Share to Facebook Share to Twitter Bookmark and Share
File #: 18-0636    Version: 1
Type: Agenda Item Status: Approved
File created: 4/12/2018 In control: Board of Supervisors
On agenda: 4/24/2018 Final action: 4/24/2018
Title: TRAKiT Executive Committee recommending the Board receive and file an attached update memo on the TRAKiT system, a planning, permitting, and parcel management software solution.
Attachments: 1. A - TRAKiT Memo - April, 2. B - TRAKiT Memo - April - Implementation

Title

TRAKiT Executive Committee recommending the Board receive and file an attached update memo on the TRAKiT system, a planning, permitting, and parcel management software solution.

Body

DEPARTMENT RECOMMENDATION

TRAKiT Executive Committee, recommending the Board receive and file an attached update memo on the TRAKiT system, a planning, permitting, and parcel management software solution.

 

DISCUSSION / BACKGROUND

The previous update on TRAKiT happened through an agenda item on December 19, 2017. Before the December 19th update, the last update was in September 12, 2017. On June 6, 2017, the contract for the system was amended due to an ownership change. That was the first time that the Board had been updated on the project for months due to administrative delays. Since June 6th, the project has moved forward and is now on schedule for its May 2018 implementation.

 

The County's Land Management Information System (LMIS) is the foundation for many revenue-generating and/or recovering of County services and systems.  The current LMIS is a collection of databases and application platforms that link together key processes such as planning, permitting, inspections, addressing, mapping, and parcel assessments.  This system does not include the capability to accept, review, and process plans, permits, or fees electronically.

 

The current LMIS was constructed over time, largely in-house.  It has developed organically to support legacy processes (out of date processes) and business rules, some of which originated before modern technology and automation.  As a result, the current LMIS system is a collection of independently-developed modules and functions that are made to communicate in sometimes non-standard ways.  As a whole, LMIS does not conform to any modern IT architectural standard and cannot be centrally administered or maintained.  While the system has served the County well, it is time to replace LMIS with a modern system that expands functionality and improves the customer experience.

 

In recognition of the inherent limitations of the LMIS system, the Board awarded a Request for Proposals for an electronic permit system to SunGard and authorized CDS, formerly the Community Development Agency, to negotiate the associated contract for TRAKiT implementation and maintenance services on February 23, 2016 (Item 41).

 

Purchase and implementation of an electronic permit system is a key part of CDS’s effort to improve development processing.  In addition to service improvements realized by the CDS Ombudsman Program and the new queueing system in the Building C Permit Center, the TRAKiT system will allow for the processing and issuance of online building permits, the utilization of electronic field devices by inspectors, and electronic submittal, plan checking, and processing of building and civil improvement plans. 

 

Implementation of the new TRAKiT permit system will result in several improvements:

 

Elimination of mainframe usage will,

                     Result in a reduction in associated hardware, software, system, and labor costs

                     Allow redirection of Information Technology resources from legacy programming languages to new state-of-the-art technologies

                     Enable departments and agencies to improve services by leveraging new technology

                     Comply with Board direction to migrate from existing mainframe technology

 

Operating efficiencies will be achieved,

                     Through redesigned operations, tighter integration of business processes and data, and new capabilities such as workflows and mobile devices

                     Through the availability of project status/reports in dashboard and snapshot views to the Board, management, staff, and customers

                     When specialized resources are no longer needed to develop customized solutions (i.e., shadow systems, excel spreadsheets, etc.) for emergency and one-time use projects and reports

 

Customer service will be improved with

                     The implementation of a 24x7 customer-facing portal that allows:  online permit application and fee payment; online submission of plans and supporting documents; automated e-notification of permit and project status; and online management of inspections schedules

                     Cost savings from elimination of printing and paper costs incurred with the submission of numerous paper plan copies and documents

                     Cost and time savings from a reduction in trips to submit/resubmit applications and plans

 

ALTERNATIVES

N/A

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

Environmental Management, Information Technology, Planning and Building, Surveyor, and Transportation.

 

CAO RECOMMENDATION

It is recommended that the Board receive and file the attached update memo regarding the TRAKiT system.

 

FINANCIAL IMPACT

There are no costs associated with this report. 

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

None

 

STRATEGIC PLAN COMPONENT

Infrastructure, Good Governance

 

CONTACT

Creighton Avila, Deputy Chief Administrative Officer