city of waltham govern software implementation
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City of Waltham Govern Software Implementation. Eric Rizzo GIS Administrator City of Waltham. 11/16/2009. Overview. Before implementation System Selection Implementation Workflow Concept Scanned Images GovernWeb. Before Govern Implementation. - PowerPoint PPT PresentationTRANSCRIPT
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City of WalthamCity of Waltham Govern Software ImplementationGovern Software Implementation
Eric RizzoEric Rizzo
GIS AdministratorGIS Administrator
City of WalthamCity of Waltham
11/16/2009
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OverviewOverview
Before implementationBefore implementation System SelectionSystem Selection ImplementationImplementation Workflow ConceptWorkflow Concept Scanned ImagesScanned Images GovernWebGovernWeb
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Before Govern ImplementationBefore Govern Implementation
City departments developed and maintained their City departments developed and maintained their own address dataown address data
Permits were completed using a paper process or Permits were completed using a paper process or were created using applications developed in were created using applications developed in house (Access, Excel)house (Access, Excel)
Sharing of information between departments Sharing of information between departments could often be difficultcould often be difficult
Associating permits and related plans and Associating permits and related plans and documents with one another was inefficientdocuments with one another was inefficient
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System SelectionSystem Selection
Solution had to be enterprise wide (all Solution had to be enterprise wide (all departments working from the same source data)departments working from the same source data)
Had to dovetail with systems already in place Had to dovetail with systems already in place (CAMA, GEMS)(CAMA, GEMS)
Compliant with SQL ServerCompliant with SQL Server Land based – all information had to be tied to a Land based – all information had to be tied to a
parcel (permits, utility bills, tax bills)parcel (permits, utility bills, tax bills) Scanned DocumentsScanned Documents Customizable and expandableCustomizable and expandable
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Why we chose GovernWhy we chose Govern
Land-basedLand-based Enterprise Solution (Permitting & Billing)Enterprise Solution (Permitting & Billing) SQL ServerSQL Server Made use of existing databases (Assessors)Made use of existing databases (Assessors) CustomizableCustomizable FlexibleFlexible
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ImplementationImplementation
Govern was purchased in 2000Govern was purchased in 2000 Implementation began in 2000-2001Implementation began in 2000-2001 Meetings with departments (treasurers, Meetings with departments (treasurers,
inspectional services)inspectional services) Flowcharts we developed to model permit Flowcharts we developed to model permit
procedures for building, wires, fire preventionprocedures for building, wires, fire prevention Permits were automated in Govern based on Permits were automated in Govern based on
departmental meetingsdepartmental meetings Initial training began with departmental staff Initial training began with departmental staff
(Govern University)(Govern University) First permits issued in Govern in the spring of First permits issued in Govern in the spring of
20022002
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System ConfigurationSystem Configuration
CAMA database (Patriot Properties) data loaded CAMA database (Patriot Properties) data loaded bi-annuallybi-annually
Scanned Images (Tie cards, Building Cards, Wires Scanned Images (Tie cards, Building Cards, Wires cards)cards)
Permit dataPermit data
CAMAAssessPro
(SQL)
Govern(SQL)
Govern GUIon Multiple
Clients
Scanned Images
Scripts
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Data OrganizationData Organization
Parcel (TMN) Address
Building Location
A parcel can have multipleAddresses and multiplebuilding locations.
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Other data typesOther data types
Names tables (Contractors, Electricians, Names tables (Contractors, Electricians, plumbers, etc.)plumbers, etc.)
Owner InformationOwner Information
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The Workflow ConceptThe Workflow Concept
The system is divided into The system is divided into departmentsdepartments
Departments consist of Departments consist of usersusers
Each Department has its Each Department has its own function and own function and procedures but works procedures but works within the enterprise within the enterprise frameworkframework
Each function (workflow) is Each function (workflow) is converted into a series of converted into a series of stepssteps
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Activity CreationActivity Creation
An activity is created forAn activity is created for
each step in the permiteach step in the permit
flowchart seen on theflowchart seen on the
previous slide.previous slide.
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Workflow Concept Cont.Workflow Concept Cont.
Each step in the permit process (flowchart) is re-created in Govern as an “Activity” or a step that must be completed to issue the permit.
Each department has their own activities steps that comprise their permit workflows.
The Building department has 27 activities that are used in over 60 different types of permits.
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Permit CreationPermit Creation
The activity steps are then compiled into permits.The activity steps are then compiled into permits.
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DepartmentFunction Menu
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The “Names” tab is used to link the permit to a contractor or owner name. Roles canalso be specified.
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The links tab is used to link the permit to a building location, Department, utility billing account, etc.
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The “Summary” tab can be used to over-ride fees which are calculatedwhen a permit is issued based upon project cost.
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The activities window is used to trackinspection activities related to the permit or workflow.
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Scanned documents can be linked to permits and property records using the “Multimedia” function.
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Future DevelopmentsFuture Developments
Incorporate GIS Functionality (GPV)Incorporate GIS Functionality (GPV) Address Clean-upAddress Clean-up Enable permits to be completed in the fieldEnable permits to be completed in the field