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IMR GLOBAL TECHNOLOGY EVALUATION IMR Global/IMR Global Technology Evaluation 9' Christina Headrick 5t Petersburg Times Dear Ms Headrick Enclosed are . Draft copy of analysIs . Final copy of analysIs . Purchase Order . Three (3) Invoices/Payments (do not expect there to be more) There IS a charge of fifteen cents ( 1 5) per page . Draft copy has 39 pages at Final copy has 39 pages at Purchase Order at 1 5 Three (3l Invoices/Payments TOTAL . . . . 15 a page - $ 5 85 15apage- 585 15 1 5 a page - 45 $1 2 30 ..It. 5)L~OO ~~ tP AUG 16 2000 10'44AM NO 673 P 1/1 \.. j9t'etersburg mimrs eJJr~ ~~~ ;/;37 IJ/~)~ I~,;'bfi). ~ J In the event your orgaruzatlon plans to charge the TImes PubhshUlg Company more than S50 for / . fulfilling this request, please call me before the charges are Incurred r"'" ~ ~' Thank you m adVllJlCe for your cooperatIon ,\~ ,,<> Y.'l ~. jJ V I'\) ~. t .}P" 'b " '\ VI .I J / I' A f ot'tl-_o\"" \.'- /~~i V ~\ /f J9 {)\S \, - .~. r ..(" J~.I' \ \ ~ I I' I 0' JY o Y.. ~ ~-~-~I~ \ ~f- I '- -~ "tJ" , -'\);:J \ [ - - \ .I' ~ \()~,~~ I fI f' \ ~~_~ ~ I ^ Y \'(~' IT' I "I - Y n ~ I II" I ~::.J \ - \ "," CJ ':: \ @ fy~y .c:YK\ ~-: ~ :5 ~~."" \ I ~'( "'I' C/D _- -- r I an. ~~ ~z r / \3 I 11' Z ---;; ~ Post Office Box 1121 · St. Petersburg, Flonda 33731 \ I -~h., L_f40-Z- c " (727) 445-4160. E-mail neadrick@sptlmes com ~ ,vJ ~ Q. ~ --------- " : \.Y Chnstlna Headnck Reporter August 14, 2000 AttentJ.on John Asmar VIA F ACSIMlLE S-~ J.. - </ S1fR Dear "M.r. Asmar: Please consIder th1s letter a request made pursuant to Flonda Statute 119 for the underSIgned to receIve copIes of the folloWltlg public documents rn your possessIOn, . A copy of the analysis done of your department by IMRglobal . A copy of any drafts done before the final analysis. - . Any documents lndlcahng the cost offuis analysIs Should you deny tlus request, lU whole or In part, please state rn wntrng the specrfic reason for your belIef that the requested documents are exempt fr om the provlSlons of F S 119 If you have any questions about tlus request, please call me. I can be reach{d at 445-4160 throughout the day and can be paged at 825-8520. Because this informatiOIiiJ;of:a"ttmel; ature, and may become the subject of a news story, I would apprecIate hearIng from you as soon as posslble, Chnstma Headrick Times staffwnter ~ oJ ~ r- ~itarwater u One City. One Future. TO: John Asmar, Planning and Development Services Admmlstrator FROM: Will Sexton, City Manager's Office Intern RE: Records Management Overview DATE: August 11, 2000 John, Attached you will find a copy of my personal notes from mtervlews with PDS and Engineermg staff regarding the records management system. You will also find a copy of Roberta's and my outline for the "Issues, Stakeholders and Perspectives" of records management. Roberta and I have worked on how she will continue to do some research and then take what we have done and formulate recommendations for short term (90 day) and long term solutions - as suggested on page 14 ofthe IMR report. It was a pleasure workmg With Roberta on this project. She is a little apprehensive about the task before her, but I think she will be able to do a fantastic job. She is quite humble about being a ~'Records Management Expert" but to any observer her knowledge of the subject IS obviously Immense. ) want to thank you for the opportunity to assist you m thiS process.) know that I have learned a great deal from working with your staff and I look forward to their final results. I think thiS process will be able to drastically improve the way Clearwater's Planning and Development Services AdmmlstratlOn operates. Best wishes and good luck! ~ . , .. , - ~~3o 7' vJed~~ ( ,! 13~ ldl: ~ PeO\A."d--s f Oee.. L-Z-~evu.es - I gl5Wn~ '" f-fvm:.tJ M707J{:1..... I-A.'/-" ~ic) , rIO/far- " I floOr 000 III 'I' I I :!.-~ s{,.;~J: ~{-r'Cl ( I Iii ~ ~ M-~-h1~ , , I , , I 'I ;'i LC)V\ i~ ;:: P/aM,IlI~ I 1 'I I I I .<~ : <S i'~ werr k.. -V\.e-vJ IrMH t. (~~ S-tOJ)~ _~"'ar ~ - 3~ / ,,--------, ~s dob 'FI f-e. 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EI. r-e... ~- - - ----------.....~-- -- -- -~~ -......,.....~ ~r _-........-.~_ __~ ~~--~---~- ~--~ ------.- ~-~-------..--~-- ~------...........~~- ~- - -~-~~~_...........~-.............-.~-~---------- ~~~ ~~- -~----....-...~~~~ ~- ~ --- -~ ----- -...........~-~-~- - ~---~~~ ~- I _ ____ _ _____ _ -.. -----. ----it ---- ---~------ 11 ______." ___ _ _____ _____j!l_________.____~_ _o~.__ J I__ I J__ ------ -.- ~-- --__________ _____ __ __ ~!IL-- --~. ! I 'II q Ii 1;1 -t'11 '. \, rl ~ ; " --~ ~---------~----~............... ~-/~ PURCHASE ORDER ....11 Y ur- CLEARWATER PURCHASING t'IVIS10N PO 80X4748 CLEARWATER FLORIDA 33758-4748 FLORIDA SALES TAX EXEMPTION CERT NO 62-02-134859-54C FEDERAL EXCISE ~~X EXEMPTION NO 59-78-0105K '7~ II I II /"- 'I NO 699 0000Q25479 000 I I PO DATE 06/15/00 MAIl. TWO COPIES OF INVOICE TO CITY OF CLEARWATER FINANCE OEPARTMENT P.O. BOX 4748 CLEARWATER, FLORIDA 337584148 REQ'D DATE: BLANKET SHIP TO , VENDOR NAME I , PLANNING & DEVELOPMENT ADMINISTRATION 100 S. MYRTLE AVENUE CLEARWATER FL 33756 IMR GLOBAL 100 S MISSOURI AVE CLEARWATER FL 33756-5763 ATTENTION 24 HOUR ADVANCE NOTIFICATION REQUIRED ON ALL SHIPMENTS TO crrv OF CLEARWATER LOCATIONS DIRECT ALL COMMUNICATIONS ON THIS ORDER TO J ASHAR 727/562-4772 I DEPARTMENT PLANNING ADMIN FO B PAYMENT TERMS CLEARWATER NET 30 ITEM . .-. UNIT DESCRIPTION UNIT PRICE TOTAL PRICE 001 24000 ~ fgy t~."~\~1 l~tl~ ri t .;:..~,~..... EACH CONSULTANT SERVICES 1.00 24000 00 I ~ISCOUNTS On any d'scount, lime will be compuled rom date of satlslactory del,very of all Ilems or Irom lale correcl'nvOlce IS received, whichever IS the laler date I '1111 ~., :~'~..~"... 1 '-t.~. Il."";.__....:,-.:S-._;.; APPROVED BY THE CITY MANAGER ~ .M..-~J ~~:: ~ -0/-' 015301 ~ &~-~~~31~ )~~ r, - ~ ""J 1:f.7J;I-@~ -M5'.5'5S' Ii [. J) t15'" )S~; -()t/-q7~11 ~-65 lol{()7d- 6/151 O. PLANNING & EVELOPMENT SEA ICES CITY OF C EAAWATEA THE CITY OF CLEARWATER MAY CANCEL THIS ORDER, EITHER ORALLY OR IN WRITING AT NO COST TO THE CITY, IF ANY ITEMS DO NOT ARRIVE BY THE DATE REQUIRED AND/OR IF ANY DO NOT CONFORM TO SPECIFI CATIONS NON-CONFORMING ITEMS WILL BE HELD FOR THIRTY (30) DAYS, PENDING RECEIPT OF DISPOSITION INSTRUCTIONS FROM VENDOR AFTER WH ICH TIME THEY WILL BE DISPOSED OF AS SURPLUS CITY-OWNED PROPERTY TITLE / , TOTAL AMOU~~//~24000 00 ~P/~~~~;/ /<~ ~--.c:' ~__~_ - ~ ./ 70VING OFFICIAL _ ~I O-D/t-//D-5.:3 0 JDV - 5/9 -()oZ; REQUISITIONERS COpy QI' global IMRglobal Corp PO F 10062 ramI- rI 33630-3062 USA the 8M ower of vIsion the value of results. Terms Net 15 Days ;; l".... ;.!9 :"'i~~ ~ {>;~ ~~ 1 '~~:r"*~~J~..,,~ tf;,r~: ~~~"'A~;:~ ~ A; I ~ V. ~, ;~ r I;ijt _ 2 ..~.:O''!. dflfi~'" , f ~. . ,./,<?"'", u~ ~ : }- V~ ^"" lIl:~ " '", "'l~; -' ~ ~t '.:... > ..<"'if..;,.......l ".Iit~~ 1 ;~1i<'" ;.\4r..,-:-r,:\~'i~'i'&'''"_''- \i't:::".p;~ -;J.f'~ ~ ~",...,.1-'l,~:.';.f "'"j.. " .; .... E .~J." ~i~""':r ,.....( ;<<\'" .l- ",f ....t ~ ~~.I"""_ .... t*).!:J ~ ..."" , ~ '" ;t::"-=.~~.,., M';........J... y~\$'fA.:),o-"'J,._'I :.,-<.- J:i1~ lf~ 'of I {t/~,t'1"';t.j\1: 1~.r1(: Qlk::'. c",f,,,~~ .i\,;....,,~ .-, ~m,. M*~it. 0;-&.",<' " _'*krfi~ J;l~"J' $,'<; CIty of Clearwater Fmance Department PO Box 4748 Clearwater, FL 33758-4748 Invoice # FPMI0003523 Date 10/12/2000 Page 1 IMR:Reglon r- ~ \A.ltn -. , I John Asmar 003 L~ I RE Rendered servIces and/or mcurred expenses 09/0112000 through 09/01/2000 PrOject Description ActiVity Total 3941TM 394 I TM - ProfesslOnal ServICes Billable Expenses $573 79 Total Balance Due $573 79 '~..~) /-": ?fSI-;~' -/- -;'7- ';' ----. - , i l! 'In I"" I I , ", ' , 1_, .,. .........2.......::::: .. _~ J j...!.... I 11 )-1 J I " I '- - 'I! ' If, l' 'I' I r Jt fj j I, /:'.JL;j lH~j 1 ':' ,",:,";~\ ,Ii I ;i , i I I I t tL da.O~ -.d...5-J.L7!:I_- 05~~,~ Requlstlon # ..~ _--'-' RGoeipt /I -!~~~ ~~ . Code .lfil.Q - 5JaLC>.7~ Approved _~~ ROSS PO# Release # G'" 1 ~,,~ ;"'~-~:::. ~ - ~ "...... 1 I J 1t I I. l ~ 'J (Ii 'J .. Send Payment To IMRglobal Corp P O. Box 30062 Tampa, FI 33630-3062 USA T , I , i Note If payment In full of this InVOice IS not received on or before the due date, a 1 ;1/2% (18% per annum) service charge( or, If less, the highest rflte , j permitted by appropnate law) will be a'utomallcally added \ , . I ,> i I -'6'130 -- I J.eJ \.L~ II V l3~ldl~ P~t-s t Oec.. r....l~Ce4OCS g t" 5-to n uJ!.. f -fum; A./j M <<:..ro r; ( "'- ilt-l-o ~ Ie. ) y- J()/f~ I IIloCJ, 000 --~ Stv~{2 ~M~l ( ~ ~ M.-~-h1~ ZC:hlt ; ~ P {a;vt, It l~ L ~ rc.e. . (p~~ S-tOj)~ _~Dr ~ - 3 0-s / ,,~ ~s do~ t="l ~ 1 '\. ~d.~ Aj ~, -tc:. (d:~+ ) FZl..c2. ~ f \~ -~~ ~I \ f!!vt} ~ Job fi'v-<.. ? l>~ ~ L~\ (,..~) - ( :(~ ~t"+e.. 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'S0bJ3Lu.,,~~ ~{'-""':;-"l ~ cul~j~_ - u .. ;..:_ __~_ ..ro \kr -ilo-r i..0-e I' la.-v\ I f'e. "Z-ffiA"~~,..l2.~_;_kt _~~I____ ~~t.sJ e-+c. - ~-~- ~ -- - ------ - , " 'J 1 - ~- ----- - -- --..............- , ' 'I - -1_ I 'I - . 1 .' :~" d , I il1 :I:r ~iH' I I -- --- --~ -- -- -- -- ~- -~---------- ---- - - u_ __ __ _u._ _f \l8jV\e.&D~ -- _u _ __ 1. T,o..-P-~LG__ j;(l~lV\e-eri'~ - -- - -- Q.., tJ\ 1_ k~___G \.J6L -- ----- 3._~~ ~~~-o-wY1_~ II+- -hk___ , -- -- -- ------____LkL_~~_~~ ~\A_~\./.,ttZort~ _ -- ---.-- ---- li._LL'~ ~ tA..~ k.....,L5_~k to. -- ___ ____ ___ __ SQ..\AA... ~crvt...-~ ~ ~ ~ -- ~- ---- ---~ -~- J.~j~.+s-_~_Z_SJ~,e&\..L~_t~_Qc!.L. _~~_ - -- --- ---___--.f~\~k'1~ e,~_"6~ .. .- __.____c.o------9--b ll::t:+o ~ ~lul:b5 OV\ -- - -~-- --- - ~ttU- ._G-r 6lli.-1vS\~ ~a..: l:JaLL___. -- --- --- -- _ w-o-vlJ ~ k-Lf-W~ - - ~. _ ...2.~ i:. A D! O~r t~~D. ~ - - ----, __~._1="l'l+-_<ti~- o-~_C_D ls__al~__ __ _____ __~_~k\~_{_>-~-~ - ---- -- --1~_f2:~s~ ~J\,~~~ oJ.- ~__ ---- ----- - ---'9:'t;~-~1 ()DS ~ , " , , I I I I I I " i .-, ,I' I I, e _EJ ~r :f.._ ~'''- I ' , I , f '---T- I, , I' '1<- I 'I ".r -- ..l- ~-- II! - - ~--1.. [_~_ 1:1 ': -.-L----- - - - - - --- ------- -- " I I ,I, -- -4-,---- :,1 \1 --.J.~1- - ---- - -j--~ I I ill , I ----.---'t~ 'I: - ~ - --- ---- ~ ---- .1 --.-+---- ---- --- --- ---~--- -- I , I I' :1 I - _ --0-1..- _ _ - - ---J___ I -- --"'!I-..... , I -+ --- ~------ .------ , , I I -i- +t - I , - --:1-- I ---~t_-- - ~"'"*T- -"4'-- - I -~-- -~~ -- ,111,1:1 I." I" l!h~l. :Iml llLllJI IMRglobal Corp. City of Clearwater Fmance Department PO Box 4748 ClearwJler, FL 33758-4748 BIlIdble Time and Expenses Detail for City of Clearwater Project 13941 TM - ProfessIOnal Services TransactIOn Type IBdlaole Exp_t)[1~~"es;'l _ ,', ~~~"",'1.J.';'::'~,,~' . "',," ~ t..;:: -...l~.::.,. -I."",,-{ -.i ' I TransactIOn Date 09/01/2000 Emolovee Payable, Accounts Emolovee # AP Service Total InVOice # Dale Page PrOject Total InvolCe Total FPMI0003523 10/12/2000 2 Amount $573 79 $573 79 $573 79 $573 79 10/1 ?/2000 5 55 PM Pre-Billing Worksheet Page 1 of 1 Biller Locabon Client PrOject Jennifer Conclatu IMRUS SouthEast Region City of Clearwater 3941 TM - Professional Services Biller JO 804 Bill as of 09/29/2000 Chent Code CLEAR BIll To CLEAR ShIp To r">,,,,::j:.- "" 1," '~~''1''A!~'4'' Ell I?~ nse R:~iu&1 ~ \;\, " - ~ -; " , w~~"*..).!"~...}..,~" ~.. Cost Code Date Employee Units Rate Total Amt Remaining Bill Adjust N o T E S - --, < r ~~bh"Wr"'''Hr''-'3;gF;rJI)!''',f1''''1!?~~h'.'~ ,"-~ j.~ ""..,I l ... <\ \~l-...~~\"j. -~..:r~l...I"""'i&.'J."~7"'J.'~"" \ ;,. .. .., -i' ~ 1<' '0\. l -< ~ $573 79 950 OutSide Services - BI 09/0112000 Payable, Accounts Total For 950 100 $573 79 PrOject Total $573 79 Invoice Total $573 79 -~1"1 l I 11 f~ - r~ I ~ I'" I II! 'I I' .j, '" (I, I ULL I , ,- I -" \ I j I -l I I ' ~ ") , , -, - ,1 .I ' I /t 1-/ I -I , " - , I , f t , C I I III~ I, r (, r:{ ,I I I_i!" I I' \11 ':, I] I ' ( liLli- I , '_ [-, II \\',',"1' I- r I I , , ~ ~ :i ~ :11 1-- I..... I It, I') r I 1 r I 1...1 : ~ : ~'h'rlf)c\lo" J)~I(~' fl I,~., T C'1' ,;,- flf i ;1.1t:[: 11~: ! ~ I I I ~ II_I ,'f- '-,I l')' ) Ilf- r -""I I t L',(, O't 1 J /' rl t~ ~...) ( .. f I (, " I f':\,., { of,' I r 1 ~ I ( d ;. _ J. >::; vJo ( ~"T .:. j.~ '. J' [)'~ll I I tr )' L ~ ~ l [i 1 ~ t ~ I ~ I ~ I [I I r I i I I l oj III I I ~ I ill( \ I 11 I l -01 1 l ' II ~ ~ ~ J l ~ l ~ i 11 ~ ~- I j I t ~ ':~r ,/lt II lj r , I I' 1,-, : 11 JI.' r,: ()I,,'1i 1'1)1 r- I' '(' -.; i 11 -,'" 111. II, r I I I {)U,l~i II I" I' ~ \.. /...... ,l~ t l"};' ( 1_' l'lr~t I,n" F'.Ll i\I'l,nIH'r-" f t"l. n \ 1,.-, ) -:oIJ / rll' .If', I'l, I I hl;111 '_' ~ I ~ ~ ! r I l I ( 11-, :) f ~ l r- r::ll }I _\ 11" ~Y\I 11 1 01 ..I, ".:'1:1 ~) I, I 1-' fJI 'cf !Jr,l; ,~ t t.-, ~ "I:~r..\~H~ '" l:JI lll~ I I-If" r I-='~- ~l. ::iX I l ;1 J ,-llnf!.. ,II 1- 1 Ii;'!' 1(-11-1 /l'j"f 3f"Jr-- ] r- ":,-,.."; n" 1-",11.1,1 ~ ( ~ II .....; j j \ 11 l J- \45 Boola L\~'l of L\~(u.:o..-D-.c 3?IfITM - q50 r(f ~ f-tf- \) 0) ()t f( I ifl jqlf ENTEF~l:.J SEP I I 2000 ~v[)\CJ. ~1 of" C.\o.\(L0~ ------ .-- I ' /-1 })':/ ,~ij) c \ , (~~Yol)~ 'l.) " \:J..(\l , ~ /' l iF ---....-. - ~~-~~ -- " ld .\ 11 [,- ,. r tI I " I i'J ..,..,:.... oj A:N.~1 i ~ ...~~-'~ ~ t ~ r " I,I'~, l, , > r: _-~ I it.. ~J , '~( ,." , I ~ ~ I I ~'~,' ,":-\ ---.:..._--~ ..~ l'~ global IMRglnbal Corp PO E. 10062 Tampa, FI 33630-3062 USA Terms' Net 15 days 8M the power of VISion, the value of results, -wr:c CIty of Clearwater Finance Department PO Box 4748 Clearwater, FL 33758-4748 Invoice # FPMI0002053 Date 06/30/2000 Page 1 !,W~ifR",eglon 003 RE Rendered services and/or Incurred expenses 06/12/2000 through 06/30/2000 PrOject Total 3941 TM - ProfessIOnal ServIces $] 5,00000 Total Balance Due $15,000 00 ROSS PO# Release # RequIsition # Recel pt # Code Approved ~ h:J 9.. ;l.0rJ0 OrJ.s1'19 01 Ir~ l~~ ~ ~----~ '<"~~<f ;:~::-:;- - --~~~ ~- ~ : ;- { ~ fo- ' 0~;" /iiF t>t ;:,~ - --- - -- ~ ----T-' -'"I d ," i ;<4, ,; l~ 0?::~ b-i .d.,., ... "" -i R1 >< 'V{' .... / .... ~,< >. "-< ,:-~<,;"" ,. "" tt-\ J} {'&"" ~.., ~ ... '" >07 <-- < -,,"y---{i-g"'~i:~j ~" ~ '>tSe!1~'Paymeht To LA'J'j"f ,r'l:;' I!VIRglobatCor:P':~" ,'c t ' , 'f''''"t'"". ,w,,,,;;,,,,,,.,p 0 B 3006'2 "I', " (,")";,', ~ 'f ,'", c:'.x , , d' 1;,ampa, H33,639.,30~2, US,A ~.; ~;.-.~ ~~ >O'f ~';1 < '- ~'" ~~, "^< :-f.q,,-J~',.....,~ <, 1>- _H r,<, ~ ! l ~ t';f';i;., <>--.,/' '"' ..,. ;... ,-.; l,~..,.;;-~~",""l4' ~:.""j.-..l 2'~~~~~ ~ ~~ ..,l~ ~.,~.., ~:r:t~':" ..,:.~ --: y ~,.. ....,' :.:,T....->~1q:*~ "l- ,. 't _ ~0,~ }: ... " > t '" " ' ",;"V~ --o~ .;,. ~ r., "':'"" ii: ~" } ~ ....: , """1:}. '" ! , Not~' l~ip)ime~nt In full of thlsdnvo~~e ~q not received ''in or before the due dale, a:}t1'/2%'(1 ~%'per ~!lnum) servlce,charg!'!(qr, If:less,~the highest rate permitted by appropnale law)'wlll 5e automatically added ~ ' < l"?\,J}' ~ } ,,;, "~' Y j, ';,': :f ,;;'" "'\-x le' / '. , ,'''''~{ ~ ~{;\)'~~~.,..,:~; '{ <, ?'.,..'" "l< ~ ' < ~ ....' ''--N{ ~i""J.t';\.":;::~<...,.",, -7~""',,f '. f<"'t ,~ ->~...:t ..":...,....:?,~-..'"'~~~ ~;j""' ~ \ I .... ,. ~ '" y "f l:; '\'" '" ~ .... _ ~_ ~ _ _ ~ ""~~ ..,.......,."-~ ~ ~ <->_ _ "'~..:i: ~,,~ {.1..... l \, ' '?~ I ~, ., 48 9 ~Obb ~ the povver of VISion the value of resultsSM CIty of Clearwater Fmance Department PO Box 4748 Clearwater, FL 33758-4748 InVOice # FPMIO002053 Date 06/30/2000 Page 2 Btllable TUlle and Expenses Summary for City of Clearwater For the penod of 6/1212000 through 6/30/2000 Client Q.ty of~'clea'f~al~~~~:';~,)i< t ~ {~' - ~:.,} " " ,\ ',I PrOject DescriptIOn ActiVity Amount 3941 TM 3941TM - ProfeSSIOnal Services Billable Labor Total $15,00000 $15,00000 . 9 ~oba i t:he povvel of VISion. t:he value of resuJtsSM City of Clearwater Flllanc<. Department PO Box 4748 Clearwater, FL 33758-4748 Invoice # Date Page FPMIO0020S3 06/3012000 3 Bli]able Tltne and Expenses Detal] for City of Clearwater ProJ ect 13941 TM - ProfessIOnal Services Transaction Type !!tllj{llleJJ[liH!i!1;i';:,^' :~L~,; , - ~,.: ":;:;;'::?- \..~ ~'1. ....,!:l '-<~~4 ... (;f., """'~ TransactIOn Date Employee Employee # Quantity Rate Amount 06/12/2000 McCormack, Michael 586 8 00 $125 00 $1 ,000 00 06/13/2000 McCormack, Michael 800 $12500 $1 ,000 00 06/1412000 McCormack, Michael 800 $125 00 $],00000 06/15/2000 McCormack, Michael 800 $12500 $1,00000 06/16/2000 McConnack, Michael 800 $125 00 $1 ,000 00 06!19/2000 McCormack, Michael 800 $125 00 $1,00000 06/20/2000 McCormack, Mlchae] 800 $ (25 00 $1,00000 06/21/2000 McCormack, Mlchae] 800 $125 00 $1,00000 06/22/2000 McCormack, Mlchae] 800 $125 00 $ ! ,000 00 06/23/2000 McCormack, Michael 800 $125 00 $1,00000 06/26/2000 McCormack, Mlchae] 800 $12500 $1,00000 06/27/2000 McCormack, Michael 800 $ ] 25 00 $1,00000 06/28/2000 McCormack, Michael 800 $ 1 25 00 $1,00000 06/29/2000 McCormack, Michael 800 $1 25 00 $1,00000 06/30/2000 McCormack, Michael 800 $125 00 $1,00000 ServIce Total 12000 $15,00000 Project Total $15,00000 InVOice Total $15,00000 o. /~ r~'- h ";/obal, Inc I-l JX 30062 Tampa, F133630-3062 USA '0-_ ~ ba~ Terms Net 15 days the power of VISion the value of resultsSM Ity 0 earwater Fmance Department PO Box 4748 Clearwater, FL 33758-4748 Invoice # FPMI0002621 Date 8/22/00 Page 1 ... I I '..: I-,t~ ~~ f- 1'j1 "~ l'" ~F _=' t ':"".:=r4~!ll!!IlH~H4 J::?" dohh Asmar,:l~jl,j' '/\; -:;, \ ,~& -.:;" j ''""", ,," - ~ ~ ,~~(([I'I~~'t.1:t'!< '=0.: ~~ ~.;< ~,~ ~ I 1'jl~II!/It~~1 -=J<~ f.< "<< ..li..J.ll"Il1!:1:1r""" k;:: >:>: - >;. 0< X;-;, .....!I _- ....!-J!.J.,":':l .->: - - - ...... I~..! RE Rendered servl ces and/or Incurred expenses 7/31/00 through 8/1 /00 PrOject Total 394ITM - ProfessIonal ServIces $375 00 Total Balance Due $375 00 RC>SS PO# Release # RequIsItion # Receipt # Code Approved Cf -IJ..t)O JS-1.J1CJ o If. q '7 "'7/ l'IIJlt:JO I ~-_.: <:-\ I" ~ I~ 7' 'I r~ [....:-: rJ ...... I _--:... I~ \ i l~-..J t ~ ' J' f ~., t I \~! :.= r.- - - , \l 9 ~oba ~ the pO\Ner of vIsIon. the value of results:>M City of Clearwater fmance Department PO Box 4748 Clearwater, FL 33758-4748 InvOice # FPMl0002621 Date 8/22/00 Page 2 Btllable Time and Expenses Summary for City of Clearwater For the penod of 7/31/2000 through 8/01/2000 Ilent' ~ttg!";!JD~~!;tmW~~-~_fi&~~'}7;:::~::::)~i~Sr~ PrOject Description Activity Amount 3941TM 394 I TM - ProfesslOnal Servlces Billable Labor Total $375 00 $375 00 !;n)~(C[E~W[E.(~ , " i; ! ' I' i { ,b! IS Z 4 2000 'I '_,..-~ > j - [_f'"~ r-"Li~I-"JI~ II ~ (" ..-:.~_ '-=tJI"r~IENT I sr- rl\ III '~':.- I CI"""'Y Or- eLf.1 ~ ,"\~ ...~.., ~f.J r~~_~~_ ~~_~~~~_~~ _ ~ r ft t 'C1 gBobat the povver of vIsion the value of resultsSM CIty of Clearwater Fmance Department PO Box 4748 Clearwater, FL 33758~4748 InvOice # Date Page FPMIO002621 8/22/00 3 Blllable Tlme and Expenses Detail for City of Clearwater Project 1394ITM - ProfesslOnal Services Transaction Type ~~~~~tt':::l~,k~i~ TransactIOn Date 7/31/00 8/1/00 Employee Employee # Quantity Rate Amount McCormack, MIchael 586 1 00 $125 00 $12500 McCormack, MIchael 200 $125 00 $25000 Service Total 300 $375 00 Project Total $37500 Invoice Total $37500 . global IMR ~fobaf, fnc PO ( 30062 Tampa, FI 33630-3062 USA Terms. Net 15 days SM the power of VISion. the value of results City of Cledrwater RECEIVED Fmance Department Invoice # FPMIOOO2222 PO Box 4748 Clearwater, FL 33758-4748 J U I. 7 t zoon Date 7/24/00 Finance Department Page 1 John Asmar RE Rendered servIces andlor Incurred expenses 7/1 0/00 through 7/14/00 PrOject Total 3941 TM - ProfeSSIOnal ServIces $3,25000 Total Balance Due $3,25000 ---~-- - ~- - ---.:::.~ -\ . ~--- -.:... ---;;- ,--:) r (" II --- r '\, ,,~ --...~ -.-' I r -\.> ~ r' , \ I ~-- I f~ \ ' ~ LL '-c\ Ijl -' '1\ " r"J ~ ~ lS J 'v' 1:--.1 \ \ \ \ I ,\ l --------" , I , " 'I -- I '~ I I 1\ F""\ 1 "0") : i lLJI 'l \ JUL L 8 (8 i. : ' ~ \, ' '1 ' I __ _____ ~_~~ ...J \ L----- ,r\ rJFI\,If=--Ji PlJ\t\j~ING ~. o~>,_ ___l - SErl,!I'- ,:::::> 1 \- r \ ell" OF C~~_A~~____- ---- ROSS PO# Release :/1 Requisition /I Receipt # Code Ap proved 1kt;L~:!Mn n;t ^ p ~- - --~--~~~ -- , -~--~-~~7 -"""?if,-"VT""R7": ~;;T" J''^''~ _ ,. ........1"<......"'''-'1 ">1' .sf ~j.l"& ,) ~i./$f."z"~ &~rt'.,,:; "'.....)> "tk..% , ~ ;.::,., ;0 } "'" k\! -3; ~"l0~~ ~V'i' ~~, :t..:2: ~~ '"' ~ \ < , , '" ?<< ~ '1." ~~ "'1,""<-.j",,~r- '(""-'i i;-,~ t""'~~t...'"%""1J{ )-< l-~"-r""'- t~? t ~ ~ 1 ,,"'" "; ~ 1 ::: \'" "'C-;" '-"PI ;;1 ~j , ~ >, ':...,<: "to' ,~ ~ ~ <;. J<'#.J.J: 'i. ~~ ?'iY IMR,glob~lIlric '0 ;":::"'2':\ ' ".... P 0" Bdx"30062 "'~d '<- ~* ~"'~ ~ \~)~ if,ampa, FI 33630-3062 USA " , , ~ j.~ $j ~ ~4 5, " ;, _, ~ <N,,< ~# J",*.., ~ ; ~ t,~ < ~> ~ , ~ s ~'~:->: , 'l~, ' , ,i ':', '/ ' , , , 1;'- oJ ~ (>" ,. ,,-".:i ~f t", i";'~"'~ , 1~.. 9 ',.~..... "- ".;-.;.?- "t ;:. r /h,,-7 ~;p'" ~...' ~;""'w"<"..., " -'"~"=>'>:';:~"'~1:""'" ....,..-> ~ ^~ ~~...... ~'"-" J.,"'~t"'~~^ ~'-."wt' ...." ~ ,~_ ~ y'" ~<' I ~ ",;,-_ .... ... "':,..<' ""-, itjo:.,...,.,'::; <;< , 1 "'l;~l:.~... ~ "',,,, ~ ~..,,,",,,~~,. -< ~f"... "' ~ '*'" "I ~ - Note~lf Ra)(ment In fulloM!iilsll1lvolce IS not received oh'or, before the due'aate; a 1 1'l2%'118% p'ef a~riYium) S8I:Vlcerch'arge(or,\lfiless, the hlghest:rate- - ,,', r permltledby'approprlaleJaw) Wllj'be*;3utomallcally added' ': ::,,' ,,'I', "t;, ~ '" ~, ~'~ " i '., ' ' " <) ,;,' '_ ' : '" '" ',;,' j : ' H ~ ~ "x---_q! "..-:... " "-':;."'":(:'"t~ <: 'l f<. ... <><~ '*-:# .... ~ ,,~~, 'l'.s~::- V" \ * .>: ..... "- '-"?'> <--.., .0 € \1" ( ;~ ~ -..- l<< ,+" '-.; I -' .... t"-"'!';::-:;0~ ,3-i~"~.::--,:;a."r";.<!;. ""! ~ ~-:..,..~ 1 -'.,,;, t ~........_ ,~ .,-\. ~_~j.~",,"--- ::"_"' ~ ....--<-____.<:t>. > ~--,-<f"'='f'1 \ (~ , ~ _"M ",,' '" / J4:~h::~ <. "'j f? t).:; __" .; 2 ~^' .d t",. 4) ~ ~ ~ 0 , ,~, : 'ffenCf,l?,aXJT!~nJ ~:_ ; _ _~ " .. globam the povver of vIsIon the value of resultsSM CIty of Clearwater Fmance Department PO Box 4748 Clearwater, FL 33758-4748 InvolCe # FPMIO002222 Date 7/24/00 Page 2 Billable Time and Expenses Summary for CIty of Clearwater For the penod of 7/10/2000 through 7/14/2000 Chent. @iiywf~€ltfar,water~4%ili;;MBt&:;;;hiM"'," <,', ~ ;: '\; ~\%~ tfuR~ PrOject DescriptIOn Activity Amount 394ITM 3941 TM - ProfessIOnal Servlce~ Btllable Ldbor Total $3,25000 $3,25000 ~ City of Clearwater Fmance Depdltment PO Box 4748 Clearwdter, FL 33758-4748 cD 9 ~oba ~ the povver of vIsion the value of resultsSNI Billable Tlme and Expenses Detall for City of Clearwater ProJ ect 13941 TM - ProfessIOnal ServIces TransdctlOn Type [BillalJle Labor" ',""', ,~" ,~"~ : ", > TransactIOn Date 711 0/00 7111/00 7113/00 7/14/00 Employee McCormack, Michael McCormack, Mlchael McCormack, Mlchael McCormack, Michael '>-;~':':M~~ Employee # 586 Service Total Quantity 800 800 200 800 2600 InVOIce # Date Page FPMIO002222 7/24/00 3 Rate $125 00 $12500 $125 00 $125 00 Amount $1,00000 $1,00000 $250 00 $1,00000 $3,25000 PrOject Total $3,250 00 $3,25000 InVOIce Total ::2: --: (f) '. 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OJ 0:: ::2: . . 0 0 0 N @ ~ Asmar, John From Horne, Bill Sent Wednesday, August 02,20001253 PM To Senior Management Distribution List Subject PDS Initiatives Worth Your Attention Semor Managers I'd like to dISCUSS two PDS management mltIatlves that John Asmar and hIs staffhave brought forward that can benefit all of us m our quest to become a more effectIve managcment team and employee staff overall John's focus was the PDS orgamzatlOn, but the Imtlatlves can be eaSIly applied CIty wlde Flrst, John and his senior managers really wanted to know If their work processes were sufficlent to support a new penmttmg system to replace the *Tldemark System To address thiS concern John hired IMR, an mternatlOnal bus mess finn to analyze the PDS orgamzatIOn The results were very revealing and provIdes the PDS management team and employees the 111fonnallOn to make PDS work processes more effective and support any penmttmg system replacement IMR produced the kmd of report that will allow me to evaluate how well John, Jeff, Ralph and Cyndl actually manage PDS a year from now All I have to do ]S to evaluate how much progress they have made m addressmg known defiCIenCies m their orgamzatlOn and bus mess processes All departments need 10 undergo a sll111lar kind ofanalysls Second, John assembled d cross section of the city staff together in thc City Hall conference room to hear a "development concept" from a person representmg a firm mterested 111 the Clearwater Mall sIte ThiS was the finn's first exposure to the CIty staff and the staffs Il11twl exposurc to the concept As a result, the commUl11CatIOn was very open and free flowmg and very mformatlve for all partIes concerned QUlte frankly, It was refreshmg to have the nght staff elements involved with a potentJal project at the "conceptual phase" mstead of the "executIOn phase" whICh IS usually the way many of you are often Il11tmlly mvolved I encourage each of you to dIscuss these areas with John and read the IMR report I believe these tools are uscful If any of you have snndar ImtIatIves you can share with us, please do and let me know cheers I{Y 0/ ~~ , Asmar, John From Asmar, John Sent Tuesday, August 01,2000 11 00 AM To Schodtler, John Subject RE Final draft Thank you nmOnglnal Message----- From Schodtler, John Sent Tuesday, August 01,2000756 AM To Asmar, John Subject FW Final draft John, We must keep In mind the reason we hired lMR The belief that Planning and Development Services can Improve the quality of services and products that we provide our customers, The City of Clearwater I believe, IMR has indicated the areas that need Improvement and accurately Included them In this report John Schodtler Development Review Specialist ----- Original Message ----- From Asmar. John <JAsmar@c1earwater-fl com> To Furlong, Michael < mfu rl 0 n q@clearwater-fl com>, Schodtier, Joh n <JSCHODTL@clearwater-fl com> Senl Fnday, July 28,2000 11 00 AM Subject FW Final draft > Here IS the draft report I need your comments > > nmOnglnal Message----- > From Michael McCormack [mallto mmccormack@lmrqlobal coml > <mallto [mallto mmccormack@/mralobal coml> > Sent Wednesday, July 26, 20007 13 PM > To Jasmar@c1earwater-fl com <mallto Jasmar@c1earwater-f1 com> > Cc Dunnaqall@hotmall com <mallto Dunnaqall@hotmall com> > Subject Final draft > > <<CoC Process Review Report VOg doc>> John, > > Attached With a few minor changes See you tomorrow > Regards > mlchael mccormack > Imrglobal e-buslness services > 727 467 8384 > mmccormack@lmrqlobal com <m8111o mmccormackla1lmrqlobal com> > > > *** Confldenliallly Notice *u fj,; ~ i ()'\ e- ,- > Propnetary/Confldentlallnformatlon belonging to IMRglobal Corp may be > contamed In th,s message If you are nol a reCipient Indicated or Intended > In this message (or responsible for delivery of this message to such > person), or you think for any reason that this message may have been > addressed to you In error, you may not use or copy or deliver thlS message > to anyone else In such case, you should destroy this message and kindly > notify the sender by reply emall > > > > ,.. '" 8-g~(jO /~ ~ -.... PROCESS REVIEW GUIDELINES To better help you In your assignment from John - I did some research to offer up gUIdelines to formulate your frndlngs These gUidelines not only provide an appropnate outline but should assist you with "talking pOints" to better assist you In audience response and data collection So without further deliberation let me give you some of the hrnts from government policy analysIs, case study gUidelines and process revIew recommendations Process review IS a form of stimulation aimed at provldrng the researcher with an understanding of the complexities relating to specific problems faced on the Job A process review should contain a complete descnptlon of a Situation rncludlng events, people, and other Impactrng factors It represents a problem to be analyzed and solved Process review should allow the researcher to ./ Ask (or ask themselves) questions that help extract key Information relatrng to the actual process In place or antIcipated process needed ./ Diagnose the process ./ Define all the different Issues rnvolved In the process ./ Make decIsions ./ Formulate pnnclples for handling future processes The process review method IS a roadmap for "an action plan" to resolve community Issues/customer service It provides c1anty of purpose for what needs to be accomplished to effectively connect Citizens to governance Never expect that "one size fits all" when dealing with problem solvrng approaches Our vast range of responsibilities certainly Justifies that Principles for Creatina a Process Review · Each process review should focus on a single pro b I emllss ue/sltu atlo n/respons I b I Ilty · A process review must contain all the data necessary to arnve at a solutIon ./ Facts and events that make up the entire process if' Feelings, habIts, attitudes, and expectations of the key stakeholders if' A clear descnptlon of the setting (time, place, and phYSical and socIal environment) Steps in CreatinQ a Process Review -.