Tracking projects

[Yankee Chronicler]

For a small(-ish) town, we are exceptionally busy. As the primary plan reviewer for all commercial projects, I often have difficulty completing plan reviews within the 30 days we are allowed by state law. It's not that it takes 30 days to review one project -- it's that, between other applications plus resubmittals on plans we had rejected, there's always a long queue of plans waiting to be looked at. I try to keep track of who is next in line by using a spreadsheet and sorting by submittal date, but it's not perfect. One of the failings of the on-line system we use is that if someone uploads something and doesn't specifically send us a message or an e-mail telling us they uploaded new documents, the system doesn't put up any flags or alerts.

I just received an unsolicited sale flyer for various software packages, and one of the deals is for Microsoft Project. It got me wondering if project management software might be potentially useful in running a building department. Or would it be just another useless layer of complexity that eats up time better expended on doing real work?

What are your thoughts?

 

[mtlogcabin]

One of the failings of the on-line system we use is that if someone uploads something and doesn't specifically send us a message or an e-mail telling us they uploaded new documents, the system doesn't put up any flags or alerts.

We have the same issue with our online portal which attaches uploads directly to the permit. Staff was able to create a report within the permit system that goes back 30 days identifying permits that have had uploads in that time period. Staff checks it every morning to see what's new. Not perfect but it is the best workaround we came up with since it is two different systems.

 

[ICE]

Assuming that applicants have access to instructions for the use of the various portals, can there be a note to remind them to send an email whenever sending documents etc.?

 

[Yankee Chronicler]

Assuming that applicants have access to instructions for the use of the various portals, can there be a note to remind them to send an email whenever sending documents etc.?

Already done.

Oh, wait! Did you think people might actually READ those helpful notices?

 

[TheCommish]

Reading, what a concept we have handouts, instruction for inspections, helpful hints. Ah it is easier to pick up the phone and ask a quick question.

 

[steveray]

For a small(-ish) town, we are exceptionally busy. As the primary plan reviewer for all commercial projects, I often have difficulty completing plan reviews within the 30 days we are allowed by state law. It's not that it takes 30 days to review one project -- it's that, between other applications plus resubmittals on plans we had rejected, there's always a long queue of plans waiting to be looked at. I try to keep track of who is next in line by using a spreadsheet and sorting by submittal date, but it's not perfect. One of the failings of the on-line system we use is that if someone uploads something and doesn't specifically send us a message or an e-mail telling us they uploaded new documents, the system doesn't put up any flags or alerts.

I just received an unsolicited sale flyer for various software packages, and one of the deals is for Microsoft Project. It got me wondering if project management software might be potentially useful in running a building department. Or would it be just another useless layer of complexity that eats up time better expended on doing real work?

What are your thoughts?

I have debated not allowing the submitters to attach anything (after initial submission), that way staff is in charge of the "chess timer"....And they attach stuff with garbage file names...

 

[Yankee Chronicler]

I have debated not allowing the submitters to attach anything (after initial submission), that way staff is in charge of the "chess timer"....And they attach stuff with garbage file names...

Too true. We have some permit records in Municity that must have half a dozen or more copies of the basic, one-page application form. Some are blank, some are partially filled out (incorrectly), and maybe (MAYBE) they finally managed to fill one out completely and correctly and upload it.

The nuisance is that, technically, each of those incomplete and/or incorrect documents is a public record, so we aren't allowed to delete the useless copies to streamline the project file.