Loading...
HomeMy WebLinkAboutSDP201800064 Action Letter 2018-09-04COMMUNITY DEVELOPMENT DEPARTMENT INFORMATION SERVICES DIVISION DTS PROGRAM IMPLEMENTATION PLAN PROJECT SUMMARY Fiscal Year 2016-17 through 2020-21 (Updated 2/15/2017) PROJECTS INITIATED (ONGOING) OR IDENTIFIED FOR EVALUATION BY PROGRAM AREA DTS-1 Integrate CountyView w/ RMS [RMS-1] DTS-1 Funding: See RMS-1; RMS Implementation Plan Status: Ongoing (anticipated completion in FY2016-17) The County contractually agreed with Unity ECM to create a Records Management System (RMS) for Community Development. RMS was integrated with CountyView to archive documents in association with development applications (building and planning), and code enforcement (violations) in CountyView (CV). This integration was developed through a collaboration of CDD-IS staff and Unity ECM. Due to the success of this integration, additional sectors (Bonds, Stormwater Management, and Pre - Applications) of CV have been identified for similar integration with RMS. The Pre - Applications and Stormwater Management sectors have been completed, and the Bonds sector integration is in progress. DTS-2 Refine Stormwater Management Facilities (SMF) Module DTS-2 Funding: In -House Resources Status: Ongoing (anticipated completion in FY2016-17) The Facilities and Environmental Services Department (FES) purchased and converted to a Stormwater Management Facilities (SMF) Module within CDD's CountyView application. The initial implementation did not accurately reflect the department's processes. To rectify this, the SMF module "project" is being handled in phases. Phase One - which has been completed - required an upgrade from CV version 8 to version CV 9 with minimal changes. Phase Two focused on process enhancements, and integration with GIS and RMS. The implementation of Bonds and Erosion Control sectors has allowed for process efficiencies to be included Phase Two. The new module has been completed, and is undergoing a final round of reviews and cosmetic changes. DTS-5 Integrate CountyView with VISION (the new CAMA system) [GIS-2] DTS-3 Funding: Included in Finance budget; New CAMA System Status: Ongoing (anticipated completion in FY2016-17) The County's Real Estate Division has chosen Vision Government Solutions, Inc. (VGSI) as the new CAMA system to replace SMDA. Several improvements in workflow, development tracking in the County, and other areas can be made through an integration between CountyView and VISION. Discussion with VGSI has been intermittent as implementation of the CAMA system has encountered setbacks and delays. VISION was implemented in January 2017. As planned, work on the integration is still ongoing through collaboration with Finance, CDD-IS, and VGSI. DTS-6 Integration with Workforce Management System DTS-4 Funding: Workforce Management System Implementation Status: Ongoing (anticipated completion in FY2017-18) The County is pursuing a Workforce Management System (WMS) to enhance accountability, audit tracking, and reporting functions. This system will create a comprehensive Workforce Management Solution of a broad scope including Time, Attendance, and Leave. Community Development seeks to track staff time on activities that incur a fee and have pursued this interest in the proposed WMS. In January 2017, the project was awarded to Kronos, and the Project Team has begun meeting with Kronos to establish technical specifications. DTS-4 Migrate SPIN Data DTS-5 Funding: In -House Resources Status: Ongoing (anticipated completion in FY2017-18) Some portions of planning data were not migrated from SPIN to CountyView (CV). The problem stems from contrasts between data field structure between the two systems. This also requires staff to close out any active files in SPIN, which has been done. Presently ZMAs, SPs, SDPs, SUBS, ZTAs, LODs (Letter of Determinations), Appeals, and Variances can be found in CV. The remaining application types are CLE (Clearances), Home Occs (Home Occupations), ATLs (Accessory Tourist Lodgings), and Signs. Currently, Home Occupations and Clearances are being migrated into CountyView. DTS-43 Evaluate long term DTS options DTS-6 Funding: In -House Resources Status: Ongoing (anticipated completion in FY2017-18) After discussion with IT and the CountyView Management Team, there are several benefits to evaluating a CityView Workspace (a web -based CityView application). Additional functionality is available in CityView Workspace. The CV Management Team has attended demos of the CV Workspace to review Harris's upgraded DTS solution. It is possible that Harris's solution will still be utilized, but the CV Management Team will assess all available options for the development tracking system. In the near term, it'll be necessary to assess financial implications of all options. DTS-7 GIS Development Tracking Pilot Funding: In -House Resources Status: Identified for Evaluation