--- Identify the Issue: ./ Must Illustrate one "or" several specifIc principles ./ Will constitute the heart of the process and thus rnfluence all parts including how It IS represented if' Process reviews are stones, they teach what stones teach - which happens to be what administrators most need to learn . Create an Outline of the Process Review: ../ Select facts and Incidents that will be easily recognized and understood by the participants - set the stage with your openmg story ../ Organize these In a logical sequence Remove any Inflated or exaggerated components that mIght dIminish the authenticity of the process Remember process revIew IS for the majority - not desIgned for the "cranks" . Identify the Stakeholders: ../ A stakeholder IS your customer and those customers are both Internal and external ../ Clearly Identify each stakeholder In terms of his/her pOSitIon ../ Focus on the main stakeholders - watch out for confUSion ../ Wnte up the process ../ Whether the process review IS short or long, present a clear, conCise, and coherent portrait of the stakeholders, events, and Information ../ Use a writing style that IS Simple and direct - no digreSSions - which speak nght to the reader ../ OccasIonally Include bnef dialogues to create Interest and allow readers to actually hear what the stakeholders In this process review have to say for themselves ../ In the process review introduction, present your key stakeholders and proVide mformatlon that clearly Identifies hIm/her/them Establ1sh the relationship between the stakeholders and the Issue under study Include the organizational context ../ Recount events or inCidents In chronological order ../ Occasionally, use "flashbacks" to fill In gaps or make the pOint of your process review In certain process reViews, you may have events overlap, occur SImultaneously, or repeat themselves ../ In the concluding sentence or paragraph of the process reView, pOint out the need for some form of action a deCISIon, a solution, a weighing of alternatives, or a combination of these ./ End With a bridge of some sort that leads from your process review presentation to participant diSCUSSIon In other words set the report up for a conclUSion There are 3 commonly used forms of conclUSions 1- Open-ended conclUSIon where the participants define the facts and problems 2. - Directed conclUSions where speCifiC questions, tasks, or even a short test follow the process review ~ ~ Closed conclUSions where a textbook type solution IS proVided at the end of the process review . Identify the Perspectives: ./ Understand that process review Involves "politics" - not the obVIOUS politics of high stakes elections or polley making, but the other politiCS of small scale, behmd the scenes problem solvmg that the nature of admInistrative process review follows routinely ./ Stones don't come ready-made but must be formed through selection and shaping from the flow of events Your process review precedes your process analysIs In other words - the story line determines the foundation for your recommendation ./ Keep your eye on the entire set of Interacting decIsion-makers and Interlockmg policies, Its there where you will find the real reasons for the Issues at hand ./ It's usually helpful to break out the goals being pursued, the vanables that must be modified to move the goals, and the cntena to be borne m mmd when pursuing the goals, It'S In those crrtena that the problems are likely to ongmate ./ Remember a term known as "MIles Law" WHERE ONE STANDS DEPENDS ON WHERE ONE SITS ./ Search for the common pattern of the process reView, but expect departures from the underlYing pattern, explore the progression of circumstances and remember that your parameters are Wide open Look at thiS process review as an adventure to accomplish the necessary delivery of services In the best possible manner - With a focus on consistency, fairness and Impartiality . Identify Expectations: ./ Process review Involves chOIces, In a democracy, chOIce demand Justification, which further Implies a process of diSCUSSion and an art of negotiation ./ An effective process review analyst must be ready to 'speak In tongues" In other words expect to work In a varrety of settings, vocabulanes and fields of expertIse ./ Most Important of all Trust your own experrence and Instlnctsl I hope thiS helps you - I Will make myself available for any needs you might have Keep me In the loop on thiS and we Will celebrate frUits of your labor .~~T~ >>- ~~~ Jtl~w l1.~~ ~ ') ~~~~ ~~~ (<:"'-1:-\ L\')~ "\ gO a UQUuq ~Gg~'i~lCF Flil.....,..,. ..~~(),J., ~"'.........,,~~~"" ~'V ~..... ...~... 'II::lrI f:)~,. I ~"- '" I::I'~:""'\ I, ".:. ~ ~ l:1(5';il.~-' -~q "'.-. ~ "",tJ ""u__ - ~tJ "'~~- ~I::J' ~YL'il~..;--- ,.,~~~ '<>.;r.Ii.........,~~"'~ "'<><><>...~l~i1'odd~~ CITY OF -'fY~ CLEARWATER PlANNING & DEVELOPMENT SERVICES ADMINISTRATION POST OFFICE Box 4748, CLfARWATFR, FlORIDA 33758-4748 MU~lCIPAt SERVICES BUIlDING, 100 SOUTH MYRTl.F AVEl\lJE, CI.EAR\\rATER, FWRlDA 33756 TFlEPlIOM: (727) 562-4567 FAX (727) 562-4576 July 28, 2000 Percontl Data Systems, Inc , demonstration Attendees: Percontl Data Systems, Inc The City of Clearvvater Bnan Percontl, Managing Consultant John Schodtler, Bob Hall, Nancy Goodworth, Janet McMahan, Rob Hays, Gary Jones, Carol Barden, Dee Shawen, Rick Rosa, Gen Doherty Bill Jaroszek Historv: The PDS research team's first VISit to Percontl's office took place In 1999 while research1l1g new software vendor's for pOSSible conversion or upgrades to our eXlstmg system after learning that TIdemark would no longer support our verSIOn of P*Plan The second VISIt was to Colher County's permitting department to obtam first hand observatIOns of the product 111 use and gather feedback from current user's of the product Nothmg negative was saId This was Clearwater PDS' s third meetmg with Percontl to obtam more speCific informatIon and receive a sales demonstratIOn ofthelr current CD-Plus database system Location: Percontl's office IS local at 8601 Fourth Street North, SUIte 210, St Petersburg, Flonda 33701 Product & Platform: Percontl's CD-Plus database system IS wntten In Delphi v s 4 (gomg to vs 5 by the end of the year) and IS compatible wIth any Oracle, SQL or Windows NT operated database O"'lF CITY O'\l~ FIJllJRF RRIAN J AlI1\G'il, MA'\OR-CO~lM1SS]ON[R ) 13 )0111\00'<, VI\L \1A '\OR-CO~lM]S'>I01\FR I n HART, CO~lMI'>'iIO"1 R @ ROil (lARK (O\j\lI,>SIO,\ER 1'0 HOOPFR CO\jMl\'iIO,\LR "EQUAl EM PtOYML1\ 1 AND An IRMA llVl Ac 110"" F M PI ml.R" Current Customers: Coll1er County. FL has all modules except OccupatIOnal License Ilnplemented Charlotte County. FL IS upgrading from DOS versIOn of CD-Plus Indian River County. FL have all modules Implemented and are testing e-commerce functIOnalIty's (Brian Percontl suggested Robert Keatmg, Dlr of Planmng & Development Services as reference) C a oa blities: . Base Module and 5 customized modules which cover o Permlttmg and Inspections - mcludes contractor-lIcensmg component o Code Enforcement - mcludes automated letter generator for notices etc o Development ReView - also mcludes automated letter generator for Development orders, etc o Growth Management - the only company to offer a Planmng related module o OccupatIOn License - renewal functions built 111 . Other available modules o Housmg - handles all aspects, finance, relocatIon and record keepmg . 3rd Party compatibility o Crystal Reports o ARC View - ARC Object can be mstalled mto CD-Plus o M Track o IVR - recommend Vetro] Inc ~ heard bad thmgs about Vodavl/CT o Are creatmg own miCro database systems for wireless laptops 111 the field for code enforcement - not CDPD yet o E-products - commg soon, We were invited to attend a September demo of their e-products Kev features: o Project Explorer ~ creates a flowchart or tlmel1ne of all project-related cases and activIties o Crystal Reports license IS mcluded With CD-Plus · Percontl can provide Crystal tramIng at discounted pnce · Over 100 pre-wntten reports Included WIth CD-Plus o Ability to store documents In cases (and In the database vs P*Plan method) more effiCient & secure o Scheduler - Similar to Wmdows scheduler o Automatic case numbermg - not reqUired to manually change each month o BUilt 111 Word Processor allows you to create customlzable automatic forms and letters o "Comments" and comments flags, Similar to our warnmg and hold tags, however "Comments" warns you pnor to entenng a case o Correct address usage enforcement o "Associate Table" shows all cases, people, comments, etc related to field currently bemg vIewed o Address based system CD-Plus mamtams a separate property (parcel) table and a separate address table The Property Appraiser updates are done, as the CIty currently does Perconh has assisted customers wlth this and the update frequency vanes by customer reqUIrement Enforces correct address usage unlike Tidemark · Features lost throu2h conversion: o No "DesIgner" paradigm - Bnan Percontl said "a deSigner tool does not really add that much when Percontl wIll make changes at little or no coast" He lllvlted us to talk to any of hIS customers m regard to this Annual mamtenance fees cover costs of such updates o Can not view "All" cases at once when domg a search They have them subdIVided by case type o Perconh customers that reqUIre source code get It tWice a year but pay more m their annual mamtenance fees . Implementation: o AnalYSIS of system will reqUire approximately 2 days per module o Percontl Will reqUire the CIty to provide a project manager to make sure project stays focused and on schedule Busmess and Techmcal staff need to be available dunng the analYSIS and testmg stages o Percantl has a capable techmcal staff so there IS not a large reqUIrement on the CIty SIde o Data conversIOn - Percontl has never done a data converSlOn from a Tidemark based system Percontl assured that they have done many conversIOns and that a thorough analYSIS would be done dunng the data~mappmg phase o Nightly scnpts can be done and will be discussed durmg a functIOnal analYSIS Review Committee Comments: Carol Barden: I liked the ability to Import the notIces mto the case These notIces can be edIted If necessary when the codes change It also offers another feature that I liked - a complamt Cdn be entered as an actIOn only, thiS IS a great feature If 1) lfwe don't have an address 2) If there IS no violatIOn After the first Illspectlon the entry can be made to fill III the correct address which turns the achon number to a code case number or the achon number IS closed out Without havmg to open an actual case Great feature There IS more ability to add features as necessary to the software WIth PercontJ's help I thmk Percontl's IS more willing to mamtam their software or give our people the ability to make the changes as necessary Bill .Jaroszek: My overall ImpressIOn was very good Seems comprehenslVe with automatic tnggers based on data situatIOns A more Intelhglent system vs Permlt*Plan's file cabinet operatIon The level of customlzatIon IS far more comprehenSive than both Permlt*Plan 20 and 2 5 seem to be PercontJ's FlorIda-based advantage gives them famIllanty with Flonda codes and statutes (percontI noted "what IS reqUired III one mUnlclpahty may be Illegal In another" ) Percontl mentIOned their elaborate trammg center and good techmcal staff Local company headquarters offer a plus over vendors In other time zones when customized software dependency eXists PercontI has some chents for 10 years running although client-base seems small m comparIson wIth others Bob Hall: I lIke It, pure and Simple I have always mdlcated that If we must stay with Permit Plan, then go for the highest upgrade possible Otherwise, If we are gomg to an outside vendor, go with PercontI I like that fact that he already knows FlorIda Codes and understands the actual Jobs of the people usmg the systems He will do the data converSlOn He has a system that IS deSigned to perform our Jobs and as he does a new vanatIon, he retams the abIhty to undo the vanatlOn He also will sell the source code m case we choose to take over maintenance ourselves He has too many pluses III his favor as a total system Dee Shawen: This software appeared to be far supenor to Tidemark, the ability to reqUIre an order for permit inspectIOns and finals and fees to be paid before ISSUing CIOs was a great tune saver for the CSR's as well as a safety net As far as DCL, being able to code specific categones for mandatory review before IssUIng would prevent some resent human errors Although there are stili some weak areas when we have a multi license year payment I dId not see the complete OeL presentatlOn but feel this program has more fleXibility and more to offer than Tidemark Wish we had gone with Percontl to beglll with Rick Rosa: Difficult to compile + & - list GIS looks good Need to see customlZlng options, funds tracking module (could be very Important), and get "hands on" mspector entry Geri Dohertv: From the lIttle I know my opinion IS that Percont! would be very good for us However, lfwe could go with the Tidemark upgrade, I would prefer that smce we could change our different notices when we need to and 1 hate the Idea of starting all over agam ,Janet McMahan: Here are some plus's and mmus's + The program seemed to be more automated than Tidemark ThiS would make It more user fnendly + The print capabilitIes on different screens + There are more reports with Percontl I wlsh Percont! software would give all cases when checkmg on an address Conclusion: The Planning & Development ServIces research commIttee needs to do further research of the CD-Plus product 10 conJunctlOn with our I T staff's revIew of Platform reqmrements and converSlOn analysIs At this time, statfwould prefer to stay With Tidemark's Permit Plan so they would not have to go through another tra1010g process, however they are wtlhng to enterta10 the thought If a new software product can be more effiCient and productive to their daily bus10ess procedures ~ tt PERCONTI DATA SYSTEMS, IHe Bnan Percontl Managmg Consultant 8601 Fourth Street North SUite 210 St Petersburg, Florida 33702 727 5767727 vOice 727 576 8033 fax percontlb@percont! com ::> "V 0' m @ ~~ -g Ii) '-'.. 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E '- <:.) 0.. ~ ""2 .- o ~ j-' ::5 0- '" C ;.:: - C;.) <Ii <d ~ .- "29 C '- -5 -0 C <fl <:.) ~ ::: Cl) <Ii ~ ::; C3 ~ ~ if) c: o ~ '-' 0- 0- rO C QJ E 0- o c..l :;. c,) -0 ~ ....D <d '(3 > rC C,) ~ '" <:.l .... -0 ~ -c := 5- <:,) .... <fl ~ E o u .- -+-l c: o u ~ C) 0.. ~ -+-l cd if) ::s -+-l '- if) .- > c: o '- -+-l cd E ~ o C+-< c: .- C) ~ o E ~ o C+-< '" Schodtler, John From Sent To Subject Bnan Percontl [percontlb@percontl com] Monday, July 31,2000936 AM 'Schodtler, John' RE CD Plus Demo Thank you for the opportunity I felt that based on all of the comments we wou Id be a good fit fo r th e city I u ndersta nd the situation, 1 wish I had more of a shot based on ment as opposed to the failure of another vendor As far as Hardware/Specs The application IS a Windows 9x/NT/2000 application Recommended PC's Pentium II or Celeron 333 96MB RAM SuperVGA 800x600 resolution 100 MB Free Hard DISk. Space Network. OS -- we have several customers that run both Windows NT/2000 and Novell On the Server -, It depends on several factors -- mainly the database If you choose Microsoft SOL Server 70 then you are looking at a NT/2000 Server The key here IS installing a server that can support the number of users Probably a Single processor (Pentium III 6-700) With at least 512MB RAM The server Will need about 10GB of disk space and plan to grow about 1 GB per year Oracle IS a little tnckler -- Oracle runs on Novell, Windows NT/2000, and Solans We are most knowledgeable With Windows NT/2000, but the database will be something that your IT staff Will be admlnlstenng, so they should pick the platform they have the expenence With Please keep me Informed of any deCISions Bnan ---uOnglnal Message--m From Schodtler, John [mallto JSCHODTL@clealWater-fl com] Sent Monday, July 31, 2000833 AM To 'percontlb@percontl com' Subject CD Plus Demo Bnan, Thank. you for your time The demo was excellent We have a good feel of what the product can do for us Heads up, we Will need another more specifiC demo In the future, aimed at specific individual modules I forgot to ask one thing on Fnday and It was dnvlng me nuts the whole week.end Could you give us a listing of Hardware reqUirements the city would need to have pnor to any Implementation of the CD-Plus software PC's, Server(s), Hub's, SWitch's, etc 1 J' ~aDaUQ274'Q ~~~~~LaF rlq ......... A~~ ~,'J'"''#lJt>X''' l:.~~,~.' I ~~~[.,It='" ~~l,\ I,~.':;. ~~ l'l ~~ mryn. ~ '",lS'2l, = ~t:j ..~\ =:::::::. ~l:)' ~~~~~ . ~l:) ""r.6~.. .' ""I,l:. ~r~#'mJ"'~~~~ ~"'<><>4?~!~~'a~~~~ CITY OF CLEARWATER PLANNING & DEVELOPMENT SERVICES ADMINISTRATION POST OFFICE Box 4748, CI FARWATER, FLORIDA 33758-4748 MUNICIPAL SlcRVICES SUlillING, 100 SOUTH MYRTIE AVI".NLE, CrE....RWATER, FLOJ{]DA 33756 TELEPHONE ()27) 562-4567 FAX (727) 562-4576 Jlllv iO 2000 Re Tidemark 2 G software obscl"\ atlOns John Here are our observatIOns of the Tidemark AdvaI1iage 2 6 software I have also lIlcluded the observatIOns from our Clly of Orlando ITlp 10 see thclT newly Implemented Pplan 253 PDS Rcscarch CommIttee ~~Lv--A ~ OM eIlY ONIo. Fu I UR[ BRIA" J AUNGS1, MA YOR-(,OMMISS10" fR 113 JOH~SO~ VI( I /l.-IAYOR-COMMI'i'iIO;>'PR f D J/~Hf, ("O\jMI"SIO;>,U{ @ BOB ("L....RK CO~\MISS[ONFR ED HOOPLR, (,O~\MI'i')IO'lFR "FQu \1 EMPLOYMLN I AND ArFIR,\1AT1VF ACTION C\1PLOYlcR" July 2000 PDS/IT Research of Tidemark Advantagc 26 sofhvare Attendees Plannmg BUI]dmg IT John Schodtler Rob Hays Janet McMahdlI 8111 Jaroszek These are obselVatlOns taken \\ll1le revlCwlllg and researchmg Tidemarks upgraded softw<lre from P*Plan 20 to Tidemark's Advdntage 26 Ob~ervatlons of NotIceable Impnrvemcnt . ConditIOnal ActlvI ties a\ mlable Allows computer to autolllaucally schedule pre-selected AclivI lies when certam fields arc selecled . Query By E\.ample" fllllcl10n available Allows user to query any fic1d(s) for results . 'Cases' functIOn IS aVdlldble III PARCEL dlId PEOPLE Allows users to view all cases attached to a PARCEL or PEOPLE . 'New Case" functIOn available Allo\\s you to add a new case from PARCEL . PEOP LE pdge redesigned to offer more Illformal1on to user, I e more phone #' s, better \\ ay of trackmg AuthOrized Signers . Mailing Labels functIOn IS soll aVailable . ' Parcel Mdlntenance" funcl10n available Allows you update PARCEL mformal1on . Unllllllled Case Types . Screens are highly custOlTIlzable by customer (us) . Able (0 sort mfonna\.lon by headers · Able lo lughhght Cdse screen fields III umque colors to mdlcdte to the user that certdlll fields reqUIre cnlry m ordcr for cond1l10nal activities or fees to operate or calculdte properly Ob~enatlOns of Areas of Non-Improvement (Sul!l!estlOns) . ' Query By EMmple" does not offer a PRINT functIOn . Stili ulldble to place Hold on PEOPLE at Parcel level SUl!t?:csted Future Im)Jlemcntahons that 2.6 can SIII)))ol1 . In-field hand held computers for code 111spectlOn . In-field Ildnd held computers for bUildmg mspectlOll . Cl) Sla I Reports verSIOn 8 0 or greater Other e-Cnmmcrl.e product, av.ulable from Tidemark . c- P a)' - don't Hunk they WI] I have a use for I tlnot sure whether purchasmg yet . c-Pcrmlthng - On-lllle retneval ofpernut status, plan revlCw comments, mspec\1on results/comments . c-Apply - on-Ime subulIual and proceSSlIlg of selected pernuts July, 2000 PDS/IT Research of Tidemark Advantage 2 6 software (Tidemark Demo cannot be viewed through an Occupational-licensing standpoint) Code Enf Nancy Goodworth & Mike Furlong Observations of Noticeable Improvement . The user has the ability to export a report to e-mail, Microsoft word, excel and crystal reports . The Code Enforcement main screen allows users to Input additional Information needed In the comments seclion . When Importing a document, Tidemark System reads entire file name . Tidemark System automatically Inputs the date the case was created on with the option to change . Permit Plan v2 6 will automatically Input the date on the main screen when the code case IS closed . Primary owner IS automatically placed In a case when creating a new case . Permit Plan v2 6 ask the user for a primary complaint and any additional complaints Observations of EXlstma Strenaths . Each user can only enter the Tidemark System by name and password . User can do InqUiries by address, parcel number, case number, project name, and directory . Tidemark gives the option to automatically number the case when creating a new case . The case number and case status IS stated on the title bar . A user can tab through the main screen of Permit Plan to proceed forward and shift tab to reverse . Tidemark gives the opllon to automatically Include any fees . The user can add any additional property owners, business owners, contractors, etc that may have any relabon to a particular case under "People" . A Tidemark user can put any other pertinent Information for a case In case notes . The data entered In a parcel number or the people screen will transfer to new cases . A user can select Information In a drop down text box by entering the first leUer of the word that IS needed or by scrolling . When InqUlnng about an address, the address, case number, case type, case status, project name, and descnptlon will appear on the screen . When creating a new case or editing a current case In Permit Plan, the user must select save to preserve the current information In the Tidemark System After dOing so, a text box appears stating the case has been saved In order for the user to proceed, he/she must hit the enter key or click on ok . When editing a case, Permit Plan gives the user an option to save the edited case or to leave the current information as IS . When a user does edit a case, their Initials and the day It was edited on appear where the updated by IS stated . Tidemark allows a user to adopt information from other cases . For each case type, "Conditions" bnng up code conditions for that specific case type + When a user selects a condition that has been violated, a definition of the code will appear on the screen + Conditions have the ability to be organized by user preference + The controls on the side of the main screen allow the user to browse from screen to screen + The activity screen displays a list of actions that IS taken upon the employee + The header Information on the main screen that IS referencing to the case travels from screen to screen as the user browse + When a user eXits Permit Plan, a text box appears asking the user If he/she would like to eXit In order to eXit Permit Plan, the user must click on yes + If a user Issues a permit with a hold on the parcel, a warning will appear stating the hold type + A user cannot override a hard hold on a parcel when he/she IS Issuing a permit + Users can Import documents, photographs, PowerPolnt presentations, etc Into "Documents" + A user can type additional comments for a particular case In code conditions . Users can slgnoff on an activity by uSing the main actIVity screen Observations of Areas of Non-Improvement (Suggestion) . Documents deSCription IS 60 characters . A retired parcel can be used to create a new case . Permit Plan does not prompt the user to enter all data Into the system . There IS no notification staling there are parcel tags, case tags, or additional case notes attached to the case . A user must click on edit In order to read the text entered In the Descnptlon on the main screen . When cloning a case, the user must delete the prevIous code condition + Permit Plan leaves a case In the prevIous status after deleting an activity . In the Directory, a user can add duplicate names without a warning being presented J ul) 17 2000 PDS/IT Clly of Orlando VISit Attendee~ CIty of Cleanvater City of Orlando John Schodtier, Rob Hays, Bill Jarosnk CMol Hossfield, Customer Setvlces Manager Frank Usma, Technology ApplicatIOns Officer 11us was Cleanvater's second VISit to check on the progress of Orlando's Permlt*Plan 2 51 mplementatlOn (Penmt*Plan Will be ealled "Advantage' III near future) Prior Imlllementahon status . Data mappmg \\dS III progress . Screen deSign ,,,,.IS III progress Present ~tatu~ . 46 case types active wl1lch cover . bUlldmg permits . concurrency . hehcopterslbhmps . miscellaneous sales (maps etc) . pre-pernut llltetvleW lllformatlOtl . hlstonc cases from manual systems . IVRlfa}. back systems-by Sclectron, InC-IS up and runnmg ImlllementatlOn experience . Team . (I) TldelThlrk project mdIlager throughout · (I) on-stle Tidemark programmer for 18 months . (I) Orlando technical person (Mark Hoover) . (1) OrldIldo busmess dllal) st (Frdl1k USllla) . Large user group eonSlstmg of 1 or 2 users from each area (Tidemark Troopers) which tested and met for ~everal weeks 1Il "feedback" meetlIlgs . E'\oenence . Tidemark fell behmd schedule '\Ith the data converSIOn Crystal repons deSign and the Concurrency module 'II we weren t rldmg their butts they weren't domg It" . At Orlando S lllslstencc three Tidemark staff were on-site for two weeks to fimsh the lIuplement<ltlOn Frank Usma deSCribed the three as well qilllhfied 'In the end Tidemark performed well" . Crvstal Reports deSI~ll phase-Frank noted that although there were several meetmgs regMdlllg Crystal reports deSign and standardizatIOn Tidemark got much of It wrong and propagated the errors throughout man) reports before finally fi}'lllg It (=rugh frustratJonlevel) Frdllk also mentlOned a Caltfomld(?) subcontractor" I th whom he IS most unpresscd where Orlando gets much of their Crystal Reports deSign assIstance ('VirtUal Consultlllg' - Greg Walker) Dldn t ask at wllat pomt VirtUal Consulting came on board f- John???? Rcmamml!: ImlllcmcntatlOn Ilhase~ . Llcensmg · In-field hand held computers for bUlldmg mspechon · e-Permlttmg - On-lllle retneval of permit st.atus plan review commelllS ll1SpeetlOo results/comments . e-AI>llIy - on-line subllllttal and processmg of selected perlmts Other e-Commerce I>rodm.ts avaIlahlc from Tidemark . e-Pay - don t tlllnk they will have d use for It/not sure whether purchasmg yet Cu~tom S"~tems outSide of Permlt"'Plan . LSO - Land 'slruc.!ure and Oc.cupancy-Perlmt *Plan depends on for parcel updates 0 Custom cctshlcr S) stem . Concurrency system . Code Enforcement IIlspeetlOn system An Ill-house developed system separate from Pernut*Plan which will remalll separate Orlando's P*P case screens only pose a qucstlon to the user hke "IS there a code enforcement case gomg on ?" which IS deSigned to encoura~e them to research m the other system prior to perlmt Issuance but there IS no duect lie to code enforcement's data Stalf(l) Oracle developer for M-TraeklCode Enforcement nnplementalion Code Enforcement ~ usmg Wireless but have no relahonshlp With any Tidemark products llley are able to create and update code case IllformatlOn III the field GIS Tlus WclS cl bit confusmg I The City county and appraiser's office used to shMe parcel ddta but no longer do The Clt) abandoned VISIOn and ESRI (because software "didn't work the way as wanted") Ul favor of Map mfa, Inc s Knowlcdger software GIS S}Slem no duect connectIOn to Permlt*Plan and there IS no plan to do so In the future Instead, parccl data IS acqUired via a two-tier system InVOIVlIlg the apprruser's data plus an Ill-house system called LSO Zomng mfonnatlOll IS not glVen the user to "force" acquISItion such mfonnatIon from more current sources (zolUng atlas 101m ????) The Cll) mamtalns theu own Slle address tables and does not commumcate tillS mfornlcltlon to the appr3lser TIle same sIte address may appear several times m a parcel as a-Occupancy, S- Structure and/or P-Parcel (forgot reason for thiS John ????) Techmcal notc'l/hmt\ Crv..tal Rellort~ . Sharmg reports over the network IS 100 slow Al though lugher mamtenance they \\ III place the reports on the users local dnves so the reports don't take so long to process . Orlando lughhghted several case screen fields III umque colors to mdlcate to the user entenng data that certam fields requue entr)' III order for fees to calculate properly 2 .)( 't J--f Po.-.. il' ~ of o--.,.L( i:L.. ~' ~~~~ ~~~~ L~~ ~. WIG -..-L &.-..t""":'- ~ ~ p~ ~ ~ 05/22/2000 12 40 ,2-:-5524,55 ENG PAGE 03/113 ~ 06/22/2000 12 16 33 PM Condlitions A /ociated with Case #: BCP20uO-06174 Condo Code Title Stat. Changed Hold Status Changed By Tag Updated UpdatedBy BLO BlJlldlng R8vlflw 2 Not Met 06/19J200Q K_S 5 SHE.E.T A-6 SUBMIT STAIR (PLAN) OETAll(S) THAi INDtCATES PROPOSE.[) MINIMUM STAIR WIDTH (44INCHE.S REQUIRED) A THE SUM OF (2) RISERS... (1) TREAD SHAll NOT BE LESS THAN 24 NOR GREATER THAN 25 INCHES (SE.CT 10073) SHEET AJ!> DOES NOT COMPLY B HANDRAILS ARE REQUIRED TO EXTEND AT lEAST 12 tNCHES HORIZONTALLY BEYOND THE TOP RISER OF A FLIGHT & REQUIRED fO CONTINUE TO SLOPE. fOR A DISTANCE OF THE WIDTH OF ONE TREAD FROM THE BOTTOM RISER (SECT 1007 5 5) C STAIRWAYS ARE. RlEQUIREQ TO HAVE HANDRAILS lOCATED NOT LESS THAN 34 INCHES NOR MORE THAN Ja INCHES ABOVE THE LEADING EDGE OF A TREAD BLD Budding Rsvlew 2 Not Mat 06120/2000 K_S 6 SUBMIT CONSTRUOTION DETAIL(S) SPECIFYING How (STORAGE./OTHER) ROOMS WITH FIRE RI:SISTANT aVE PARALL R TO PROPOSED STE;EL BARJOISTS E.nglneerlng Revl8W 2 Not Met 0612212000 MEL Need B revised site plan ~hllt shoWS the eamtary and the 3.parkmg Sp3CftS that wer€ moved to another location 8 SlIts of the I'eVIlled lllt8 plan to the budding department t.