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Home My WebLink AboutAgenda- 01-22-2019 12-6 - Information Item - Memorandum - Land Management Central Permitting Software LMCPS Status Update 1 ORANGE COUNTY NORTH CAROLINA MEMORANDUM TO: Bonnie Hammersley, Orange County Manager Board of County Commissioners CC: Travis Myren, Orange County Deputy Manager FROM: Craig Benedict, Orange County Planning Director Jim Northup, Information Technologies Director Quintana Stewart, Health Director DATE: January 22, 2019 SUBJECT: BOCC Information Item- Land Management Central Permitting Software (LMCPS) Status/Update The purpose of this memo is to provide an update to the county commissioners and public on the `GoLive' process for LMCPS. The Land Management Central Permitting Software (LMCPS) is a system of processes and data to support the County services for land management planning projects, permits, inspections, code enforcement and licensing/registrations. This includes the departments of Planning & Inspections (divisions: Planning, Erosion Control/Stormwater, Building), Environmental Health (well/septic, restaurants), Emergency Services/Fire Marshall, Solid Waste and Tax Department (Land Records). The system integrates the county planning and permitting processes into a streamlined architecture that is managed by staff and seen from the customer perspective as one project and a one-source for direction and status. It includes all supporting activities, processes, data and interfaces to other County systems (tax and finance). The software will promote face-to-face customer service, as well as, web based communication with the overall process. The high-level system diagram (Attachment 1) is helpful in showing how the proposed system architecture interfaces with external systems to present a more cohesive view to customers. This multi-year project replaces 18 year old software and will be implemented in February with further online enhancements in coming months. The departments involved Information Technologies, Planning & Inspections, Health, Emergency Services and Tax/Land records. This project was fully funded in Fiscal Year 2016 and is currently on budget. If you have any questions please call Jim Northup 919-245-2276, Craig Benedict 919-245- 2592 or Quintana Stewart 919-245-2412. Attachments: 1. LMCPS Architecture 2. GoLive Draft Notice 3. Powerpoint Attachment 1 ORANGE COUNTY FUTURE LAND MANAGEMENT CENTRAL PERMITTING SYSTEM NEEDS GIS Document Ad Hoc Report Writer (ESR�5DE Management Vendor Proposed) Server) (Laserfiche or rao) Land Management Central Permitting System Parcel!Address Management Electronic Plan Submittals� Markups Citizen Internet Code Access Enforcement •planning Projectlnfo •PermitApplicalions Planning Permitting •Permit5tatus information Licensing! •fnspection5cheduling Registrations •Code Enforcement Complaints •Online Licenses! Inspections � Mobile Field Registrations In 5peCtion 5 •Online Paymer�s IVR Accounting Credit Card (Vendor Proposed (Munis) •General Ledger Payment lnspectiorr Processing 5cneduiirrg] 'Accounts Payable •Bonds!Escrow Attachment 2 3 1 � ORANGE COUNTY N()RYI1 GIROIINA ORANGE COUNTY LAND MANAGEMENT SOFTWARE SYSTEM IMPLEMENTATION SCHEDULE COMING SPRING OF 2019 Orange County is in the process of implementing new permitting software to better serve you! Building Inspections,,_Current Planning, Storm Water 1 Erosion Control and Environmental Health Division, On-Site Water Protection Section (Well & Septic) will observe the following schedule during this software conversion resulting in reduced availability and extended processing times during this transition period. Please plan your schedules accordingly. January 2019 On-Going Mandatory Staff Training on New System resulting in reduced staff availability. Wednesday, Feb. 6, 3:00pm Deadline to request 2019 inspections and project closeout for next business day (Feb. 7, 2019). Requests received after 3:00pm will be scheduled for Wed., February 13, 2019. Thursday, Feb. 7, 2019 3:00pm Offices