Loading...
HomeMy WebLinkAbout021119_cabs01 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners(`BoCC") Philip Morley,County Administrator FROM: Emma Bolin, Planning Supervisor Department of Community Development("DCD") Jodi Adams,Admin Building and Permit Division Manager DATE: February 11,2019 SUBJECT: County Administrator's Briefing Session(CABS)for Monday, February 11, 2019 on permitting software upgrade features and conversion schedule. STATEMENT OF ISSUE: DCD will provide an update to the Commissioners on the current project status to implement Energov by Tyler Technologies("Tyler"),a new permitting software,to replace Tidemark. DCD will introduce the permitting features available in Energov that will improve permit, staff,and workload management efficiencies. ANALYSIS: County Conversion Team Organization and duties: A county steering committee meets monthly to discuss project progress,discuss/resolve critical project issues, and/or make decisions. Mark McCauley,the County Executive Sponsor,has indirect involvement with the Project and is part of the Tyler escalation process.The Executive Sponsor allocates resources,provides strategic direction,and communicates key issues about the Project and the Project's overall importance to the organization. The executive sponsor also acts as the final authority on all escalated project issues. The executive sponsor engages in the Project,as needed, in order to provide necessary support, oversight,guidance,and escalation,but does not participate in day-to-day project activities. Jodi Adams and Linda Atkins are the County Project Managers.They have direct involvement with the Project and coordinate Tyler project team members, subject matter experts,the overall implementation schedule, and serve as the primary point of contact with the County. The Functional Lead actively participates in all aspects of the implementation. Functional leads make business process change decisions under time sensitive conditions such as communicate existing business processes and procedures to Tyler consultants,assist in identifying business process changes that may require escalation,and contribute business process expertise for current/future state analysis sessions. Functional leads are the link between Tyler consultants and Power/End users and act as an ambassador/champion of change for the new process. They identify and include additional subject matter experts to participate in current/future state analysis sessions. Theyprovide Power and End Users with dedicated time to complete YP required homework tasks. They also prepare and validate forms. Functional Leads identify and communicate any additional training needs or scheduling conflicts to County Project Managers. There are six county functional leads. Power Users attend all training,act as subject matter experts on county business processes and requirements, attend current/future state and validation sessions as needed,become application experts, and participate in user acceptance testing.Ten county staff members are power users. Energov implementation will improve: • transparency to customers due to better front-end customer communication and permit process visualization; • permitting efficiency due to enhanced interdepartmental review as well as built-in communication tools between reviewers and applicants; • code compliance tracking with a module that integrates seamlessly with the permitting and inspections module; and • flexibility to modify permit workflows(steps in the business process) independently with easily accessible online training videos and access to an online user community. Schedule: • To date, DCD and JCPH responded to data and permit workflow assignments from Tyler, participated in fundamentals training and are engaged in ongoing Tidemark data clean up, e.g. conditions, automated forms, permit activities, and retired parcel data. • The current database migration schedule identifies a tentative"Go Live" cutover date, October 21,2019. • Between now and October 21, functional leads, power users, and the project manager will work with Tyler to assess and define a current and future state based on assignment deliverables, data input,and on- site meetings with project staff. This work enables Tyler to build the new software so that staff can validate the software functions appropriately for county processes. • Important milestones also include planning the final cutover to the new software, end user training, and transitioning to Tyler support and the Tyler Community to help resolve issues. FISCAL IMPACT/COST-BENEFIT ANALYSIS: There is no fiscal impact to this briefing. RECOMMENDATION: None—this was an information briefing only. REVIEWED BY: 4/1,4 ' ip Morley, Co • diministratf Date b- °2- o00 _ ccE % . oz 2 amt a, _ .c E$ = 0 =e tc) 3 & $ \/ o 8E > ZI 0 §\o \> =-J z C w?