City of WalthamCity of Waltham Govern Software ImplementationGovern Software Implementation

Eric RizzoEric Rizzo

GIS AdministratorGIS Administrator

City of WalthamCity of Waltham

11/16/2009

OverviewOverview

Before implementationBefore implementation System SelectionSystem Selection ImplementationImplementation Workflow ConceptWorkflow Concept Scanned ImagesScanned Images GovernWebGovernWeb

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

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

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

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

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

Data OrganizationData Organization

Parcel (TMN) Address

Building Location

A parcel can have multipleAddresses and multiplebuilding locations.

Other data typesOther data types

Names tables (Contractors, Electricians, Names tables (Contractors, Electricians, plumbers, etc.)plumbers, etc.)

Owner InformationOwner Information

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

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.

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.

Permit CreationPermit Creation

The activity steps are then compiled into permits.The activity steps are then compiled into permits.

DepartmentFunction Menu

The “Names” tab is used to link the permit to a contractor or owner name. Roles canalso be specified.

The links tab is used to link the permit to a building location, Department, utility billing account, etc.

The “Summary” tab can be used to over-ride fees which are calculatedwhen a permit is issued based upon project cost.

The activities window is used to trackinspection activities related to the permit or workflow.

Scanned documents can be linked to permits and property records using the “Multimedia” function.

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