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Morgan Hill, California
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Zucker Systems
will afford the City the opportunity to monitor and report on Department and Division
performance in a real time arena. Aside from the obvious benefit that such a system
provides toward establishing individual and group performance accountability,
reporting of this information both internally and on the City website will help foster
the need for team work to successfully meet the community’s expectations.
49.
Recommendation:
Implementation of the new TRAKiT system should
include the reporting of compliance with performance standards to both
internal staff and external customers via the website at a minimum of a
monthly basis.
In our efforts to develop a table to track activity levels for the last five years we
accessed the City website. Unfortunately, this process proved tedious and time
consuming and did not yield the information in the level of detail we needed. We find
that community members like to enquire about the level of construction activity that
the City is experiencing and how that information compares with previous years. That
type of information is not readily available through the City website. As a minimum,
the current process of selecting permit activity for a given month should include a
summary of all activity grouped by type at the end of the report. We are confident that
implementation of the new TRAKiT permit system will be capable of generating
reports that summarizes permit activity based on type of permit and will include a
year-to-year comparison.
50.
Recommendation
: The Building Official should confirm that the TRAKiT
permit system will provide activity reporting grouped by permit type and
include a feature to allow year-to-year comparisons.
Records Management
The Building Division has actively pursued the digitization of permits and plans as a
means of making such documents more readily available to staff and the public in the
future. There diligent efforts have also help slow the tide of accumulating paper files
that is suffocating the employee workspaces and walkways. Unfortunately, the
Building Division is the only group actively engaged in this digitizing process. An
urgent need for such a program exists for both the Planning Division and Engineering
Division of Public Works. The implementation of the new TRAKiT system will be
further encouraging customers to submit their applications and plans in a digital
format. This will create a community expectation that the City will be ready and able
to interact with their customers in a digital format. More detailed recommendations
will be provided elsewhere in this report regarding the need for other Departments to
embrace the need to digitize their work products. However, there is a recommendation
the Building Division should consider as they look to the future.