Novak Efficiency Study Work Session Novak Study Recommendations (NDS & Public Works Interface) Novak 2017 & 2018 Recommendations NDS 2017 Citywide Novak Study Recommendations (NDS & Public Works Interface) NDS Development Review RECOMMENDATION 26: Engage the development community in a process to identify development review reforms. RECOMMENDATION 27: Designate an Assistant City Manager as the owner of the City’s development review process and Chair of the Pre Development Meeting. RECOMMENDATION 28: Implement a new development services software system. NDS 2017 Citywide Novak Study Recommendations (NDS & Public Works Interface) NDS Staffing RECOMMENDATION 29: Begin tracking workload data in order to make informed staffing adjustments. Fees RECOMMENDATION 30: Establish a practice and process for annually reviewing and adjusting the fee structure for Neighborhood Development Services. NDS 2017 Citywide Novak Study Recommendations (NDS & Public Works Interface) Public Works RECOMMENDATION 36: Create an Operations Division in the Department of Public Works. RECOMMENDATION 37: Create an Asset Management Division in the Department of Public Works. RECOMMENDATION 38: Create an Engineering Division in the Public Works Department. RECOMMENDATION 39: Create a Traffic function within the Engineering Division of the Department of Public Works. NDS 2017 Citywide Novak Study Recommendations (NDS & Public Works Interface) Public Works Work Planning and Tracking RECOMMENDATION 46: Create a comprehensive asset management plan for all Public Works Department assets. RECOMMENDATION 47: Implement a work order system. NDS 2018 Novak NDS Study Recommendations Structure and Management RECOMMENDATION 1: Create a Support Services Manager position. RECOMMENDATION 2: Reallocate job duties among internal support staff. RECOMMENDATION 3: Rebalance neighborhood areas assigned to Planning staff. RECOMMENDATION 4: Create a new Planner position on the Planning Team and refocus the role of the Senior Planner/Urban Designer. RECOMMENDATION 5: Establish a protocol for responding to Council inquiries. NDS 2018 Novak NDS Study Recommendations Development Review Process Improvements RECOMMENDATION 6: Create a comment review meeting between NDS staff and applicants for eligible by-right projects. Technology and Performance RECOMMENDATION 7: Provide staff with the appropriate technology to complete their work. RECOMMENDATION 8: Develop specific performance measures and leverage software to track them. NDS NDS Status Update Development Review RECOMMENDATION 26: Engage the development community in a process to identify development review reforms. STATUS UPDATE: Staff has provided opportunity for the development community to be involved in the development of Comprehensive Plan, Standards and Design Manual, and will be meeting with the group on the Business Process Mapping and development review and permit tracking software acquisition. RECOMMENDATION 27: Designate an Assistant City Manager as the owner of the City’s development review process and Chair of the Pre Development Meeting. STATUS UPDATE: The Assistant City Manager mitigates disputes. Council is considering hiring an Assistant City Manager. RECOMMENDATION 28: Implement a new development services software system. STATUS UPDATE: Business Process Mapping (BPM) underway October 15, 2018. NDS NDS Status Update NDS Staffing RECOMMENDATION 29: Begin tracking workload data in order to make informed staffing adjustments. STATUS UPDATE: Initiated workload tracking in order to maintain equilibrium in assignments. Fees RECOMMENDATION 30: Establish a practice and process for annually reviewing and adjusting the fee structure for Neighborhood Development Services. STATUS UPDATE: Staff is seeking CIP fund to conduct a full-blown fee schedule study. NDS NDS Status Update Structure and Management RECOMMENDATION 1: Create a Support Services Manager position. STATUS UPDATE: Pending funding availability. RECOMMENDATION 2: Reallocate job duties among internal support staff. STATUS UPDATE: Completed. RECOMMENDATION 3: Rebalance neighborhood areas assigned to Planning staff. STAUS UPDATE: Completed. RECOMMENDATION 4: Create a new Planner position on the Planning Team and refocus the role of the Senior Planner/Urban Designer. STATUS UPDATE: Staff has requested hiring a civil engineer first. RECOMMENDATION 5: Establish a protocol for responding to Council inquiries. STATUS UPDATE: Draft protocol completed. NDS NDS Status Update Structure and Management RECOMMENDATION 6: Create a comment review meeting between NDS staff and applicants for eligible by-right projects. STATUS UPDATE: Staff has put system in place; will modify application form to give applicant option to request review meeting. RECOMMENDATION 7: Provide staff with the appropriate technology to complete their work. STATUS UPDATE: Computers upgraded, acquiring one more computer with large capacity to handle 3-D analysis, and working on acquisition of development review and permit tracking system. RECOMMENDATION 8: Develop specific performance measures and leverage software to track them. STATUS UPDATE: Initiated data collection process to inform measures. NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System What is the solution? NDS 2017-2018 Novak Recommendations Permitting, Asset and Work Order Management System Solution 2017 Recommendations RECOMMENDATION 26: Engage the development community in a process to identify development review reforms. RECOMMENDATION 28: Implement a new development services software system. RECOMMENDATION 29: Begin tracking workload data in order to make informed staffing adjustments. RECOMMENDATION 29: Expand time tracking activities related to horticulture and mowing maintenance. (Parks & Recreation) RECOMMENDATION 46: Create a comprehensive asset management plan for all Public Works Department assets. NDS RECOMMENDATION 47: Implement a work order system. 2017-2018 Novak Recommendations Permitting, Asset and Work Order Management System Solution 2017 Recommendations RECOMMENDATION 7: Provide staff with the appropriate technology to complete their work. RECOMMENDATION 8: Develop specific performance measures and leverage software to track them. NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System One System to Solve Eight Novak Recommendations Manage Infrastructure Manage Development Manage Regulations NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System GIS-Centric System Esri Permitting Assets ArcGIS® Server  Planning  Asset Management  Authoritative Data  Permitting  Service Request  Asset Inventory  Inspections  Work Orders  Land Management  Licensing  Inspections  Visualization  Code Enforcement  Inventory  Platform  Engineering  Condition Analysis ArcGIS® is the Authoritative Data System of Record NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System Enterprise Solution for Multiple Departments NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System Public Asset Management System Work Flow Application Reviewed Issued Assets Installed Maintenance Replace Development Asset Management (Private Regulation & City Accepted Assets) Permits, Planning, Engineering, Inspections, Code Enforcement, Business Licensing, Service Requests, Work Orders, Condition Analysis, and Reporting Analytics NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System Where are we today? NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System Business Process Mapping – Phase I NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System Business Process Model Notation (BPMN) – Phase II NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System Develop System Requirements – Phase III + = Software/Technical Specifications BPMN & System Platform (Corporate Language) Functional Requirements NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System System Procurement – Phase IV NDS NDS/Public Works/Utilities/Parks & Recreation Permitting, Asset and Work Order Management System System Implementation – Phase V NDS NDS/Public Works/Utilities/Parks & Recreation System Schedule 2018 2019 2020 2021 NDS O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D Business Process Mapping Business Process Redesign Software/Technical Specifications & Functional Requirements System Procurement Implementation Specifications & Methodology Implementation Procurement System Implementation Go Live Public Works Business Process Mapping Business Process Redesign System Implementation Go Live Parks & Recreation Business Process Mapping Business Process Redesign System Implementation Go Live Utilities Business Process Mapping Business Process Redesign System Implementation Go Live NDS