Streamlining the Permit Application Process Wayne Feiden FAICP

Streamlining the Permit Application Process Wayne Feiden, FAICP Director of Planning and Development City of Northampton, MA Jocelyn Ayer Planning Consultant Northwest CT Regional Planning Collaborative Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Overview 1. What a permit system should do (Wayne) 2. Functions of permit software & how to choose a system (Jocelyn) 3. Filling the gaps (Wayne) Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

What a permit system should do • Provide all necessary information • Integrate with all other systems • Automate the mechanics of permits • Allow for 24/7 government • Reinvent government!!! Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Public and Municipal Access to Information • ALL planning public records • Past permits • Status of Permits Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

On-Line Applications • Application forms • Attachments • Fees • Audit trails Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Checklists • Army test flight (1935) – Boeing 299 crashed – “Pilot Error” – “Too much plane…to fly” Image: City-Data. com • Pilot checklist born • Too complex for memory Source: John Schamel Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Checklists Boeing 777 • Paper OR Electronic Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08 Source: Free. Checklists. net

Branching Logic • Planes have the same rules each time • Are all permit applications the same? • IF X then Y! Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08 Source: Free. Checklists. net

Collaborative Review • On-line markups • Shared signoffs Wayne Feiden and Jocelyn Ayer Source: Project. Dox Permit Streamlining: SNEAPA ‘ 08

The Holy Grail • Single Point-of-Contact • Totally electronic system • Single consolidated application • Consolidated reviews and signoffs Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Basic functions of permit software • Broad range of software Most basic (MS Access) Fully integrated (PG Govern) • Functions – Basic: • Abutters list generation, • adaptable reports, • additional government modules, • fee calculation, • GIS interface, • inter-departmental tracking & permit status tracking Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Basic functions of permit software – Intermediate • Automated document distribution • Task & expiry date reminders • Online application status checking • Problem flag tracking • Sign-off tracking – Advanced • Electronic doc mark-up • On-line submission of application & materials • Public GIS viewing • On-line fee payment Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Example: basic MS Access • Developed by Grafton’s Building Inspector (BIP) • MS Access 2003 Database – 25 tables, forms & reports – Sample dataset – Companion manual, suggestions for how to extend & personalize • Planning module in development (90% complete), Hub module in process • Links records by street address & parcel #, clean data essential • In “testing” phase, up in 2 -3 months • being made available free of charge, no technical assistance • Demonstration: CMRPC’s Union Hall, Two Washington Square, Worcester on Wednesday, September 10, 9: 00 – 11: 00 AM. The following modules will be shown: Building, Mechanical, DPW, ZBA, and possibly a Planning module. Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Grafton model: Building Inspection Program Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Grafton Model Planning: Development Form Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Example: advanced Accela (web-based) Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Choosing a system • What can you afford (upfront/annually)? • What departments will use the system? • What functions are essential? • Request quotes • Software demos Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Choosing a system: Lessons • Careful about procurement process • Include more people in reference calls – Describe process in detail to all potential end users • Need for CEO or Town Administrator leadership for a fully inclusive system • Palmer’s choice Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Ugly and Cheap Solutions OR What to do until your ship comes in (in Massachusetts, what to do until MGL 43 D) • On-Line Permit Applications • Document Management • On-Line GIS Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

“Cheap” on-line applications Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Wayne Feiden and Jocelyn Ayer Start logic branching Permit Streamlining: SNEAPA ‘ 08

Wayne Feiden and Jocelyn Ayer ONLY if variance checked ‘ 08 Permit Streamlining: SNEAPA

ONLY MAJOR site plans Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

NON-Integrated Forms Inexpensive/Free • Survey Monkey (not a true form) • Adobe Pro form maker • Form. Site. com • Wufoo. com • Search under on-line forms Upscale • Adobe Live Cycle enterprise Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Wayne Feiden and Jocelyn Ayer “Cheap” document Permit Streamlining: SNEAPA management ‘ 08

Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

“Cheap” on-line and Jocelyn Ayer GIS Wayne Feiden Permit Streamlining: SNEAPA ‘ 08

Parcels Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Zoning w/ Parcels Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

3 Dredevelopment site Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08

Links and Contacts • MARPA “Automated Permit Tracking Software Systems: A Guide for Massachusetts Municipalities” www. mass. gov/mpro • MARPA “Best Practices Model for Streamlined Local Permitting” www. mass. gov/mpro • Jocelyn Ayer- jocelynayer@gmail. com • Wayne Feiden- Wayne@Feiden. org Wayne Feiden and Jocelyn Ayer Permit Streamlining: SNEAPA ‘ 08