Close* Friday, Feb. 8, 2019 All Day Offices Closed* Monday, Feb. 11, 2019 All Day Offices Closed * Tuesday, Feb 12, 2019 All Day Offices Closed * Wednesday, Feb. 13, 8am-12pm Offices Closed * 2019 12:00pm Offices Re-O pen * No inspection requests will be received or performed, unless related to a life safety emergency. No Certificates of Compliance will be issued, and staff will not be able to accept applications, payments, etc, during this transition period. We thank you for your patience during this transition! For more information please visit: www.orange�ync.gov/centralpermittinggov/centralpermitting Effective: Dec.4,2018 4 WHAT DOES THIS MEAN TO ME? INCREASED RESPONSE TIMES: During these training and transitional periods, you will likely experience a delay in response and review times while staffs are learning a new software system. It will take time and practice to become proficient in this new permitting system. We encourage you to plan your construction schedules with this in mind. WHAT IF I HAVE AN EMERGENCY? If such an instance occurs, Staff will be available to respond to Life/Safety Emergencies. These instances will be evaluated on a case-by-case basis. How WILL THIS NEW SYSTEM BENEFIT ME? The New Land Management Central Permitting System will be implemented in stages and will ultimately include an online customer portal and the ability for online permittingl Some key features include: • Real Time Inspection Results • On-Line Inspection Scheduling • On-Line Payments • Clearly see the review progress of your application on line • Integrated Data Sharing between County Departments • Submit applications'on line. • Print permit documents from home/office. *Some applications may not be available for on-line submittal/processing. Check with individual County Departments for more details. Effective: Dec.4,2018 5 GRANGE COUNTY NORTH CAROLINA January 22 , 2019 Update Land Management Central Permitting System Orange County Information Technologies Planning & Inspections Health Why a Land Management centra l 6 permitting system? • Long range strategic planning ➢ Performance measurement • Replace an aging existing permitting system • Better systems integration ➢ GI S ➢ Land Records/Tax ➢ Environmental Health ➢ Planning and Inspections • Service and process improvement ORANGE COUNTY 2 NORTH CAROLINA What's a Land Management central permitting system? • The Land Management Central Permitting System • (LMCPS) is a system of processes and data. • Supports county services for land related management planning projects, permits, multi-department inspections, code enforcement and licensing/registration. • Seen by the customer as aone-source solution for direction and status. ORANGE COUNTY 3 NORTH CAROLINA What have we done? • Multi-department Support Model for pre- and post- implementation of the system. • Meetings with partner jurisdictions RE: objectives and process with feedback and insight, i.e., Carrboro, Chapel Hill, Hillsborough and the Home Builders Association. • Subject Matter Experts (SME's) in all departments and IT project management have labored hundreds of hours to re- engineer processes, develop workflows, test and train staff. • The transition is the next challenge ORANGE COUNTY 4 NORTH CAROLINA 9 • Energov/Tyler Technologies is the new software • Over 100 activities programmed • Reporting and Performance Measurement Improvements 4:*Environmental Health Processes Electronic Plan Submittals 4:*Mobile Inspections 4:*Parcel Management GIS Online Portal ORANGE COUNTY 5 NORTH CAROLINA 10 + I. uingap 6 Fvftlow Oro e�le S Ilk. w � ,� 0 Vl1�FSfS�� ORANGE COUNTY 6 NORTH CAROLINA P EC B EH 11 ETC r r AE:1 . 3M!z� Permits Plus ORANGE COUNTY 7 NORTH CAROLINA Customer 12 View Stages Permit LMCPS Activity Final ORANGE COUNTY 8 NORTH CAROLINA f + � * r" 13 .10 • +rt NE ■,C e L ti is O' i r"+� �• w • NORTH P EC B EH ETC 14 D:t- -A" Permits Plus LMCPS Remapping 1500-2000+ permits t0 LMCPS workflow ORANGE COUNTY 10 NORTH CAROLINA 15 Go Live Date February 13 , 2019 12pm ORANGE COUNTY 11 NORTH CAROLINA