~( ED. (..... ~ ( \AI \- 5 .:jLLs. T ,-/qtA D\ [':) ,jLtI.L .s~vJ JUL wE GE T fLAN ( f Ct> JA-tJ l- A of -r4-E cEAJT6L] f(:. {J\.U.r f ~O j E.Jt 1'{ L U.L.E... CLo.s...s 7 M A. I<.E j> p\-f..- T I A- L CAN Slrt: ot/Ell- .s t+fJw jtV{; ALL ,S.1:rc IT foil-. -s H-OW So rM.\oCl tV I.r- iZ-E"D ru..e ~ Vt,S,EO LA'fOlAT ,I ,q--No ~CitJ Page 2 of 2 05/22/2008 "06/2212000 121633PM PA)J/3 / T,/ ~ t..'il v.....{" 4,) Updated UPdat8dBy"fi 1'" ~~: /,/ /' J_D r / 12 413 7275524755 ENG Cond~tions Attociated with Case #: BCP20t...(}-06174 Cond, Code Title FIR FIR FIR FIR ZON ZON ZON LRRC LAND MEC BLD BLD BLD BLD Flrfl Rl!lvk!w 2 Not Met 1 Alllj(orage rooms to have a 1 hour wrap with 45 minute self clO6llnll' doors Fire Review 2 Not Met 0610912000 2 All doorv opening Into elevutor lobby wilh the el108ptIOl'l !;If thlil restrooms to bw 45 mil' ruled with efOUf& Fml RevIew 2: Not Met 0610912000 3 Pro\llde 6 Inch addreG3 numbers on bldg front 4 FIRE REVIEW 2 Nol M8I 4 PrOVIde iii smoke detemor over the fire II.llI.rm panel tied 10 panel ZOning R&vlllw 2 Not Met Plans Indicate thai height at the centfu of the pitched roof Is OVer the rllqulred maximum 30'-0" Zoning RevIew 2 Not Met 0610912000 JVS De'lelopment Order FL 99-12-24 ~tlltes thllt the Western Setback Is reduClld from 20' to 16' - Planll. IndIcate parking lot at 14' setback ZOning Review Stat. Changed Hold Status Changed By Tag 0610912000 06/0912000 061091:2000 2 Mll1 06I14J2000 MTP 06114/2000 PlIrl(lnglot dOollll not meell front Hibaek r(lqulremlilnt of 25' closest setback Is 28' - ClXIe rllqUlrement met LAnd Resource RevleY,' 2 Resubmit LATEST rovlSl'Jd s~e plan by FDS Englnstlriny Landscape Review 2 nee<l three copll!S Or the Ilmdscllpe plan Mwhilnlclll Review 2 - plllnlllndlclltl!l 23'-24' B1th& elot;est point - plans reecs.1ed and Not Met 06112/2000 NotMl!lt 06/1312000 Not Met 06119/2000 1 SHEETS M11 & M21' VERIFY ON CONSTRUCTION PLANS THAT (AUTOMATIC) FAN SHUTDOWN CONTROL SMOKE DETECTORS ~RE TO BE INSTALLED IN THE RETURN AIR STREAM (PRIOR TO MIXING WITH ANY OUTDOOR AIR) FOR A~L HVAC SYSTEM($) IN EXCESS OF 2000 CFM (SECTION 406, SBCCI1997 STANDARD MECHANICAL CODE] Building Review 2 Not Met 06/19J2000 1 PROPOSED ATRIUMIREQUIRES A SMOKE EXHAUST SYSTEM LOCATED IN THE CEILING CAPABLE OF EXHAUSTIN G 40,000 C fM INDICATE ON CONSTRU CllON PLANS & S U BM IT MANUFACTURER'S IN ST ALLA TIONS I NSTR ueTIONS/SPECS 414 4, SBCC 11997 STAN DARD BUI LOING CODE 8undlng ReView 2 Not Met 06/1912000 2 SUBMIT DESIGN ER'S VOLUME CALCULATION S (IN CUBIC FEET) FOR SIZE OF PRO POSED A. TRlwM AND CLARIFY HOW MUCH OF THE ADJACENT SPACES ON 1ST & 2ND FLOORS ARE CONSIDERED PART OF THE ATRIUM IF DETERMINED ATRIUM AR~ EXCEEDS 600,000 CU FT, THE EXHAUST SYSTEM MUST BE SIZED To PROVI DE A MIN IMUM OF (4) AIR CHANGES PER HOUR 4144, 58 CC 11 ee7 STANDARD BUI LDING CODE Bulldtng Review 2 Not Mll1 0611912000 J_D JVS MTP R_A MTP K...S K_S K_8 ~/ / K_S 3 AN APPROVED A UTC!lMA TIC SPRINKLER SYSTEM R E au IRED TO BE INSTALLE D THROUGHOUT TH E ENTIRE BUILDING PER 414 3, S:BCCI1ee7 STANDARD BUlLDtNG CODE CLARIFY IF BUILDING IS TO BE SPRINKLED e BUilding ReView 2 Not Mm 013119/2000 K_S 4 The City of Clearwater reviews plans & Inspects bu~dlng construc1lon for compliance to the follOWing -SBCCf 1997 STANDARD BUILDING CODE, Including CH:'$9 Coastal COnlillf1,JG\JOn CodII 0"" -SBCC11997 STANDARp MECHANICAL CODE ~ _~ -SBCC 11994 S T A NCAR D PLUMBING CODE \L ~~\ ,., ..Q.. ~ . -NA TtONAL ELECTR IC CODE 1999 (N FPA 70) ..".. ':f ... a -UFE SAFETY CODE 1 g,g7 EDITION (NFPA 101) 11l"'J..e...~ -FlORtDA ACCESSIBIUfTY CODe FOR BUILOING CONSTRUCTION, OCTOBER 1007 'f.. ~\ -FLORIDA ENERGY EFFlICIENCY CODE FOR BUilDING CONSTRUCTION 1997 VOle-'- -CITY OF CLEARWATE!k COMMUNITY DEVELOPMENT CODE 1999, as adopted .. "Have project designer (Engineer or Archlt8CI) Indicate lilppllcable SPECIFIC editions of tl!lf:hrdeal Oodes that the design Cllttrfla complies wRh QO everyone IS ell!lar on the mllllmum Clonstructlon !Otandards rlllqlllr~d Submd letter(s) slglled & seallld by dl!Slgner (or) redllne & Initial plans You only need to Include codes thllt perlaln to propoeed projecrlll5COpe of walk :JArtlcle 1fI, Section .17 051, Cldrwal&/" COde !;If Ordinances Page 1 of 2 Planning & Development Services Draft A detatled descnptlOn of the servICe offenngs is mcluded as Appendix C The proposed H.gh level Proces~ Review Solutions Roadmap & Schedule IS attached as exhibit A followmg Proposed High Level Process Review SolutIons Roadmap & Schedule ExhIbit A . Irn.I9lobai rhe ~ of Ii\SIOI'"J tho V~f} Oo~ resultt Draft .. 1/~dlheJ ACCOMPLISHMENTS PLANNING DEPARTMENT (ADVANCE PLANNING DIVISION) . Voluntary AnnexatIons- The CIty of Clearwater IS largely bUilt out Because of our bUIlt out status, we contmue to rely on voluntary annexation of propertIes for our future growth 24 annexation cases have been processed since the begm111ng ofFY 1999/2000 ttll date It IS estImated that addlttonal lObe processed befor~ the end ofthts fiscal year with overall grand total of34 cases ~ A-Nwe · Concurrency Test Statement (CTS) - Provided CTS analysIs on the abilIty of city services and facIlItIes to meet the demands of conumtted development actIvItIes wIth ~ acceptable level of sefYlce for resIdentIal and non-residential properties/uses that ~ have been permItted b!1t hav~ not yet receIved a certificate of occupancy Project 1Ovolved 29 s10gle famIly umts, 595 multiple famIly uruts and 2 mobile homes 10 addition to non-reSIdentIal actIvItIes mcludmg 26,700 sq ft educatlOnal facility, 20,484 sq ft office use, and 27, 11 9 sq ft retail uses · Agreement to Annex (ATA) - ThiS Involved unmcorporated properties that receive city service such as sewer but are not yet contiguous to city lImit A summary and annexation strategy on CItywide eXlst10g properties with agreements to annex has been completed A total of79 such properties were Identtfied 13 of them are now contiguous to City of Clearwater boundanes and WIll be processed soon for annexatIon mto the City The city WIll realIze a total sum of$94,862 52 as outstandmg fees due to the CIty followmg these ATA annexatIOns · Promotion of Voluntary AnnexatIon Aggreslvely promoted voluntary annexatton wlthm our plannmg area m Beverly Terrace SubdIVISion and with Pnde CIVIC Assoctatlon Neighborhood Two scheduled neighborhood meetmgs were held on December 8, 1999 with Beverly Terrace SubdiVISion and March 23, 2000 with Pnde CIVIC ASSOCIatIon 34 property owners attended the Beverly Terrace NeIghborhood meetmg and 66 property owners attended the Pnde CIVIC ASSOCiatIon Neighborhood meetmg Benefits of annexatlOn were explamed and mVltattons were extended to them to annex their properties mto the City of Clearwater Less than 50 percent of owners in each neighborhood have shown their wIllmgness DISCUSSIon IS still m progress to see whether many of them would lIkely change their m10ds III support of annexatIOn · Enclave Annexation Program - Involved annexatlon of property that IS completely surrounded on all Sides by a city but IS not part of the city and It IS one acre or less m size Evaluation of 138 such properties has been completed · Gulf to Bay Project - Becomes an mtegral feature of the CitYWide vISion for redevelopment The project layout IS 10 three Phases beguUlmg from US 19 overpass r # to Ducan Avenue covenng approximately three mdes III length Our pnmary task has been to Identrfy Impacts of a proposed I S foot wide landscape easement adjacent to the north and south sIde on GTB Blvd flght-of-way DetaIled analysIs of perceived problems, concerns and/or viOlatiOns relatmg to mdlvldual parcels such as parkmg, 1anrlscapmg, conformity of uses, slgnage and other code vlOlatton tssues were also hIghlIghted Work has been completed on Phase 1 (from US 19 overpass to Belcher Road) where 47 propertles were surveyed ofwluch 38 were commercIal properties, seven residential and two Institutional uses Work on Phase II (from Belcher Road to Hercules Avenue) IS III progress and will Involve S9 properties · PaInt Your Heart Out - Worked With other particIpants m tlus volunteer project In pamtIng 25 Clty residents' homes MA,JOR ACCOMPLISHMENTS -Gary Comprehensive Plan Amendments Comprehensive Plan amendments based on the Evaluation and Appraisal Report were adopted This was the largest revISIOn to the Comprehensive Plan since It was onglnally adopted 10 1989 with amendments to all mne elements Recertification of National Flood Insurance Pro2:ram's Communitv Ratin2: Svstem Every five years the Insurance Services Office reviews the City's flood management program for the Federal Emergency Management Agency to certify the level of compliance Unofficial findmgs mdlcate Clearwater has mcreased ItS ratmg whtch will provIde an additIOnal 5% discount for flood polIcy holders, for a total discount of 15% Annexations, Land Use Plan Amendments and Rezonin2: Cases , ~ SIX annexatIOn cases mvolvmg a Future Land Use Plan (FLOP) amendment and rezomng, nme cases amendmg the FLUP and zonmg map, and one rezonmg case were processed between October, 1999 and July, 2000 .' y N Accomphshments - Fiscal year 2000 (October I, 1999 through June 12 2000) Plannmg Department Dlvlslon of Development Revlew Site plan review - This Includes review of applIcatiOns for general code comphance, tree protectiOn/preservatiOn, and compatibilIty with the County land use plan, site Vlslts/analysls, site photography, and meetmgs with apphcants Often, this Includes design or redesign of landscape plans As part of a flexible, predictable framework creatmg qualtty development, the followmg apphcatlOns were reviewed for compliance with the Commumty Development Code Flexible Standard Development - Forty-nme (49) applIcatIOns were processed through the Development Review Committee . Flexlble Development - Thtrty-one (31) applications were processed through the Development RevIew Committee and Commumty Development Board (examples Include Greenwood Commumty Health Center, Mandalay Beach Club, Paradise Adult LIVIng Faclhty, and Morton Plant Hospital expansIOn) Transfer of Development Rights - Two applications were processed through the Development Review Committee and CommunIty Development Board Prehmmary Plats - Two applIcations were processed through the Development RevIew Committee Administrative lot sphts - Four apphcatlons were processed Appeals - One apphcatlOn was processed through the Commumty Development Board (Amen can lnfoAge cell tower) Development Agreements - One applIcation was processed through the Commumty Development Board (Mandalay Beach Club) Field Inspections . CertIficates of occupancy inspectIOns - As reqUired through the bUilding permit process, 150 inspectIOns were conducted to ensure compltance with approved landscapmg plans Homeowner assistance program - In response to public mqumes about tree preservatIon, protectIOn and maintenance, 450 InspectIOns were performed resultmg In an mcreased awareness and educatIOn of the general pubhc regardIng trees and landscaping . Landscape Inspection program - This Includes the remspectlOn of sites for which landscape plans have been approved, typtcally on a complaInt baSIS As a result, over 6,000 new shrubs and 500 new trees were mstalled, prOVidIng for upgraded and Improved SItes . Tree protectIOn/erosIOn control - As a means of ensunng continued comphance with reqUIred, 841 mspectiOns were conducted Q tA\ V \nOD 1,,\ ~'\:) c \"1- ~ 0 General customer service/zoning inquiries · PrOVided customer servtce to 2,109 walk-thru customers from October, 1999 to June 12, 2000 (An unknown number of phone inqUiries were received through the "zonmg" It ne ) Permits . BUilding permits (mcludlng accessory structures) - This Includes reviewing residential, commercial, mcludmg new constructIOn and additIOns, for compliance with the Commumty Development Code and/or approval by the COB or DRC There were 677 permits reViewed . Fence permits - Requests for fence permits Involved the review of362 permits, some of which mvolved stte VISitS for assessment of estabhshed commumty character · Land clearing and grubbmg permits - These permits provide reqUlre complIance with tree protectIon and erOSiOn control regulatiOns wIth 117 permits processed . OccupatIonal lIcenses - The 69 permtts reViewed for comphance with the Commumty Development Code . Sign Permits - The 120 permlts submitted mcluded a combmatlOn of attached and freestandmg slgnage and were reViewed for complIance with Code regulations Thls mcludes 27 Comprehenstve Sign Program applications for which a more m depth analysIs of the site and bUlldmgs IS conducted, provtdmg for high quality, aesthetically appealing and architecturally mtegrated Signs . Tree Removal Permits - For all requests to remove trees (constructlOn and non- constructIon related actIVIties), 450 permits were processed with site assessments Special P<r~ects ~ . Update of'the Commumty Development Code - This mvolved re'llew of the codified "'- ~ ordmances, ana<l~sls of Its practical applIcation, and suggested"'modIficatlons '- ~ . DeSign of landscape,-~ans - To ensure prov~for well deSign sites, through development and redeve1bpment requests, 30 plans were deslgned to meet or exceed Code reqUIrements ~. /- . Preparation of computer r~p~ ~'RQ!.s mcluded the creatlOn of the Permit Plan User's manual and Customer Service Representative OccupatIOnal License User's manual. the rewnte of the""e:listomer ServJ~Representatlve Buddmg Construction , // ~ Permit manual, and VaJ<IOUS reports on department activities . Redraft ofOccupatl~al License Category - This mc'@.ded the research and rewnte of the Code of'6rdmance language relatmg to the occuPatlOnal hcense category m relatlo~the uses wlthm the Commumty Development CciIe,.cnot yet codified) A >/ "- dr;aft of a lIcense manual has been Imtmted as well . lesearch of Computer needs - This mcluded the assessment and research of database software (Permit Plan), geographical mformatlOn system software, and hardware, for pOSSible upgrades, changes, or new purchases . .. and transfer of development nghts applicatIOns, appeals, and development agreements (10 meetmgs - from October, 1999 thru May, 2000) · Develo ment Re lew Commtttee - Thts mcludes attendance of monthly, generally all-day, meetmgs t revtew stte plan applIcations and provide feedback to apphcants All sites are assesse hrough field VISitS by staff (17 meetmgs - October.("(999 thru June, 2000) ~ . Buddm Plan Revtew C mtttee - This mvolves attendancyof weekly, half-day meetmgs, facIlitated by the wldmg Official, to provlde---general comments and / directIon to potential apphcants (32 meetmgs - from,..9-ct6ber, 1999 thru May, 2000) · MUniCipal Code Enforcement Bdard - ThIs mcludes attendance of monthly publIc hearmgs of the MCEB at which tes~mony Is~ven for cases mvolvmg landscape vIOlatIOns (related to dead or dymg pl'anVfu'atenal, Improper m stall atlOn, Incorrect A plant matenal, etc) (10 meetmgs - from October, 1999 thru May, 2000) Record maintenance / ~ Computer files - All flexible development, flexible sliandard, land use plan amendments, rezonmgs, and annexatton/aPpllcatlons were mtrodu2ed and mamtamed m the Permit Plan database This m51U'ded attachmg photographs, corr?spondence, and other lmportant documents to files as"Well as the use of "tags" to notify soft~are users of Issues related to parcel-specdic ca,{s Tree permits were added to the databas'- / U IMy Documenlr\Developmenl ReView A ccompbhmenls doc :S'6:. (1 1\ \-V~ > -r\..J- ~ Tidemark SOLUTIONS 205 287 1713 T 206287 1913 F 506 Seco nd AVfnll e SUite 600 Seattle, WA 93104 www tldemaf~ com -- - 28 June 2000 Bill Jaroszek MIS 100 S MYRTLE AVE CLEARWATER, FL 33756-5520 Dear Bill Tidemark recently Introduced some changes I would like 10 share with you If you attended the User Conference thts year, you are aware that we unveiled a new corporale Image and a new name - Tidemark Solutlons™ On Monday, June 19th, we announced the name change to the press, Introduced three product packages, and launched our new hosted applicallon serVices, Tidemark Cllck™ In the future, you Will see a new logo, new Identity and a revamped Web site at wwwtldemark com Tidemark has made these changes to better meet the needs of the raptdly changing marketplace Thanks largely to the valuable contr,buiIGi"is of customers like you, Tidemark has developed a menu of products and services that Will serve this new era of e-government Our goal IS make our product and service offerings easier for current and new customers to understand Please be assured that these changes Will not affect your current Tidemark system, but Will prOVide exciting opportunities for your JUrisdiction as It evolves over time Here are the highlights of our new Tidemark Solutions line Tidemark Advantage ™ Includes the client/server product line utiliZing our proven Solution Senes of best practices Tidemark eConnect™ A Web solution allOWing JUrisdictions to automate Internal processes and proVide access to publiC services for Citizens from the Junsdlctlon's Web site /' Tidemark Wireless ™ An application sUite enabling JUriSdictions to access and update data from the field via Wireless deVices including Palm-Pilots, pen-based PCs and Windows CE deVices Tidemark Chck™ A set of subSCriptIon services for local governments, hosted by Tidemark and delivered via the Internet Thank you for participating In our growth, we qUite literally could not have done It Without you As a company, we are energized by these changes and look forward to sharing the benefits With all of our customers You are InVited to VISit our new Web site at www tidemark com for more information detailing our new product packages and Tidemark Click services If you have further questJons, please call our Customer Services group at 1-877-925-4468 or contact your Account Manager Towards greater success, 4wu IlAX Bruce Dahl PreSident and CEO Tidemark Solutions ~MISSION VERIFICATION REPORT TIME 07/11/2000 14:29 t'IAME PLAN FAX 7275624576 TEL 7275524557 DATE, TIME FAX NO INAME DURATION PAGE(S) RESULT MODE 07111 14 28 94578942 00 00 59 02 OK STANDARD ECM \ " " FAX MESSAGE CITY OF CLEARWATER PLANNING & DEVELOPMENT SERVICES ADMINISTRATION 100 S. MYRTLE AVE. CLEARWATER" FL 33756 (727) 562-4567 FAX (727)562-4576 DATE: TO: ~ J1k~-~~-",.J FAX: 1~1- %1-Y9f~ FROM: lL: tZ~ rj- /~O?~ ~Yf MESSAGE: NUMBER OF PAGES(INCLUDlNG THIS PAGE) Asmar, John From Norman, LOIs Sent Monday, July 10,20001000 AM To Asmar, John Cc Goudeau, Cyndle Subject RE Agenda Tracking for 6-27-00 r{y ~ ~~ ?/ Thank you for the update Please let me know what date you will preview the presentation with Cyndle Presentation preview dates are set for Wednesdays at 1 30pm In chambers (Agenda packs are sent to commiSSioners on August 7 for the August 17 commission meeting, therefore, to Include a copy of your presentation In that delivery, the last date for previewing would be August 2 at 1 30pm In chambers July 19 and July 26 are also available) -----0 ng I n a I Messa g e----- From: Asmar, John Sent: Fnday, July 07,2000 11 48 AM To: Norman, LOIS Subject: RE Agenda Tracking for 6-27-00 LOIS, I am planning to bring an Item forward the second meeting In august regarding TIdemark ThiS will be a presentation as well as an approval to spend dollars Please add -----Onglnal Message.---- From Norman, LOIS Sent Tuesday, June 27,2000412 PM To Arllta Hallam, Bill Baird, Bob Brumback, Bob Keller, Brad Varnum, Carolyn Bnnk, Chuck Warrington, Denise Wilson, Dewey Williams, Eleanor Breland, Frank Kllm, Garrison Brumback, Gary Johnson, Jacqueline MolslCk, Jeff Kronschnabl, John Asmar, John Szabo. Keith Ashby, KeVin Becotte, KeVin Dunbar. Linda Treuhaft, Mahshld Arasteh, Margie Simmons, Michael QUillen, Pam Akin, Paul O'Rourke, Ralph Stone, Robin Gomez, Rowland Herald, Sandy Harriger, Sidney Klein. Sue PhillipS, Tina Wilson, William Horne, William MOrriS ,Cc AliCia Farrell, Amy Ruscher, Belinda Massey, Debra Reid, Diane Manni, Jerry Worsham, Kelly O'Bnen, Sherne Nicodemus Subject Agenda Tracking for 6-27-00 Please review and update the attached agenda tracking for dates 8/3/00 forward, prOVide approximate dates for any TSD notations Responses are due to LOIS Norman by 5pm Fnday, June 30,2000 If you have questions, emall or call LOIS at 4091 << File Agenda Tracking as of 6-27-00 xIs >> CITY OF CLEARWATER DEVELOPMENT SERVICES DEPARTMENT OCCUPATIONAL LICENSE ISSUANCE 1. CUSTOMER SERVICE See steps for customer service under bUilding permit review 2 APPLICATION Customer Service Discusses occupational license requirements With the Representative (CSR) customer CSR enters data, including address, project name, applicant's name and address, license information Into Permit Plan CSR calculates fees and explains license renewals CSR relays need for State of FlOrida requirements and/or background check to customer and gives appropriate forms If applicable CSR directs customer to Cashier to pay fees Customer leaves 3. ISSUANCE Zonmg Staff Zoning reviews use request at location and signs off If acceptable (If not acceptable, the use IS denied or additional planning reviews are necessary) CSR CSR enters any applicable information from other departments (other departments such as Engineering, Fire Safety, TraffiC Engineering are brought Into the review If necessary depending on the circumstances) CSR prints license CSR refers customer to Cashier for payment Customer leaves With occupational license In hand 4 HISTORICAL INFORMA TION ON OCCUPA TIONAl LICENSES Customer Requests need for bUSiness information to Greeter Greeter (CSR) Greeter assigns customer to first available CSR CSR searches computer records by address, name, bUSiness name, or any other information the customer may have CSR may do monthly report for customers With specific Interests (interested In all new beauty salons established, etc) CSR relays information to customer and prints out any deSired Information CSR directs customer to Cashier for payment of copies Customer leaves With information DevSvcsOccu patlona llicenselssu anceProcessStepsJune9, 2000 Development Services Department Occupational LIcense Issuance Application Customer Discusses Occupational License Requirements with Customer CSR Enters Data Into Permit Plan CSR Calculates Fees & Explams License Renewals CSR Relays ReqUirements & Background Check to Customer CSR Directs Customer to Cashier Customer Leaves Development Services Department Occupational License Issuance Issuance ZOning Reviews Use Request at 1 Location "\"1 v Sign Off If Acceptable If Not Acceptable, Use IS Denied - .... CSR Enters Information From Other Departments --' ..... CSR Pnnts License CSR Refers Customer to Cashier Customer Leaves o . Development Service Department Occupational License Issuance Hlstoncallnformatlon on Occupational Licenses Customer Customer Request for Business ree er Assigns Customer to CSR CSR Searches Computer Records CSR May Do Monthly Reports CSR Relays Information to Customer & Prints Information CSR Directs Customer to Cashier Customer Leaves Development Services Department Code Inspections ComplaInant Makes Complaint Staff Assistant Receives Information WI Is Location In The City? I thin City ~, ~ 1 Not Within City Not High Priority Staff ASSIstant Determines Whether or not It IS a High Priority Complaint Staff ASSistant Refers to Proper JUrisdiction Staff ASSistant Completes a Complaint Form High Priority Staff ASSistant Enters the Case Into Permit Plan Staff ASSistant Nofltles by RadiO the Inspector ASSigned to Area Staff ASSIstant Makes Notlatlon that Referral was Made Staff ASSistant ASSigns & Distributes Paperwork on Case to Inspector Inspector Goes to Property to Conduct Initial ::: Inspection If Owner Avallblb Inspector Makes Contact WIth Owner by Telephone or In Person Inspector Records Action on Complaint Form Walt Three Days F or Owner to Contact Inspector If Not In Compliance I I Minor VIolation 11' Courtesy Letter To Property Owner GIving Instructions for Compliance If Ownef Not Available Inspector Leaves DOOf Hanger Explaining Violation If In Compliance 1 '7 Not Minor Violation "Notice of Violation" Sent to Property Owner L....t> Ten to Fifteen Days -" ~ GIven to Comply -'l..., Ji N ot In Compllance_f Is a - Violation NUisance? Yes No ~"J ~f Code NUIsance Enfofcemen Abatement t Board Process Process ~J Inspector Finalizes Report (Complaint Form & PermIt Plan) Compliance Achieved ~ Case Closed Final Report to Permit Plan Development Sefvlces Department BUilding Permits InqUiry About Permit Process Pre-Submittal DIScussion Application Submitted Plans Review Issuance of BUilding PermIt Inspections Certificate of Occupancy File RetentIon Development ServIces Department BUilding Permits Inquiry About Permit Process Customer CSR Checks to Make Sure Property IS Within City of Clearwater 17 Customef Ask Questions Pertaining to Business Hours & Location Customer Entefs Department & Expresses Needs With Greeter 1~1 CSR Answers Customef Question 1-" CSR Provides Information & Handouts Development Services Department BUildIng Permits Pre-SubmIttal DIScussion CSR Discusses BUilding PermIt Application, Fee Estimates, Plans Review & Inspection Processes 'V CSR Gives Customer Application & Other Informational Needs' , Development Services Department BUilding Pefmlts Application Submitted CSR Receives Application & Plans & Calculate Fees CSR Verifies Completeness 1,1 CSR Directs Walk-In Customers to Cashier l~ CSR Enters Data Into Permit Plan 17 CSR Logs In Plans & DIssemInates the DraWings to Other ReVieWIng Departments Development Services Department BUilding Permits Plans Review Plans Examiner Reviews Plans Coordinates Plans RevlewWlth Other City RevieWing Departments Contacts Applicant Regarding Questions About Plans Plans Examiner Will Stamp & Sign the Approval fOf the Plans Contacts Applicant's Representative to Notify of Approval Development Services Department BUilding Permit Issuance of BUilding Permit Enters the Final Permit Information Into Permit Plan, Prints Pefmlt, & Issues Permit Discusses With Contractor the Inspection Requirements Development Services Department BUilding Permits Inspections Applicant's Contractor Request by Telephone a Inspection Inspector and/or Specific Trade Inspects Site to Determine If the Construction IS In Accordance to S peclfl cations I nspector Compares Construction with ReqUirements Inspector May Request Changes or Corrections to Construction Inspector Signs Permit Placard at Job Site when Construction Meets Code ReqUirements If Deficiency, Inspector Leaves Written Notice with Code Reference I nspector Enters Inspections Into Pefmlt Plan ! Inspector Will Approve ConstructIon when Construction Meets Specifications & Requlfements Inspector Enters Final Inspection & Any Notes Into Permit Plan Development Services Department BUilding Permits Certificate of Occupancy Additional Remaining ReqUired Fees will be Verified by the cSR App II cant/Representative Pays Any Remaining Fees Certificate of Occupancy IS Issued for Project Structure & Site IS Ready to be Occupied Development Services Department BUilding Permits File Retention Files Permit Documents & Plans Filed Documents & Plans are Sent to the Contracted Company for Microfilming After 12 Months CITY OF CLEARWATER DEVELOPMENT SERVICES DEPARTMENT BUILDING PERMITS 1. INQUIRY ABOUT PERMIT PROCESS Customer Contact Customer Service Representative (CSR) Customer Customer Service Representative (CSR) 2 PRE-SUBMITTAL DISCUSSION Customer Service Representative (CSR) 3. APPLICATION SUBMITTED (Process No 1 above IS repeated for applicant to arrive at the department and walt for a CSR) Customer Service Representative (CSR) OevSvcsBulld IngPerlllllProcessSlepsJune8,2000 The customer calls for general information about developing a property CSR checks to make sure the property IS In the City of Clearwater (If In the City, the process continues, If not In the City, the CSR refers the customer to the proper J urlsd Ictlon) The customer asks If bUilding permit IS needed The customer asks for bUilding location The customer asks about business hours The customer dnves to the bUilding The customer parks his/her vehicle (If parking space IS available) The customer enters the lobby and IS directed by the lobby attendant The customer arrives at the department The customer checks In the with the greeter and expresses needs The customer walts to meet with a CSR CSR answers questions by customers (telephone, walk- inS, fax, Internet) CSR provides information and handouts (Including application form, fee schedule, bUilding code sections, city code requirements, safety code requirements) CSR discusses the bUilding permit application, fee estimates, plans review and inspection processes with the customer CSR gives the customer the application form and other Informational materials CSR receives the application and plans and calculates the fees (handled by walk-In, mall, fax, emal)) CSR verifies completeness (checklists) CSR directs the walk-In customers to the cashier for payment (cash, check, credit card, escrow account) CSR enters the data Into Permit Plan (Including address, project name, applicant's name and address, license Information, parcel number) CSR logs In plans - dates and rolls the plans, attach "sign off cards", calls for additional information needed, disseminates the drawings to other reviewing departments including Engineering, Fire Safety, Land Resources and Landscaping) 4 PLANS REVIEW Plans Examiner (licensed) Plans examiner reviews plans In accordance with Southern BUilding Code and other pertinent federal, state, county and local bUilding code requirements Coordinates plans review with other CIty revlewmg departments including Engineering, Fire, Land Resources, Landscaping and TraffiC Contacts the applicant regarding questions about the plans Once all requirements are satisfied and necessary revIsions have been made, the plans examiner will stamp and sign the approval for the plans to be released for commencement of the project and to the inspections process step, also, the approval information Wit any conditions/comments will be entered Into Permit Plan Contacts the applicant's representative to notify of approval of the plans and to give directions to contact a CSR to obtain the bUilding permit and schedule for Inspections 5 ISSUANCE OF BUILDING PERMIT Customer Service Rep rese ntatlve Enters the final permit Information Into Permit Plan, prints a permit and Issues the permit to the applicant's contractor Discusses With the contractor the inspections reqUirements and gives Instructions on scheduling inspections by telephone and the interactive vOice response (IVR) service for updates about Inspections (the latter two have 24 hour access) 6 INSPECTIONS Construction Inspector The applicant's contractor Will telephone a request for inspection for construction of a project that has been permitted The Inspector aSSigned to the area and/or the specific trade for which the inspectIon has been requested, drives to the site to determine If the construction IS In accordance With the specifications of the plan and any other federal, state, county, or local bUilding reqUirements The Inspector compares construction With reqUirements of draWings and code reqUirements The Inspector may request changes or corrections to be made to the construction of the project for safety and/or bUIlding code reqUirements Inspector signs permit placard at Job site when DevSvcsBulldlngPermllProcessSlepsJ Llne8,200a 7. CERTIFICATE OF OCCUPANCY Customer Service Representative (CSR) A ppllca ntlRep resentatlve Customer Service Representative (CSR) 8 FILE RETENTION Customer Service Representative (CSR) DevSvcsBu lid 1119 Pe rmltProcessSlepsJul1e8,2000 construction meets code requirements If there IS a deficiency, th e Inspector leaves wntten notice with cod e reference Inspector calls contractor If not on Job site to discuss code requirement The Inspector enters information regarding the inspections Into Permit Plan When the construction has completely and satisfactorily met the specifications of the plans and code requirements, the Inspectors Will approve a final Inspection and sign off accordingly The Inspector enters the final inspection approval and any notes of conditions Into Permit Plan Additional remaining required fees (such as Impact fees) Will be verified by the CSR The applicanUrepresentatlve Will pay any remaining fees to the cashier (cash, check, deblUcredlt card, escrow account) A Certificate of Occupancy Will be Issued for the project follOWing payment of all requIsite fees, completion and compliance with all requirements and specifications of the plans and related approvals (including Planning Department site plan and/or Board approval action) The structure and site IS ready to be occupied Files the permit documents and plans After 12 months, the filed documents and plans are packaged and sent to the contracted company for mlcrofll ml n g 1\ CITY OF CLEARWATER DEVELOPMENT SERVICES DEPARTMENT CONTRACTOR LICENSE INFORMATION 1. CONTRACTOR LICENSE Customer Customer will arrive and notify the Greeter (CSR) that he would like to receive Information on a contractor's license Customer Service RepresentatIve Greeter (CSR) assigns customer to the first available CSR CSR takes Information from customer and searches computer records for license mformatlon CSR prints available mformatlon CSR may also refer to PCClS (county Ilcensmg authority) or State of FlOrida for further mformatlon Customer Customer leaves With information DevSvcsConstrac!orLlcensel nformallOnProcessStepsJ u ne9 2000 Development Sefvlces Department Contractor License Information Contractor License Customer Customer Greeted by Gfeetef Greeter (CSR) Assigns Customer to CSR CSR Searches Computer Records for License Information ~ CSR Prints Information CSR May Refer Customer to PCCLB or State of FlOrida Customer Leaves ~ CITY OF CLEARWATER DEVELOPMENT SERVICES DEPARTMENT COLLECTION OF FEES - PAYMENTS 1. COLLECTION OF FEES - PAYMENTS Customer Customer tells Greeter (CSR) that he/she needs to pay a fee Greeter/CSR Greeter (CSR) directs the customer to the Cashier Customer Customer pays fees to Cashier (under Administration) Customer leaves With receipt of payment DevSvcsCollectlol1ofFees-PaymenlsProcessSlepsJune9 2000 Development Services Department Collection of Fees - Payments Customer Customer Informs Greeter of Fee Payment Greeter Directs Customer to Cashier Customer Pays Fee CITY OF CLEARWATER DEVELOPMENT SERVICES DEPARTMENT VEHICLE COMPLAINT 1. INSPECTION PROCESS Code Inspector Inspector drives to the location If It IS a Code violation, process through code inspection process If It IS a parking violation, the Inspector Issues a parking Citation, back at the office, the Inspector enters the information mto Permit Plan If It IS a safety Issue of a vehicle on a street nght-of-way, the Inspector first contacts the police department to see If the vehicle IS stolen If It IS not stolen, the Inspector calls the designated towing company, and the vehicle IS towed after 5 days from putting a notice on the vehicle If the vehicle IS stolen, the Inspector gives the full Information about the vehicle and location to the Police Department and they have the vehicle towed Immediately DevSvcsVehlcleCompla I niP rocessSlepsJune9 2000 (') U'loo 3m- ""0 0 1:1 !:Q ::J _ ID ID co 00 ID '< ::J ::J 1:1 nen'<mm mo-_n 3......omo mz-ja.-. ~gS?da _ <; ID @)>~= ......::Joo <DCO -. -4""0 ~ ~ 00 n _m 3 0 3 m m'U a.m - ;:J. m.3 m m .;z::J - ::J 3" ""OO'en m-.l:I -. 3 m 3 m n ;:+:=-0 ""00-' ID ::J m ::J - ::J ::J - o~ ""0 - D)-~ on::JZ ::J m 00 0 00 1:1 - aZmU') ID n- -.goO - -. m @ _::J ""0 :::;; o - =-::J< n ::J 00 m m 0' 'U ::r O-.mo m3n- -oIDOm mg-'w ;:J.::JG1U') 3-<- mama ::J en m ...... _::J ""O::J -.00......-1""0<:::;; o 1:1 ...~::r -. - nmo-.oOID mna.gnma 00 :=- m ,,.... m :=- 0 enO ~enOa. ::J .... 00 _::J m :::;; ""03"""0 m 00 m ~-o -. _ m ;;0;;- ::J n - co _ ::J OCO g:..< -00- ~enQ. _.r: III Om...... ::J en 5 _::J ""0 o - _::J <- - en ...... 2~;:!;I ~ ~ O......acon...... _::r-m eno-m- m-'Oo'< ma....::Joo :::;.,O:?:IDen (I);2.IDU')c ......00'< ......CD 00.- iila m en CD ^~ ::J -..... o m < CD o 3" < 1:1 en CD 3 -0 ::r m CD - ::J nn- ......-(1) o CD m ::J a -. ""00:5 -. 3 @ o -0 '" n - '" mQ:lO en :J CD en --0 Ul ;:J. 3 m ::J - -- CITY OF CLEARWATER DEVELOPMENT SERVICES DEPARTMENT SIGN COMPLAINT 1. SIGN COMPLAINT PROHIBITED SIGNS Code Inspector And Staff Assistant 2 VIOLATIONS OF LEGAL SIGN RESTRICTIONS Staff Assistant Code Inspector Sign Inspector DevSvcsS Ig nCom plalnlProcessSlepsJune9 2000 The Inspector drives to the site/location For "snipe" signs/signs In rights-of-way, the Inspector removes the sign Back at the office, the Inspector places the information on a monthly statistical form For banners, cold air Inflatables, balloons, etc , Inspector contacts the owner or representative and nottfies of complaint If compliance IS not obtained In a timely manner, Inspector cites with Notice to Appear to County Court (they make contact with the representative, by handing It to them, or put It In a conspIcuous place on the property for the person Cited) Back In the office, the Inspector gives the complaint form on cases that reqUire follow-up or re-Inspectlon to the staff assistant to enter the case Into Permit Plan On cases that are opened and Cited and closed Immediately, the Inspector Will open the case In Permit Plan, enter the appropnate activities and close the case Go to General Code Inspection process, except as follows Window slgnage, the Inspector determines the amount of Slgnage compared to the amount of Window space to determine If there IS a violation Replacement signs, the Inspector determines If a permit has been Issued for any signs that are new or change of structure For new Slgnage Inspector determines If permit has been Issued for that location If not, refers case to the "Sign Inspector" If a permit has been Issued and It meets the specifications of the permit, the Inspector closes case If the sIgn does not meet the specifications of the permit, It IS referred to the "Sign Inspector" Vehicles with signs Inspector determines If the vehicle IS used In the normal course of the bUSiness and If vehicle IS operable If no to either one, the Inspector takes enforcement action If yes to both, Inspector closes case Go to General Code Inspection process, except as follows Inspector conducts site VISit (dnves to site) to determine If violation eXists If a new SIgn, the Inspector confirms that the sign meets DevSvcsSlg nComplamtPI ocessSlepsJu ne9 ,2000 the permitted requirements Checks the property for any other sign Issues Takes enforcement action for any signs In violation Attempts to achieve voluntary compliance If voluntary compliance IS not achieved, then takes vlolatron through county court proceedings or Code Enforcement Board proceedings If voluntary compliance IS achieved, the Inspector closes case In Permit Plan Throughout the entire process, the fnspector enters the updated information In Permit Plan Development Services Department Sign Complaint Violation of Legal Sign Restrrctlon Go to General Code Inspection, Except As Follows (Staff Assistant & Code Inspector) Window Slgnage Determine Amount of Slgnage Compared to Amount of Window Space Replacement Signs Determine If a Permit Has Been Issued For New or Changed SIgns Determine If Violation Refers Case to Sign Inspector New Slgnage Determines If Permit Has Been Issued for that Location If No .-. ...., I If Yes spector Closes -4 Case In If Sign Does Not Meet Specifications of Permit, IS Referred to Sign Inspector VehIcles With Signs Determines If Vehicle IS Used In Normal Course of Business & If Vehicle IS Operable If No 1 If Yes Inspectof Takes Enforcement Action :7 Inspector Closes Case .. Go to General Code Inspection Process, Except as Follows (Sign Inspector) Inspector Conduct SIte VISit If New Sign, Inspector Confirms Sign Meets Permitted Requirements Checks Property for any Other Sign Issues '7 a es Enforcement Action for Sign Violation Is Not Achieved Attempts to Achieve Voluntary Compliance l.] t " Is Achieved Inspector Takes Violation ThfOUgh County Court or Code Enforcement Board Meetings Inspector Closes Case In Permit Plan CITY OF CLEARWATER DEVELOPMENT SERVICES DEPARTMENT HOUSING INSPECTION/ENFORCEMENT 1 HOUSING COMPLAINT OR SELF-INITIATED Complainant Code/Building Inspector 2 INSPECTION/ ENFORCEMENT CodelBuildmg Inspector 3. HOUSING VIOLATION REPORT Staff Assistant Code/Bulldmg Inspector 4 CODE ENFORCEMENT BOARD CodelBulldlng Inspector 5 DEMOLITION Code/Building Inspector Complaint made as In general steps for code enforcement process Inspector goes to the Site (by vehIcle) and rnspects the exterior and Interior If able to access the reSidential structure If not able to access, then the Inspector must find out who owns the property and get permission to enter to Inspect If Inspector can not gain access, inspection will be made from exterior Inspector wntes down the Information observed at the reSidential structure regarding safety/building Issues Inspector enters Information Into Permit Plan If determined that conditIons reqUIre further action, the Inspector generates HOUSing Violation Report Malls the report to the property owner Venfles owner of property from Property Appraiser data base and prints out information and gives to the Inspector Inspector conducts penodlc inspectIons to determine progress of compliance, with COinCiding periodiC updates to Permit Plan, takes photos of site for files and Permit Plan If owner chooses to repair the structure, permits are pulled and bUilding permIt process IS used at thiS pOint If compliance achieved and the reSidential structure has been cleaned up and/or repaired, the Inspector enters the mformatlon Into Permit Plan and closes the case If not In compliance, the case progresses to Code Enforcement Board MCEB Will hear case and may assess fme for each day of noncom pi lance MCEB may authonze demolition of the structure depending on the condition and unsafe circumstances Coordmates cases wIth the City Clerk, attends meeting and enters mformatlon before and after meeting mto Permit Plan Contacts demolition company and schedules demolition DevSvcsHousmgl nspectlorl EnforcementProcessStepsJune9, 2000 Development Services Department Hou sing I nspectlo n/E nforcement Inspection Enforcement Inspector Goes to Site & Inspects Exterior & Interior If Not Able to Access, Inspector FInds Out Property Ownef & Gains Information to Inspect Inspector Writes Down Information Observed Inspector Enters Information In Permit Plan If Determines Further Action, Inspector Generates Housing Violation Report . Compliance Achieved Inspectof Enters I nformatlon Into Permit Plan & Closes Case Development Services Department Housing I nspectlons/Enfofcement Housing Violation Report Staff Assistant Malls Report to Property Owner Inspector Conducts Periodic Inspections for Progress of Compliance Not In ComplIance Case Progresses to Code Enforcement Board Unsafe Case Inspector Refer Case to BUilding Inspector Assigned to Unsafe Housing ... CITY OF CLEARWATER DEVELOPMENT SERVICES DEPARTMENT TEMPORARY USES 1. ZONING NOTIFICATION ZOning Staff Code Inspector 2. COMPLAINT Staff Assistant Code Inspector Zoning staff notifies CRT about Issuance of a temporary use permit I n spector mOnitors I ocatl on for co mp liance (Information has been entered Into Permit Plan by Zoning Staff) If event IS on Inspector's scheduled day off, Inspector forwards information to the back-up Inspector who IS on weekend Inspections assignment If violation IS noted, Inspector Issues wntten warning first and gives separate time to correct violation After time allotment for compliance, Inspector wntes Notice to Appear and presents It to the violator Inspector enters the information In Permit Plan Follows Notice to Appear Procedure, If case continues Go to general code Inspection process, except as follows If violation IS noted, Inspector Issues wntten warning first and gives separate time to correct violation After time allotment for compliance, Inspector wntes Notice to Appear and presents It to the violator Inspector enters updated Information Into Permit Plan and, makes notes If case IS closed Follows Notice to Appear Procedure, If case continues DevSvcs T emporaryUseE rtforcementProcessStepsJu ne9, 2000 Development ServIces Department Temporary Uses Zoning Notification Zoning Staff NotIfies CRT About Issuance of a Tempofary Use Permit Inspectof Monitors Location for Compliance If Event Occurs on Inspector's Day Off, the Information IS Forward to the Back-up Inspector If Violation IS Noted, Inspector Issues Written Warning After Time Allotment for Compliance, Inspector Wntes Notice to Appear Inspector Enters Information In Permit Plan Follows Notice to Appear Procedure .. Development Services Department Temporary Uses Complaint Go to General Code Inspection Process, Except as Follows If Violation Noted, Inspector Issues Written warning After Time Allotment for ComplIance, I nspector Writes Notice to Appear Inspectors Enters Information Into Permit Plan & Makes Notes If Closed Follows Notice to Appear Procedure CITY OF CLEARWATER DEVELOPMENT SERVICES DEPARTMENT WATER VIOLATION 1 INSPECTION/DOOR HANGER Staff Assistant Receives the complaint, determines If It In progress or not If It IS In progress, relays Information to Inspector to conduct an Inspection If not In progress, the staff assistant will log the information on a piece of paper and place the information on the desk of the Inspector assigned to water violations Code Inspector Inspector goes to location of complaint Completes door hanger If owner home, try to contact owner (at door, at location) If owner not home, leave door hanger on door If prior warning, give within 1 year Notice to Appear In County Court Water Inspector Water Inspector who IS assigned to update information Into the computer (Excel report) Inspector will record the address, date, the Inspector who performed the Inspection and any associated notes Into the Excel report Print a list of water violations on a periodic baSIS for zone Inspectors reference and for Police Dept Communications Center DevSvcsWate rVlolallon ProcessStepsJu ne9, 2000 Development Services Department Water Violation In spectlon/Doof Hanger I nspector Goes to LocatIon of Complaint Completes Door Hanger If Owner home, Contact Owner If Owner Not Home, Leave Door Hanger If Pnof Warning, Give Notice to Appear In County Court Inspector Enter Information Into Permit Plan DEVELOPMENT SERVICES DEPARTMENT WATER RESTRICTIONS INSPECTIONS PROCEDURES 1 Telephone or walk In customer makes complaint 2 Staff receives complaint 3 Staff asks for address of complaint 4 Question Is It occurring now? 5 If yes, assign to zone Inspector 01 their back up Immediately 6 If no, log information on paper and place paper on Julie Phillips desk 7 If person IS only making inqUIry about water restrrctlon, transfer person to hotlll1e for water information If It IS available 8 If complaint IS In progress, or self Initiated, the zone Inspector shall investigate 9 Inspector determines If the violation IS occurring by observation 10 Inspector Will determine If any prevIous warnings or citations have been Issued at this location within the past year 11 If Inspector believes that a violation IS occurring, the Inspector Will make contact wIth someone In charge of the property 12 Inspector Will determine through Interview and observation If the vIolation IS actually occurring or not 13 If a violation IS occurring, the Inspector wlI I Issue a warn Il1g to the person If It IS the first time a violation has been noted at that location 14 To Issue a warning, the Inspector shall hand the top part of a door hanger to the party they are talking With explaining the water regulations that are occurring at that time If pfevlous warning or citation for water violation has been given at the location and approprrate enforcement action by utility billing (If available) or Issuance of a notice to appear to court shall be done If notice to appear IS completed, the Inspector shall make a copy and place It on Julie Phillips desk CompletIon of notice to appear shall follow procedures of notice to appear 15 If no Violation I~ occurring, after inVestigation, the Inspector shall complete the Information With the address, person's name, date, and what Information thiS person was dOing that made It not be a Violation on a water card and that card shall be placed on Julie PhIllips desk 16 If no one IS at location, a door hanger shall be completed as indicated below 17 Completion of door hanger A door hanger IS a paper card stock deVice used by CRT as a warning to Citizens about the water regulations The door hanger IS tYPically stocked In CRT In the supply cabinet or the rotating kiosk for reports The Inspector shall Circle the appropriate VIolation and place the door hanger onto a conspIcuoUS location on the front door of the main structure on the property The Inspector shall complete the bottom portion of the door hanger With the person's name, address of Violation, date of Violation, Inspector's name and Indicate the nature of the water Violation ThiS card shall be placed on Julie Phillips desk --. 18 If a complaint comes In and It IS not In progress, the Information shall be logged on a sheet of paper With the date of Violation and location of ViolatIon This information Will be placed on Julie PhillIps desk 1 9 If a complaint IS not In progress, a letter Will be sent to the property owner IndIcating that there was a complaint about water restrictions at the property and that the letter Will serve as a warning about the complaint The letter Will also indIcate that future Violations In one year Will result In more severe enforcement actions 20 Julie PhIllips, or her designee, upon receiving the cards and papers With water complaints and enforcements shall enter Into the water data base the date of Violation, the address of ViolatIon, the enforcement action taken, the Inspectors name, and any notes about type of VIolatIon or reason for It to not be a Violation 21 Upon completing the data entry, Julie Phillips shall print a copy of all water enforcement information She Will then make copies and distribute to each zone Inspector, to staff aSSistants, and to the Police Dept 22 After entering the Information Into the data base, Julie Phillips Will give all cards, papers, and copies of citations to Rick DeBord for him to prepare the monthly report to SWFWMD ;1:;li-l/{ Cr:r ^?I1~~ 'io M.J A (It:f1AlflL (/li-He left () ^~t t..,+/}V A'lJ.-L ,~M. 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').;;.. ~ ~ 5C,&fSoo g;{p z- 4- ~ &2- 5f.t:J2.-1../~7~ it 7.gboo 'tb ~ - ~ 3. ~ 'T ,r GULF-TO-BAY CORRIDOR STUDY PROJECT SITE VISIT & HISTORICAL INFORMATION RE: 2495 Gulf-To- Bay "Home Depot (formerly Builder's Square)" GENERAL DESCRIPTION TYPical Home Depot designed bUilding PARCELID: 18-29-16-00000-420-0100 ZONING DISTRICT' Commercial (C) OWNERSHIP INFO' Troplcana Palms, Ltd 115 S La Cumbre Ln, SUite 302 Santa Barbara, CA 93105-5105 (as per Prop Appraiser 531 00) EXISTING USE: Commercial Indoor retail Permitted use and consIstent with zoning district and land use CERTIFIED SITE PLAN Certified site plan on file INFORMATION. CURRENT OCCUPATIONAL There IS currently (as of 531 00) a "HOLD" placed on the occupatIOnal lIcense for the LICENSE INFORMATION' retail store (OCL-0005741) Permit Plan "Activities" indicates that there IS a "Hold" pending the receipt of a "CO" (re BCP2000-01424) "", - ~ Oi ~ ...... -~.-,. - ... - ,. -r')""; ~SIGNAGE'D~TA": - ",';<;, , " ;:' ' Confonnlng (to this pOint In time) (Permit #'s SGN2000-03014, SGN2000-03016, Yet f .. '" .,~ ~<,. 'I< ........, '" T,... "i ~ ~..... t f{slgJ'lage \fJllI.be'impactetlf ~, to receive Flnallnsp ) " _ _'_"'~:'" :'~t:.:'.v;;J'_: Freestandmg Slgn setback = 10ft from sidewalk Slqnwlllbelmpacted # OF INGRESS POINTS: Two from Old Coachman Road One from DrUid Road # Of EGRESS POINTS: Two onto Old Coachman Road One onto GTB One onto DrUid Road CROSS ACCESS: None ,-,PARKiNG,;:,"~;'~;~"~~,' "~'l,\ ',-;(';: 697 spaces Originally reqUired Later obtained a variance (V94-21) request approval for -., , ~ '1...-,,"" v ...., ,.;,.;j '<')'" ... l'l-"'S ~ (wllI'be1impatteCt);.,' ,.' '~,\' ,.', 39 parkmg spaces to allow 658 parking spaces at site 655 striped spaces available at ; ) ",1,,' ,'J " "l~' ,'",:';- ,.' ',~~, ;j~~ " the site mcludlng 14 handicapped spaces Does not meet approved number of spaces ~ _' " ...', :~' _ <, -7~, .< /, ~,,,';ji';h~ reqUired per variance approval 44 spaces Will be Impacted ~ LAr,fD~CAel!'(9-::-:-/h;;:~;r~ -.-,' Approved landscape plan on file Property does not meet reqUIrements of plan Doe? t '(wllt.~~ irnp~'cte~) ::-f::~t' ~~i~~.i not meet current code MinImal landscaping, no Irrigation and maintenance ,,' :'~ ' ," > <' . ; J:'_'. " :\,,"; ',,",: - Perimeter landscaplna alona GTB IS WIthin 5 ft Impact area BUILDING STRUCTURE(S): BUilding setback IS ok (not Within 15' Impact area) BUilding setback = 395 ft from Sidewalk BOARD J CITY COMMISSION IMPOSED CONDITIONS. DCAB m eetl ng (5/12/94) for V94-21, City CommiSSion meetl ng (5/4/95) fa r Sign vanance SV95-17, mrnutes attached A "Development Order" approving a FleXible Standard Development applicatIOn (FLS 00-01-02) was initiated on 2/29/00 See attached document Additional information. next paae. ADDITIONAL COMMENTS. Violations and Perceived Problems 1) P avem e nt IS In good cond It I 0 n, however, numerous spaces I n rea r of bldg need to be restnped 2) Perimeter landscaplna alon!:! GTB IS within the 15' Impact area 3) Fire hydrant will be Impacted 4) Electncal Box Will be Impacted 5) There Will be a reduction In the # of parking spaces 6) SIX expired sign permits found In P*Plan (SGN1992-020163, SGN1995-060634, SGN1995-060635. SGN1995-060636, SGN1995-060712, SG N 1995-080504) 7) 0 ne expl red build I ng perm It found In P*Plan (BCP1995-070464) 8) Concerns re: the overall process associated w/ Flexible Standard Developments (what are our established procedures???) How IS allowable slgnage Impacted; what ability IS there to tie approval wi wlflingness of property/business owner to bring property up to code In ALL regards; what role can/should Code Enforcement play in process (in order to ensure that Planning personnel are fully aware of ALL problems associated w/ any particular property? GULF-TO-BA Y CORRIDOR STUDY PROJECT SITE VISIT & HISTORICAL INFORMATION RE: " " GENERAL DESCRIPTION: PARCEL 10 ZONING DISTRICT' OWNERSHIP INFO EXISTING USE: CERTIFIED SITE PLAN INFORMATION: CURRENT OCCUPATIONAL LICENSE INFORMATION' SIGNAGE DATA: # OF INGRESS POINTS # OF EGRESS POINTS CROSS ACCESS: PARKING, LANDSCAPING: BUILDING STRUCTURE(S): BOARD I CITY COMMISSION IMPOSED CONDITIONS ADDITIONAL COMMENTS Violations and Perceived Problems ~ . lIIl.n~obal t"e pov.'er 01 1'1~IOn the value 01 resuh May 12,2000 Mr John Asmar Clty of Clearwater Admmlstrator, Plannmg and Development ServIces 100 S Myrtle Avenue Clearwater, FL 33756 Dear Jo1m, I apprecIated the OpportuOlty to meet with you recently to dISCUSS how Planmog and Development ServIces IS movmg forward m a number of technology mIhahves It was helpful to hear from you the Ideas and d1rectlOn for the futur~ at the City of Clearwater to provide additional capablilhes to your customers It's apparent that th1s IS the nghf time to begm thiS process as eVIdenced by your customers and constituents askmg for enhanced capabIhtles In workmg With the Clty Based on our dlscusslOns, you have generated a number of Ideas already, which form the basIs of your plan to move forward The next step IS to get those key Ideas onto paper, and orgamzed mto a format WhICh will allow you to take them forward to the council (and others) for approval of your Identtfied dIrectIOn IMRglobal can assist In thiS process of captunng and presentmg your plan Based on our most recent diSCUSSion, IMRglobal has outlmed a number of tasks to be completed by I.MRglobal and yourself and dIrected by you to produce the planmng document for Planmng and Development ServIces ThIS IS the first stage of our recommended approach to address your desIre for enhancmg the City'S eXlstmg technology capabllitIes, and 10 turn the satisfactiOn of your customers The first step IS to begm a reqUlrements defimtlOn phase Dunng thiS engagement IMRglobal Will provide a ~emor busmess analyst onslte at the CIty of Clearwater for three weeks, begmmng June 12,2000, to be billed on a TIme and Matenals baSls ExtensiOn<; to thiS ttmeframe can be negotlated based on the ldenttfied need for additIonal areas to be addressed or addlttonal detail m any of the Identified areas The cost of the engagement will be $15,000 based on a Time and Materials rate of $125 per hour The, tasks to be undertaken dunng that penod are . Conduct a senes of mtervlews WIth the Admm1strator, Planmng and Development Services and Semor Staff as Identified by the AdmmIstrator to determme the current dlfechon, 1deas and pnonttes for Plannmg and Development ServIces . Attend and document up to four focus group seSSlons These W1U be mformatlon gathenng seSSlOns conducted and led by Planmng and Development ServIces With key constituent groups to be Identl fled and facliltated by CIty of Clearwdter . Document the current strategIes of the Department . Document the current actIOn plans under way wlthm the Department . Assl:'.t m the pllOntJzatlon of the project mltlatlve<;; based on antICIpated Impact, cost and nsk . RevIew the current uSdge of the TIdemark system and document arcas of the system at a h1gh level, which are not bemg fully utthzed It IS estlmated that 40 percent of the capab1l1tJes are not bemg used or not used fully . Produce a delIverable document detall1ng and plescntmg 111 summary the above Items · Develop the outlme for an Rli'P questIonnaIre that may be used as the basIs of gammg estImates for the ImplementatIon phase The RFP will be completed at a later tIme by Planmng and Development Services or may be negotiated wIth IMRglobal Successful completion of the project assumes that the necessary CIty personnel will be made available to IMRglobal on at timely basls Please call me If you have any q ueshons at 727 467- 8 251, or I will con tact you m the next day or two We look forward to eammg your contmued busmess Best Regards, CUSTOMER APPROVAL City of Clearwater Thomas P Organ IMRglobal Corp Busmess Development Director torgan@nnrglobal com SIgnature Name & TItle Date 2 ~ - ....