City of Waltham Govern Software Implementation

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City of Waltham Govern Software Implementation

• Eric Rizzo
• GIS Administrator
• City of Waltham

11/16/2009
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Overview

• Before implementation
• System Selection
• Implementation
• Workflow Concept
• Scanned Images
• GovernWeb

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Before Govern Implementation

• City departments developed and maintained their
  own address data
• Permits were completed using a paper process or
  were created using applications developed in
  house (Access, Excel)
• Sharing of information between departments could
  often be difficult
• Associating permits and related plans and
  documents with one another was inefficient

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System Selection

• Solution had to be enterprise wide (all
  departments working from the same source data)
• Had to dovetail with systems already in place
  (CAMA, GEMS)
• Compliant with SQL Server
• Land based all information had to be tied to a
  parcel (permits, utility bills, tax bills)
• Scanned Documents
• Customizable and expandable

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Why we chose Govern

• Land-based
• Enterprise Solution (Permitting Billing)
• SQL Server
• Made use of existing databases (Assessors)
• Customizable
• Flexible

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Implementation

• Govern was purchased in 2000
• Implementation began in 2000-2001
• Meetings with departments (treasurers,
  inspectional services)
• Flowcharts we developed to model permit
  procedures for building, wires, fire prevention
• Permits were automated in Govern based on
  departmental meetings
• Initial training began with departmental staff
  (Govern University)
• First permits issued in Govern in the spring of
  2002

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System Configuration

• CAMA database (Patriot Properties) data loaded
  bi-annually
• Scanned Images (Tie cards, Building Cards, Wires
  cards)
• Permit data

Govern GUI on Multiple Clients
CAMA AssessPro (SQL)
Govern (SQL)
Scripts
Scanned Images
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Data Organization
Parcel (TMN)
Address
A parcel can have multiple Addresses and
multiple building locations.
Building Location
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Other data types

• Names tables (Contractors, Electricians,
  plumbers, etc.)
• Owner Information

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The Workflow Concept

• The system is divided into departments
• Departments consist of users
• Each Department has its own function and
  procedures but works within the enterprise
  framework
• Each function (workflow) is converted into a
  series of steps

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Activity Creation

• An activity is created for
• each step in the permit
• flowchart seen on the
• previous slide.

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Workflow Concept Cont.
Each step in the permit process (flowchart) is
re-created in Govern as an Activity or a step
that must be completed to issue the permit.
Each department has their own activities steps
that comprise their permit workflows. The
Building department has 27 activities that are
used in over 60 different types of permits.
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Permit Creation

• The activity steps are then compiled into permits.

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Department Function Menu
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The Names tab is used to link the permit to a
contractor or owner name. Roles can also be
specified.
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The links tab is used to link the permit to a
building location, Department, utility billing
account, etc.
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The Summary tab can be used to over-ride fees
which are calculated when a permit is issued
based upon project cost.
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The activities window is used to track inspection
activities related to the permit or workflow.
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Scanned documents can be linked to permits and
property records using the Multimedia function.
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Future Developments

• Incorporate GIS Functionality (GPV)
• Address Clean-up
• Enable permits to be completed in the field