in FY2016-17 Reoccurring challenges (with parcel subdivision) when attempting to analyze development activity have created a need to create a mapping layer for high value development projects. The geographic areas within that layer would provide development project analysis areas to study long-term effects of approved development activity in the County. This pilot will attempt to automate this mapping layer. DTS-8 Tracking Code Enforcement work with Development Applications Funding: In -House Resources Status: Identified for Evaluation in FY2016-17 After meeting with Code Compliance management, it was agreed there is work being performed with the Code Compliance Division on Development Application activity that is not currently captured in CountyView. After analysis, DTS-9 Engineering Inspection Database Migration Funding: In -House Resources Status: Identified for Evaluation in FY2017-18 After a management change in the Engineering division, discussion were held with incoming staff about the DTS Program and CV. From those discussions it was revealed that engineering staff have maintained a personal database to input inspection data. In an effort to automate work in this division, this database will need to be migrated to CountyView. This will expedite mobile date entry and automated reports mandated by the State, and for evaluation of staff resources. DTS-3 Electronic Plans Review [RMS-3] DTS-10 Funding: In -House Resources; Innovation Fund Pilot Project; Also See RMS-3 Status: Pilot Complete; Identified for Evaluation in FY2017-18 A paperless plan review pilot was awarded an Invent Albemarle Innovation Fund grant. The pilot team chose to employ Bluebeam Revu application for the project. The team constructed a plans review process and used select applications from volunteers in the development community to test the review process. The pilot has concluded, and discussions for the most efficient manner to implement digital plan review department wide. It will probably be necessary to establish an Implementation Team and establish standards. Conclusions of pilot will likely lead to Innovation Fund submittal for wall - mounted monitors. DTS-17 Advance remote usage of CountvView in field DTS-11 Funding: In -House Resources Status: Identified for Evaluation in FY2017-18 Inspections staff has been provided a webpage for tracking building permit inspections. There is a need for other sections of CountyView (CV) to have an interactive mobile component. Other facets are limited to using CV via laptops though in remote areas they can only connect to the network when near a school. As such, remote access is sparsely used. This capability needs to be expanded upon. There has been some evaluation of mobile usage by Environmental Services staff in the Facilities and Environmental Services Department (FES). DTS-9 Integration of Public Notice Signs DTS-12 Funding: In -House Resources Status: Identified for Evaluation in FY2017-18 Albemarle County is required to post public hearing notices (as signs) on properties which are the subject of an application for certain actions that need Planning Commission, Board of Supervisors, or Board of Zoning Appeals review. The assignment of sign numbers and the associated (development) application are manually entered in a separate binder in CountyView. With information already entered as a part of the development process, staff desires to automate this process by using information already in the system. This would also enable sign usage to be tracked and archived. DTS-11 Historic Resources Management DTS-13 Funding: In -House Resources Status: Identified for Evaluation in FY2018-19 Requests for Historic Resource tracking and reports has been steadily increasing. Currently CountyView contains several historic resource related fields within the Property Maintenance section. However, to adequately track historic resources, this information should be centralized into one database. The development tracking system comprises the most logical solution, and would allow for seamless integration with planning, building, and code enforcement activity. DTS-10 Automate processes and procedures within CountyView (and Laserfiche) DTS-14 Funding: In -House Resources Status: Identified for Evaluation in FY2018-19 There are several inefficiencies currently in CountyView. Several fields could be automated, which would streamline processes and improve data integrity. This item is set aside because some of these automations would require consultations with staff and/or collaborations between CountyView and other systems. Many successes in this area have already been accomplished such as Auto -update of parcel demographics from GIS, automatic notification (to staff) of demolition activity in association with Historic Resources, a notification system for outstanding permit activity, automating KPI reports, and digital processing