The City of Wheaton was facing challenges creating their annual permit and inspection compliance report. Community Development staff spent 40 hours annually, manually researching and creating the report. The report required grouping of information about permits based on specific categories. Staff spent an average of 30 hours on a manual process categorizing their permit and inspection information and manually tally the number of permits and inspections in each category. Creating the report was time consuming, requiring 5 hours of staff effort to complete, and had the possibility of inaccuracies resulting from the manual categorization and tally.
As Wheaton was implementing a new ERP system that would include their permitting, plan review, and inspection activities, Baecore Group identified the opportunity to configure the new system to allow for the creation of the complex, multi-level report. Baecore met with Community Development staff and identified their reporting needs and gathered information about their current processes, challenges, and goals for the new implementation. Based on the reporting requirements and opportunities for efficiency improvement, Baecore’s consultants designed a solution to meet both objectives. The configuration allowed Wheaton’s staff to create, not just the annual compliance report, but a number of additional reports the City wanted to create but were unable to.
With strategic design of the configuration of the City’s new ERP system, eliminated the manual creation of the report. Having the setup completed with the end in mind the report was created on demand, instantly.
With the use of system automations records were flagged as part of the City’s day-to-day work for inclusion in the report. Through creating an automated report and eliminating the manual research & data entry for report creation, achieved complete consistency in meeting the report deadline and requirements.
Eliminating the manual requirements to create the report freed up 4 staff members from having to complete the research required for report creation and allowed them to focus that saved time into activities that serve citizens.
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