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Electronic Permitting Systems and How to Implement Them

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Electronic Permitting Systems and How to Implement Them U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT ELECTRONIC PERMITTING SYSTEMS AND HIOW TO MPLEMENT THEM MENT OF RT H A O P U E S D I . N S G . U ★ ★ A N T D N E U M R P B O AN L D EV E Office of Policy Development and Research U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT ELECTRONIC PERMITTING SYSTEMS AND HOW TO IMPLEMENT THEM PREPARED FOR THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT OFFICE OF POLICY DEVELOPMENT AND RESEARCH by the National Institute of Building Sciences, Washington, D.C. under Contract C-OPC-21204 April 2002 i ELECTRONIC PERMITTING SYSTEMS AND HIOW TO MPLEMENT THEM ATH (Partnership for Advancing Technology in Housing) is a private/public effort to develop, Pdemonstrate, and gain widespread market acceptance for the "Next Generation" of American housing. Through the use of new or innovative technologies, the goal of PATH is to improve the quality, durability, environmental efficiency, and affordability of tomorrow's homes. PATH is managed and supported by the U.S. Department of Housing and Urban Development (HUD). In addition, all federal agencies that engage in housing research and technology development are PATH Partners, including the Departments of Energy, Commerce, and Agriculture as well as the Environmental Protection Agency (EPA) and the Federal Emergency Management Agency (FEMA). State and local govern ments and other participants from the public sector are also partners in PATH. Product manufacturers, home builders, insurance companies, and lenders represent private industry in the PATH Partnership. To learn more, please contact PATH, 451 7th Street, S.W., Washington, DC 20410; phone 202-708-4277; fax 202-708-5873; e-mail [email protected]; website www.pathnet.org. Visit PD&R's website, www.huduser.org, to find this publication and others sponsored by HUD's Office of Policy Development and Research (PD&R). Other services of HUD USER, PD&R's Research Information Service, include listservs; special interest, bimonthly publications (best practices, significant studies from other sources); access to public use databases; and a hotline 1-800-245-2691 for help accessing the information you need. The statements and conclusions contained in this publication are those of the National Institute of Building Sciences and do not necessarily reflect the view of the Department of Housing and Urban Development. The Institute has made every effort to verify the accuracy and appropriateness of the publication’s content. However, no guarantee of the accuracy or completeness of the information or acceptability for compliance with any industry standard or mandatory requirement of any code, law, or regulation is either offered or implied. Cover photo: Photodisc.com ii U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT FOREWORD lectronic construction permitting is changing the way communities across the nation do business, Espeeding the building permit process for the people most involved—builders, inspectors, and plan reviewers—and providing better and more timely information to decision makers, managers, and staff throughout city hall. Initiated by a few pioneering jurisdictions in the early 1980s, electronic permitting is becoming mainstream. Private vendors offer a variety of excellent permitting software and systems that can be tailored to a jurisdic- tion’s needs. Many can be integrated into larger, government-wide electronic management systems. Regardless of the software or system used, progressive local governments everywhere are adopting electronic permitting. This publication is designed to help America’s communities understand the process of selecting and implementing an electronic permitting system. Benefiting from the experiences of others, communities can implement electronic permitting systems with better results and at lower cost. Through its Partnership for Advancing Technology in Housing (PATH) program, HUD is pleased to pro vide this publication on electronic permitting systems. Lawrence L. Thompson General Deputy Assistant Secretary for Policy Development and Research iii ELECTRONIC PERMITTING SYSTEMS AND HIOW TO MPLEMENT THEM iv U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT ACKNOWLEDGMENTS his publication is based on a survey of electronic permitting systems currently used in building depart Tments nationwide. Over 100 jurisdictions known to be leaders in electronic permitting were contacted; 51 completed detailed surveys and were interviewed in depth. The jurisdictions included counties, cities, and towns in rural, urban, and suburban areas with populations ranging from 11 thousand to 9.8 million. The building departments, or their counterparts, of all 50 states were also contacted