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PennDOT’s Electronic Permitting System (EPS) Development, Deployment and Evolution

PennDOT’s Electronic Permitting System (EPS) Development, Deployment and Evolution. Ohio Transportation Engineering Conference October 2014. Agenda. Background on Highway Occupancy Permits (HOPs) “Old” permitting system, methods & procedures Identifying the need for a new system

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PennDOT’s Electronic Permitting System (EPS) Development, Deployment and Evolution

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  1. PennDOT’s Electronic Permitting System (EPS)Development, Deployment and Evolution Ohio Transportation Engineering Conference October 2014

  2. Agenda • Background on Highway Occupancy Permits (HOPs) • “Old” permitting system, methods & procedures • Identifying the need for a new system • Requirements identification • Project development - considerations and initiation • Testing, training and rollout • Benefits • Evolution - continued development and additional functionality

  3. Highway Occupancy Permits (HOPs) • PennDOT uses the HOP process to regulate access to and occupancy of highways by driveways, local roads, and utilities • Permits are issued to: • Municipalities and municipal authorities • Businesses and land developers • Private property owners • Utility companies

  4. Driveway Permits • Driveway permits must be obtained: • Prior to Altering an Existing Driveway • Change to the existing access • Change in the type and/or amount of traffic • Prior to Constructing a New Driveway

  5. Utility Permits • Utility permits must be obtained: • When placing a utility facility or other structure or opening in Department ROW or Roadway • Boring/Jacking across the roadway • Longitudinal openings in ROW along shoulder edge

  6. Miscellaneous Permits Miscellaneous Permits are needed to perform: • seismograph testing, • embankment alterations, • surface openings, • roadway improvements; • construct, replace, or remove curb and/or sidewalk; • connect to Department drainage facilities; • open test holes; • install, repair, replace or remove non-utility structures, • pedestrian overhead crossings, or pedestrian underpass crossings.

  7. Permits Issued by Type • PennDOT issues roughly 15,000 permits per year.

  8. 2010 - Concerns with HOP Process • Slow turnaround for permit requests • Mailing, routing to different offices/units took time • Many reviews greater than 30 days • Multiple review cycles to complete process • No tracking once application submitted

  9. Directive from Governor • #8 on list of top 50 ways to make Pennsylvania better for business: “Improve permitting process at state agencies like PennDOT.” • Improve Economic Development • Improve Customer Experience • Initiated HOP process improvement project in early 2011

  10. Previous “paper” review process • Paper application • 4 copies of plans and documentation • 11 engineering districts + Central Office • Different management methods across districts • Difficulty tracking applications

  11. “Old” System • Archaic technology • Mainframe permit database - built in 1980s • Dot Matrix Printers • Hard copies of plans - 4 sets • Monthly invoicing • Printing • Manual envelope insertion • Mailing

  12. Requirements Identification Process • Assign Business Analysts (January 2011) • Conduct Interviews • Deputy Secretary • Central Office Permit Manager • District Permit Managers • Others • Interviews via: • Personal meetings • Teleconferences • Site visits

  13. High Level Requirements • Replace paper application • Web based system • Provide process efficiency • Transparency to applicant • Workflow • Track Cycles • Reporting

  14. Additional Requirements • Eliminate paper supporting application submission • Electronic signatures • Submission by applicant or ‘on behalf of’ • Electronic notification at milestones • Internal and external • Improved printing of permit • Improved invoicing

  15. Project Development Considerations • Plan for initial release with subsequent releases for additional functionality • Initial release due by October 31, 2011 • Take advantage of existing systems/functionality • Develop common components • Plan for future use for other kinds of permits

  16. Project Initiation – May 2011 • Establish working teams • Project Manager • Business Analysts • 3 Business BAs • 2 Development BAs • 5 Developers • Others as necessary • Establish Advisory Committee

  17. Advisory Committee (Weekly Meetings) • EPS Project Manager • 11 Engineering Districts’ Permit Managers • Central Office Permit Manager • Business BAs

  18. Purpose of Advisory Committee • Qualify Requirements • Answer questions • Discuss process/procedure changes • Acceptance sign-off • Prioritization of: • Requested requirements • Requested changes • Additional functionality • Some more vocal than others • Prioritization by voting

