracking system available. Systems were evaluated not only on their capability in meeting
todays needs but also on their expandability to handle future needs of the City. City
Departments that have been involved and that will be an integral part of the system include
Public Works, Water, Police, Fire, City Clerk's office and Public Services. All City
Departments will have access to the system including the Economic Development Agency which
will be able to monitor the progress of all development requests within the City.
Computerized Permit tracking is one of the key tools necessary in streamling permitting systems
as recognized by the Governor's Office of Permit Assistance. Tracking systems expedite local
permitting by making immediately available current project and permit information. They give
staff members working in separate permit departments access to the same on-screen information
allow for the concurrent processing of permit applications,.and eliminate the need to copy and
circulate application materials among several departments. Since it is a property based system,
it will also be instrumental in tracking Code Enforcement activities. In addition, the program
will incorporate electronic tracking of all field inspections including building,code enforcement,
fire and other site inspections. The system will also integrate the City's GIS activities and data.
Attached is a brief outline of the program and a list of the local governments that are now
utilizing the Sierra System.
Once installed on the City's maintenance system, the software must be customized to reflect the
City's processing,system. This process, staff training and the integration of existing multiple
address files will take a substantial investment of staff time. All involved departments recognize
the immense benefits of the system and will commit the necessary staff resources. The system
will be operating within six (6) months from purchase on a testing basis. Full operation as our
primary system will take twelve (12) months. Loading of historical data will take several years
and is not required for the system operation.
Funds for the purchase of the system will be spread over the current and next fiscal year.
The request for Council Action is of two parts:
A) The purchase of a "Permits" license for the Permit Tracking System to be utilized
by various City Departments, and
B) For the Agreement for Maintenance of "Permits" said software.
TERMITS' TM
Geo-BaswlUmd Management and Permit
Information Tracking System
Sierra Computer Systems, Inc. was formed in 1979, specializing in local government software
applications. While writing custom applications for Cities and Counties such as yours,we embarked
on the development of automated Geo-Base,Land Management and Activity Permit Tracking System.
The 'PERMITS' system was designed with the user in mind. Ease of use, comprehensive and
maintainable by the user were the major design considerations. 'PERMITS' is now installed
throughout the United States,from small cities to entire states. The on-line users at these sites range
from single user systems to hundreds of simultaneous on-line users. 'PERMIT'S'tracks permits from
application through approval or denial, including any violations that may occur. The system shares
an Assessor's database and Geo-Base with the departments involved in the issuance or approval of
the various permit types. 'PERMITS' also integrates into the major GIS systems on the market,
allowing for the sharing of information between 'PERMITS'and the Graphic Information System.
'PERMITS' (PUMTF INFORMATION TRACKING SYSTEM), provides a systematic approach to
the issuance and tracking of all types of permit activity.
CUSTOMER PROFILE
'PERMIT'S'is designed for any dry,County or State that is required to issue any Planning,Building,
Licenses or other types of activities with the approval or acknowledgment of any of the following
departments: Police, fire, Public Works, Environmental Health, Planning, Building, and other=.
The flexibility of the system allows for tracking of all types of applications, permits, licenses,
complaints, inspections,violations,and fees. Because of the table driven nature of'PERMITS', the
permit inspections,fees,and data elements can normally be tailored to the user's special requirements.
This portion of the system allows for the screens to be configured like your existing forms B necessary,
or a fresh approach can be taken to the permit issuance. One advantage to creating the screens
similar to existing forms is less of a transition to a computerized system. This typically allows for a
more simplistic implementation of the system.
'PERMITS' is designed for,and operates on multiple platforms: PC, UNIX,and IHP 3000.
PAGE 1
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"PERMITS" - Geo-Base/Land
Management & Permit Information
Tracking System
COMMER BENEEM
When an application is accepted,'PERMITS'automatically verifies the address the permit is assigned
to (if any). All existing permits and statuses for that address can also be displayed. The Contractors,
Architects, Engineers and Developers can be verified for valid licenses, etc. The fees for all detail
elements within a permit type can then be calculated. Payments can then be accepted for each fee
item you define to 'PERMPIS' (either partial or full payments can be accepted). Automatic
notification to the departments involved in the approval process can then tape place. The
departments needed for approval can inspect the information collected for the permit immediately
on-line and possibly approve the simple permits without any delay to the applicants. of course,other
permit types may require various plans, etc., to be approved or hearings to be held before approval
can take place. However, notification to the departments involved can take place immediate.
'PERMM'is designed to monitor the complete development process from the initial site plan review
through the final inspection and all the processes in between. Inquiries into the Assessor's database
and the Geo-Base assist in the gathering of information required to complete the application or
permit.
The actual application or permit is printed on request and notification for the inspection process can
begin at that point. Any special or standard conditions that may east can be attached to the
application or permit. From this point all notifications for the inspections can be done automatically
and complete tracking can begin. Inspections, re-inspections, and violations cam be tracked and
acimowledged with ease.
PAGE 2
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"PERMITS - Geo-Base/Land ` • .'���� ���H.•. r::
Management & Permit Information
Tracking System
• More complete control of growth and change providing:
- Up to date zoning and use information
- Up to date map overlay district information
- Historic sites, redevelopment areas, projected districts,seismic hazard areas
- Ability to place holds on a Development, Project, Permit, Activity,
Contractor,Architect, Engineer, Address or Paroel
• Complete permit and inspection tracking
• Complete plan check tracking
• More precise assessment of environmental health and standard of living impact is obtained by
using:
- Up to date hazardous waste material information
- Ability to create health inspection/violation activities and monitor results
- Ability to interface with graphics (GIS Interface)
- Ability of user to dune and maintain demographic information-Provide for code enforcement
activity tracking
- Evaluate disaster inspection results
- Zoning and user information on-line protected
• Centralized Data Base
- Display data from other agencies/departments such as:
Community Development, Long Range Planning,Building Safety, Engineering Public Works,
Water Treatment.Fire Department,Police Department,City/County Clerks Office,and others
• Automated preparation of required reports
- Reports generated from a list of user-input parameters
- Complete development,single project,single permit,multiple permits or activities,and oeasns
reports
- Reports by time,status, class type, and minimum valuation
- Print screens on-line
- Use fourth generation report writer
• Increased Staff Effectiveness
- Decreased time spent in searching for a particular permit, application, inspection result, or
scheduled event.
- Decreased time spent in searching for site specific data
- Up to date status information for all Developments, Projects, Permits,or Activities
- Automated approvals and clearances
- Automated 'Model Plan" processing
• Up to date information replies to agency management and the public
- Current, proposed or completed work
- Current status of routed work
- Ability to create a violation or complaint activity type and track progress
- Allow agency management to check on progress of activity without utilizing staff time
- Automated routing of work through the workstations required for each individual activity
PAGE 3
SIERRA COMPUTER SYSTEMS, INC.
'-'UthU77 IN PARTIAL REFERENCZ LIS
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