~ .....- "As mar" Joh,"', ' , ' From Tom Organ [lorgan@lmrglobal com] Sent Friday, June 02,2000808 AM To jasmar@clearwaler-fl com Subject Proposal revISion ~ '\~ ~';-.I tl ,,~ / " ~ /...., ~ "\ John, attached IS a reVISion of the proposal Please let me know via vOice or e-mail If thiS IS accepted as I will need to confirm availability of a resource The current plan IS for the individual to start June 12 and work for three weeks with you I am traveling again today - I will have limited availability to vOice mall until late today ~ C Ily of C Ie arwaier Tom proposal- . . l.IIl[q1'obal ."e fJov.'er of .'1~IOr. me V~ lue d re~IJI's May 12,2000 Mr John Asmar CIty of Cleanvater Admm]strator, Planmng and Development ServIccs 100 S M yrtle Avenue Clearwater, FL 33756 Dear John, I appreciated the opportunity to meet with you recently to discuss how Plannmg and Development ServIces 1S movmg forward m a number of technology m1tlatlves It was helpful to hear from you the Ideas and directIOn for the future; at the C1ty of Clearwatcr to provide add]tlonal capabilitIes to your customers It's apparent that this IS the nght time to begm thIS process as eVidenced by your customcrs and constituents askmg for enhanced capab]hhcs m workmg with the City Based on our dIScuss1ons, you havc generated a number of 1deas already, which form the basIs of your plan to move forward The next step IS to get those key Ideas onto paper, and organized mto a format whICh w1l1 allow you to take them forward to the council (and others) for approval of your ]dentlfied d]recAlOn IMRglobal can assist 10 this process of capturmg and presentmg your plan Based on our most recent d1Scusslon, IMRglobal has outlmed a number of tasks to be completed by IMRglobal and yourself and directed by you to produce the planning document for Plannmg and Development Services ThiS ]S the first stage of our rewmmended approach to address yOUl deSlfe for enhancmg the City'S eX1stmg technology capabilltles, and 10 turn the satlsfactlOn of your customers The first step IS to begm a reqUlrements defimtlOn phase Dunng this engagement IMRglobal will prOVide a semor busmess analyst onslte at the CIty of Clearwater for three weeks, begmmng June 12, 2000, to be bJ!led on a Time and Matcnals baSIS ExtenSIOns to this tllneframe can be negotiated based on thc 1dentlfied need for additional areas to be addressed or addItIOnal detml m any of the Identified areas The cost of the engagement Will be $15,000 based on a T1me and Matenals rate of $125 per hour The tasks to be undertaken dunng that penod are . Conduct a senes of mtervlews With the Adnl1n1strator, Planning and Development ServlGes and Senior Staff as ldenhficd by the Admmlstrator to determme the current dlrectlOn, ldeas and pnontles for Plannmg and Development ServICes . Attend and document up to four focus group sessIOns These will be informatIon gathenng sesSIOns conducted and led by Plannmg and Development Services with key constituent groups to be ldcntlfied and facil1tated by City of Clearwater . Document the current strategies of the Department . Document the current action plans under way wlthm the Department . ASSIst m the pnontlzatlOn of the project Il1ltmt]Ves based on anticipated lmpact, cost and fisk . ReView the current usage of the Tidemark system and document areas of the system at a hlgh level, whIch are not be1l1g fully ut]l1zed It IS estimated that 40 percent of the capabilltles are not bcmg used or not used fully . Produce a deliverablc document detalhng and present1l1g m summary the above Items . Develop the outline for an RFP questionnaire that may be used as the basIs of gammg estImates for the ImplementatIOn phase The RFP will be completed at a later hme by Plannmg and Development Services or may be negotlated wIth IMRglobal Successful completIOn of the project assumes that the necessary Clty personnel wIII be made available to IMRglobal on at timely basIs Please call me If you have any questlons at 72 7 467-8251, or I wlll contact you m the next day or two We look forward to eammg your contmued busmess Best Regards, CUSTOMER APPROVAL City of Clearwater Thomas P Organ IMRglobal Corp Busmess Development Dlrector torgan@l1nrglobal com SIgnature Name & Title Date 2 Asmar, John From Tom Organ [torgan@lmrglobal com] Sent Friday, June 02, 2000808 AM To Jasmar@c1earwater-fl com Subject Proposal reVISion John, attached IS a revIsion of the proposal Please let me know via vOice or e-mail If thiS IS accepted as I will need to confirm availability of a resource The current plan IS for the Individual to start June 12 and work for three weeks with you I am traveling again today - I will have limited availability to vOice mall until late today ~ cny of ClaaIWater Tom proposal - global A~mM 's Cbf. ' zj ~ -0-pJu1 :5 Go -4: '3,0 ~'7 Pbs un-6.F?~ ~ . the power of vision. the value of results. 100 South Missouri, Clearwater, FL 33756 Bus: (727) 467-8000 Fax: (727) 467-8001 SE Region Fax: (727) 467-8942 TO: John Asmar CO~4PANY: _City Of Clearwater, Florida F A('SIMILE: FROM: _ om Organ, IMRglobal Corp, Business Development Direetor ?;-/t--C() DATE: REI: _ e-business assessment for Planning and Development Services NO. OF PAGES: IY(mcludes transmiSSIOn sheet) COFi1MENTS: J ohf I, The rollowing pa.g~s contain two documents. The first is a proposal for IMRglobal to provide a 4.w"ek, e-busiDess assessment for Planning and Development Services at the City Of Clearwater. IMRglobal is ready to begin this project nearly immediately. Your signature on the lette t would authorize IMRglobal to begin the work effort. The ~econd document is a standard IMRglobal Master Services Agreement. This contract woul d serve as the vehicle for authorizing any follow on work. I am available to discuss as soon as yolt are. Reg;: rds, Tom Organ IMR global Corp. Busi less Development Director (721; 467-8251 :"h;sfacsimlle transmJsswn is confidential and intended only for the recipient specified above. IfJ'ou l'eceive this facsimile transmission in error, please notify the sendl!1' Immediately by telephone at the l'lumber set out above. '''An Unyieldmg Commitment to Customer Service" 10 39\:i'd l\:i'8Dl9~WI Gt>58L9t>LGL BE 50 000GIL1/E~ . lIl1I9labal "!he ~r Df vlBiDn. the wlue of resultll March 15, 2000 Mr John Asmar Cit:' of Clearwater Awmmstrator, Planmng and Development ServJ.ces 100 S Myrtle Avenue ele uwater, FL 33756 Dcn- John, I appreCIate the oPPortumty to meet W1th you and your team to discuss how Plannmg and Development Services IS c .u-rently utlbzmg the web to support your busmess. In add1tlOD, It was helpful to hear from you the Ideas and dir<'ctlOn for the future at the City of Clearwater to provide additional capablhtles to your customers It's app :u-ent that this is the nght lIme to begm thIS process as eVidenced by your customers and coIIStltuents askmg for enhanced capabilities m worlang With the City lMRglobal can provule the roadmap as well as consultmg and delivery aSSistance to ensure that you amve safely at that destttlatlOn. whatever it turns out to be IMJ tglobal recommends a short, rapid mscovery and analysis ("scoutlllg report") phase winch will outlme a nwnber of qruck hit areas to allow your group to show early success, as well as tactical recommendatIons based on a"xpert1se, best prachces, mtegratlOn vanables, and other factors Based on our diSCUSSiOns, IMRglobal has outlined an assessment project for the Plannmg and Development ServICes, wh1ch is the first stage of our rec(mmended approach to address your desire for enhancmg the City's eXlstmg e-business capablhbes. and ill turn, the sabsfaction of your customers The assessment will look at the CUITent bUSiness environment and the Ideas for the future, mcludrng those cap.lbIliues already developed elsewhere, to develop a roadmap for achievmg success IMRglobal's focus for the 18se8Sment WI.ll include both the near and long term, Identlfy a number of' qmck h1ts', and Will COllSlst of the follllwmg components Weh-enabled Business Requirements AnalySIS · Current Department Functionality: - Evaluate relevant functions Wlthm your department, conduct a high level categonzahon the functions and inventory those that are cancbdates for web-enable111ent · Current State Web Site Functionality: - Evaluate and document the eXlstmg busmess functions that are web-enablcd ~ Desired State Department Web-related FquttionaIity:- Evaluate relevant funclions Wlthm. your departments and Idennfy areas ofpotentlal web-enablement features and functIOnalIty t Identification of Issues and Critical Path Action Items: - During the evaluatlon penod, isolate and Identlfy any iSSUes, business rules and cntlcal path items wluch could Impact any proposed web development pmJ eel Gap Analysis - Document the hIgh level vanance between the current functIOnalIty and features of City dep. rtments and those functIOns and features that they could offer 10 an web-enabled environment Identify the leve of effort (resources, tasks, expenditures) requued to replace tlus current state With the desrred future state C051Nalue Analysis - An estunate of the costs aSSOCIated wlth developing the desIIed future state webMenabled feat! res and funcnonalIties, contrasted and compared WIth the aSSOCIated benefits of those features and func lOnabhes 1 G0 39\:7d l\t80l9CJwr C;t>5Bl9\tLGl BE'50 000C;ll1/E{ Be!, t Practices ~ A reVIew of practices observed mother mUDlclpal web sites will be conducted R~~mmendatioDs and Road Map - ProVlde h1gh-level recommendations and next steps - m the fonn of a pn( nUzed roadmap - to maximIze web-enabled benefits through tbe hIghest and best use of C1ty resources Th~ proposed start date for tlus project would be mutually determmed between IMRglobal and the CIty of Cle rrwater. It wIll take four (4) weeks to complete under the followmg schedule Week t · Project IwtIatlon. Client kickoff meetIng, project plan reVIew, workspace IdentificatIon . Chent mtem.ews. SUbmtSSl0n ofpre-intemew queshonnarre, compilatiOn of major mterview ISSUes and cycle back to chent for confinnatIons . Best PraCtIces Research.. Comparable municlpahty SIte hstmgs revIewed for capabIhtIes · Technical AnalYSIS Fhgh level revIew of eXlstmg techmcal enVlfonment documentatIon to deteImme mtegratloo issues We~k2 . Conclude chent interviews . Complete mventory of current state · Complete and confirm des11"ed state features and functIonalines Wel~k 3 . GAP analysis · Fmal questlODs and clanficabons from department · Development of cost estimates · Recommendauons and Roadmap development Weo'k 4 t FinalIzation of Docwnent and DelIverable t Presentation of findmgs ThIs wtlI be a fIXed pnce lDltIabve priced at $25,000. Payment terms will be $12,500 at the start of the project and $12,500 upon Slgn off of tbe project deliverables. TlDlely completlon of the project assumes that the neet ssary City personnel WIll be made avatlable 10 IMRglobal on at tImely basls Please call me uyou have any questions at 727467-8251. or I WIll contact you m the next day or two We look for\'. ard to eammg your contmued busllless. Best~ k:. 'nas Organ ~ ~ IMR global Corp BllSll1esS Development DIrector torgr iD.@unrglobal com CUSTOMER APPROVAL CIty of Clearwater Signature Name & Title cC' (leorge Oenty Date 2 E0 39\;7d l\;l80l9~WI c:t>58L9t'LGL BE 60 000C:ILI/E[ MASTER SERVICES AGREEMENT rms AGREEMENT ("Agreement '1 IS made as of the _ day of _ 2000 between _City of :::learwater, Flonda _ ("Customer") and IMRglobaI Corp ("Contractor"). W8'EREAS, Contractor IS in the busmess ofundertakmg custom software development, conversIOn, oewnte and re-engmeenng projects and sellmg professIOnal consultmg, software design. programming ,md assocIated semces, WHEREAS, Customer wishes to retam Contractor to undertake vanous projects from hme to tune as nutuallyagreed. ''iOW THEREFORE, Customer and Contractor mutually agree as follows DEFINTI10NS A Schedule - ShHll mean and refer to documents refe~ncmg tlns Agreement and speClfymg work to be accomplished by Contractor and to be paid for by Customer Schedules shall, once executed, become a part ofthts Agreement and they shHU define the scope of work to be accompl1shed lD conjunctIOn WIth a specific project and proVide a fee for accompllSlunent ofthts work. Project detm.ls concemmg methodologies, del1verables and project plans shall be prOVided m the project Proposal (If apphcable) whIch shall be attached to the correspondmg Schedule. B Proposal - Shall mean and refer to the project Proposal whIch shall proVlde speCIfic project detaIls and shall be prepared and submitted by Contractor and accepted by Customer. The Proposal shall be attached to the appropnate Schedule and shall provide specific project methodologies, dehverables and project plans The Proposal shall be attached to an appropnate Schedule and shall be made part of tins Agreement upon acceptance by Customer. .. .i. PRomer UNDERTAKING Customer hereby retams Contractor and COntractor hereby agrees to perfonn certam profesSIonal servIces in support of deSignated proJects as descnbed more fully ill the appropnate attached Schedule and Proposal Contractor shall COmmIt and utilize suffiCIent resources to meet the mIlestones and to complete desIgnated prOjects W1thm the tnnetables set forth 1D attached Proposals Contractor shall nottfY CUstomer of any c1rCUmstances, when and as they anse. that reasonably may be anttcIpated to lead to any matenal deViation from the development tnnetable as set forth m the apphcable Proposal Contractor shall devote suffiCIent lIme and effort and shall allocate suffiCient personnel and resources to the designated project 35 may be reqUIred for successful completIon thereof Contractor shall conduct and conclude proJect actlVlues 10 a profeSSIOnal manner Unless Otherwise agreed to by the parties, aU work WIll be performed at Contractors facilil1es s.L forms\MSA-#15 doc 1:'0 39lid lli80l9~WI Z:\76BL9\7LGL BE 60 000Z:IL1/E{ MASTER SKRVICES AGREEMENT CHANGE MANA:GEMENT' Any change(s) to the scope of work defmed m a Schedule and/or Proposal attached hereto must he IDit1ated through a change control request Contractor WIll promptly SIZe. and perform any necessary cost and scheduhng analYSIS occasIOned by the change(s) and thereafter proVIde to Customer a revIsed Schedule. If the change(s) IS (are) acceptable to both partIes and do (does) not adversely Impact the eXlstmg Schedule or fixed pnce ill the Proposal, then tbe change(s) WIll be earned out at no addItiQnal cost to Customer, otherwIse, the partIes Will enter Ulto a subsequent agreement covenng the Incmporatton of the change(s). The follOWIng persOll(S) shall have authonty to Sign change agreements on behalf of Customer. If change(s) represent(s) an increase or a reduction 10 the ongmal scope of work, Contractor will adjust the project pnce and Schedule accordmgly hased on a subsequent mutual Agreement reducmg or mcreasmg the pnce and/or scheduled tlmeframes TERM AND TERMINATION. The term oftJus Agreement ("Term") shall commence on the date hereof and shall contmue in full force and effect until all projects are completed. ThIs Agreement lllay be termmated by either party, WithOut cause, upon thuty (30) calendar days' wntten notIce provuled that any such termmatlon shall only be effective as to an ongoing assignment specified ill a Schedule when the mlIllmwn term for such assignment speCIfied m the Schedule has been completed In the event of termmatton by Customer other than for a material breach ofthts Agreement by Contractor, and m the event of tennlllatIon by Contractor because of Customer's breach of thIs Agreement, Contractor shall be entItled to receive payment for all ServIces perfonned up to the effectIve date of termination at the apphcable labor rates set forth ill the Schedule In the case of a Schedule proVIdIng for ServlCes at a fixed pnce, Contractor shall be entItled to recelVe payment of a percentage of the agreed aggregate fixed price proportIOnate to the amount ofwark completed. Customer shall also relDlburse Contractor for any addtbonal travel, hvmg and relocatlOn expenses incwred by Contractor as a result of such early tenmnahOD mcluding, Without mIlltmon, any costs associated WIth breaking apartment leases for Contractor's employees asSIgned to Customer's projects 5 PRICES Contractor shall be compensated for all ServICes performed WIthIn the scope of tlns Agreement at tbe prices or rates set forth m the Schedules and Proposals attached hereto The poces stated for ServICes mclude all taxes, except that Customer shall pay any state and local sales or use tax unposed thereon. Customer shall not pay for any serviCes outSIde the scope oftlus Agreement unless Customer has authonzed these addittonal ServICes m advance 6 CERTAIN OUT-OF-POCKET COSTS. Except as set forth m the Schedules and Proposals attached hereto, pnces quoted for ServICes to be performed on a tune and matenals basiS do not Include Contractor's out-(}f~pQCket costs for travel (au & cab fare. lodgmg, auto rental, per dIem, etc ), ovellllght couner and telephone, etc Such costs shall be billed to Customer at Contractors actual cost Except as set forth m the Schedules and Proposals attached hereto, pnces quoted for services to be performed on a tixed- pnce basts mclude all of Contractor's out-of-pocket costs for travel, overnight couner and telephone 2 S L fOnns\MSA-#lS.doc fi13 39lid l\j80l9~WI Gt>5BL9t>LGL BE 50 000G/Ll/E[ MASTER SERVICES AG:REEMENT , INV01CES & PAYMENT: Contractor shall submlt weekly mvOlces to CUstomer for services rendered hereUDder on a tune and matenals basiS SetVlces rendered hereunder on a fixed price baSIs shall be mVOlced as proVIded in the payment schedule set forth ill the ProposaL Payment shall be made within fifteen (15) days after date ofmvotCe Any payment not made when due shall be subject to a ServIce charge at the rate of one and one-balfpercent (1 ~%) per month ar,Ifless, the htghest rate penmtted by applicable Jaw ~ NON~SOLICITATION OF Elv!PLOYEES' CUstomer acknowledges that personnel to be proVIded by Contractor represent a sIgw.ficant mvestment m recnutment and trammg, and that the loss of such personnel wmch would be detnmental to Contractor's current and future busmess and profits. In consideratIon of the foregomg, Customer agrees that for the tenn ofthts Agreement and for il: penod of one (1) year after Its termmatIon, Customer w1l1 not dIrectly or indIrectly' a) recruit, lure. engage or attempt to recruIt, hrre or engage, diSCUSS employment WIth, or otherwise utIhze the servIceS in any capacIty of any person who shall have been an employee, agent of or consultant to Contractor at any tune during the term oft.h.ts Agreement; or b) mduce any person who shall have been an employee, agent of or consultant to Contractor at any tIme dunng the tean oftlus Agreement to termmate hIS or her relatLOnshlp wlth Contractor or any related company or mtroduce such person to any potentJal employer. In case any Contractor personnel are deputIZed by Customer to work for any of Customer's customers, Customer shall obtam from Customer's customer and proVIde to Contractor a written DOll-sohcItatlon agreement si.aular in contents to tlus Sectlon 8. (, PROPRlETARY RIGHTS TO SOFTWARE, (a) Custom WDrk Product Defined. "Custom Work Product" means the resulting software (soft copy of code) created by Contractor after the effective date ofthJs Agreement on behalf of Customer and ill furtherance of attached Proposals. (b) Ownership of CustDm Work Product. Customer shall own all nght, htle and mterest to all CUstom Work Product Contractor expressly acknowledges and agrees that all su.ch Custom Work Product constitutes "work made for lure" under the Federal copynght laws (17 use See 101) owned excluslvely by Olstomer and, alternatlvely, hereby rrrevocably aSSIgns all ovmerslup or other nghts It mlght have m Custom Work Product to Customer. 3 S L-fonns\MSA-#15 doc 90 39\;;ld l\;;l80l9CJ~I C;t>58L9t>LU 8E'50 1a00(';IL1/(( MASTER SERVlCl:S AGREE.MENT Upon teI1DlnatlOn hereof, Contractor shall turn over to Customer or destroy all copIes of Custom Work Product. 10 CONFIDENTIAL INFORMATION (a) Acknowledgment of Confidentiality. Each party hereby acknowledges that It may be exposed to confidenual and propnetary tnformatton of the other party lIlcludmg, WIthout lunItatton, Custom Work Product, embedded software (If any) and other techmcal mfonnahon (mcluding functional and technIcal specIficatIons, deSIgnS, drawmgs, analYSIS. research, processes, computer programs. methods. Ideas, "know how" and the lIke), business mformatIOn (sales and marketmg research, matenals, plans, accountmg and financial illformation, personnel records and the lIke) and other uUonnation designated as confidential expressly or by the circumstances m which it is proVided (tlConfidentUll Informahon") Confidentlal InformatIOn does not mclude (1) mformatlOn already known or mdependently developed by the reCIpient, (Ii) infmmatIon m the publIc domam through no wrongful act of the recIpient, or (Iii) mformation received by the reCipIent from a tlurd party who was free to dIsclose It (b) Covenant Not to nisclose. With respect to the other party's. Confidentlal InformatIon, the recipIent hereby agrees that dWlllg the Tenn and at aU tunes thereafter It shall not use, commercialize or disclose such ConfidentJal InformatIOn to any person or entIty, except to its own employees havmg a "need to know" (and who are themselves bound by sun1lar nondIsclosure restnctlOns), and to such other recipients as the other party may approve ill wntmg, proVIded, that all such recIpIents shall have fIrst executed a confidentIahty agreement m a form acceptable to the ovmer of such mformation Neither Contractor nor any reClple1lt may alter or remove from any sofu.vare or asSOCIated documentatIOn owned or provided by Customer any proprietary, copynght, trademark or trade secret legend. Each party shall use at least the same degree of care m safeguarding the other party's CO:Qfidentiallnformahon as it uses ill safeguarding Its own comparable Confident18I Informabon. 11 INJUNCTIVE RELIEF The partles acknowledge that vlolatlon by Customer of the pro'l1SlODS of SectlOn 8, by Contractor of the proVISIOns ofSectlOD 9 ("Propnetary RIghts to Softwarelr) or by either party of the provIsions of Section 10 ("ConfidentJallnformatJon ") would cause nTeparable harm to the non- breachmg party whIch IS not adequately compensable by monetary damages In additIon to other rehef, It IS agreed that the non-breachmg party shall be entitled to seek illJUDCtive relief from a court of competent jurisdictIon to prevent any actual or threatened VlolatIon of such proVlslons 12. WARRANTIES. (a) Good and W o.-kmanlike Manner. Contractor represents and warrants to Customer that all servlCes provided hereunder will be performed to the best of Its abIlIty In a good and workmanlike manner. (b) NOD-infringement Warranty. Contractor represents and warrants to CUstomer that the Custom Work Product and any embedded software, when properly used as contemplated herem, will not mfnnge or mIsappropriate any Umted States copynght, trademark, patent, or the trade secrets of any thrnl persons. Upon bemg notIfied of such a claim, Contractor shall (i) defend through lItIgation or obtain through negotiation the nght of Customer to 4 S L forms\MSA-#lj doc L8 39\1d l\180l9CJWI z:tl58L9t1Lz:L 8E.58 000z:IL1/E[ MASTER SERVICES AGREEMENT contmue usmg the Custom Work Product; (1i) rework the Custom Work Product so as to make It non-mfringmg whIle preservmg the origmal functlOnal1ty, or (Ill) replace the Custom Work Product Wlth funcbonally eqwvalent software If Customer determines that none of the foregomg alternatives proVlde an adequate remedy, Customer may tennmate aU or any part of this Agreement and, m adffitlon to other rebef, recover amounts paid hereunder. (c) OptIonal On-Going Maintenance Option If requlI'ed by Customer, Contractor shall provide addltlOnal on-gomg mamtenance services pursuant to a separate mamtenance agreement In order to fix future problems and enhance the Custom Work Product The fees for such mamtenance services shall be negotiated between the parties '3 LIMITATION OF LIABILITY (a) Disclaimer EXCEPT AS E:x:PRESSL Y PROVIDED IN THlS AGREEMENf, CONTRACTOR DOES NOT MAKE ANY WARRANTY, EXPRESS OR lMPLIED. WITII RESPECT TO TIlE SERVICES RENDERED HEREUNDER, OR TIlE CUSTOM WORK PRODUCT, INCLUDING, WTIHOUT LThfiTATION ANY IMPLIED WARRANTY OF MHRCHANT ABIllTY OR FITNESS FOR ANY PARTICULAR PURPOSE IN NO EVENT SHALL CONTRACTOR BE LlABLE FOR CONSEQUENTIAL, lNCIDENT AL~ SPECIAL OR INDIRECT DAMAGES, REGARDLESS OF WHETIlER IT HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES (b) Design Spedficanons. Customer understands that the seIVlces to be proVlded by Contractor are program codmg andlor urnt and system testmg and/or unplementahon, all based upon deSlgn specIfications supplie<1 by Customer Contractor IS not responsible for the deSign specifications and makes no representation or warranty as to their adequacy or suitab1l1ty for any partlcular purpose (c) Total Liability Contractor's hablhty herelUlder for damages for any claim ansing out of the Agreement or any servIces performed hereunder shall not exceed the total amount paid to Contractor under the applIcable Schedule 14 NOTICES NotIces sent to either party shall be effecbve upon delIvery when delivered ill person or transmltted by telecop1er ("fax") machine, and shall be effectIve one (1) day after be1ng sent by overnight couner. or two (2) days after being sent by first class mad postage prepaId to the address set forth below, or at such other address as the parttes may from tl.Dle to tune give notice 5 S L fonns\MSA-#15 doc 80 3911d l'ii'80l9~WI C:1758L9t>L0L BE 50 000c:IL1/E{ MASTER SERVICES AGREEMENT Customer Address Contractor Address lOO South Missoun A venue Clearwater, Flonda 33756 Attn' Attn General Counsel Facsunlle FaCSImIle (727) 467-9690 A facsunile ofWs Agreement and notIces generated m good form by a fax machIne (as well as a photocopy thereof) shall be treated as "orlgmal" documents ad.uussible mto eVIdence unless a documentls authenhcity IS genuinely placed in questton. IS DEFAtn..,T Either party may be declared 1D default of thts Agreement If it breaches any material proVIsIOn hereof and fools WIthm t:huty (30) days after receIpt ofwntten notIce of default to correct such default or to commence corrective action reasonably acceptable to the other party and proceed WIth due chbgence to completion Either party shall be In default hereof If It becomes msolvent, makes an assignment for the benefit of Its creditors, a receiver 1S appomted or a pehtlon In bankruptcy is filed with respect to the party a1ld is not dtsmlssed Wlthm thuty (30) days. 15. GOVERNING LAW ThIS Agreement shall be governed by and construed m accordance w1th the laws of the State of Flonds 17 DISPUTE RESOLUTION Except for certam emergency judicial relief authonzed under SectIon II ("Injwtctive Reliefl) which may be brought at any t1ID.e, the partIes agree that all dtsputes between them shall first be subject to the procedures m Section 15 ("DefaultH) and then shall be submitted for mformal resolutIOn to Customer's clnef operatmg officer Ifthe partIes are stIll unable to reconcIle theU" dtfferences, the dIspute may then be taken to arbltrnnon by eIther party. Any and all msputes arismg out of or relatmg to thts Agreement whtch have not been resolved pursuant to the above mfonnal resolution procedures shall be fmally settled by arbItration conducted tn Clearwater, Florida In accordance With the CommercIal ArbItration Rules ofthe Amencan ArbitratIOn AssociatIon by a single arbitrator appomted in accordance Wltb such rules. Judgment upon any award rendered by the arblUator may be entered m any court havmgJunsdicnon thereof 1 ~ INDEPENDENT CON1RACTOR STATUS It is understood and agreed that Contractor 18 retamed only for the purposes and to the extent set forth tn thts Agreement, and that the relatIonshIp of Contractor and Contractor's employees, agents or subcontractors to Customer dunng the term of this Agreement shall be that of mdependent contractors Contractor shall have the sole and exclUSive control over its employees or subcontractors who proVide servIces to Customer hereunder. and over the labor and employee relatlOns pohcles and poliCIes relstmg to wages, hours, workmg comhtlOos, or other conmbons of 1ts employees. agents or subcontractors. Contractor shall have the sole and excluslVe right to btre, transfer, suspend, layoff, recall, asS1gn, dIsctplme, adjust grievances and discharge s81d employees or subcontractors. 