for really re-engineering the interface of the department to the public. moving forward more staff makes more sense. the point of sales a system is so critical in making it easy for people to do the transactions that they need to do and will probably net more revenue with more frequency and people take advantage of these things. i think it is important that we are becoming much more customers centric on our approach and i really commend you for those efforts. >> i agree. i think that there are some efficiencies built into the way things are doing so you might have some savings just out of the efficiencies. >> thank you very much. this is bringing a lot of the

department functions into the 21st century together with the next item on our agenda is very pleasing to see. this has been a very business- like manner today. >> you can move forward to item number 10. >> i am thrilled to be at the point where we have the vendor on board and we have a great start on this project. we will have some time to get this out and implemented.

this is a system that will be used by many city departments. it is important that we get this right as we get started. unless we have the planning department project manager for this project and the overall project facilitator at the enterprise lot full. we also have the project manager for the vendors team and we'll have a short demonstration in

terms of what the system offers. i will try to get to this relatively quickly. we do intend that the tracking system will service this for any primitive function within the city. will focus on implementing the system for the department of building inspection and for the planning department. we believe that we will see enhanced functionality for both departments and it gives us an opportunity to move some of our business practices to industry standards where that is allowable under the planning code and this allows us to have greater consistency in our procedures across the two departments. it provides for much better, citizen access. the public will have the ability to track application for project status online as well as apply

for applications online and their fees. we are expecting much better reporting capabilities. we will have the system fully integrated. because this is a web-based system we will have better availability. this is intended to replace planning and dbi's system. these were built with a particular purpose in mind that was not a single able to scale to the demands that we place on 8 today. we have made improvements over the years but we have always been limited in the full functionality of our system. we will be including this.

we will have this to attract the status of our community efforts. this has the fee assessment. in 2005, the leadership of both departments identified that it was time to make this to include our access. both departments but was time to make this an engineering system. we commissioned a study which led directly to the action plan which we implemented over the course of 2008, and 2010. the action plan resulted in such things as the preliminary project assessment.

we completed our contract. since october, we have started our implementation of this system. we are expecting to be fully alive with the system and everyone using it, the staff and the public, in november, 2013. as i mentioned, we had the election last year. they're working with us to understand our specific needs and requirements to make sure the system built meets those needs.

they have been involved in number of high-profile projects in the city. this gives you an overview of our project team. we have the directors of the two departments, the chief information officer, a representative from the mayor's office. i have introduced the project team in terms of the project management group to you already as i mentioned. they're looking closely with the department's staff to ensure that we and not getting too many hurdles along the way. this provides more detail and planning. you will note that every division has representatives on our team because the system will touch every one of us within the department.

we're providing an estimate of the amount of work ethic required to implement this new system. this is a very large number. we believe that this is unnecessary investment because the system is such a critical component of how we do our work and how the public can have access to what we'rewe feel likd investment. it does not include related work, which is also necessary, such as application abilities. and we have to make sure we have resources to except those when they come in. this gives you an idea of the implementation process.

we will maintain our currency prophecies and to determine how they will look and function across of apartments, which gives us an opportunity to make the changes necessary. once we have gone through the documentation process, the vendor will spend some time actually building the system. there are some other important components such as the data conversion, which we anticipate will be a large job. we then move into our readiness phase where we are doing more and user training to make sure

the end users are going to be comfortable and knowledgeable about how to use it. we then enter into the transition where we make sure there are not the bugs to be worked out and we expect them to be folly used by authorities. i know that we just reviewed this under the budget item. the project is less costly than previously anticipated, which is great news. we have most of the funding already appropriated, which is terrific. we have secured a $1.4 million. you will note from the start --

from this chart the ongoing processes are going to be carried. in a moment i will ask gregg to give you a quick presentation under what is provided by the system. i just want to point out this is an exciting area because it has tangible benefits. and we will be able to have a one-stop shop available online, and because entitlements are going to be in to them, people will be able to look at one project to get their information. also, there will be one time of states, so that will be available for project review for project sponsors to steve. because -- sponsors to see.

because we will allow project sponsors to apply online, they will no longer have to wait zero weeks. we also expect we will be able soon -- they will no longer have to wait a week. information will be publicly available, which allows us to focus on code-related questions, which is where we can add more value. i am going to ask graneg to provide an overview. what he is going to show you is not necessarily what is going to look like for us, so it is sort of like a lego set. what shape you put in depends on your particular needs, but it

will at least be available, and we will be available for questions. >> good evening. give me a moment to read just this. goo-- to readjust this. what you see is a test environment we set up for the project tracking system. the final result will be a page

on your existing website where citizens can go and apply for new projects or applications online, be able to search existing applications across departments, schedules inspections, of load and documents, and so forth, so can you hear me ok? we will take a look at this, and we will see the home page. this is where i can search for applications, so i will take us through three scenarios. one will be a project sponsor checking on the current status on his project and associated applications. the next one will be a project sponsor who needs to call a new

project online, and the third one will be a neighborhood organization who wants to see what activities is happening at a location, so the first one, and i am of project sponsor. i need to plan for the next coming week, and one thing is to know where my projects are. i could come in here and immediately start searching for applications and find the applications. i am going to log in. you will have to forgive me because i cannot type and talk of the same time. you do not need to register to log in. see the bar is going across? i do not necessarily need to