  19. Additional Input • New system concepts introduced to trade groups • Utilities • Developers • Engineering Community • Gained valuable customer perspective

  20. User Acceptance Testing • Involved a wide participant base • Internal users • Districts • Central Office • Other non-HOP related staff • External users • Utility company representatives • Engineering firm representatives

  21. Training and Rollout • Developed training manuals • BAs Conducted face-to-face training classes • “Train the trainer” for District permit staff • Training offered to other District staff and customers • Trained 1,555 attendees: • 1168 - Basic (internal and external attendees) • 338 - Intermediate (internal attendees only) • 49 - Train the Trainer attendees • District staff provided additional “on demand” training classes

  22. Benefits of EPS • Since inception (October 31, 2011) • Total permits issued: 42,000 (avg. 58 permits/day) • Utility permits issued: 35,000 • Driveway and Misc. permits issued: 7,000 • Total reviews completed: 60,000 (avg. 82 reviews/day)

  23. Benefits of EPS • Shorter turnaround times • Since inception (October 31, 2011) • Average review time: <10 days • 99% reviewed within 30 days

  24. Benefits of EPS • Reduced number of review cycles to issue permit • Cycles to issue permit (since October 31, 2011) • Permit issued on first review cycle – 85% • Within 2 Cycles – 95%

  25. Benefits of EPS • Improvements for applicant: • Visibility/trackability • Electronic signature • Electronic submission • Electronic attachments • Electronic image of permit • Automatic email notifications

  26. Benefits of EPS • Improvements for PennDOT: • Workflow & tracking • Paperless routing • Invoicing via email • Common components • i.e.: Used for invoicing for Outdoor Advertising Devices • Use for other types of permits • Bridge Occupancy Licenses

  27. ePermitting Development • Built-in phases: • Phase 1: Apply online (October 2011) • Phase 2: Generate and Issue Permits (July 2012) • Phase 3: Supplements (March 2013) • Phase 4: Local Government Portal (June 2013) • Phase 5: Emergency permit process (September 2013) • Phase 6: Inspection & Close-out (December 2013) • Phase 7: Bridge Occupancy Licenses (February 2014) • Phase 8: Assignment/Cancellation/Revocation (May 2014) • Phase 9: Residential Driveways/Data Archiving (July 2014)

  28. EPS IT development & support resources • Two separate IT teams: • Development team (major new functionality) • Managed maintenance team (internal/external customer support requests, small system enhancements) • Teams worked towards coordinated releases

  29. ePermitting Development • Built in phases • Phase 1: Apply on-line (October 2011) • Phase 2: Generate and Issue Permits (July 2012) • Phase 3: Supplements (March 2013) • Phase 4: Local Government Portal (June 2013) • Phase 5: Emergency permit process (September 2013) • Phase 6: Inspection & Close-out (December 2013) • Phase 7: Bridge Occupancy Licenses (February 2014) • Phase 8: Assignment/Cancellation/Revocation (May 2014) • Phase 9: Residential Driveways/Data Archiving (July 2014)

  30. ePermitting – Applying Online Electronic completion of M-945A form information… Information entered on the M-945A form can be entered quickly on ePermitting entry screens. Many of the fields are completed automatically.

  31. ePermitting – Applying On-line

  32. ePermitting – Applying Online

  33. ePermitting – Applying Online

  34. ePermitting Development • Built in phases • Phase 1: Apply on-line (October 2011) • Phase 2: Generate and Issue Permits (July 2012) • Phase 3: Supplements (March 2013) • Phase 4: Local Government Portal (June 2013) • Phase 5: Emergency permit process (September 2013) • Phase 6: Inspection & Close-out (December 2013) • Phase 7: Bridge Occupancy Licenses (February 2014) • Phase 8: Assignment/Cancellation/Revocation (May 2014) • Phase 9: Residential Driveways/Data Archiving (July 2014)