6 S L.forrns\MSA-#15 doc 513 39'\1d l'\18:Ol9~WI Gt>58L9t>LGL BE 513 0130GIL1/E~ MASTER SERVICES AGREEMENT 19 PA Y?v1ENT OF CONTRACTOR'S PERSONNEL' Contractor agrees to be solely responSIble for all salanes and other compensation of all Contractor employees, agents or subcontractors who provIde services to Customer hereunder and work on designated projects. Contractor further agrees that it will be solely responsible for making all necessary deductions and Wlthholdmgs from Its employees' salaries and other compensation, and for the payment of any and all contributions, taxes and assessments and agrees to comply WIth all other reqUIrements of the Federal SOCial Secunty, State Unemployment Compensation and Federnl Withholding of Income Tax laws on all salary and other compensatIon of said employees or subcontractors 20 NONEXCLUSIVE AGREEMENT It is agreed by the parties hereto that this IS not an excluslve agreement and that Customer has the nght to use or contract for the use of sunuar servlces from other contractors or providers Likewise; Contractor has the nght to provJde and contract to proV).de sunuar setVlce8 to other chents- 21. NO VOLUME GUARANTEE' Other than services specified on an apphcable Schedule ac.dlor Proposal It is understood that no promises or representattons whatsoever have been made as to the potentIal amount of busmess Contractor can expect at any tune during the term oftbis Agreement Contractor represents and warrants that Contractor IS solely responsIble for any expenses mcurred by It Telated to thts Agreement and agrees that Customer shall not be obligated for any expense incurred by Contractor m connectlon WIth any change m the number of Contractor's employees utIlized, or expendItures made by Contractor for adchtlonal facilltIes or eqrupment unless approved m writIng, m advance, by the Customer, 2l SECURITY, NO CONFLICTS: Contractor agrees that Contractor's employees, representaTIves, and agents, upon entenng Customers prenuses shall, If required, Sign m at the facility "SIGN-IN LOG" and, uapphcable, shall wear VISIble IdentificatIon specifyIng Contractor's name Contractor's employees, representatJ.ves and agents shall be subject at all tunes to Customer's secunty pOhCles and procedures Each party agrees to inform the other of any mformation made avatlable to the other that 15 clasSIfied or restncted data, agrees to comply With the secunty requirements unposed. by any state or local government, or by the UOlted States Government, and shall return all such malenal upon request. Each party warrants that its partiCIpatIOn m this Agreement does not create any conthct of mterest prohIbited by the United States Government or any other domestic or fOrelgn government and shall promptly notify the other party If any such conflict angeg durmg the Term 7 S L fonns\MSA-n: 15 doc 131 39\1d l\180l9~WI C:175BL9t'LU BE'50 13013C:/Ll/El MASTER SERV}CES AGREEMENT 23 INSURANCE. Contractor shall mamtam at Its own expense (1) Worker's CompensatIon Insurance and Employer's LIability Insurance. Linnts ofhabLlity shall be statutory llIIUts under the Workers CompensatIon and not less than $500,000 under the Employer's Lablhty portlon (2) CommercIal General Lw.bllity Insurance, mcluding Contractual Liability coverage to cover the indemnity promions of thiS Agreement,. With hnllts of not less than $2,000,000 combmed smgle mOlts for bodIly Injury and property damage (3) Automobile LiabIlIty Insurance With llIWts of not less than $1,000,000 combmed smgle hnuts for bodIly mJury and property damage. Customer shall be named as an. ackhbonal insured on Contractor's msurance policy (except for Werker's Compensat:1on) and a certificate of msurance shall be proVIded to CUstomer confmnmg the above.referenced coverages 2 t COMPLIANCE WITH IMMIGRATION LAW Contractor shall comply with all applicable tm.nl1gration laws and regulatlOns wlth respect to any alien employees asSIgned to perform SetVlces for Customer Customer agrees to penn It Contractor to post at the workstte any not1ces reqUIred to be so posted under such laws or regulattons. 25. RIGHTS UPON TERMINATION Upon termmation Or other explI'atlon oftlus Agreement, Contractor agrees to unmedtately rerum to Customer all papers, matenals, and other propemes of Customer held by Contractor relatmg to the servi~es performed hereunder 2 5. INVALID PROVISION: Should any part aftIus Agreement, for any reason, be declared mvahd, such deemeD shall not affect the vahd1ty of any remaInmg portion Such remauuug portIon shall remsm 10 force and effect as Iftlus Agreement had been executed with the tnvahd provISion ehmmated. 21 FORCE MAJEURE' It 18 expressly agreed that Contractor shall not be hable for any damages or delays or fiulure m perfonnance under thIs Agreement caused by acts or condIttons beyond Its reasonable control or without Contractor's fault or neghgence Such acts or causes shall include, but not be lmnted to, acts of God, Customer's failure to furnISh necessary mformatIon, failure or delays In trnnsportatlon and commUDlcahOn; failure to act or delays caused by governmental authonhes and delays 10 obtaming the governmental approvals for VIsaS or srmilar condItIons 2l SECTION HEADINGS' SectIOn headIngs have been mcluded 10 thu; Agreement merely for convemence or reference They are not to be considered part of, or to be used m mterpretwg tlus Agreement 8 S.L fonns\MSA-#15 doc 11 39IJd lIJ80l9C:!WI (;p58L9pLGL BE 50 000(;/L1/E( MASTER SERVICES AGREEMENT 2\1 DOCUMENT PRIORITY. In the event of any confuct between the proVIsions of tlus Agreement and any Schedule hereto or any purchase order, the conflictmg proVlSIQUS shall govern U1 the folloWlllg order (1) tlus Agreement, (11) the Schedule(s) and (lll) the purchase order. 30 AUTHORIZATION FOR INCLUSION ON CUSTOMER UST Customer authorizes Contractor to mclude their name, contact mformatlon and other mutually~ agreed.to mformatlon in Contractor's customer Itst and other documents unless Customer notIfies Contractor otherwIse WIthin thlrty (30) days of executIon of tills Agreement 3 [ MlSCELLANEOUS This Agreement, and accompanying Schedules and/or Propo.sals, constitute the entue agreement between the parties WIth respect to the subject matter hereof and these documents supersede all other commumcabons, whether wntten or amI. TIns Agreement may be mollified or amended only by a writmg signed by the party agamst whom enforcement is sought Except as specIfically permItted herem, neither tlus Agreement Dor any rights or obligations hereunder may be transferred or as..ugned by one party Without the other party's pnor written consent and any attempt to the contrary' shall be VOid. Wmver of any proVision hereof m one mstance shall not preclude enforcement thereof on future OCCasIOns. 3! COUNTERPARTS. ThIs Agreement may be executed m two counterparts, both ofwluch taken together shall constitute one single Agreement between the parties IN WITNESS WHEREOF, and mtendmg to be legally bo~ the parties hereto have caused tlns .A greement to be executed by their duly authonzed representatlves For. For: City of Clearwater, Florida ("Customer") llvIRglobal Corp ("Contractorl) By By Pooted Name Thhp Patel TItle. V.P. & Co~General Counsel Pnnted Name Title 9 S L.fonns\M:SA-#15 doc (;1 3911d l1180l9(jWI (;p58L'3t>LGL 8E.60 000GILI/E[ ~fIearwater :::t ~.x~i~~ u MEMORANDUM OF UNDERSTANDING TO DaVId Issac and Ray Wtlhams, Ducal1 of Tampa Bay . () Lisa L FIerce, City of Clearwater Planmng Department'Cta-1f March 24,2000 FROM DATE RE OccupatIOnal LIcense to operate a vehIcle sales/display use at 628 Cleveland Avenue CC Plannmg and Development Services Admmlstratton Staff Diane Smith, Economic Development Team The purpose of this memo IS to establIsh the baSIS for which the busmess owners of Ducatl of Tampa Bay have receIved an occupational license The busmess IS located wlthm the D, Downtown DIstrICt Under the current proVIsions of the CommullIty Development Code, vehicle sales and dIsplay IS not a permItted use III the D DIstrict The Code IS currently under review by staff and amendments thereto will be forwarded to the City Commission m early summer One of the proposed amendments IS to permit lImIted vehicle sales and dIsplay whIch mcludes motorcycle sales It would be regulated as a fleXible development use which would reqUire review by the Development ReVIew CommIttee and Commumty Development Board The proposed CrIteria that would need to be met, m aSSOCIatIOn WIth that use, mclude 1) requmng the use to be m an enclosed structure, 2) prohlbltmg outdoor display, 3) prohIbltmg vehicle serVice, and 4) proVISion of reqUired parkmg It IS understood that Ducatl of Tampa Bay may conditIOnally utIlize the SIte at 628 Cleveland Avenue for limIted vehicle sales (motorcycle sales), dunng the pendmg reVIew of the Code amendments If the Code change IS not approved, the operation of motorcycle sales must cease and the property shall only be utilized for uses permitted m the Downtown Dlstnct m accordance With the Commumty Development Code If the Code amendment IS approved, Ducat! of Tampa Bay must apply for fleXible development approval as soon as pOSSible, showmg compliance With the CrIterIa as stated above C ~l4y DocumemslcorrespondencelMEMORANDUM OF UNDERSTANDING doc IMR Global Technology Evaluation tl1zt1tt1lJ5O ~ - --.-~' ~ u -/~________ _ __ _____ _ ___u___ ______ ________ ___ ., "-- 02>_ -___--- -- m_ --- . ---- ------7Lf-~ __ - ...- ~#tt{b__~___.. ---~tpJ~~--u nu__ --121il/li~-;glt: . ._d_ "~- ~ ~_==u~__ = --- -~: -;-:J:!rf;t;tthl---~~ ---- ---- ------,.------ ------ ------ -- - ---- --- ---~~-------------- ------ -- -----------~------------------------- -- - -- ~------------- -.---- - __ ~ ~_--= - -~ - -_ -_ ~ -_-~~ -- -- -- - - -- - - - -- - -- - - - -- ---- -----~i ~~ -:-- - --- __n ~ '1~~-~--.. " ._0_0. .... o__.o_~~~_ -- _ v . ~ n -- . - ---- /.0 .- ----/O~~!J-- ___n - ---- _~J -------~-- - ~~ __ _ ___ ______ ________ /bA--LV#'di'Y~-J___ _ .. _ if- ~~ ~~ ----- - - ----- - ~-~---- ~~~1!~:~~ ~~~-- ..- (If.--" -.~. ----. -- -- ---~~~~~==~~- --~---- f-~ _._u - ___n_ -~ =---0 U___:;_ ____. __u_ __ ___ ---- - _HH~n/i?~ _~--~-------------- ___ -- ---- ---- ~~- --- - ~ - - -- ---- - - -- - - - --- -- -- ---- --- -- ------.......- ------ -- -..... --- - -- --.- , - ~,~ -- -- .------- ---- - - --- --- - - ------ - - --____ __ - - - _u____ __ ________ ;~~H _ _~~~~iip~.~~~o-- ~~~~___-_=~-_-: -IV ~ -- -- - . f1/ uO dLh aitpJic4;;k/~I/JY_~/Ji;;d~~~_-_=__-u~-_~ - ~---- ~~ ---- ------- ----- ~p- ... -- - ---+ -~---------. ------------ - - """----- Jf,;);:~~r_- - . --~Z~A~y ----- ~ - - - tb/led/dc~ __n____ ~__n _-.-___ _ _ - - ~\ -~ - - -~-~ - - - --- - - - - - - ~-~-~ _ _ _~. _o_o~/~/-/1Le~ _________ . __. - ---.o;-~~k?4/nfh1b.- _.1~~-~ _. .. 1- ~ _ ; ~ - ~-"5'----- ~~t?ate ~ /f&tI=. ~ l!?llJ~jrL4~~!uu)-/blLpg~ ~~ 8 - t?ette _ k~ , ~ t------...-- ~~~ ~~~. - ~:t/21fl_b;b;UOh ~ tJ-~ ~ ~ .Ifdi-~ " htJtml7rf- __ _ffi:lPdl/tL-~: - ~ 1J~!l~ -~ .____ /J~ te:~~_. - - ~he~__' ~~ .___~__~__ ___ _ ~ -- . __ 'I/J~ __ __ __~~ ___ __ _____ .~ u .l0<<.~u,!Q ~~- -. __ u _ __~ --.......--- - - --- - - - --- - - -- --.. -- --...,,------~ -- ----..-- ----- ~ __.0..- ,"""- _ _ __~ / mIL-. _____ __ ____ _ ___ _ _ _ _ _ _ ___ _H_ ______________U__ _u ~ - -- ~- - ---..- --- --~-- - --- - - -.... - -- /~ $;f~iY-:k,dUUt ~UJJ1 ~ tJJ?~_____ ..... ._.~ - - _ ___ _ _ _ _ ~ ~~Z?o _ _ _ _ ___ __________ _ ~~-&2J)(/Jd- mur~-------.----- -. _< ____::. __ __~~th _____ij7?~__ ______ _________ _ _ _ __=-== Wi)r~ (Q ~_t}@ ~i_--2IL~1o.!l1liip/G-J2_~- ~_.~/;ka ~~~ .. ~... ~- b2~~~ - --' -- -------------- H____ ---- ~---~~ij?~------ -- - --- -~----- - --~~/>.- ~.it>-~./ar..0---.. ..---- -~------ ___ ______ h Jtf21zh~_ ~ _ _ _ __ _ _ _ _ ___ ____ ___ __ ___ __ _____ _~_ ~_ __ _ _ ___ .____ n ___ __ ~o- _ _ _ - ---- -- .--- - - - - ---------- --- ____ ___________ __ a~~ff~ -r:R-tK~____ --- ------------ ---. n _____~~z12___/J.O. ~ ~--------------- ----- - ~Q;~- - ~:<<Iai6~ BYUh/2#J- - 11- U/alb~ ~ 1l!#P- -~. ut1IL~~c &ve tee. , I ~(fCbm~ ~ dIJ/d~/ Il&o/tIlJl/tq City of Clearwater Planning and Development Services Proposed High level Process ReView Solutions and Schedule June 27, 2000 v -; ~~ :~)p~ - &-catJ/llP1Y ~ " City of Clearwater Planning and Development Services Process Review 06/21/2000 Solution Areas 1. Organization Realignment and Space UtIlization Study: 1 General Office Layout and EnvIronment . Secunty . Image Presented to Public . Ergonomics 2 Legal Support Not AV31lable In a TImely FashIOn 3 Ancillary Support Services (Engmeermg, Public IWorks) are Not Coordmated 4 Personnel Shortage 2. Files Management: 1 Filing System Secunty . InconsIstent FIlmg Procedures . Personal Fllmg Systems 2 Microfiche Indexmg Mlssmg 3 MIcrofiche Process Inefficient 4 No Access to PolIce Department Incident System 5 No Electromc Access to Hlstoncal Data 3. Systems Review: ~ I J Permlt*Plan . Penmt*Plan Does Not Support Process Properly +~ttfl. . InconSIstent and Incorrect Data Entry . Lack Of Mandgement Reportmg Capability m Permlt*Plan . Inadequate General Reportmg Capabllity m Permlt*Plan No Front Counter Access to GIS h" p;{, Too Many Steps m Permit Walk-Thru Process !G!:?"1 Front Counter Computers Response IS Very Slow (Slow Service to Clients) Phone-In Inqumes Not Handled Properly IVR . Not Able to Recogmze VOice Comments From Inspectors In The FIeld 7 Real-Time InformatIon From Permlt*Plan Not AV3Ilable to Inspectors In the Field -tV~nltu. I~ 3 4 5 6 ~ fl';!//;)m.,. 8 LimIted Access To Other CIty Databases./ ~ yrtVV 9 Address/Parcel Updates to County System on More frequent BasIs ~l-B-Impruvl. TdGwmml:lfill.allOns while retammg LIte Said)' COll51JcaallOns II FAX-Back to Be Integrated wlth-t3tR (Automated Attendant Program) 12 Web-Site Management 13 VOice-Mati Greetmgs Not Updated on a Regular BasIs 14 I'''flt'." h 1:...Lla!Laptops 15 IT to Provide City-Wide Standard For electromc FIlIng 16 Remote Public Access to PDS Databases 17 Provide Strategic Plan to AlIgn Databases WIth Other Departments city 18 Identify CapabIlity/Implementation Issues WIth Most Recent VersIOn o[Permtt*Plan 19 Rolling Out Permlt*Plan to Other Departments 4. Training Review: -!----Temporal y Slaff ar e U nder- T rUlllt::J 2 Staff are Not Adequately Cross- Tramed 3 Outdated Procedure Manuals 4 Crystal Reports T rammg 5 Improved Trammg on ISIS 6 No StandardIzed Policies/Procedures 7 InconSistent Case Management Application 8 Lack of Standard Procedures For Over-The Counter Permit ApphcatIons . E- MatllF AX 5. Forms Review: Too Many Counter and Other Forms . Obsolete Forms . Redundant FornlS . Duplicate Forms . Lack of StandardizatIOn of Forms 6. Permit and Fee Review: 2 3 Fee CollectIOn Process . Parks and Recreation . Traffic Impact . Water and Sewage · Tree .".. \ ,11 'YIJ~ Cleanng and Grubbmg Process Cumbersome /;f.lAAWJa;l/\..~J r' Not Managmg Permit ExpiratIOns Properly (Procedural) . Loss of Revenue . Cases Not Bemg Closed . Cross Trammg to Meet ExpectatIOns . Impact on Landscape/Fencmg Inspectors 4 Re-mspectlOn Process 5 Temporary FAX-Permits Process Currently Manual 6 Greeter Role Under-Utlhzed 7 Unacceptable WaIt-Tune for Service to ClIents (Service Thresholds) 8 Counter OperatIOns are Under-Automated 9 'Logm" Process Currently Manual 7. Customer Relationship Management: 1 Improve Commumcatlon With County OfficIals on PDS Issues ">lAAUU,,,f ~ 2 Define and Communicate Levels of Servlce(LOS) to Chents .f:i"III(hrr"v. COMrh. 0J1 . 3 Inablhty to CommUlllcate Plan Review Status to Pubhc m Timely Manner 4 Lack ofPubhc Awareness of FAX-BACK Servl~L~~ ~r711 as Other Services .A 5 DefindCommulllcate Performance Metncs - ;JlWYVtXL OOtMrVlUnf ~ 8. Code Enforcement RevIew: I SchedulIng/Routmg Inconsistent 2 Code Board Attendance . Enforcement Officer 3 Improve Cooperation With City Clerk on LIen Enforcement 4 Water Program Needs Re-engmeenng 5 Sign Program Needs Roles and ResponsibIlIty DefimtIOn 6 Housmg ChecklIst IS Incomplete 7 Parkmg InspectIOns Process (For DIscussIOn) ft--6- 011 ~ 8 Code Checklists For Major Enforcement Cate~~Aes Need Revlsmg 9 Inconsistent ApphcatIon of Code Enforcement 10 Notice of Complamt Process ApplIed InconSIstently II.~ ~~11)1 9. Other Issues 1 InconSistency With Parcell Addressmg 2 Unsafe Structures . Improve CommUlllcatlOns Between Inspectors and Hou::.mg DIVISIon . Clanfy Roles and ResponsIblhhes City of Clearwater Planning and Development Services Process Review 06/21/2000 Solution Areas Priority Matrix Legend Pnoflty 1=MlSS10n CntIcal, 2=Need To Have, 3=Ltke To Have Impact On Staff H=Hlgh, M=MedlUm, L=Low Tlmeframe S=Short-term, M=Medmm-term, L=Long-term SolutIOn Areaflssue PrlOnty Impact on Timeframe Cost Other Staff 1. Organizational Realignment and Space Utilization Stud" 1 2 H L 2. 2 H L 3. 2 L S 4. 2 M M H L 2 Fdc!rI Manal!cmcut 1. 1 H S 2 1 H S 3 1 H L 4 2 M L 5 t H L 3. Svstems ReView 1. 1 H L 2. 2 M L 3. 1 L S 4. 1 L S 5. 1 L S 6. 2 L L 7. ] H L 8. 2 H L 9. 1 L S 10. 11. 2 L S 12. 1 M M 13. I L S 14. 2 L L 15. t L S 16. 1 L M 17. 2 H L 18. t L S 19. t M S . nnr .....::-=- ~ tFYJ.~~dY:slO'J :rha....3~Otry;:.~$. o City of Clearwater Planning and Development Services Process Review 4. Tramin2 Review 1. 2. 1 H M 3. 1 H M 4. 1 L S 5. 2 L S 6. I H M 7. 1 H M 8. 1 H M 5. Forms Review 1 1 H M 6. Permit and Fee Review 1. I H M 2. I H M 3. 1 H M 4. I H M 5. I H M 6. I H M 7. 1 H M 8. 1 H M 9 1 H M 7. Cu'\tomer Relationship Manal!emcnt 1. I L S 2. 1 H M 3. 1 L M 4. 1 L S 5 1 H M 8. Code Enforcement RevIew 1. 1 H M 2. 1 L S 3. 1 L S 4 1 L M 5. 1 H M 6. 7. 1 L S 8 I H M 9. 1 H M to. 1 H M 11. I H M . lllW . ~~Mtf;jd'i"SO"I tt'!e1"l31i..eCf')':...liI!s City of Clearwater Planning and Development Services Process Review 9. Other Issues 1. I H L 2. I L S II nnr ' tt10 XJWef d ~OO"I 'IJ".a 'l,;'jltJ2 01' W- lit:;.. Tidemark System Strengths & Weaknesses Tidemark Strengths: . Each user can only enter the TidemaJ1c: System by name and password. . User can do inquIries by address, parcel number, case number, project name, and directory . TidemaJ1c: gives the option to automatically number the case when creating a new case. . The case number and case status IS slated on the tltie bar. . A user can tab through the main screen of Permit Plan to proceed forward and shift tab to reverse. . TidemaJ1c: gives the option to automatically include any fees. . The user can add any additional property owners, business owners, contractors, etc. that may have any relation to a particular case under "People" . . A TidemaJ1c: user can put any other pertinent informatJon for a case in case notes. . The data entered in a parcel number or the people screen will transfer to new cases . A user can select information in a drop down text box by entering the first letter of the word that IS needed or by scrolling . When inqUIring about an address, the address, case number, case type, case status, project name, and description will appear on the screen. . When creating a new case or editing a current case in Permit Plan, the user' must select save to preserve the current infonnation in the Tidemark System. After doing so, a text box appears stating the case has been saved. In order for the user to proceed, he/she must hit the enter key or click on ok. . When editing a case, Permit Plan gives the user an option to save the edited case or to leave the current infonnabon as is. . When a user does edit a case, their initials and the day it was edited on appear where the updated by is stated. . Tidemark allows the user to adopt information from other cases. . For each case type, "Conditions" bring up code conditions for that specific case type. . When a user selects a condition that has been violated, a definition of the code win appear on the screen. . Conditions have the ability to be organized by user preference . The controls on the side of the maIO screen allow the user to browse from screen to screen. . The activity screen displays a list of actions that is taken upon the employee. . The header infonnation on the main screen that is referencing to the case travels from screen to screen as the user browse. ,. When a user exits Permit Plan, a text box appears askmg the user if he/she would like to exit. In order to exit Permit Plan, the user must click on yes. . If a user issues a \ mt Wlth a hold on the parcel, a war 1 will appear stating the hold type . A user cannot override a hard hold on a parcel when helshe is issuing a permit. . Users can import documents. photographs, Powerpoint presentations, etc, Into "Documentsll Weaknesses: . A retired parcel can be used to create a new case . The selection of case types is limited when creating a new case. *. Permit Plan does not prompt the user to enter all data into the system. ;f-. There is no notification stating that there are parcel tags, case tags, or additional case notes attached to the case. . The data fields on sign case type do not accept deCimals under height and area. . Permit Plan does not import it's own documents. . A user must click on edit in order to read the text entered in the Description on the main screen. . Permit Plan does not have multiple data fields to enter Certified Mail Numbers . When cloning a case, the user must delete the previous code condition. . The user cannot alter business letters due to the letters being hard coded. . Permit Plan leaves a case In the preVIous status after deleting an actiVIty. ,. . In the Directory, a user can add duplicate names without a warning being presented. . When there is a change in the street name, Permit Plan does not have the ability to link the new street name to the preVIous street name. . A user must begin the contractor's license number with a period to add the contractor into Permit Plan. . The user cannot enter the category number for occupational license in the license category text box. Instead, the user must scroll through the text box. . There is no warning presented in occupational license when the units in Permit Plan do not match the license amount. . An Occupational License Renewal Notice does not total the amount due. . The user does not have the option to change the beginning date of an occupatJonallicense. . A Temporary Use License prints on the paper September 30,2000, even though Permit Plan gives the user the option to change the date. . When repnnting a renewal notice for a half~year license, the expiration date WlII be September 30, 2001. Instead of September 30, 2000. ~ Permit Plan cannot distingUish between an old business and new business at the same location for occupational license. Best Copy Available . When selecting a fee for November in OccupatJonal License and Building Departments, the user must select the license fee, the month of October to add ten percent, and the month of November to add five percent. ~ Permit Plan does not expire occupational licenses. It leaves them in renewal status . At tunes, Permit Plan calculates fees incorrectly. . The license fee and bUlldmg fee payment method is not attached to the case in Tidemari<:. . Transfer fees are not printed on the receipt . If the customer is gOing to walt to pay for a fee, the Cashier must delete the fee so that the customer can pay for any other fees. . Tidemari<: Cashier 20 is available only through the computers hard drive. ~ Cashier cannot total end of day fees through Tidemari<:. . Any data that IS entered in the transaction code does not appear on Pennit Plan reports. >f. Land Use and Zoning is not earned from parcel to case. (j. The file name for imported documents is a maximum of eight characters. - F?r~ . Parcel Imported documents does not transfer to the case. ~ j/lt..t:Yrw '<1:. Parcel information is not flagged on a new ease. Recommendation: . Acquire an evaluation copy of the current release, Permit Plan 2 6, to ensure that the weaknesses are addressed before purchasing an upgrade. If the YJeaknesses are not addressed, consider looking at an alternative software solution. City of Clearwater Process Review '\ 06/19/2000 Issues IdentIfication General 1 Manual and Electromc Fllmg 2 Inconsistent Process Implementation 3 Little Management Reportmg Capability 4 Little PublIc Access to PDS InformatIOn 5 Customer RelationshIp Management 6 No Performance Measurement Metncs 7 Penmt*Plan Data Entry 8 Forms Management & StandardizatIOn 9 Standardized TrammglCross- Trammg 10 CommUnication wIth IT 11 Fire & LIfe Safety Management IntegratIOn 12 IntegratIOn with other Departmental and Extra-Departmental Systems 13 Pemllt*Plan Unable to Support User ReqUirements 14 Permlt*Plan User GroupfIntegratlOn with IT 14 Lack of Real- Time InformatIOn 15 Crystal Reports Trammg 16 No Direct Llllk to City Clerk Systems 17 Microfiche Backlog 18 Multiple IndiVidual Filing Systems Englneenng SpecIfic 1 StandardIzed Formats for Customer Electro~c Flhng 2 Transportation Impact Fee? rat!er(jy-- r 3 Hlstoncal InformatIOn 4 Electromc Atlas .J '-1/J ~ '5 ~ iflzmday/11 whm 00 1 rtA'j0 Plannmg Specific I Lack of Management Information 2 Greeter Statlon/Telephones 3 Procedures Manual 4 LimIted Research CapabilIties --~0 t41.y~2Zh ~ 5 Slow System Response /r.Lk1( P/f <1fl: OJ? C,1fr /~/J1~ ~/~~. \ City of Clearwater Process Review 06/19/2000 Issues Identification Development Services: General 1 General Office Layout and EnvIronment . Secunty . Image Presented to PublIc . Ergonomics 2 Filing System Secunty . FrImg Procedures Not Followed ConsIstcntly 3 MIcrofiche IndeXing MISSing 4 MIcrofiche Process Inefficlcnt 5 Perrmt*Plan Does Not Support Process Properly 6 Inconsistent and Incorrect Data Entry 7 Lack Of Management Reportmg Capablhty m Permlt*Plan 8 Inadequate General Reporting Capability m Permlt*Plan . 9 Fee CollectIOn Process . Parks and RecreatIon-lrti!d.k1 /:1z..~ -ar .61!~/~ . Traffic Impact . Water and Sewage . Tree 10 ClcarIng and Grubbmg Process Cumbersome 11 Outdated/Incomplete Checklist 12 Uncertamty Regardmg Levels of ServIce(LOS) to Chents 13 Uncertam Whether Current LOS are acceptable to Clients 14 InabIlIty to Commul1lcate Plan Review Status to Pubhc III Timely Manner 15 "Logm" Process Currently Manual 16 Lack of Standard Procedures For Over-The Counter Permit ApplIcatIOns . E-MatIlFAX 17 Temporary FAX-PermIts Process Currently Manual 18 Inability to Electromcally Access I-hstoflcal InformatIOn (Pre 03/1999) 19 Greeter Role Under-UtIlIzed Improve CommunIcation WIth County OfficIals on PDS Issues Front Counter 1 Shortage of Personnel 2 Temporary Staff are Under~Tralncd 3 Staff are Not Adequately Cross- Tramed 4 Unacceptable Wmt- Time for Service to Chents (ServIce Thresholds) /_~ Counter OperatIOns are Under-AutoQ)ated 6 Ancillary Support Services (En In 7 0 ron ounter Access to GIS 8 Too Many Steps In PermIt Walk-Thru Process 9 Too Many Counter forms . Obsolete Forms . Redundant Forms . DuplIcate Forms . Lack of StandardizatIOn of Forms 10 Outdated Procedure Manuals 11 Front Counter Computers Response IS Very Slow (Slow Service to Chents) 12 Phone-In Inqumes Not Handled Properly 13 Lack ofPubhc Awareness of FAX-BACK Service as well as Other ServIces BUlldmg Inspections 1 Not Managmg Permit ExpIratIOns Properly (Procedural) . Loss of Revenue . Cases Not Bemg Closed . Cross Trammg to Meet ExpectdtJons . Impact on Landscape/Fencmg Inspectors 2 Lack of Management InformatIOn Reports 3 Inconsistent FIlmg Procedures . Personal FIlmg Systems 4 IVR . Not Able to Recogmze VOIce Comments From Inspectors In The FIeld 5 Real-Time InformatIOn From Permtt*Plan Not AvaIlable to InspeLtors In the FIcld Community Response Team (}!!/ 1 Inconsistent ApplI(...atlOn of Code Enforcement 2 ChecklIsts Currently Incomplete 3 Process and Procedures Outdated 4 Cross- T rammg 5 No Access to Police Department Incident System 6 No Access to Histoncal Data 7 Legal Support Not Available In a Timely FashiOn 8 Improve TelecommUnICatIOns whIle retammg Life Safety ConsideratIOns 9 InconSistent Case Management ApphcatIon 10 Notice of Complamt Process Apphed InconSistently 11 No Standardized Policies/Procedures 12 Code ChecklIsts For Major Enforcement Categones Need RevIsmg 13 Permit*Plan does not Support Enforcement ACtIVIty 14 Schedulmg/Routmg InconSistent 15 Limited Access To Other City Databases 16 Address/Parcel Updates to County System on More frequent BaSIS 17 Code Board Attendance . Enforcement Officer 18 Improve CooperatiOn With City Clerk on Lien Enforcement ~011. fKfp!?1IA ,/ 'I"?p -- ",,-~J~ ffJ/h-I'Af!ptJr~I/)/)11 ~ ~I)'//~~~~~J~~ ~ -t:!Jr~ (AeB JU;fo~) Iq Jzuu W2Jb _ L _ __ _____ __ ___ __________L -- --_-1Jij)~iM -~~ _ --~- -_ _ _H__ ___ ___ __ _ __ _~ _ __________ :It1f:l!~ __ ~ __ ___ _ _ _____________________ -- --~ - --.~ (J(}(/e. - ~___~_ = ~_ ~-__jJ~~/f1Iu -;~ :~<..~_ -=~_~ ~..~-~~ ~ .u ~n?h//A d/JA/:'~:""" fJ11 ~ ~ ______ ___~.__r/-'~~~~/?!'tt!~ _ _ __ _ __tlJ:: _.___ _ ___ ___ ..--------I!!-~I-1?j:? /0 ~ - - ~- . -~ ------~_.. _______. __ ~__ u ___ _____ _ _ ~ _ _ ______ _____ .._ ~ /Ji_____ ta(~ ,,1lZdJg dt~~/ ___ ____ _ - ____fJ;#t!WIb..~~____u___ ___________u__ =~-~- -~_..=- .... ___ ___~---- _ .. ~ _ _ ---.. -___u____ __._______ ______ _____m~__~_rg _~~_ ~______________ _.. __ ______ ~~ _ ~ _ // ~_ _ _~~t!ae..' __ __ _ _ .___ ------------~---~-q~~,--- -------------------- ---- .. ___~__:Io ~_ YM.:t.~~-~/pk8tbL-------- -~=~==~~~ ~=-~~~~._----- =- ~ ...- ~)~LIt~~ ----- _ -_~ -_=_ _______________ ___ ___:py~_>_ ~ht!thr_/i>>- ___________ _____ -~ -----#~flt - _u_ - -- _________u____ ---- - - - -- ~- - - ---- - --- --- -- -~~ - - ----------==--~==~---~=~ -~---=~~ JZ~&Jt:ti-4#~~- -------- --.. --- ---. u__ ..--- - dad ~~!!: ~ ~-'__ n _ .. _.. .. _ _ __ --~~-~~~-r~~~. -- - _U___ n I/'/f- z, -~~~~ --. ..