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"It's like going to the grocery store and checking out each item twice. First, you enter the items into the system to <br />get a total amount. Then again, you have to check each of the items out a second time into a separate system if you <br />want to utilize a credit card." <br />Examples of duplicate data entry include the following: <br />1. Permit Data Entry <br />1. Customer completes paper application by hand <br />2. Staff re-enters this data into the system <br />2. New Home Construction <br />1. New Utility Account Set Up started by paper file in Building Inspections <br />2. New Utility Account Set Up into separate Excel workbook, not integrated with current system <br />3. New Utility Account activated with third -party billing vendor <br />3. Business Registration Certificate <br />1. License Entered into existing software system <br />2. Separate Access Database is duplicated for reporting and tracking purposes <br />4. Credit Card Payments for Building Permits <br />1. Payment information entered into existing software system <br />2. Same information re-entered into third -party software system <br />3. Verification of payment entered separated into existing software system <br />5. Code Enforcement <br />1. Data entered into existing software system <br />2. Data also entered into Central Records System (public safety data system) <br />Attached to the case is a list of desired enhancements to our existing software system. Staff acknowledges that it is <br />likely that the City will not be able to accomplish all of these goals, but does desire to enhance the customer <br />experience to focus on self-service when desired by the customer. In addition, a better self-service will result in a <br />measurable amount of time spent by Staff entering data and scheduling inspections via phone. It is possible that <br />many of the goals may be able to be accomplished with our existing system. It is also possible that the City might <br />discover that there is another system that better meets our needs that is cost -competitive that results in a quick return <br />on investment. Broadly speaking, the desired enhancements are summarized by the following: <br />Permit Administration/Customer Experience <br />1. Online Submittal for All Permits <br />2. Online Issuance for Some Permits <br />3. Customer Status Tracking <br />4. Electronic Plan Review (concurrent rather than sequential plan review) <br />Inspections <br />1. Online scheduling (no phone call needed) <br />2. Stable mobile field presence <br />General Improvements <br />1. Limit number of layers/modules for single entry <br />2. Consolidate number of log -ins <br />3. Control and more regular update of property database (upload County data monthly) <br />Staff has generally been pleased with the level of customer service provided by PIMS Staff. Having local technical <br />Staff has proven to provide qualitative value. Staff actively participates in regular User Group Meetings intended to <br />improve the functionality of PIMS. Changes to the Work Flow of PIMS requires approval of the User Group and <br />are applied across the consortium. City Staff recently met with LOGIS Staff to discuss this proposed process. The <br />discussion was very positive, and LOGIS Staff is understanding of the City's desire to ensure that it is provided a <br />cost effective solution that meets the core needs of the organization. The City allocates approximately $25,000 <br />annually for PIMS. <br />Alternatives <br />