of Certificates of Occupancy and Erosion Control permits. DTS-14 Re-evaluate tracking of Planning data and processes DTS-15 Funding: In -House Resources Status: Identified for Evaluation in FY2018-19 Recent management changes in the Planning Division (of CDD) have given rise to an analysis of the entire process. It has been becoming increasingly apparent that the parcel based methods used in CountyView (CV) work very well for the Building side of CDD, but are less than ideal for the Planning aspects of the department (which follows a more project -based process). Any overhaul of the Planning sector of CV, is being suspended to run concurrent with the process review by the Planning Direction. DTS-12 Incorporate tracking of ZMA Variations in CountyView DTS-16 Funding: In -House Resources Status: Identified for Evaluation in FY2018-19 It has been requested that Variations of ZMAs be tracked, as currently this information is recorded only on a spreadsheet accessible through the document management function of CountyView (CV). DTS-15 Online Submission of Plans/Applications [GIS-1] DTS-17 Funding: See GIS-1; GIS Implementation Plan Status: Identified for Evaluation in FY2018-19 With pilot team reviewing digital plans review, and Laserfiche managing the storage of digital documents after project close out, the next logical step is to receive digital files. The most efficient method of digital file submittal is online. With the advancement of CountyView (CV) Web, tools should be present to all customers to initiate the application process online. This project is currently incorporated into the GIS Web Enhancement of the GIS Implementation Plan. DTS-16 Refine CountyView Web [GIS-1] DTS-18 Funding: See GIS-1; GIS Implementation Plan Status: Identified for Evaluation in FY2018-19 CountyView (CV) Web was not modified in conjunction with the migration to CV2014. The web product needs to be refined, as customer feedback has not been as positive as desired. Applied Geographics (AppGeo) provided consulting services for GISWeb, and was employed to assess the County's web presence and goals. They have provided recommendations and an implementation plan for overhauling the County's web presence enhancing its interactive capabilities, including CountyView Web. DTS-8 Proffers Database Migration DTS-19 Funding: In -House Resources Status: Identified for Evaluation in FY2019-20 After upgrading to CountyView 2014 (CV2014), it has become clear that the desktop utilities do not enhance the report capabilities of staff. Through use of SQL Server Reporting Services (SSRS) paired with SharePoint, a more robust reporting mechanism can be built that will empower employees with report creation. CountyView is also incurring more requests for periodic, standardized reports that yield results in a modifiable format. Through the use of SQL Server Integration Services (SSIS) and Business Intelligence Development Studio (BIDS), a subscription service is being developed. This subscription service will produce data from CountyView and any database connected to it (i.e. GIS and VISION). Current subscriptions are already distributed to internal customers, but this will be capable of external distribution (via email). DTS-8 Enhanced User Reports Training DTS-20 Funding: In -House Resources Status: Identified for Evaluation in FY2019-20 After upgrading to CountyView 2014 (CV2014), it has become clear that the desktop utilities do not enhance the report capabilities of staff. Through use of SQL Server Reporting Services (SSRS) paired with SharePoint, a more robust reporting mechanism can be built that will empower employees with report creation. CountyView is also incurring more requests for periodic, standardized reports that yield results in a modifiable format. Through the use of SQL Server Integration Services (SSIS) and Business Intelligence Development Studio (BIDS), a subscription service is being developed. This subscription service will produce data from CountyView and any database connected to it (i.e. GIS and VISION). Current subscriptions are already distributed to internal customers, but this will be capable of external distribution (via email). DTS-18 Integration with Financial System DTS-21 Funding: In -House Resources Status: Identified for Evaluation in FY2019-20 The County has coalesced purchasing functions formerly held by the mainframe and other sources into one system. More investigation is necessary but it is hoped that the County's continued enhancement and integration of this new system may allow for CountyView (CV) integration focused on online/digital billing including credit card payments. If connected to Finance's code -based financial system, then the transaction can be automatically transferred to Finance (without manual reporting). The timing of this goal will ultimately be determined by County initiatives and IT's enhancement of this system.