DuPage County Strategic Planning Committee met February 27.
Here is the minutes as provided by the committee:
1. Call to Order
9:30 am meeting was called to order by Chair Janice Anderson at 9:35 am.
2. Roll Call
Present: Anderson, Eckhoff, Hart, Puchalski (9:40 Aam, Wiley (9:43 am)
Absent: Chaplin
3. Chairman's Remarks
None
4. Public Comment
None
5. Approval of Minutes
A. Strategic Planning Committee - Regular Meeting - Nov 28, 2017 9:30 AM
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Grant Eckhoff, District 4
SECONDER: Greg Hart, District 3
AYES: Anderson, Eckhoff, Hart, Puchalski, Wiley
ABSENT: Chaplin
6. It Lean Project Update
Greg Smith from Information Technology updated the committee on three LEAN projects. The
first one is the creation of a web-based map ordering application that will enable customers to
order hard-copy map products online from GIS. The new web portal will allow customers to
view available map products and request maps via an online form which will include pricing
information. A GIS technician will work with each requestor to create custom maps. The web
service is scheduled to go live during the third quarter of 2018.
The next project is the creation of a Project Management Request Form based on LEAN
principles that is designed to facilitate communication and resource allocation between IT and
other departments. It is a demand management and resource tracking resource designed to
prevent duplication of efforts for multiple staff working on multiple projects.
The third project involves examining and improving Help Desk protocols. Staff have evaluated
existing procedures, eliminated redundancy, and shortened the time it takes to arrive at 1st
-level
problem resolution, and are reviewing potential replacements for their tracking system.
7. Permitting Software Lean Update
Nick Kottmeyer, Director of Public Works, briefly reviewed the process by which the four
permitting departments (Public Works, Stormwater, Building and Zoning, and Transportation)
identified the need for a comprehensive permitting program. The applications currently in use are
almost 15 years old, of limited usefulness, and can no longer be updated. Beginning in 2015 the
departments began assessing various permitting software programs and, in the process, realized
that they had divergent needs; however, all of the departments were looking for solutions
offering the best customer service and cost-effectiveness. Based on those criteria, Stormwater
chose to use Accela Permitting Software, and Public Works, Transportation, and Building and
Zoning chose to update their current software platforms.
Tony Charlton, Stormwater Division Director, stated that the department works closely with
municipalities in DuPage County, and any software application under consideration would need
to provide the capability for online submittals and online permitting. This would offer greater
convenience for their clientele, as well as eliminate the need for costly paper submittals. In the
process of reviewing various software products, Stormwater chose Accela because it was found
to have the best public interface, online submittal and online review capabilities.
Lucy Chang, Project Engineer, noted that Accela will be introduced in three phases. The first
phase is to launch the application internally within the Stormwater department after staff have
become trained and standardized procedures are put in place. Staff conducted test simulations of
the online permit submittal process in order to uncover potential problems with the system. The
department anticipates going live with the internal launch on April 9. The second phase will be
to launch the public portal, allowing clients to create their own accounts for submitting permits
and checking the status of their submissions. The third phase will be to introduce online
reviewing of submittals, allowing revisions to be made electronically.
8. Old Business
None
9. New Business
None
10. Adjournment
Without objection, and with no further business before the committee, Chair Anderson adjourned
the meeting at 9:50am.
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