- -I-4-/Jl~~ ~~~ _ _._ . /A "h~....e~> -ur-. ~ _ _ ... 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Mike Holmes Nina Bandonl Fred Hmson (Julie Gomez attended) Bob Hall [Most of notes are comments from John Asmar] John Asmar said the budget has been approved by Mike Roberto and will be recommended to the City CommiSSion with all that we requested plus 1 new code enforcement officer Initiatives will be discussed separately John said he had his evaluation and he has 3 goals. 1 Strategic Integration of systems - Internally and externally 2 CoordinatIOn or "perk" with other departments 3 Improving relationships Internally and externally - managers' responsl blllty Challenge for John, Jeff and Ralph In next three weeks to set up their goals and obJectives and assessments by performance measures 3 goals are achieved by Mike's recommendation on our budget 1 Contract employees 2 Capital equipment request 3 Additional resourceS for everyone Mike Roberto will expect something m return for thiS 1 SenIor Manager Meeting May 19, 2000 Budget presentation to Include. · Enhance efficiency and effectiveness of products · Define tangIble benefits With $685K Improvements to Tidemark, how qUickly will we review plans? how many more inspections will we do? Where are we now? Where are we gOing? In exchange for $$, we will accomplish what? John needs to know all this In 30 days Develop a plan of action to spend the $685K - to take to July or August CC meeting 7 days to put the outline together and get to John 3 Main Things In Outline. 1. Products/Services Identify Brainstorm with people In dept 2 Process - How do we get there? For example, someone goes to the counter, then they WOlt typically _minutes, then go to , then step after step how, why, what IS next step for them when finished at the counter? Talking "manual" at this pOint (not technology) - If we can eliminate a step for efficiency purposes let's suggest It 3 Who are our customers? John said he wants a brief outline overView, not a 30 page document that the "Professor" would put together on theories Then formalize this May 22, John will meet with Jeff, Ralph - then later IMR and IT will be Involved 3 weeks intensively with IMR Bring technical aspect of this - 3 top managers - John, Jeff and Ralph are to site w/employees and 1 IMR person to. Improve the Product and ServIces - Time? Quality? Effect I veness? 2 Senior Manager Meeting May 19,2000 Look to. . Improve customer relations [new customers/regular customers] . Improve relationships with other depts . ProfessIOnally develop own employees (retraining) Don't speculate how to go there IMR will put together a report - a business plan 12-18 months to Implement It $15K out of Administration budget to pay for IMR services - It will take IMR 4 weeks to put together the report while we are gOing to July (or August) CC meeting Of $685K, $300K will be for new hardware for everyone Including Fire Inspector Rest of $$ to go to software IMR report will tell us the Business Plan/Schedule to do Improvements Are inspections up to date? When will they be? 60 days? 90 days? 6 mos? Is goal 90 days? We need to study this and give Info to John Hours of operation, how we conduct business - put something down to discuss even If It Seems stupid to mention The $685K IS a debt service over 5 years - so not one time expenditure John may Invite the City Commissioners, one by one to experience what we do prior to the presentation to City Commission Jeff said he hoped that this will not be another "Bordner Report" from IMR, that would discredit us rather than help us 3 Senior Manager Meeting May 19, 2000 John wants Jeff and Ralph to perform manager survey and for perhaps Jeff to go to Planning and Ralph to go to Code Enforcement to See It from a different perspective Another element Organl zatlOn - shortage of labor Internal organizatIOnal changes proposed are. CSR's - 6 on counter and 3 dOing other things now Mainly dOing budding permit applications and occupational licenses CSR position now: · Stressful job . High turnover . Critical for our processes Impact on hiring professIonals because of job market CSR's to. Development Review Technician (no experience, apprentice position) Development Review Technician II (5/0 jump In pay) Permits and OCL Development ReView Specialist (III) - above duties plus Zoning, requires an AA Degree or eqUivalent experience (same as ASSOCiate Planner) Plans Examiners - All of above Zoning at counter will free up two pOSitions for Planning Side EmphaSIS on Plans Examiner Instead of SA's, we will hire Development ReView TechnICians I, to do an array of things There IS no book to learn development reView/zoning, etc - on the Job training, as per John Hire 3 plans examiners now- KeVin get ad Into every perIOdIcal LIke to be at 5 plans examiners - 3 In back and 2 on the counter. 4 Senior Manager Meeting May 19,2000 Modifications are planned to counter - cubicles to Sit down - like loan officer On 31st of May, to go over with Adm at quarterly meeting All Development Review folks to be asked about procedures - get with Mike QUillen - set up a meeting Soon to discuss - as sometimes our customers are slowed down In Engineering John would like 2 PE's at the counter - even If with a schedule for appointments Other ways to look at work In future - do work over Internet or at a satellite office PDS - Downtown July 11th referendum At May 31st quarterly meeting, developers will be there to diSCUSS with staff If passes, Ralph will be assigning a couple of people to do site plans Volunteering for tele-commutlng? John says no, we need people In office here not from home Tidemark has agreed to $7,000 annual maintenance fee for upgrades but we must Implement May reduce the need for expenditure of a new system Dept schedules - regular dept staff meetings Jeff said June 7th, and Ralph said 1st Weds In July Every other for each to equal 6 a year IT IS tracking our phones and reporting Rob IS asked tasked with phones In hiS area Randy would like us to add a Fire InspectIon contact number over the inspection line KeVin says that the fire Inspectors need to be inputting their inspections Into our IVR system May 31 Sf, erp budget printed out for d ISCUSSl on to City Commission 2003 date to rebuild Phlllies a stadium 5 Senior Manager Meeting May 19, 2000 Ralph said It IS Important to check on the hiring of a plans examiner from PlneJlas Park Senior System Analyst will be hired Friday, Casual dress day - Jeans - Unanimous NO Understood If working In the field Jeans/short okay 6 - ~~Zl:!;j) h'1JJ;/J/IJ(f _ .. /m/Z-~ _ _ .~t(/JU:Jt1I;-57~ /mlL~ _ _ .__ ~WlJJ~tfrm;7t<. u/,h~~~fHJ~ _. -- ~> + ;P7M~/~ - - - ." .ld#tJ-~);t"/~~/~. < - - ,~~/zt!L_ _.. ., jLPMt8-Iuj'l /Jmp;y#ue-.-~._ - . - )/("~~h;-/lJ)e~- ?u/w/~ . ~:: fiV!!.;;:/1; I JIIiIII it/6- '. - Wt:t~ ~11~c/d;f -flan~'# II 1'/ It _ /; ~ ---- - -- ~~.... '.. - ~~ p' ~ " " -/ 1~vUMMjJ~ 17 tJW/IY ..~... - - ~ -q ~tt tf1t:;tJb ....,. - - 13~ . ItAfP!1I CITY OF CLEARWATER . . . . . . . . . . lJl1Jg I I '-11 "'I r \ " ( , ,I ..... I \..... _ - - the power of VISion the value 01 results . . Planning & Development Services . . TABLE OF CONTENTS . I. EXECUTIVE S UJ\ilM A R Y ......... ...................................................................................................................... I 2. BACKGRQUND............................................................................................................... .... ...... .. ....... 4 3. PROJECT APPROACH................. ........ ....... .......................... .............. .. .. . . .. .. . .. .. .. .... .. 6 . 4 ROAD MAP . . . .. . . .... .. .. . .. ..... .. .. .. . .... . .. . ...... .. .. . .. .. .. .. .......... ...... II 5 RECD M M ENDA TI 0 NS ................................................................................................................................ 14 A PP E ND Ie E S ........................................................................................................................................ . .. .. .. . 15 . ApPENDIX A !MRGlOB>\L ORGANIZATION ApPENDIX B IMRGLOBAL PROJECT MANAGEMENT OFFICE (PMO) SERVICES ApPENDIX C PROJECT TEAM ApPENDIX D WORKING PAPERS ApPENDIX E PERMll*PLAN STRENGTHS & WEAKNESSES 16 20 24 26 33 . . . . . . ...m~ -'-1 .1..1. J. .lJ. j L trJe power of \"1:5100 U"'e 'al'alue o~ resuits . . Planning & Development Services . 1 . EXECUTIVE SUMMARY . IntroductIOn 'Ine Planning & Development SLrvlce~ Admit11~tratlOn, which IS compnsed of the Departments of Planmng and Development Sen ice~, of thl City of Clearwatcr, IS currently Utlh710g an operational support system, Perrmt* Plan, to ~ uppon It~ buslnes~ processes I ne s ys tern, \\i hlc h is propne tal), wa~ acqUIred in 1996 and custonuzed to mLlt the nccd~ of the orgamzatiOn at that time The nature of PDS bmlt1e~~ ha~ changt-d ~ince then and the orgamzatlon recogt11LeS that Perrrut"'Plan no longer mn b the lOcrea~ed dcmand~ of thc u~er commumty, ItS customers and the general pubLtc The orga11lzation need~ to acgUlre a replacement ~ystem, 111 order, to better ~en.t Ib con~tituent~ . Plant11ng and De\relopment Senlces selected 1M Rglobal, loc, an lllternatlonal bus1l1e~s solutions firm hcadg uartcred 111 Cleaf\\i ater to aS~iS t the Adnurus tea tlon in <.:\.ecutlng thl~ crt tical 1m tia tlve J M Rglobal proHdes a broad range of bU~lne~~ and techmcal expertise In assisting PDS In meLting it,> ~trategtc oblectlvcs . r n order for I MR to fully a ,>ce rtam the dcsued and mandatory regulfemen ts 0 f a new s y~ tern, three ~igl1lfican t steps had to be completed They were 1) Rev iew, refinc, ano ,>tandardlze e,{l~ting Planning and De\ elopment .scrv ices bU'>lne,>s proce~,>e~, 2) Revll w and under~ tand Planmng and Development .sen ices e"ternal and In tunal cu ~ tomLr nelo ~, and 3) Complete an analysIs of the ~trength~ and wcakne,,~e~ of the hardware and software uhlt.ted . IMRglobal conducted thl~ renew wIth \-anous PDS staff members dunng the week~ of June 12,2000 through June 27, 2000 The reVIew was conducted from the perspectIVe of fulfillmg the technical needs of PDS's busmess processes and all findmgs and recommendations should be considered m that context It IS IMRglobal's behef that the organization IS more lt1..ely to ha\ e a ,>ucce,,~ful '>ptem Implementation follo\\img a thorough review of all bU'>lne~,> proce~~c~ \Vhln lVlry opportut11ty to refine, slmphfy and ~tandard17e lt~ praetlce~ and procedures is Implemented . Technology ReView Process Business Processes . i\ review of Permlt*Plan and the buslOess processes It supports resulted 10 the Identlficatlon of yanous OpportuOltles where refinement, slmphfieatlOn and standardlzatlon are pO~~lblc Thl~l arla~ WLrc documented and catego117ed as follO\v . · PermItting & payment of fee~ proce,>,>, . Code 1I1spectlOn procc~~, · Tra1t1l11g management proce~~, · porms management process, . Records management proee~~, . . rmn':<'l ~~ of...,!;1Ot"I tM...!luj)ofti!SUI!~ . . Planning & Development Services · InformatlOn system, and · Customer relanomhlp management & space uruuanon . . f\ detatled analysIs of these lssue~ and the IcknuficatlOn of resolutlom are reqUlred pnor to IdentifYing the functlOnal and techmcal requ1rement~ for a ne\\ system An acuon plan or 'Roadmap' \vas Idenufied to address the area~ ldlnufild abm"e l'he Roadmap I~ de~cnb(.d further m SectIOn 4. Roadmap of thl~ document Compleuon of the Roaclmap Imtlatlve~ \vll1 result In a clearer uncler~tandlng of the busme~s processes of the orgal1lzatlon and the requirements for a syHem to ~upport them Permu" Plan Review . Internal PDS staff conducted a '\trength~ & weaknesses" analysl~ of the c\.l~ong operaoons support system Permlt*Plan The rc~ult~ of that analYSIs are mcluded a" Appendix E Perrmt*Plan Strengths & Weaknesses A ~ummary of the major Issue", a~ Idennficd by PDS per~onnel, \vlth regard to the cffectlyc.ne"s and uuhzatlOn of the <'yHem I~ a<, follo\v~ . · Permlf'Plan \vas 1111 0 ally Ilnpkmlntld In 1996 and ha~ not benefited from ensumg upgrade~, · Vendor will not ~upport current Vlr~lon without a maintenance contract, . Vendor ha~ not been re~poml\"e to the need~ of the Department~, · POS bU~lne~~ proce~~e& ha\"e changed and/or e'panded slllee lmplementaoon and thl ~y~tem doe~ not ~upport thl~l change&, . 1 he system IS not u&er-fowdly In that It dOL'> not naturally ourror the bmmel>& proceS&es of POS, . Imtlal rra.ll1lllg of mer~ \\<a~ lmuffiClent, . "I he Illformauon In the l>y~tem h updatcd on an Irrlgular ba~h dUl to the Clty\ 111ablhty to mterface \vlth other government agenClel>, · Tbe l>ystem users do not utllue the system 111 a conslstent fasmon due to de~lgn problem~, · H.1~toncal data rdatlng to property cases IS largely lackmg m the system, . System does not support flaggll1g of 'problem' propertlcl>, · Management reporting data IS not readuy available from the l>yHem, . E.'\lstlog Perout*Plan reporting capability l~ 1l1flCXlbk and \Try houtcd, · C ry~tal Reportlng soft\Vare IS utlh7ed to augment the defiClent reportl11g eapabdltv of Perm1t*Plan and mer~ reqUirl e.'\tem1\T tr3111lng In order to properly explOlt this eapabulty, . Perout*Plan IS not ll1terfaced to provIde emtomer~ and the geneal pubhc ready acce~~ to PD" Information (permlt/pruleet ~tatu~, ete), . Data capture form~ arc 1t1eOnshtent and In some ca~e~ redundant or obl>olcte and are largely manual 111 nature and are not ~y&tcm generated, · Non-PDS merl> do not utth7e the &y~tem to tt& capabulty due to lack of tralnlllg rl~ulung 111 lack of accauntablltr; far the lntegnty of the data, . lhe ~y~tem dae~ not cffecu\"c1y Interface with other city or county ~pteml> (GIS, lma!:,'1ng/dacumcnt management, ete), . Updating the ~y~tem follOWing property case events IS cumbersome and time consum1l1g . . . . . . IITIr- t"IBpow.!!!rofVl!;IOI" Irl!!lvah.M!lof .e!;ul.s.. . . Planning & Deyelopment Services Hardware . Currently the computer work~tatlOm mcd by departmental ~taff are not standard and 111 ~omc cases obsolete c\~ a re~ult re.~ponse time IS oftln poor causlOg unnlce.~bary delays In berVlng cmtomers It IS unhkely that the. current hardwarc cnnronmem \vill be capable of ~upport1l1g a ne\v system, which likely will be more robu~t and functional 10 naturc The current plan~ to replace PDS computer hardware do not lncludl re.qU1re.ment~ to support the a~ yet unknow-n Perm1t*Plan replacement ~y~tcm A further hardware. and ~oftware upgrade will hkely be required onCl the tcchmcal ~pecd:icat1om for the new bysttm arllde.ntlfied . General Recommendations . Delay thc deClslOn regardmg a replacement for Pernut*Plan pendmg the re~ult~ of thl Roadmap mltlatl\TS Identified dunng the technology review procc~s loe Request for Propo~al (R_FP) process, to acqulfe the prefcrred outcome option, \V111 begm at the completion of the information system~ renew planmng penod, \\hlch will take the outcomes of the yarlom proce~s reVle\\ actlvltl(.~ mto con~lde.ratlon I tiS anbclpatcd that this process can beg1l1ln Quarte.r I (Q I) 200] . 2 Delay Implemcntatlon of current hardware acquNtlon plan untll such tlmc a~ the. hard\\arc and ~oftware requlre.mcnt~ for the Permlt*Plan flplacement system are deterffilne.d Thl cxceptlon here \\ ould be 10 uruq Ul ~I tua tlons where opera tlonal (.fficllnclc~ can be achle\ ed by upgradmg Individual \\ orkstatlom ~upport1l1g cotKal operational proce.~~c~ 3 Implemlntatlon of Roadmap 1111t1atlve~ be.gtm. a~ per the schedule In Sectlon 4 Roadmap. . 4 r mplemen tabon 0 [ a s tcenng comml ttee composed 0 [ 1\dffill1l ~ tratlon ~Cl11or managers to prm Ide gUldanct and dlre.ctlon to the development and unplemlntatlon of the Roadmap 100tlatl\ es 5 Clt) management at all knJ~ mu~t provlde support and COffiffilt to the. Roadmap ]mttatn-es bv alloca tmg ~ U [flell ot re.~ource~ (h uman and financlal) to achll Vl thclr 0 bJ ec tl ves . . . . . ll1ln t'-.a powet of V1SIQIl the Yi!JU!9 d results. . . Planning & Development Services . 2. BACKGROUND . CleaN mer I~ an Incorporated Cltv with a populatJ.on of 110,000 residents and IS loeat(',d 15 nlllt~ \VL~t of the City of Tampa, Flonda the City emplojs appro:"lmatdy 1,600 ~taff and has an annual budget of roughly 5198 mlll10n L'he City IS cmtomer onented and stoves to provide the munlClpality \"Ith the ~ervlces and Infrastructure neee~~ary to ~upport a wpenor quality of hfe The City i~ committed to prondmg effiCient and e ffectJ. ve ~l rVlce~ m an economic manner and reqUire,', e '(ccllcnce at e\<ery le\ el The Plan1l1ng & Development Servlee.~ Adm1l11~tratlOn (PDS), of The. CltV of Clearwater, has the foHowlng major respon ~Ibili tll ~ . . The I~~uance ofbUlldmg pcrmm and occupational hcense~, · The performance of budding 1l1spectlons, . Code enforcement, · Hom1l1g, · Neighborhood Sernces, . Anne:..atJ.on~, . Comprehemlw plann1l1g, . Advance planl1lng, . Z oOlng, and . Development reVKW . . 10l Plann1ng & DenJopment Sernec~ Administration (PDS) IS currently utlll/1l1g an operational :,upport system, Permlt*Plan, to support the fulfillment of the~e re~pomlbllitJ.e~ The ~y~tem, which I~ propnctary, wa~ acqUired In 1996 and cu:,tomi7cd to meet the need~ of the Admlm~tratlon at that time rhe nature of PDS bus1l1ess has changed blnce then and the orgaOl.mtlon recognizes that Perffilt*Plan no longer meets the 1l.1creas1l.1g demandb of the mer community, It,', cmtomer~ and thl general pubhe Tne Adffilm~tratJ.on Identified 4 options to remedy thiS defiCiency . . Modify the e\.lbtlng ~Ybte.m, . Acquire thl mo\! recent VU~lon of the e'{btJ.ng ~oftware, . Replace the system with a packaged product from a selected \'endor, or . Replace the system \Vlth a custom-bwlt product . Pnor to deterffill11ng the. prcfe.rred option and reeo,!,'11IZl11g that the bU~1l1e~b proce~::.(',~ of the l\dmlOlbtratlon have changed ~Ince the Implementation of the current system and that addltlonal e'{tema! demand~ from other Clt) departments and from the pubhc must be supported 111 the future, the Adml11l::.tratlon deCided to conduct a high-level revte\V of ItS current bm1l1e% proce~~e~ 111 order to . . Absess the efflClencv of the~e. proce,>~e~, . Tdentlfy problems \vnh the current bus1l1e~s proee,>~e~, . Identify Impro\ ement~ that need to be 1l1corporated 1l1to the daily work-flow, . lckntlry addltJ.onal bu~me~~ processes reqUired to satisfy chang1l1g demands from the dlpartment'~ c!tents and the general pubhe, and . . nnr tlle powet (:~ WSIQ(l 11'-" v~.of 8:!'iulu. . . Planning & Development Services · Make recommendations regardmg acqulSIt10n of a replacement ~y~tLm . Tn addition to PDS emploYll~, ~taff member~ from other city departments u~t Plnrut*Plan The. mmt frequent u~er~ are from the. Department~ of the Police, Public Worh, hre and Econorruc Development The fO]]OWlOg appro':"lmate flgure~ IndICate the volume of data that 1~ handled yearly by Planmng and Development Servlce~ . . . Ne\v hcemes added each year 800 . license renlwals printed each year 9,000 . BUilding Perrrut~ h~ued each year 8,000 . Impect10m performed each lear 26,000 . Code enforcement ca~es each vear 19,000 .' . Site Plan revlew~ 90 . Land~capeln~peCt1on~ 1500 . '1 oOlng lnqulfl~ 6000 . Plannll1g perrru t fl Vll \v ~ 1800 . t\ nne\.a t10n ~ 50 . Land Use/Re,w11lng~ 70 . . . . . . . ~~~J t"e power {Ii JtSlon 1M v.aJua D~ result~ . . Planning & Development Services . 3. PROJECT ApPROACH fhe Planning & Deyelopment Senlces Admlmstrator, john A~mar, e~tabh~hed a ~teenng committee coml"ung of e\'ecum'e comrmttee member~ to provide gUldancc and adnce to the process and to reHew del1'verablc~ and rLcommcndatlom J'he steering committee members are . . . john Asmar (Planmng & Devdopment ')en"ICe" Admlm~trator) · Ralph Stone (planmng Director) . Cynch Hardin (A~~I~tant Planmng Director) · jeffKromchnabl (Dlydopment Sernce~ Dircctor) . KE. \ ln G amott (Building 0 ff!Clal) . Ibe steenng comrruttll ~ub~cgucntly e~tabhshed focus groups from each of m Planmng and Dc\"elopment dlvhlom 'I hc~e dm"lom and operational group~ II1cluded . Commumty Respomc Tlam o Code Impector" . Comtruct1on Techl11cal Scnrlce~ o Plam E xammers o BUilding Inspector~ o Permltung/OCL te\ 1L\'v ~plclalt~t . hre & LIfe 'safety Management o Fire Impector~ · Development Review · Advance Planl11ng . Hou"ll1g · NCighborhood Sen Ices . . The focm group~ coml~tld of rcpre~entauve member" of each dl\rlSlon at \"anous orgal11/-atlonal le\ e\s 1l1tervlew~ were conducted with these representatlyes, dunng which they clescnbecl . · Thur normal routll1l actlylt1CS Il1 e"ecutll1g their re~ponslbdlt1es, · InformatlOn thev reqUlred to c\.ecute their re~pon~lbdlt1e~ and the ~ourcc\ of thh Inform:1tIOn, . Issues and problems assoclated with the"e re"pomlblltucs, · Suggcstlom for Impro\"ement of the processes, · Ho\\ Permlt*Plan \'vas utill/ed 111 supporting the process, . Perml("'P!an lI1adequacles In supporting the process, and . Suggewom for addmonal funct10naltty requued 111 any replacement "ystem . Addlt10nal focus group scsslom wcre held \V1th the follOWing clt}' departmenh that ha\T ~lgmficant hal~on \'vlth PDS and that also either currently use Permlt*Plan, or have reqUirements for PDS IOformatlon, or control ~ourccs of Il1formatlon that PDS reqUlre~ acce~~ to . . lIl1T, t/'l! p('/'Nef of VISIon 1n13 vaMl 01 ~SlJ1l!.. . . Planning & Development Services . . Pubhc Work:, . Informat1on Te.chnology . CltV Clerk , The purpo~e of these Se%10m wa~ to Ide.ntlfy . · 1-10\\ these organvanom cunently utt.l.tze. the ~y~tem, . Issues th ey ha \ e W1 th the. currcn t ~ y~ tern lmplemen tatlon, · Imtlatl\'eS underway to re"oke l:d~tlng mformatlon management Issues, and · \Vav" to improve Inter-departmental commU111cauon and cooperation . Upon complet1on of the mtuTll\v~ and focus sessIOns the technologv re.vll\v group conducted addltlomd focu" group se~slOns to dl~CU,,~ the lckntlfie.d I"we" and opportunities to refine, "Imphfy and ~tal1dardI7e processes ['he Issues and opporttm1U(c~ were categonzed under the followmg ~()Iuuon area head1l1g" PermIts & Payment of Fees Process . This arta 1nclude.~ re.cuv1I1g of bUlldmg plans and ~ub~e.que.nt i""uance of budding permits f01 the comtructlon of all bUlldln~ ancl Hrueture" withm the cIty t\ number of 1:>sue~ were Idcnt1fled dunng exammatlon of the"e proce""e" J\IIany of the processes are manual, pamcularly the. front countcr operatlom dealing with cu"tomer~ Outdate.d hard\vare, resulung In slow re~pome umc h pamally re"pomlble for thIs PDS 1" also reqUIred to ma1Ota1O a ]argc yolume of bUl]dlng plam, pernut" and other rdated documents I'hese documents arc ge.l1e.rally physical In nature requmng ~lgnlftcant ~pace for ~torage I he major opportulllt1e~ for "y~te.m ImprO\Tments are as follo\" . . · StandardIze. opLrat1ng procedures across departmentall1ne", · StandardlLe departmental fthng proce.dures, · Re.-e.ng1l1le.r thl deanng &.. grubbing permit process, · Re-eng1l1ter the. fee. collect1on process for PDS, Parks & Recreation, En!:,'lne.lnng, and \Vatlr & Sl wcr, . Automation of the pernut c\pJrat1on proce.~~ . Automation of handling temporary FAX~Perrrub, · Routine. and e.nhance.d tra1l11l1g for new and .ousting personnel, · Re.-eng1Oler the rC-lllspcet10n proces~, and · t\ u tarnation 0 f the fron t coun te rope ra tlon" to handle "\\ alk 111" em tomers and pre\ en t th e dupl1catlOn of \vork effort . Code InspectIOns Process . i\~ there arc many land deyclopme.l1t rc.gulat1om, the De\T]opment Servlee~ Department currenthr Utll17es \.anou~ apphcauol1~ of code enforcement '1 here l~ an opportul1lty to standardize these processes throughout the [\dmll1lstratlon In d01ng so, thb \\ III ensure that day ta cia} operatmg data I" mputted 111 the ~y~tlm on a timely, consistent, and accurate ba~I:'. In addmon, a timely tramlng program mmt be. I 111 t1atc.d a~ rc.VI"lOn~ of the land de\re]opment regulations are made and ne\\.' personnel arc employed 10 aSSist 111 thiS effort, . . lIl1L liB pQwet of ...,!;10r'" Ire \i1Ilue of .esul,So. . . Planning & Development Services . automated ll1bplctIOn checkh~t~ can be constructed to chrect code officer~ on procedurc~ Some of the code enforcement proce~~e~ arc handled manually and need to be re-engl11eered Impro\"ed acce~~ to l11forceml11t I11formatlon from vanou~ other Cltv department~ would result ln Impro\'ements ln the enforcement of code vlolatlom Idenufled opportunttle~ for sv~tem Improvement arl a~ follow · Standarchze opt,raung procedures across departmental!tnes, · Standardl7e filtng procedures, · Inspectlon schedultng/ routlI1g progy:am, . ::'lmphftcatlon of thl ~Ign progt:am, · Re-englOeer the \vater program, · Departmental wlde tralOlOg program, · Routlne form rene\v to ~lmpl1fy and Handardlze procedures, and · Automation of the notIce of complaint process, . . Training Management Process . Both the PlanOlng and the De\ elopmlnt 'Slrvtce~ Departments ha\"C \'anous trat111ng programs f-IO\\ c\ er, due to the close lOteracuon of all dlvhlom wnhln the PDS admlmstratlon, a system \\ Ide tral111ng program would best sUlted, both from an operational and tlch11lcal per~pect1\"C Some lneffiClency ,"as Iclentlfied a~ a consequence of parochial trallllng pracuce~ Planmng IS responsible for the creation of land devdopment regulatlom D(xdopmlnt Sernces I~ responsible for the enforcement of the~l ~aml rlgulatlom Thu\, a '>y,>temwlde perspective on trall11ng IS prudent In adchtlon, lfficKncll'> can be achle\Td \\lth adequate cro~s tra111lng of per~onnel thereby reduc1l1g the number of ~1te n~1t~ 'SpecIfic opportul11ues for ~y~tem Improvement Include . AcceSSIble and updated procldure manuab, · Standardl..:e pohcles and proculun..., acro~~ departmental hnes, · Identificatlon and cros~ trat11lng of personnel across departmental11l1es, · Update and standarcll7e 'Case Management' App!tcatlom, · Regular trmn1l1g on ISIS (Counrv 'Syqem), and · Trallllng on Cry~tallkport~ . . Forms Management Process . PDS staff conslstentlv Identified Issues \vuh the form~ used to manage the 1I1~peCtlOn proce~~, a~ well a,> tho~e used to support the permit and hcen~lng proces~ 1 hCSl forms are largdv manual and tn many ca~es only pertam to a ~plClfic dln~lOn The orga11l7anon abo u~es vanous form letter~ to commU111cate \nth customers and the general pu bltc rlgard1l1g the vartom ~ tage~ 0 f code vlOlatlon" and pernu nng 1 he~e Ie tter~ arc not standard and arc produced from ivllcro~oft \\lord, r(,~ultlng 111 cltfficulrv a~.'>oclatlng them \\ Ith addr(,~.'>l.'> and hl,toncal reeord~ With an C'd~tlng hard fue and automated file SpeClflC opportu111tle~ for \y~tcm lmpro\ ement are as follow · El1mmatlon of ob.'> ole tc form.'>, · Slmpltficanon of form:" . Coordmatlon of forms throughout admInistration, · StandardizatIon of form~, and . Acce~~lblltty of form~, . . . lIlW,-- t"l~ ~t l: VlSlon 1l..B V~..Je 01 e!;L1 ~ . . Planning & Development Services . Records Management Process . Tht current PDS rlcord managlmlnt procc% I~ pnmanly manual Records are not stored centraU} but can be found 111 multiple fillng cabtnets throughout the orgamzat1on T111~ t~ a chromc probkm that c \.I~t~ not only within PDS, but abo, throughout the varlom Ctt} departmenb J\Jany cmpl()}cl~ al~o matntatn thur O\\n personal fumg s)~tem~ to ~upplement thc pnmary rcpo~ltory Fue chcck-tn/chlck-out proccdufl~ arl nOt standard and are not ah\ays ob~ened The orgamzat1on bacb-up lt~ phy~tcal docufficnb, for ht~toncal purposes, by stonng them on mtclO-ftche, but thb procc~s h long, tncfficKnt and rC(1U1rL~ manual nnficat10n Idlnt1ficd opportu111t1C~ of system Irnpro\"ement are as follo\\- . fthng system ~ecunt} o Standardize filtng proccdure~ o Tratl11ng, o Check-tn/ check-out procedures, · Microfiche tode"tng, · 1\cces~ to other departmcnt\ records (pollce, public works, etc) and . Automated access to hlstoncal111formatlon . . InformatIOn Systems Review . The re\ le\\ uncovered man) tssues as~octated with the Informat1on ~ystems that currcntly support the operattons of the orgaf11zatlon Permlt*Plan, a propnetary system utthLed by most operat1onal staff, no longer meets the needs of ItS u~ers There IS no real-ttme access to the system for emplovee~ \\orklng 111 the field and the data Itself IS unrelIable and somettmes tncomplete Also, Informatton to Perffi1t*Plan IS often InCOOSlS ten t \VI th Information In coun ty s vs terns due to Irregular s} nch ronl/atlon 0 f the t\\-o S Irs terns Re~pome ttme from systems IS often slow resulting tn delays tn the pelmlttlng and !teeming processes Currently there IS no central \\ eb-sltc management resulting In under-uttli/atlon of the capabIlities of the Intcrnet to support It,', bustness proce%es and customer need~ Many benefits could be achle\-ed, at low cost, by e\.pal1cltng the capablltty of the eXisting web site Identified oPPOrtUnttlCS for sptcm Impron,mcnt arl a~ follow · Penrut*Plan o System needs to support bUSiness processes o Accurate, omely and const~tent data entry o i'vIanagcment 1I1formatlon reporttng capablhty o Sy\tlm \1{,cch to be u"er fnendly o Access to othcr department~, · Telephone system needs to ~Upport opcrattom, · f\ccess to CIS, · VOice recogmtton on thc IVR ~y~tcm (automated telephone amwenng s}stem) for IOspcctor~ 111 the field, · Remote access to PDS databa"cs. . l~lectroOlc filtng and plan \Ubffi1~\IOn, · S tandardtLc elt} \\ Ide and e" terna! clata bases, and . . . . . l.Ilm me powe of 'rISlOIl tM ...alua o. resul.s.. . . Planning & Development Services · Updated current hardware to meet dehvery reqUlrements (~y~tem rc~pomc tlmc l~ ~Iow) . Customer RelationshIp Management. . 