  35. ePermitting – Generate and Issue Permits

  36. ePermitting Development • Built in phases • Phase 1: Apply on-line (October 2011) • Phase 2: Generate and Issue Permits (July 2012) • Phase 3: Supplements (March 2013) • Phase 4: Local Government Portal (June 2013) • Phase 5: Emergency permit process (September 2013) • Phase 6: Inspection & Close-out (December 2013) • Phase 7: Bridge Occupancy Licenses (February 2014) • Phase 8: Assignment/Cancellation/Revocation (May 2014) • Phase 9: Residential Driveways/Data Archiving (July 2014)

  37. ePermitting - Supplements Types of Supplements: • Time Extension • Change in Work • Name Change

  38. ePermitting Development • Built in phases • Phase 1: Apply on-line (October 2011) • Phase 2: Generate and Issue Permits (July 2012) • Phase 3: Supplements (March 2013) • Phase 4: Local Government Portal (June 2013) • Phase 5: Emergency permit process (September 2013) • Phase 6: Inspection & Close-out (December 2013) • Phase 7: Bridge Occupancy Licenses (February 2014) • Phase 8: Assignment/Cancellation/Revocation (May 2014) • Phase 9: Residential Driveways/Data Archiving (July 2014)

  39. ePermitting – Local Government Portal • Benefits of Portal • View all Driveway and/or Miscellaneous applications submitted to PennDOT statewide • Monitor/receive updates on permit applications within jurisdiction • Notify PennDOT that you want to review applications prior to permit issuance • Goals • Enhance coordination with municipalities to help align land development/HOP processes

  40. ePermitting Development • Built in phases • Phase 1: Apply on-line (October 2011) • Phase 2: Generate and Issue Permits (July 2012) • Phase 3: Supplements (March 2013) • Phase 4: Local Government Portal (June 2013) • Phase 5: Emergency permit process (September 2013) • Phase 6: Inspection & Close-out (December 2013) • Phase 7: Bridge Occupancy Licenses (February 2014) • Phase 8: Assignment/Cancellation/Revocation (May 2014) • Phase 9: Residential Driveways/Data Archiving (July 2014)

  41. ePermitting– Emergency permit process

  42. ePermitting – Emergency permit process

  43. ePermitting – Emergency permit process Create Emergency Application Page Only the important information is needed.

  44. ePermitting Development • Built in phases • Phase 1: Apply on-line (October 2011) • Phase 2: Generate and Issue Permits (July 2012) • Phase 3: Supplements (March 2013) • Phase 4: Local Government Portal (June 2013) • Phase 5: Emergency permit process (September 2013) • Phase 6: Inspection & Close-out (December 2013) • Phase 7: Bridge Occupancy Licenses (February 2014) • Phase 8: Assignment/Cancellation/Revocation (May 2014) • Phase 9: Residential Driveways/Data Archiving (July 2014)

  45. ePermitting – Inspection & Close-out • Permittee can: • Notify PennDOT when work is beginning • Notify PennDOT when work is complete • PennDOT can: • Assign an inspector • Generate and e-mail inspection invoices to applicant • Identify type of close-out • Work completed consistent with permit/regulations • Work performed not consistent with permit/regulations • Work not completed • No work performed

  46. ePermitting Development • Built in phases • Phase 1: Apply on-line (October 2011) • Phase 2: Generate and Issue Permits (July 2012) • Phase 3: Supplements (March 2013) • Phase 4: Local Government Portal (June 2013) • Phase 5: Emergency permit process (September 2013) • Phase 6: Inspection & Close-out (December 2013) • Phase 7: Bridge Occupancy Licenses (February 2014) • Phase 8: Assignment/Cancellation/Revocation (May 2014) • Phase 9: Residential Driveways/Data Archiving (July 2014)

  47. Additional EPS Enhancements • Compatibility with Chrome, Firefox, etc. • Allows for field use on network-enabled iPads • Workflow streamlining • Tracking of recently accessed applications • Highlight applications awaiting review • Implementation of screen-specific guidance • Integration with MPMS IQ • GIS-based mapping system for PennDOTprojects

  48. ePermitting – Integration with MPMS IQ • Allows user to locate permits and compare with planned or in-progress PennDOT projects

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