and 32 were interviewed in depth. A sincere thanks is extended to those who gave their time and shared their wealth of knowledge and experience. Steven Spector conducted the surveys and interviews and prepared the findings herein. Building Technology Inc. provided technical support. Migs Grove was the publication editor and Marcia Axtmann Smith the publication designer. William Brenner directed the project for the National Institute of Building Sciences. Dana Bres served as the Department of Housing and Urban Development’s program manager. v ELECTRONIC PERMITTING SYSTEMS AND HIOW TO MPLEMENT THEM TABLE OF CONTENTS PATH . .ii IMPLEMENTING ELECTRONIC PERMITTING . .9 IN YOUR JURISDICTION Foreword . .iii Determine the Need . .9 Acknowledgments . .v Create an Electronic Permitting Taskforce . .10 Check with Other Building Departments . .10 Identify Possible Vendors . .11 ABOUT ELECTRONIC PERMITTING . .1 Justify the Cost . .11 What is Electronic Permitting? . .1 Select the Type of System: Departmental or What is the Future of Electronic Permitting? . .1 Multiagency, a la Carte or Integrated? . .11 Prepare a Request for Proposals . .11 Why Others Have Adopted Electronic Permitting . .1 Disseminate the RFP . .14 Evaluate Bidders and Select Vendors . .14 Types of Electronic Permitting Systems . .2 Establish an Implementation Team . .14 Homegrown Systems . .2 Put the System in Place and “Go Live” . .15 Component Systems . .2 Integrated Systems . .2 ELECTRONIC PERMITTING CASE STUDIES . .16 System Components and Capabilities . .2 Case Study #1: Small Jurisdictions . .16 Permitting Software . .2 La Crosse, Wisconsin . .16 Plan Review Software . .5 Los Alamos, New Mexico . .17 Inspection Software . .6 Corning, New York . .17 Transaction Software . .6 Case Study #2: Medium-sized Reporting Software . .6 Jurisdictions . .18 Project Management and Tracking Software Carrollton, Texas . .18 Communication Tools . .6 Overland Park, Kansas . .18 Geographic Information Systems . .7 Hamilton County, Ohio . .19 System Support and Management . .7 Case Study #3: Large Jurisdictions . .20 In-house Information Technology Staff . .7 State of Indiana . .20 Service Contracts . .8 Kansas City, Missouri . .20 Application Service Providers . .8 Case Study #4: Silicon Valley Network and Members . .21 Silicon Valley Network, California . .21 Sunnyvale, California . .21 San Jose, California . .22 vi U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT APPENDICES . .23 LIST OF TABLES Appendix A: . .23 Table 1: . .3 Los Angeles County, California, Electronic Seventeen Home-Grown Electronic Permitting Statement of Goals Permitting Leaders Appendix B: . .24 Table 2: . .4 Burlington, Vermont, Electronic Permitting Twenty-four Electronic Permitting Vocabulary Component System Leaders Appendix C: . .26 Table 3: . .5 Mecklenburg, North Carolina, Building Seventeen Electronic Permitting Trade Permit Process—Current and Future Integrated System Leaders Appendix D: . .33 Table 4: . .7 Burlington, Vermont, Electronic Permitting Permitting Functions and Software Functional and Technical Requirements Table 5: . .12 Appendix E: . .34 Vendor Profiles San Jose, California, Electronic Permitting Functional and Technical Requirements Appendix F: . .41 San Jose, California, Electronic Permitting Functional and Technical Requirements Appendix G: . .43 Vendor List Appendix H: . .44 State and Local Contacts vii ELECTRONIC PERMITTING SYSTEMS AND HIOW TO MPLEMENT THEM viii OVERVIEW ABOUT ELECTRONIC PERMITTING any building departments across America are consists of only one or two of the tools mentioned Mconfronted with overextended staffs, increased above. demand for permitting services, and pressure to improve customer service. Computer and informa­ The most sophisticated state-of-the-art system is tion technologies play a key role in helping to called an enterprise system and serves many depart­ address the personnel and budget constraints these ments within a local government, coordinating and departments typically face. linking a broad range of activities such as building safety, planning, development, geographic informa­ tion system (GIS) services, finance, public utilities, What Is Electronic Permitting? fire safety, and public health. Electronic permitting is a set of computer-based tools and services that automate and streamline the build­ What Is the Future of Electronic Permitting? ing permit process. The intent of electronic permitting is to reduce permitting time, improve customer Electronic permitting has evolved since the early service and staff efficiency, enhance quality, and make 1980s, when innovative building departments had to operating funds more productive. An electronic per­ create their own software on mainframe computers. mitting system typically replaces traditional paper- Today, software vendors provide building depart­ and file-card systems.
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