register to be able to do things like looking for existing applications. let me just do it again. that was sitting there for a long time. ok, so now it has recognized who i am, and the way it is currently set up, when i logged in, i can create an application. i can also take what type of application i am interested in, put in a preliminary information, and they will tell me what the initial fees are. these are fees that are accurate and up-to-date because it has a tracking system, so some niceties. because i am logged in, it knows

how many fees i owe. i have a couple of cs do, 14 $4,000 and the other for $39 -- a couple of fees due, one for $4,000 and the other for $39. there is also something called my collections. that is the way i can create folders that i can then put into various applications i am interested in, whether they are mine or others, so i can see there are two folders here. records are synonymous with applications, so i am going to a folder called current projects, and i can see what those projects are that i am interested in, so let me scroll down to where those are.

i can see exactly what their status is, and i have conditional use, and i can see where that is as well, so i want to see more information, not only as a project, but also the supplications that go along with it. they will be able to see the details for this project. this is all coming in real terms from the permanent project tracking system, so we are looking at this project, and we can see who the applicant was, and the project description. more importantly, i can see what the fees are as far as what has been paid. this is where i can see exactly where this application is and the approval process. this happens to be simple.

this is just three steps, the initial intake that has been accepted, and it is currently in the analysis stage. what about all of the related applications that are part of the project? if i expand that, it will show the related applications, being conditional use, environmental rodeeview and dba permits and anything related in this hierarchical structure. i can navigate over. if i want to see the details, it takes me to the details of that

application, so it is really easy to navigate and find out all these related applications, find the information, and even put in attachments so i can upload and documents, and of course, there is a whole structure, so if you do not want people to do that, we can set it up within the system. i have the information i need to plan for my week, when the only other thing i want to do is create an application online. i am going to go down, and now it is going to take me through the process of the information needed for the application. the first thing i am presented

with is a disclaimer. i am going to read the complete disclaimer and say that i have read and accepted the above terms, and continue on, so the next step i have to take what type of application. we have some examples here. conditional use, environmental projects. does it make sense to start a project on line? that is something we are evaluating. let's just say it makes sense. it is going to build this process for this particular application type, and we can see it as a five-step process. the first is general application and review and final issuance, so i am going to get to this as

quickly as possible. this is new construction, so this is so many square feet. other piece of information, information you want to capture about the applicant. it knows who i am, so i can teton -- just use auto felfill,o it will fill in that information. we are trying to make this as quick and easy as possible to regard we have got that done. the next property is going to consist of getting a dress and parcel information, but we want is we do not want them to enter information that may be incorrect, so we want to have them search the tracking system

to make sure the address and personal information is correct, so the tracking system is going to have all of this information, so that will be like the golden master. i can put in parcel information. i will put in this because i know that will get me something, and i searched, and it will look through and find matches to regard it will list what those are -- and fine matches. it will is what those are. there are a few matches, and this is the one i wanted. it will populates those fields with the accurate parcel and address information. i scrolled up, so you see a lot of fields that are not being

filled in, so part of the process we are going through is deciding which fields make sense for the user to fill in and which do not make sense, so things will be added and subtracted, so it makes it easier for the user to know what is expected at each point in the process. next step. i think we have only one more, and that is details, so this is information specific to this up a patient. -- to this applicant. some of it may be unique to internal use. some of it may be filled in automatically, so only the user can see it, but they do not have to sell its in. with the property, they will be mapping it, so they can also go into a map and select a parcel

or an address, so it will be integrated with this entire process as well, so i just put in some information and attachments, so this is where i can of loan documents and photos and -- can upload documents and photos, much like with an e-mailed. you can basically go and pick your file, put in the type that fits the description, upload it. it has the capability to a belate-- to upload multiple files of the same time. they can see those documents. last step is the review process.

this is my last chance to review the information. if i scroll to the right you can see the edit button so this is where i go to make sure everything is copacetic, and everything is fine, so i am going to continue the application. at this point we are pretty much done. they would give me the chance to pay for the fees through credit card or a discount or what have you. indeed, we have been given a unique number, and it is actually available in the office to start a processing, so at any time i can come on site and look at my list of projects, and

there is our new construction, and i can go and see what the status thiis. if more documents are requested, i can upload them, so that is it for the project sponsor. let me log out, and let's take it from the standpoint of the neighborhood organization. they will come onto the page, and they want to see what activity is happening at a particular location, so i can to search applications within planning, but it really does not matter because is crossed

department zero. from here, let say -- because it is is across departments. from here, i am going to put in a search. it recognizes it, and i can see all the activity happening, including our project, and i can then see the results of that project. all the details we saw before, so you can see this is really one stop shopping for building a service where people can find out the status of their application, upload documents,

and so forth. it is really that customer ethnocentric approach you were talking about -- customer- centric approach you were talking about. >> is there any public comment on this item? >> i guess my eyes are getting old. it was very hard reading this across room. i am interested in two things. one is the ability of the public to understand the process and to make sure it is fully compliant with the public records act. i cannot understand this. at some point the people