City of Waltham Govern Software Implementation Eric Rizzo GIS Administrator City of Waltham 11/16/2009

Overview Before implementation Before implementation System Selection System Selection Implementation Implementation Workflow Concept Workflow Concept Scanned Images Scanned Images GovernWeb GovernWeb

Before Govern Implementation City departments developed and maintained their own address data City departments developed and maintained their own address data Permits were completed using a paper process or were created using applications developed in house (Access, Excel) Permits were completed using a paper process or were created using applications developed in house (Access, Excel) Sharing of information between departments could often be difficult Sharing of information between departments could often be difficult Associating permits and related plans and documents with one another was inefficient Associating permits and related plans and documents with one another was inefficient

System Selection Solution had to be enterprise wide (all departments working from the same source data) Solution had to be enterprise wide (all departments working from the same source data) Had to dovetail with systems already in place (CAMA, GEMS) Had to dovetail with systems already in place (CAMA, GEMS) Compliant with SQL Server Compliant with SQL Server Land based – all information had to be tied to a parcel (permits, utility bills, tax bills) Land based – all information had to be tied to a parcel (permits, utility bills, tax bills) Scanned Documents Scanned Documents Customizable and expandable Customizable and expandable

Why we chose Govern Land-based Land-based Enterprise Solution (Permitting & Billing) Enterprise Solution (Permitting & Billing) SQL Server SQL Server Made use of existing databases (Assessors) Made use of existing databases (Assessors) Customizable Customizable Flexible Flexible

Implementation Govern was purchased in 2000 Govern was purchased in 2000 Implementation began in Implementation began in Meetings with departments (treasurers, inspectional services) Meetings with departments (treasurers, inspectional services) Flowcharts we developed to model permit procedures for building, wires, fire prevention Flowcharts we developed to model permit procedures for building, wires, fire prevention Permits were automated in Govern based on departmental meetings Permits were automated in Govern based on departmental meetings Initial training began with departmental staff (Govern University) Initial training began with departmental staff (Govern University) First permits issued in Govern in the spring of 2002 First permits issued in Govern in the spring of 2002

System Configuration CAMA database (Patriot Properties) data loaded bi-annually CAMA database (Patriot Properties) data loaded bi-annually Scanned Images (Tie cards, Building Cards, Wires cards) Scanned Images (Tie cards, Building Cards, Wires cards) Permit data Permit data CAMA AssessPro (SQL) Govern (SQL) Govern GUI on Multiple Clients Scanned Images Scripts

Data Organization Parcel (TMN)Address Building Location A parcel can have multiple Addresses and multiple building locations.

Other data types Names tables (Contractors, Electricians, plumbers, etc.) Names tables (Contractors, Electricians, plumbers, etc.) Owner Information Owner Information

The Workflow Concept The system is divided into departments The system is divided into departments Departments consist of users Departments consist of users Each Department has its own function and procedures but works within the enterprise framework Each Department has its own function and procedures but works within the enterprise framework Each function (workflow) is converted into a series of steps Each function (workflow) is converted into a series of steps

Activity Creation An activity is created for each step in the permit flowchart seen on the previous slide.

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 Creation The activity steps are then compiled into permits.

Department Function Menu

The “Names” tab is used to link the permit to a contractor or owner name. Roles can also 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 calculated when a permit is issued based upon project cost.

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

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

Future Developments Incorporate GIS Functionality (GPV) Incorporate GIS Functionality (GPV) Address Clean-up Address Clean-up Enable permits to be completed in the field Enable permits to be completed in the field