HomeMy WebLinkAbout06.b.2) Optimization of Data Transfer Between Environmental Compliance and Permit CounterMENTORSHIP PROJECT PRESENTATION:
OPTIMIZATION OF DATA TRANSFER
BETWEEN ENVIRONMENTAL
COMPLIANCE AND PERMIT COUNTER
Ian Morales, GIS Analyst
Rita Cheng, Associate Engineer
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November 17, 2016
Board Meeting
PRESENTATION OUTLINE
• Introduction
• Purpose
• Current Challenges
• Approach
• Preliminary Technology Evaluation
• Recommendations
• Acknowledgements
• Questions
6.b.2)
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INTRODUCTION
• Mentee/Mentor Teams:
Ian Morales, GIS Analyst
John Huie, Information Technology Manager
Rita Cheng, Associate Engineer
Jean -Marc Petit, Director of Engineering and
Technical Services
PURPOSE
• Understand and improve the data transfer
between Environmental Compliance and
Permit Counter
• Preliminary technology evaluation
• FY2016-18 Strategic Plan
Goal Six, Strategy 2 — Evaluate Business
Processes and Optimize Business Operations
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CURRENT CHALLENGES
• Access to mobile technology in the field
• Security, multi-user access, and robustness
• Lack of efficient data transfer between
Environmental Compliance (EC) and Permit
Counter (PC)
11/4 • Limited enterprise software options that can
accommodate both EC's pretreatment and
stormwater programs
APPROACH
• Meetings with EC and PC
Engaged stakeholders
Helped initiate coordination between the divisions
• Meeting with EC
Obtained an understanding of the current EC
Inspection Program workflow
Identified business optimization opportunities
• Meetings with Mentors
• Ensure proper development of the project
Technology Evaluation
Evaluated enterprise software options
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CURRENT EC ACCESS DATABASE
• Highly -customized Access database that
fulfills their current business needs
• Limitations include:
Lack of multi-user access
Limited compatibility with mobile devices
No security and permissions
Unreliable back-up capability
CURRENT IMPROVEMENTS FOR
MANAGING EC DATA
• Implemented a form field in the current
Access database to categorize businesses
that need PC's follow-up
• SQL Conversion
• ,
Completed by EC and 015 Group
Optimized security, reliability, multi-user
access, and integration with enterprise
' systems (ex: GeoPortal and Cityworks)
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FUTURE CONSIDERATIONS FOR
MANAGING EC DATA
• Benefits of an enterprise software:
Enhance approach to reliably manage and
integrate EC data
Improve data transfer with other groups
• Preliminary evaluation of enterprise
software
Software
Description
Pros
Cons
Future
Consideration
esri UICyworks
GIS -centric mobile Comprehensive
apps asset management
system used by CSO
and POD
Maintenance
Integrate to
District's GIS
User friendly
In-house support
No additional cost
- Lack of permit
management
- Does not support
inspection format
Customizable with
in-house support
GIS compatible
Mobile ready
Workload
management
Supports
storrnwater and
pretreatment
Different permits
management
structure
An71AL MI Et son- nfoToch
Comprehensive Environmental Common
environmental compliance
compliance software used by
management City of San Jose
software and Union San
Stormwater and
pretreatment
modules
Management of
inspections,
permits, and
workflow
GIS compatible
- Perpetual
agreement
- Back -end
maintenance only
provided by
NJBSoft
- Highly
customizable
- Pretreatment
and stormwater
features
- Expensive to
implement and
maintain
- Data entry is not
as user friendly
- Back -end
maintenance
only provided by
enfoTech
environmental
compliance
software used for
other pretreatment
programs
- Well-established
pretreatment
management
option
Not appropriate
for storrnwater
inspections
Back -end
maintenance
only performed
by Li n ko
Expensive to
implement and
maintain
X
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RECOMMENDATIONS
• Current Solutions
Ensure compatibility of EC database
with mobile devices
Completed Access to SQL conversion
• Future Consideration
Further evaluate the application of
Cityworks to address EC's
pretreatment and stormwater
inspection programs, workflow
management, and permits
Microsoft
SQL Server
Cityworks
PROJECT ACCOMPLISHMENTS
• Optimized communications and data
transfer between EC and PC
Implemented a form field to categorize
businesses that need PC's attention
• Identified solution to address current
business needs
SQL conversion completed
• Identified an enterprise software for future
consideration
ACKNOWLEDGEMENTS
• Permit Counter
• Environmental Compliance
• Division Managers
• Executive Team, Teji O'Malley, and Larry
Bienati
Mentors — John Huie and Jean -Marc Petit
QUESTIONS?
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