Ever wondered if your tedious daily admin tasks could be automated? Chances are they probably can. And other agencies probably already have.
Here are just 7 of the many ways permitting departments—from small towns to big cities—have made big improvements with Clariti’s permitting software automation.
Challenge: Albany’s planning and zoning review process was entirely manual, so staff spent a lot of their time sorting through documents, manually updating the status of applications, answering customer questions, and physically moving documents from one place to another.
Solution: Since implementing Clariti Launch and Guide, the city has cut review times by more than half and significantly improved the quality of applications. Customers can now find all of the information and instructions they need online, and staff no longer need to chase down missing documents as everything’s centralized in one place.
Challenge: Athens-Clarke County previously relied on paper processes that made it difficult for staff to coordinate. Desks were piled high with thick folders filled with plans and project files, and staff would have to walk between buildings or across town to deliver documents to the next reviewer. It was also difficult for customers and staff to know the status of an application because nothing was tracked online.
Solution: With Clariti Enterprise, applicants and staff now have full visibility into the permitting process, making it easier to stay aligned. Project documents are also updated in real time so staff don’t need to go hunting for information, and status change notifications are automatically sent when an application moves to the next step. Overall, there’s way less customer back-and-forth, and significantly fewer manual steps.
Challenge: Aspen’s inspections team was swamped with manual work. They’d spend 1-2 hours a day copying and pasting info from emails and voicemails into their old system, and even the tiniest mistake could cause everything to freeze. It was also difficult to physically locate plans as they were stored in bins scattered across departments.
Solution: By digitizing their inspection process with Enterprise, tasks that used to take inspectors two hours each day now take just 15 minutes. Inspections are automatically scheduled by the system, and can be assigned and updated in seconds with the click of a button. With the help of automation, 99% of inspections happen on the day they’re requested, and staff are able to focus their time on inspections and project research rather than manual tasks. “[Enterprise] makes everything a million times easier,” said Ric Bennett, Combination Inspector.
Challenge: After the passing of California bills AB-68 and SB-9, Orange County needed to quickly create new workflows and permit types for Accessory Dwelling Units to keep up with demand. With their legacy system, they would’ve had to submit a request to IT and then wait weeks, or months, before any changes were made.
Solution: With Enterprise, staff were able to fully configure workflow automation and an entirely new ADU permit type in minutes. For Permitting Manager, Judy Kim, Enterprise’s reporting automation has also been a “huge win” as her team can create personalized KPI reports and dashboards with just a few clicks.
Challenge: To apply for a permit in Placerville, applicants had to manually fill out a paper form. Then in the back office, building staff would have to take that form and copy the same information onto another one. It was slow, and there was too much room for human error.
Solution: Now with Clariti Launch and Guide, customers fill out their permit application online, and if the system already knows certain information, it’s automatically filled in to save time and reduce the margin for error. Coupled with the back office automation, staff say they save so much time, it’s as if they had hired another full-time employee.
Challenge: When they needed to bill a customer, Tredyffrin Township used to have to manually create an invoice, find the right contact information, write an email, and then send it over. “It’s onerous when you’re doing that time after time every day,” said Erin McPherson, Director of Planning and Zoning.
Solution: With Launch’s automated message and document templates, staff don’t have to start from scratch every time, or even hit send. The system fills in project and contact information automatically, and sends the bill as soon as a permit is approved. Customers get their documents as soon as they’re ready, and staff replies are faster and more consistent.
Challenge: During COVID-19, Syracuse experienced a wave of staff retirements, which left many positions open that they struggled to fill. At the same time, demand was spiking, and their manual, paper-based system couldn’t offer much in the way of support.
Solution: By implementing Launch, Syracuse was able to automate many time-consuming admin tasks, which in just the first year, saved the city thousands of hours in admin work and over $90,000. Now, staff have more time to focus on reviews and other high-impact work, and can maintain peak productivity levels year-round.
Curious to find out how Clariti’s permitting software automation can improve your day-to-day? Reach out to our team for a personalized demo.