1. Street Use Data Report Overview
DPD,SDOT,SPU,SCL SPECIAL MEETING ON PERMIT ACTIVITY, FORECASTING INFORMATION & APPROACHES
Cathi Greenwood, Danielle Priest
February 9, 2015

2. Report mechanics
Objective: Consistent and reliable reports with fully automated update of numbers so analyst focuses on data validation and analysis
As needed: Capture data in data store using MS Access ODBC connections and queries (copy/paste when no connection)
ODBC connections and linked Access tables: Transform specific sets of data for report source
Excel: Link to report source, pivot data, and create dashboard report that is as easy to update as Data > Refresh All 2

3. Development process: Ideal
With business leads: 1. Identify goals 2. Identify measures of goal
Develop report system: 1. Pull consistent and reliable data with Access queries 2. Link Excel to Access 3. Create easy-to-update dashboard
Get approval for report draft from: 1. Business leads 2. Management 3

4. Development process: Urgent
Via management, Director requests specific report
Develop report system: 1. Pull consistent and reliable data with Access queries 2. Link Excel to Access 3. Create easy-to-update dashboard
Get approval for report draft from: 1. Business leads 2. Management 4

5. Current reports Title Monthly Metrics Reports Type
Volume (and in very small part performance)
Frequency
Monthly
Audience
Management, leads
Purpose
Trends in volume of revenue-affecting use issuances
History
Historically called “Monthly Performance Reports” and “Permit Application Volume”
2013: Data store created and back-end redesigned to use data store (Mary Alyce Eugene)
2014: Front-end redesigned to use Excel dashboards (Cathi Greenwood)
2015: Names changed for accuracy (Cathi Greenwood)
Next Step
Business lead and management approval of name changes
Business lead input on January numbers to update analytical notes 5

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13. Reports in development
Title
Online (OLP)/PDF On-Time Report
Type
Volume and performance
Frequency
Weekly
Audience
Director’s Office, management, leads, admins
Purpose
All online and paper applications are responded to within 2 business days
Relationship between volume and response performance
Equitable treatment for online and PDF applicants
History
Online permit report published weekly since at least 2009
Summer 2014: Online permitting restricted to pre-qualified applicants; PDF applications introduced for non-qualified
Fall and Winter 2014/2015: Director’s office requests permit volume and performance for application by work type and submission method
Next Step
Additional data collection, Business lead review 13

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15. Reports in development
Title
Enforcement Actions
Type
Volume
Frequency
Weekly
Audience
Director’s Office, management, leads
Purpose
Volume of enforcement actions
Change over time related to resources and initiatives
History
Winter 2015: Director’s office requests reports on enforcement and inspections
Next Step
Additional data collection, Business lead review 15

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17. Reports in development
Title
Weekly Activity Report
Type
Volume and performance
Frequency
Weekly
Audience
Director’s Office, management, leads
Purpose
Comparison of permit applications to permit issuance
Change over time of use issuance vs extensions
Average time from application to use issuance by use type
History
Spring 2013: Applicant Services request: show business change from x permits/x issuance fees to x extensions/1 issuance fee
Fall 2014: Director’s office request: weekly report on permit volume by type; version 1 published–applications and issuance volumes
Winter 2015: Director’s office request: change to compare applications to permit issuance; additional detail needed to show that applications are not issued in the same week
Next Step
Additional data collection, Business lead review 17

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19. Reports in development
Title
Weekly Permit Services Volume and Wait Times
Type
Volume and performance
Frequency
Weekly
Audience
Director’s Office, management, leads
Purpose
Monitor and compare visit volumes to previous year
Track counter wait time performance
History
Fall 2014: Director’s office request: weekly report on counter visits and wait times
Winter 2015: Director’s office comments show that 3- and 4-day weeks are being compared to 5-day weeks; Permit Services is concerned that average wait times do not accurately reflect their staffing issues
Next Step
Redesign to add average visits /day, add average wait times by check-in type 19

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21. Reports in development
Title
Monthly Permit Services Volume and Wait Times
Type
Volume and performance
Frequency
Monthly
Audience
Management, leads
Purpose
Monitor and compare visit volumes to previous year
Track counter wait time performance
History
Data source (Street Use Sign-In (SUSI)) modified in July 2013 and February 2014; Original embedded calculations lost
Redesigned in July 2013 to use ODBC connection instead of copy/paste into data store
Redesigned December 2014 to match new report style
Redesigned in February 2014 for new check-in types and process
Next Step
Redesign for 2015 and compare to previous year 21

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23. Reports in development
Title
Urban Forestry Permit Volumes and Count of Permitted Trees
Type
Volume
Frequency
Monthly
Audience
Management, leads
Purpose
Monitor permit volume
Show relationship of permit volume to uses
History
Historically not included in monthly reports because no revenue
August 2013: Permit types changed, allowing tracking of types of tree uses
Summer 2014: Created Urban Forestry Hansen 7 report system
Winter 2015: Historical tree uses provided
Next Step
Redesign back-end to include historical tree uses
Redesign front-end for 2015 and for annual comparisons
Document and hand off to Urban Forestry 23

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25. Reports in development
Title
Urban Forestry Permit Volumes and Count of Permitted Trees
Type
Volume
Frequency
Weekly
Audience
Director’s Office, management, leads
Purpose
Monitor permit volume
Show relationship of permit volume to uses
History
Fall 2014: Director’s office request: weekly report on Urban Forestry permit volumes
Next Step
Base data structure update needed for monthly reports
Verify that permit volumes are permit and not use counts
Add comparison to previous years
Add average/day
Provide better directions on updating chart scales
Document and hand off to Urban Forestry 25

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