Development Services Review. Final Report. Zucker July 2016

will afford the City the opportunity to monitor and report on Department and Division performance in a real time arena. Aside from the obvious benefit that such a system provides toward establishing individual and group performance accountability, reporting of this information both internally and on the City website will help foster the need for team work to successfully meet the community’s expectations. 49. Recommendation: Implementation of the new TRAKiT system should include the reporting of compliance with performance standards to both internal staff and external customers via the website at a minimum of a monthly basis. In our efforts to develop a table to track activity levels for the last five years we accessed the City website. Unfortunately, this process proved tedious and time consuming and did not yield the information in the level of detail we needed. We find that community members like to enquire about the level of construction activity that the City is experiencing and how that information compares with previous years. That type of information is not readily available through the City website. As a minimum, the current process of selecting permit activity for a given month should include a summary of all activity grouped by type at the end of the report. We are confident that implementation of the new TRAKiT permit system will be capable of generating reports that summarizes permit activity based on type of permit and will include a year-to-year comparison. 50. Recommendation : The Building Official should confirm that the TRAKiT permit system will provide activity reporting grouped by permit type and include a feature to allow year-to-year comparisons. Records Management The Building Division has actively pursued the digitization of permits and plans as a means of making such documents more readily available to staff and the public in the future. There diligent efforts have also help slow the tide of accumulating paper files that is suffocating the employee workspaces and walkways. Unfortunately, the Building Division is the only group actively engaged in this digitizing process. An urgent need for such a program exists for both the Planning Division and Engineering Division of Public Works. The implementation of the new TRAKiT system will be further encouraging customers to submit their applications and plans in a digital format. This will create a community expectation that the City will be ready and able to interact with their customers in a digital format. More detailed recommendations will be provided elsewhere in this report regarding the need for other Departments to embrace the need to digitize their work products. However, there is a recommendation the Building Division should consider as they look to the future.

Morgan Hill, California

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Zucker Systems