« 12 # 0 )jo ODze, = c k �U . , . 13 \ 4. Q § !/§ --_ »$2O4c: a) @I )&7 #= k � $ ill -0 �2&o@c 05�? a C 2 ' ' §_ 13 ���k 2 / CD .7 C /® 22 Jck2 2 00 �» as>, E a) 00 7)ƒ =2 /mak\\ < E _0 .0wc co>}\k?§ a) § cc >0 �W—2 Q {�ƒ '222 2 2 a ®meg 8. ■ .- >/ƒ2033/«ƒ \ E 1.-_, al 2 aF®2« >00 E _.u) R D > g , 2 = 2 2f #\» § > .......... 00 > o 7 �P /E® o 5 H co> \j/ �/ 330 CD '15 �� }�)/e a) � Tr�j \} c a o ■§ \/\#§ o ©=2c a� . . .E�2 0 c q �§2§ t _� 0 AcG 01 2 o-=0 0 c 2 0. ��k° a 2 D �2' c00 $ 5E4 • ® © ° 2\ § C Co��-o To u) k C 0. -< & / ( k 22 C 0" R /\kƒ .2 �� as�� & o2c 1£ c U) 0 2a, O . CL- 000_� > to ID 0 kw0 00 z rim C C Ea)%2 \ a) a) 114 o =$ E ° _2 «o _ 2 ID 12o2 � Rc0 C <0 ° ca ran n- § 2222 0 £ - $[ k\_ om5 .±t 15. cxi a � w 43) - ou) e� 0« X2/ 2 I— _ 32 O 4~ « CLtn ORGANIZATION CHART The Steering Committee meets monthly and is responsible for: ORGANIZATION JEFFERSON COUNTY • Project manager oversight Members: ENERGOV • Updated on all project Jodi Adams CONVERSION progress,project decisions,and Linda Atkins milestone achievement Stuart Whitford • Ensures project has sufficient resources Patty Charnas • Provides strategic direction to the project Austin Watkins team Mark McCauley • Makes timely decisions on critical project Monty Reinders/Eric issues or decisions Kuzma • Primary level of issue resolution Dave Olsen Colleen Zmolek Mark McCauley Executive JODI ADAMS LINDA ATKINS Project Manager Project Manager (DCD) (EH) ERIC KUZMA FUNCTIONAL LEAD/ DAVE OLSEN' POWER USER EMMA BOLIN MIKE DAWSON FUNCTIONAL LEAD/ s FUNCTIONAL LEAD/ POWER USER POWER USER . TERRY DUFF FUNCTIONAL LEAD/ COLLEEN LMOLEK POWER USER / NICOLE ALLEN ROGER PARKER FUNCTIONAL LEAD/ FUNCTIONAL LEAD/ POWER USER POWER USER SARA MCINTYRE' �, 0 DCD 1. Also serve as Project Toolset Coordinator(ongoing training for staff)and Change Management Lead ;:. 2. Upgrade Coordinator ti3 TIDEMARK SHORTFALLS ENERGOV FEATURES: For customers: For customers: • No cohesive visualization of permitting processes. • Email notifications when items are requested or due • Tidemark is a one-sided tool that does not communicate eliminates phone calls and office visits. directly with customers. • Customers can view the workflow and case progress • Case updates on the website are limited to once daily through the self service`customer portal.' uploads of activities. • Customers can view inspections requested and the date • Tidemark does not display inspection schedules. they are scheduled to be performed. • County can control what data is viewable to the public e.g.option to show code compliance information such as violations,inspection results thus demonstrates to the community complaint adjudication. For staff: • Reporting and query functions are limited. For staff: • There is no linear workflow or visualization. • Widget/tools allows staff to view all assigned projects at • Documenting any staff initiated permit activities is a glance. cumbersome. • Visual workflow allows users to see steps in a process, what's been completed or revised. • Manage inspections widget provides checklist,request date,schedule and map visualization. • Tyler University provides free online tutorial videos. • Fully engaged and useful Tyler support community. • Reduce time redirecting customers to other county reviewers. • Reporting and query functions are substantially improved. • Compliance module integration with permitting module enhances cross-department integration,organization of compliance inspections,re-inspections,fees,and violations. • Tidemark data will be fully converted into Energov. Compare to Kitsap County's partial 5-year data conver- sion to`Smartgov.'Kitsap must search two databases for permits older than 5 years. For managers: For managers: • Tools available to track permit timelines are inefficient • Managers can assign tasks within or outside of a permit and clunky. record.Energov automates email notifications to staff until the task is completed. • Managers can view dashboard of assigned work. • Workload analysis option to assign work. • Reporting and query functions are substantially improved for budget and time management,which increases staff accountability on permitting timelines. • Energov logs every action performed by staff,which precludes staff from back-dating work or manipulating permitting timelines. • Permit types and their associated workflows and fees are simple to change which provides flexibility to do regulatory reform.