'I 'he reVle\'v unco\ ered ~evelal area~ \V here lmpw\"eme n t~ can be made m mecung lt~ cu ~ tome r~ need~ Generally the turn around time for the h~uance of pen111t~ and hceme~ h adequate but can be ImprO\ eel Cu~tomer~ do not have (.a~y acce~~ to apphcatlon <;taru~ and other PO) mfmmatlon le~ulung 111 fru~tlatlon \'vlth the system ImprO\ ement 111 the~e area~ \V1lllncrea~e cu~tomer ~amfactlon Idenufted l~~ues 111cluele · Commul11catlon with county offiCIals regardmg PDS Issues, . I~ s tabhshecl level~ 0 f ~er\lce (LOS), · .Abult} to commumC.ltt plan rl VKW ~taUl~ ta cu~t[)mer~, and · Increased pubhc a\vareness of POS SCtvlCe offeung~ . . \'I/lule this reVle\v from a technical pef~peCUYe \Va~ nece~~ary to Idenufy general area~ far refinement, ~1mphfica tlan and ~ tandardlza tlon, thefe \Va~ 1m u ffiClcn t umc a\"allablc to conduc t a thorough and de taikd analv~l<; of the ~e\Tn prehml11ary ~olut1on areas I t IS I MRglobal's behef that further analY~I~ IS regulfcd to d{xdop appropnatc. ~olutiom and recommend that ta~k force~ be e~tabh~hed to define, de\Tlop and Implement the 111lbatl\"C~ In conjunction with POS ~taff and the adml11l~tratlon the ~e\Tn ~olubon l111tlab\T~ were Identified \\Ith \"al:Yl11g ~tart dates f\ team leader from the operational qaff \va~ Ident1ftc.d to kad each 1111 tla uve In order to ma \.1mI7e opc rational knowledge It \\ as de terrruncd that a ~ tceung comIlli ttee bl. e~tabh~hcd to O\Tr~(.e thc procc~~ and to adYhe and gUlck the effort~ of the Raaclmap 1111t1ab\ e~ See Section 4' Roadmap far detail fegard1l1g the Roadmap ImtlaUve~ . . . . . . nnr t.'I!I~roQl,'tSl()"I ''"'B.....ahre~r esul.s, . . Planning & Development Services . 4. ROADMAP . I he POS Roaclmap 1~ a hlgh-leyel plan and schcclule to addrc~~ thL 7 wlutlon areas ldenufied dunng the PD) technology fe.YKW Each of the thc 7 Roadmap 11l1ttatlve~ map~ to a ~oll1tlon arca and outl1nes In 3 pha~e~ tht aLtlOm re.qUircd to completc Implemcntat10n of pha~e. 2 and pha~c 3 can begll1 concurrcntly A~ many of thL IdLn ttfie.c! 1~ ~ ues e ffcc t mOl c than one afca thL Roadmap ~olu tlon areas \\ III h kd v change ll1 ~ cope. and focu~ a~ teams e\.amlne ls~ue~ and problc.m~ ll1morL de.tall to ldcnufy the short and long tefm 1111t1att\"L~ The. ~tart datc~ for the 7 hlgh-Ic\ el Roadmap l111t1atlvC~ arc. '>tagge.red, a~ ~omc 111lt13tlvcS are dcpendcnt on (kh\'c.rablc~ from other 1l1lt1atl\ c~ . Thc ') phases of the Roadmap 111ltlat1YC~ are. a~ follow Phase 1- Planning . Phase l 0 f each ll11tla tlyC will be. a planl1lng pha~e d Uflng \\ hlCh tas kforce member~ \V til be lc1en ufled and thL ~ol utlom \\ til be. ~cope.d and ~lIccl H.c~o urcc req Ul reffien ts \\ III also be ldcn tl ficcl and prc.hrrunary ~che.d uk ~ fOl pha~t.~ 2 and') wtil be. e.~tablt~he.d Entry Cntena . . A pprO\' al from ~el11or matugemult, . Identified team kade.r~ and me.mbe.r~ EXIt Cntena ., · LI~t of pnoflu/-ed ~hort and long term ~olutJ.on 111lt1aUVe~ for approyal b" ~t(.cnng commlttce, · Preliminary ~chcdulc~ for ~hort and long term solubonIOluauvc~, . Iclentlficauon of finanCIal and human rc~ource~ required to complete 1111t:latl\ c~ Phase 2 - Short-term ImtlatlVe ImplementatIOn . Pha~e 2 of the Roadmap h the. Implementatlon of short-term solutIons I 'hese ll1lt1atlves \\111 requIre little or no capital lnYc~tmcnt and can bc lmplemcnted 111 rclam cly short tlmcframc~ I ypleally thc; can bc Implcmented \\lthl11 a 1 - 3 month t1mcframc Entry Criteria . . Approval from ~e.nlor managcme.nt, . 1\ PPlO\' ecl re~ou rces to Implemen t pnon tl7e.d ~ol utlom, . Short-te.rm ~oll1t1on ~chcclulc ancl plans . . lII1r tie povref at V1SIO"I 111ft value of re51..ll,5. . . Planning & Development Services EXIt Criteria . · Implemcnted ~hort-tcrm Imtlatl\ e~, Phase 3 - long-term ImtlatlVe ImplementatIOn . Long-te.rm ~oluuom are tho~e rcgUlnng slgmflcant capltalll1\ eHment and time. to Impkme.nt Entry Criteria . . f\pproval from sel1l0r manage.ment, · Approved resources to Implement pnonu-:ecl wluuom, . Long-term ~olutlon ~chedule and plam Exit Cnteria . . Compkted Roadmap Roadmap PrOject Structure . Each Road map 1m tla u \ etas kforce wlll be managecl bj a team leader and \\ lil rccu \ e. ad \ lce and gUidance. from ancl Will report progle~s to the management steenng commlttee It IS recommended that the Planl1lng and Oevclopmc.nt Sc.rYlce.~ Adml11l~tfatof prondc. te.chl11cal a~~I~tance and ~upport to the ta~kforce.~ fhe propmed Proce~s Revl(\v Soluuom Roaclmap &. Schedule lS attachecl a~ exhibit A fol1O\\lng . . e . . unr t'e ~r -o!'1tSIOO ,1".81103100 af csul,s.. . . Planning & Development Services . Proposed HIgh level Process RevIew SolutIOns Roadmap & Schedule Exhibit A . . . . . . . . . . lIllli rM pov.t& of VISion tl18 'o'1!I1U6 of test.JI,~ . City of Clearwater Planning and Development Services Administration Proposed High level Process Review Solutions Roadmap & Schedule June 29, 2000 . ...ut-CI1 >>-01 Hooo-OO o.c-oo J-01 F<<Hl1 ....-01 . ..... aRM ............ .... .~...~J J. l ...: ::i~if<". ...........'...1 ill'" n . . . I eCRM .cRM Short Term Won: Inttiatt'iH Prognl mmlng ementatton . . Wen ~OII,.m mlng Oraon-_' umU:aDon Short Term ......ttIlI.. Oruo- and S_,lmpIo_ i. . . Qrd.C1 rw.0-01 OIlc-Ol JM.02 1=....0:2 . Planning & Development Services . 5. RECOMMENDATIONS . The PDS technology re\ 1ew proce~., fL~ulte.d 111 the Identification of many bus111e~~ and tcchnologv I~WCS and recommendations for solutIOns The AclI111l11HratlOn 1~ currcntly planmng to upgrade aU worhtatlom 111 the. Ofgam2atlon and has budgeted for thl~ proJcct Thl~ upgfade will allenate some of the Cutre.nt ~r~te.m I~~ues, ~uch a~ response time and lack of ~tandardlzatlon However, reqUlrement~ fOf a re.placement for Permlt~Plan and fOf other technolog) 1nltlatl\ (.~ 1ckntlfKd 111 the proposed Roadmap \vl11 not be comlckred within thl~ t1mcframe Thl~ may rc.~ult U1 hard\\are upgrades 111 add1t1on to what l~ currently budgeted Conslclenng the.~e. 1~~ue~ we make the follow111g ree.ommenclatlO11\ . . · Oclai" the decISion regarcll11g a rcplace.ment fOf Permlt*Plan pend111g the re~ult~ of the. Roadmap Imtlatlve~ Idcntlfied dunng the technology renew proce.~~ The Reque~t for Proposal (RFP) proce.~~, to acqulre. the preferred outcome option, W1U beg1l1 at the completion of the Informat10n sy~tem~ re.new- planmng penod, \vhlch Will rake the outcome~ of the vanou~ proce~s rencw actl\ 1t1es Into conMclefauDn It IS antlClpated that thIS proCL~~ can bLgl11 111 Quarter 1 (Q I) 2001 · Delay Implemenrat10n of e.'l.1sung hardware acquI~ltlon plan until ~uch time as the harehare ,111c1 ~oftwarL requ1rement~ for the Perm1t*Plan replacement w~tem are determ111ed Ibe e\.LeptlOn hue. would be In umque sltua uons wh<. rc operational e fficle.ncl(. ~ can be achte\-cd by upgrading 1l1C11 Vld u,ll w orh. ~ ta tlO11\ ~upporung crltlcal operational proce~~e.~ . · Implementation of Roadmap 1111t1at1ves begtm as per the ~che.c1ulc. In SeetlOn 4 Roadmap. . I mplemen tatlon 0 f a ~ teenng comllli ttee compf1~ed 0 f adml111 ~ tra tlon scmor managers to prO\ Ide. gUidance and dlfectlon to the de\'elopment and Implementation of the Roaclmap 1l1Itlatl\T~ . . CltV management at allle\ el~ mmt prO\ Ide support and comlllit to thc Roadmap Inlt1at1ve.~ by allocat111g ~uffiClent rcsources (human and financial) to ach1e\'e their obJect1\ es . . . . JITlIj , f.... ..........+ rl"i!lp;:IW!! of J1$lOt"L !I'r!!o'i'l!IILJi!!Io$t~..s.tJI!.. . . Planning & Development Services . /MRg/obaIOrgamzatlOn . iJ'v1H.global Corp IS a pubhclv owned company with shar(.~ traded on the NASOAQ (symbol IMltS) ~tock e'\changc. I he company \\ a, fuunclecl 111 rloncla 111 1988 and ha~ grown cOl1blderably through orgamc grO\vth and ~trategtc acguIs1tlom I ivfRglobal prO\ ldu, trans1tlona! out~ourc111g ~olut1ol1b for the 111formauon technology c1epartmcnts of both publ1c and pnvate ~cctor orga1117atlOl1b through an 1l1tegratecl netwOlk of global resources I he ~e.n'lce~, whICh are gene.fallv offefed on a fixed-pnce, [1'\e.d-tlme ffame ba~l~, 111clucle . · IT Strategy COl1bultlng · Apphcauon Manageme.nt · Apphcatlon OC\Tclopment . · Appltcatlon 1'vlode.fl1llaUOn · e-bus1l1e~~1 e-commerce Solutlom · Component Ba~ed Oe\'elopme.nt (cl3D) . IMRglobal\ chent~ arc. pnmanly blue-chip compame~ acro% a number of \ eftlCal markLt~ I11clucllng Capital 1'vlarkets, Imurance, Utll1t1es, GO\ e.rnment, RLt311, Manufactunng and ])Istnbuuon, I-Iealthcare and Media and Commulllcatlons . Inrough a ~taff approaching 3,000 'ioft\\ are dC\Tlopmenr profes~lonab, [MRgloba! sen e~ lt~ cl1ent~ from 19 branch ~ak~ offiee~ located III the US, Canada and Germany, ancl from Internauonal rcglOnal offic(.~ In the UK, Franee, Am traha, and Japan Aclchtlonal1y, IJ\H"{globalls currently eon<,ldenng othcf loeatlon~ 111 I~,uropc, ASia and South Amenca In orcle.f to e'\pancl lt~ global pre~ence ~ nv1Rglobal'~ superbly equipped pnnelpal off-~lte Software Oe\ clopmenr Centc.r~ (OC) 111 the US, UK, Ffance, Au~tlaha and Inella proncle Ii'vIRglobal \vlth a Mgl11ficant re<,ourC1l1g and co~t ach ant1.ge ;'I" wdl a<; the.. abdlty to pronde around the clock ~cn'lce ddl\Tf}l to our clie.nt, 'Inrough ~atcliltl commU11lcat10ns, manv of our chel1t~ afe. hnked to an I MRglobal off-site DC creatl11g a '\ Irtual day" for It~ Ic,urope.an, North t\mencan and A<;lan chcnh, allo\vlng for raplcl and coneurrent eXCCllt10n of proJect" and off-peak utllli:atton of chent'" teehnology resource~ I he net luult of thl~ l110dclls that your ~ystem~ \vl11 cont1l1uou~lv function at peak le\ el~ . IMRglobal Core CompetenCIes I1\Htglobal has devdopecl core. competencle<" 1I1c1udlOg Shilled resource.>, processe~, nKthodolo6'1(~ and tool~ . nnr t/"~ p:twe of ';'ISIOIl tM \lWLJ6- eL t~ts. . Planning & Development Services 10 thL follow1l1g afeas . IT Consultmg Helping chcnts dc\"c1op th( appropoate stratcgtes to succe~~fully adopt ne\\ technologtes E.\.amplc.~ 1l1clude. . · IdwtlfYing and yahdabng targe.ted techmcal (.11nronmcnt~. · Measunng IT cffect1vene~~ wlth1l1 organL':atlOm and provlcl1l1g a "roadmap" II Strategy, · 'I ran~fofmtng key architectural elements of legacy apphcauon~ to work with new technologte~, \\ holc.~ale tramformauon oflegacy appl1catlom to run on ncw platform~, · BUIlding new ~ystem~ mlng ne\v componcnt~ ancl components mmed from legacy appl1cauom, and · Integra tlon 0 f legacy ~ ys tcms \\ Ith rcplaeeffien t ~o ft\'vare pac kages . . ApphcatlOn Management Appltcatlon Management (~upport, maintenance. and enhanccment oflegacy ma1l1frame, cllent/ server and mid-range apphcatlons) follo\\ s a standafd I MRglobal on-slte/ off-sHe del1\"ery moclel \\ here cledlcatecl team~ ~upport the cltent\ appltcatlom Ine on-site I MRglobal team de\ elop~ a m31ntcnancc proJcct plan With the cl1ent The plan 111clude~ an A~slm1lauon Pha~e and a Tramltlon Pha~c e.!1&urlng a ~moo[h hand-o\"Cr from the chent to HvIRglobal Ine third phasc, Steady State, descnbes ongomg mru11te.nance. ~upport once. the. tran~1tlon ha~ becn ~ucce.~~fully compkte.d . ApphcatlOll Development. IMRglobal malntams fulll1fe cyclc capabllitlCs across a full range of application c1c\ elopmcn t cnVl[onmcn t~ from i\hmframe i'vNS to \Vmdows NT/ 4G L eltent/ sef\ cr, network. eom puting and Compone.nt Ba~e.d Du"dopme.nt (CDD) IMHg\obal'~ approach to ncw c1e\ elopment 1l1clucle~ traclltlonal "stanclalone" development mlng the watcrfall approach, as lNell as lteratl\"e prototYP1l1g methodologies, CBD wuh high targeted rc-u~e, ancl package-basecl de\ elopmenr . . Apphc3tlon ModernizatIOn. IMRglobal\ approach provlde~ a number of viable altcrnatl\ e~ enabl1ng legacy applications to work with new technolo~es The~e 1l1clude U~er Intelface. [e.-lngllKCr1ng for Internet acce~~, replaCing l:uerarchical databasc~ INlth relational databases, and monng apphcauom to new platform~ (1 e from COBOL to Ja\"a, C++, or HI MI) IMRglobal co-devclop~ tramformauon ~trategtes With ItS chents and yaltdatc<; the fca~lbllity of the. cho~en approach poor to transformation USll1g ItS legac) tran<;formauon and compom.nt modcling capablhtle~, JMRgloball~ able to Identify, parsc and c'>:tract lcgacv bm1l1e~~ ruk~ and convc.rt ancllc-mtcgratc them 111tO components for use III devclop1l1g ne.w ~y~te.m~ . E- Busmess / Eleetromc-Commerce r n tegrat1l1g Internet and \v cb te.ch nologte.~ with e'>:b tlng IT ~ V~ tem~ to automate bUSlnc~~ proce.~~e.~ and ~tfeamhne the \\ay compa11les do bU<;1l1e~~ \\lth cu~tonKf~ and ~upphef~ Component Based Development (CBD) Ongomg rapid tlme-to-market for new ~y~te.m~ through fe-u~e of pre.-e. \.bting componcnt~ 111 IMRglobal Componentwarc. and 111corpOratlon of ne\\ chent-spCClfic . . unn.... II me OIl'IWr at V1SIDr. lhe ~alue 01 fe5tiltS . . Plannmg & Development Services . component~ IMRglobal de\ elop~ adxanced n-tler apphcat10n ~y~ttm~ mtng component architectures to achKye high re-use U~l of IMRglobal Component\\afe., component modehng and e\ olutlonary prototYPIl1g support~ rapld development of new ~y~te.m~ . "lhe. above semces are all ~upported by I MRglobal's Information Sy~tem~ I~ \"olutlon Methoclology (IS EN!) - a comprehc.mlve framework of ~peClfK mc.thodologtes and Implemenrauon pfOCe.~~ gUlde~ that address the full hfe cycle of modern bU~1l1e~~ apphcat1om, from manufactunng to matntenance to migration ISEM hail numerou~ entry pOll1t~ and I~ egually appl1cabk to Icgacv apphcat10ns ancl to ne\\ c1evdopment . . . . . . . . l..ffiIj : j -, J t,~ power e Vl!jlon ,"'Ie ....~u9 c~ rl!SlJ\!!. . . Planmng & Development Services . . . Appendix B: IMRglobal Project Management OffIce (PMO) Services . . . . . . . ~'-,l: . U"i!lp:rnr6 ofV1!lOn rl"e...1!IIU6ofres.u\!!. . . Planning & Development Services Business Technology Consulting -IT Strategy Service Background . The de\Tlopment and Implementation of a PMO I~ a ~ervlCe offered bv livlRglobal to cltelLts th,lt recogl1l7e that In order to aChleyC the ove.rall Bus1l1e~s goals and ma'lml/-e the \ alue of thclr IT lm"estment they need to manage. their Strategtc Portfolto IT proJcct~ In a clear, orgal1lzcd, comlstent and umform way The PMO 1~ a full ~ervlce provider \vlth the goal of cnsullng that proJect~ meet thclr objectlye. of ~cope, Ume, cost, guality & strategtc \ alue . IMRglobal\ Bm1l1e~~ 1 cchnology Consulting ~e[\' Ice prO\ Ide~ the ~ct-up, ek vc.lopme.nt, and management of a Piv[O IMRglobal\ PMO ~LrVlCC will provldc an orgal1l7auon the fol1O\V1ng . . IT Strategy Portfol1o i\tfanagLmuH and Re.portlng · Project or Project Component Managemcnt . Project Support and Admll1lstratlOn . Project ivlanagement ancl I eehmcal C:omultlng, Mentormg &'1 ra1t11t1g . Project Management iVlethocls & Stanclarcl~ . Re~oll1ce Pronde.r and RLClUltlng Servlce~ . l~,ach of the~e componcnts I~ de.~cnbLd ~e.paratdy In thl~ documcnt Project Management Office (PMO) Services . Statement ofIntent . Once an J I Strategy 1~ c1eve1opecl which IS ahgt1ed with thc bm1l1L~~ ~tlate.gy, to Lmure. that our chent current and future n proJect~ continue to ~upport the. ~trate!:.>1L~, It b e.~~e.ntlal that an orgaOlzatton lmplement a Project Management Office 'lbt~ wul e.mure that the. proJe.ct~ arc properly ma1t1taltled and controlled both now and 111 thc future Tt IS not mutuall> e,clml\T that an orgal117atlon de\"elop ao IT Strategy befole lmplemenung a PMO t\ PMO can a!<,o be ~et-up to ~upport the Implementation of a s111gle 1111t1at1\ e or a portfolio of l111t1atlve.~ The followltlg Will dc~cnbe the component~ of a PMO Depending 00 the opportumty, project ~I/-e, and <to orgal11/-atlon\ de~lre, all or a ~ub~et of the~e component~ may be . Impkmcl1ted to achll \ e corporatt. goals 1 IT Strategy Ponfoho Management & Reponmg . Once an I r ~tratc.g) ha~ be.e.n formulate.d, tt b e.~~e.ntlal that ~ome.onL bl.. chafgld w1th thc le~pomlbll1ty of ma111taln111g, manag111g aod eontrolhng the IT :,trategy Portfol1o 'I'ht~ le~ponslbll1t) IS often the charter of the PMO J he PMO can be re~pot1~lblc for ~ome. or all of the follow1l1g CIO Management Semces' . . IDm.. il! DOwI!t af ....,:!i10l"'l Ire vtIliJt1 of -csul s.. . . Planning & Development Services · [<or orgamLatlOm that are e\.penenclng raplcl grO\vth or n organl,-:atlonal change.~ . · HVIRglobal will proYlde an organl/atlon a CIO, on a tcmporar} or long-tLrm ba~I~, to contmue rapid growth Of pre~erve the SUrVl\ al of an orgamzauon IT Strategy Portfoho Management . · Mal11tmn the curfent pro]cet portfolio l1l1'> to cmure adherence to the. 1'1 and Bu~me~~ Stratewe~ · I~'valuate new, propo~ed and tuture proJect~ for their fa ll1tO the II Portfoho and Bm111e~~ Stratewes . · Negotlute, c1c fine. , document, re\ te\'v and approYL new, propo~ed and futurc proJcct~' ~cope, urrung, cO~t & approach · BUild and mamtaln the orgal1lLatlOn\ and PfOJe.ct\ budgeting both at an mdl\ lclual proJe.ct le\"CI and at an I r Portfolto lcycI Portfoho Repoftmg & Executive LiaIson . · High l,evel Porrfoho Summanzatlon for top management venfvmg that the r r Ponfollo meet~ the II Strategy and the BU~lne~~ Stratc.gy for an orga1117atlOn · I~Naluate, report ancl pre~e.nt proJe.ct ~cope, tlmmg, co~t, approach and n<.h to e.\.CCUtl\.e.~ with pWJe.et ~pomor~hlp . 2, ProJect Management or ProJect Component Management Wc \'vll1 manage se\ eral proJect~, an lndlVlclual prOJe.ct or a maJor component of a large project for a client ThiS mclude thc follOWing PcoJeet Management . . The PMO may be made up of one or ~lveral proJLct manage.r~ for all proJcct~ In the II Strategy Portfoho, a ~ub~e.t of ~e.vc.ral proJect~, or one project . Thc proJcct managcr IS responsible for an a~pect of the proJcct with a focm on plannmg and mamtall11ng proJe.ct ~chcdulc, CO&t, ~cope and quality Component ProJect Management . . For large proJects the PMO may eontall1 proJeet manager~ who control a componcnt of thc proJ"ct ~uch a& Infla~tnlcturL, data conve.r~lon, traming, ~oft\varc de\"dopmcnt or hard\vare de\"elopment Outsourcmg Vendor management . . lMRglobal Will provide a P1vIO fOf thc e'>pre~~ purpo~c of controlhng and managmg a third party vendor for an IT Porrfoho project that has been Outsourced to a company othef thln IMRglobal 3, ProJect Support and AdmmlstratlOn . . nnr t'1l!l powet C1~\I\SlO(J 1rl!l valutl.o! BSult!t . . Planmng & Development Services . Ir,llRglobal will a~~I~ t or provlc1c che.n t~ \V1 th the s killed resources necc~~a ry to plan, ma111 tam and control the proJect Thl~ may 111clude to follOWIng · ProJect Plamng and Tool~ (M1Cro~oft ProJcct, ProJcct \'\Iork Bench, Pnmayeta, & othLr~) . Issues 1 raekmg :,y~tcm~ · PfOJe.ct \'\Ieb Site Applteatlom and maintenance . · Change managcment pfoce.~~e~, ~ystems and e\pecu~e · Risk management proce.~~e.~, wstems and e\pertlse . 4. ProJect Management and Techmcal Consultmg, Mentonng and Trammg I'or chcnts wI~h111g to bUIld and mamtam their own PMO, \ve \\ III a~~l~t them In c1e~lgn, de\elopment ancllmpkme.ntauon ensunng that the PMO \\ul mcet bm111e.~~ and 11 ~t[ategte~ and goal~ r1u~ canmclude. on-the-Job (0)'1) or custOl1l1'::C project manage.me.nt tla1l11l1g . 5. ProJect Management Methods and Standards \'\Ie. will de~lgn, dC\Tlop and Implement proJcct mana!:,'Lment be.~t pfactlCe.\ for an orgamzat1on Tlu, can be. accomphshed a~ part of a PMO Implc.me.ntabon Of for an 1l1dlvldual project or departmen t 1M Rglo bal ha~ an abundance. 0 f proJect managemcn t me thod~ and standards that ean be tatlofecl to your bmlne~~ ~trategtes, I r ~trategte~ and 1l1dl\ Idual proJect~, and rollout acro~s an orgam.::atlon . 6 Resource ProvIder and Recrultmg Semces IivlRglobal \'-'111 not only pCO\ Ide. lt~ che.nt\ with the. management e\:pertl~c for wcccs~ful Implementation of thel( IT Portfohm, but the tLchmcal u.pe.rtl\e. for \ucce.~\ful prOJe.ct~ 1 he. fUl1ct1on of techmcal cewurce provlde.f Of re.cnute.r I~ one that can be. accomph~hed through a Pi\lIO on a onc-tlme. ba~l~ for a partlcular project or an ongomg ba~l~ for an orgam7atlon I hiS may al~o Include. prond1l1g clients altcrnatlye co~t/benefit analysl~, bUild \"crsus buy, out~ourc111g or w\l1\form analpl~ . l'he Project iVlanagement Office (Pivf0) ~ccvlce 1~ pnmanly a managcme.nt ~cnlCC, \\hlch 111 conJuncuon \\ Ith other scr\"lces dehver~ sucee%ful projects and IT Strategtc POI tfohm . 'The typical PJ'I'lO engageme.nt durauom afe a~ follow . Stt-up PMO, tta111 and tran~lUon to client pe.r~onnc.1 - 1 to 1month~ · Pi'vIO for a particular project - the life of thc proJect . I I Strategy ancl Portfoho managcment - quarterly, bl-annual or annual agreements . . . ~ . the ~ of .'1$101'" Il"'i!!II Wilue of '"fI!;LJI .!.. . . PlannlDg & Development Services 'Ibe fOl1o\"'-lOg lrtclinduals partlClpatecl 1n thL operat1ons renew process . Steenng CommIttee, . · John A~mar (Planl11ng & Oevc1opmenr Sc.fnce~ Admlm~trator) . Ralph 'Stone (Planl11ng Olrcctor) · Cyncll Haldll1 (A~~I~tant Planl11ng Olrector) · Jeff Kromchnabl (Development SLrvlce.~ Olrector) . Ke. no Garriott (BUlldl11g Off1clal) . Focus Group & Intervlewees: . John Asmar,Jeff Kromchoabl, Ralph Stone, C}ndl I-Iarcltn, KeHn Garnott, Sandy Glatthorn, Rob I-lays, Bob Hall, j\ihchac.l Furlong, N ancv God\\ orth, John Schod tier, Janct p,IIdvIahan, Rand} I-hncler, Robert Gucrcla, Tom Mahony, Oan iVlayer, Oand I aatsch, Bill Jaro~/-ck, Ke.lly I,e.gg, '10m Arruda, Mark Parry, L1sa l'lercc, Gary Jones, Carol BardLn, Mary Jo Fo\., Shirley Da\\ bns, R1ck Oc13ord, Judy Beaman, J amee Klllg, V IC b N lemlller, I: nc Wilson, Dee Sha \ven, Bob Scott, Earl Om~alllt . IMR global. . .Mlchac.l McCormack . . . . . ~, tne IJ()\"I'ef 'Of VlSJon tre valUI3' c re:sul.s . . Planning & Development Services Solution Areas . Organization Realignment and Space UtilizatiOn Study: . General office layout ancl em lronme.nt · Secunty · Image plc~entLd to pubhc · Ergonomics . 2 Access to Legal ~upport In a tlmcl} fa~hlon 3 Coordu1atloll of ancl11alY ~upport ~erVlCes (l~ngl11cenng, Public /Work~) 4 Adequate. fi~cal and perwnllcl re\ources Files Management: . hhng ~y~tcm \e.cunty · StandardL'-atlon of fLl1l1g procedurcs · Personal filing w~tem~ 2 Inde\.lng mls~ll1g 3 ~'i[lero flChc Process I ne ffielen t 4 No aCCl~~ to police department lnClde.nt ~y~tem 5 No clectrol11c aece~s to hhtollcal data . Systems Review: . Pcrffil t*Plan · Permlt"Plan c1oe~ not ~upport proce% propedy · Standardl/e c1ata entnr J . . Lack of management reportlng capablhty In Permlt,rP!an · In adeq ua te gl11ual re. pOftlng capabll1 ty 111 Pernu t* Plan 2 Acce~s 1O GIS 3 Too man} ~tlp~ m pe.fmlt walk-thru process 4 l'lon t coun tL r compu ter~ re. ~ pon ~e IS \ crv ~lo\\ (~lower ~enrlCe. to cu~ tome! s) 5 Address phone-l11I11gU1t1C~ (i IVR · not able to recognl/e \ Olce commL11t~ from 1l1spcctor~ In the field 7 Real-Time Information ftOm Permlt*Plan not u\,atlabk to Impector~ 111 thc field 8 Limited accc~s to other City databa~e.~ 9 Addre.~~/parcel updates to county system on mOfe. fre.quent ba"ls I 0 I mprO\ e teleeommul11catlon ~ whlk re taming li fe sa fety cOl1Slcleratlon ~ 11 FAX-Back to be lntegratcd \\lth IVR (automated atte.ndant program) 12 \Veb-Slte managemcnt . . . . "1m~, .Ll.lllJ ~~i t'~ [')OWet (lj vtSlO(I lhB "IaLoo [I! . eSult5. . PlannlDg & Development Services . 13 VOlce-Mml greet:1ng~ updatecl on a rlgular basIs 14 Wlre1es~ radlo~/laptop~ 15 rr to prO\ lcle clty-\V1de ~tandarcl for de.ctfOI11C fil1ng 16 Re.mote pubhc aece~~ to POS database~ 17 Pronde strategtc plan to ahgn databa~e..'> with other department~ 18 Identlfy capabtlllY /implementation I~~ue~ with most recent ver~lon of Pernutoj. nan 19 1\cce.v., to Permlt*Plan by other department~ . Training Review: 1 C ro~~-traI11lng of plr~()nnc.l acros~ departmcntal hne~ 2 Crystal reports trm11lng 3 J'rmnlOg on ISI'S 4 Standard17e pol1ele~/proce.dure~ acro~~ departmental lines 5 Standardl7e case manageme.nt apphcatlon aeros~ de.partmental hnes 6 I'emporary ~taff 7 Update Handard procedure~ for oHr-the counter pen111t apphcatlom ba~ed upon procc~.'> 10 lL\\ · I:<Avlad/f' AX . Forms Review: . . Too many counter and other fOfm~ . Obsoletc form~ . Redundant fOfm~ · Duphcate form~ . StandarcllLatlon of form~ Permit ami Fee Review: . 1 Fe.e. eollcctlon process . Palhs ancl Recreation · I~ ngtneenng . \,\/ater and Se\\Lf . Trec 2 Clcanng and grubblOg process cumber~oml ') Procc~~ for e::>"plfed permits (Procedural) · I',n hanccmen t 0 f re\ en ue ~ . Closed ca~e~ . Lro~~ trall11ng to me.e.t e. \.pectat1on~ · Impact on land~cape/ fenCIng I11spectors 4 Re-lmpeCtlOn proce~s 5 funporary I'AX-permlt~ pLOce~~ currently manual 6 C leete.r !Ole unde.r-utlhLe.d 7 \'Valt time for sernce to cu~tomelS (~ervlce thrc.~holcl~ fOf lnte.U1al and e\.ternal customels) R Counter operations are under-autamatecl 9 "I agIO" proce% currenrh manual . . . . ~Il~l' . tlB pow;Elr {]l VlSlOO trm valua: of r&SJJIt!i . . Planning & Development Services Customer RelatIOnship Management: . 1 Coordll1atlon with county officlab on POS 1~~Ue.~ 2 Oe.fine and commUl1lcatL lc.\"d~ of ~ernce(LOS) to cusmme.r~ ') Inabdlty to commUnicate plan rc\ le\\ ~tatu~ to public 4 Lack of pubhc awarene~s of l'l\X-BACK ~ef\'lce as \veH a~ other ~CIYICe.~ 5 Oe.fine and commUl11cate. pe.rfofmance metncs . Code Enforcement Review: . 1 Standard ~chcduhng/routll1g of cocle complalnt~ 2 Codc Board attendance fOt all ca~e.~ · [~nforcement officcr ') Coordmatlon \\lth City Uerh on he.n Lnforcement 4 Water program nced~ fe.-L11gll1eenng 5 Re-engl11eCf ~Ign program 6 Update housl11g cheelJI~t b.l~e.d upon proce~~ rcncw 7 Palbng lmpeCtlons proce~~ (for c11~cm~10n) 8 '\utomatlon of code checkli~t~ for major enforcement categone~ 9 Slmplifv ancl ~tandafdl7e of code enforcement proecclUle~ ba~cd upon procc~~ renc\\ 10 Rc-engme.e.f notice of complmnt proces~ . Other Issues . 1 Incoml~tcncy with parcell addre~slng 2 Un,afe ~tructures . Coorchnatlol1 be. twe.e.n age.l1C1c~ · Clanfy rolc~, re~ponslbll1tlCs and e\peetatlom . . . . . . ~I~':l, trll'llJl)'l"r'er at VlSIOO lr,El ValUB D. resUlts . . . . . . . . . . . Planmng & Development Services SolutIOn Areas Pnoflty Matrix Legend Priority 1 =MlsslOn CritIcal, 2=Need To Have, 3=L1ke To Have Impact On Staff H=Hlgh, M=MedlUm, L=Low Tlmeframe S=Short-tenn, M=Medlum-term, L=Long-term SolutIOn Priority Impact on Timeframe Area/Issue staff I Orgamza tJona I Realignment and Space Utilization Study I. 2 H L 2. 2 H L 3 2 L S 4, 2 M M 1-1 L 2, Flies Manal!'ement I. I H S 2 I H S 3 I H L 4, 2 M L 5, 1 H L 3. Systems RevIew I. I H L 2. 2 !vl L 3. I L S 4 I L S 5 I L S 6 2 L L 7, I H L 8 2 H L 9 I L S 10 II 2 L S 12 I !vl !vl 13, I L S 14 2 L L 15. I L S 16 I L M 17 2 H L 18, I L S 19. I !vl S . nnr ;t"e (1OYIe, of ,IISIM lhe \,Ialue o'i I esul s.. . Planning & Development Services . 4, Trammg Review 1. 2. I H M 3 ] H M 4. I L S 5, 2 L S 6, I H M 7, I H M 8 I H M 5, forms Review 1 1 H M 6 Permit and Fee Review I I H M 2, I H M 3 I H M 4 I H M 5 I H M 6, I H M 7 I H M 8, I H !vi 9, I H M 7 Customer RelatIOnship Manal!ement 1 I L S 2 I H M 3, I L M 4, I L S 5, I H M 8, Code Enforcement Review 1 I H M 2 I L S 3, I L S 4, 1 L M 5, I H M 6, 7, 1 L S 8 1 H M . . . . . . . . . ~ ..,.~ !"lOWer 0' \ASH)") ll"! V(l1\~ of -e~II,.s.. . . Planning & Development Services . 9 I H M 10 I H M II. I H M 9, Other Issues 1. I H L 2 I L S . . . . . . . . . "lTY1r , ll.lU-J' ':, t"\t!!pow.I!!tOj"ilSIM It--!lli(llu.ad "''''1I1,s, . . Planning & Development Services . . . Appendix E: Permlt*Plan Strengths & Weaknesses . . . . . . . . l..m.l:':, f" \ I ti"e P0'^'6f of JISIQn Ire value of c!l;ul,s, . Planning & Development Services PERMIT*PLAN Strengths & Weaknesses . Permit*Plan Strengths' . · Each u~er ean only enter the l\demark Sy~tem by name and passworcl · U~er can do 111qulne.~ by addre~s, parcel number, case number, proJcct name., and directory · "I Iclemark gtve~ the opt1on to au tomat1cally number the ca~e whe.n creating a ne\'-' ca~e · "Ine ca~e. number ancl ca~e ~tatm I~ ~tated on the title bar · A use r can tab through thc mal n ~creen 0 f Pernl1 t Plan to procecd f orwald .lncl ~ hlft tab to re\"erse · Ildemarh. glVC~ the opt1on to automatically Include any fces · 'The. u~er can add an)- aclclmonal propcrty O\\ner~, bU~111e.~~ owne.r~, contractor~, etc that may hm"e any ldabon to a particular ca~c unde.f "People" · A Tlclernafk u~er can put any othcf pe.rt111ent ltlfOrmatlon for a ca~e. In ca~e notc~ · 'Ine c1ata entered 111 a parcel number or the people ~cre.e.n Will tram fer to new ea~c~ · A mcr can select I11fonnatlon 111 a drop down te\.t bo.\. by cnte.nng thc first lctter of the word that h neede.d or by ~croll1ng · When lnqU1t1ng about an addres~, the addre~s, ca~c numbLr, ca~e rvpc, ca~e ~tatm, proJcct name., and descnptlon will appe.ar on thc ~creen · \Vhe. n creat1l1g a nc\v ea~e or e.dlt1ng a current casc 111 Peuna Plan, the. u~e.r mm t ~elcct sa \ e to pre~en e the current lnformatlon In thc I\demarh. System AftLr dOlng ~o, a te\.t bo"- appe,lr~ ~tatlng the. ca~c ha~ been ~avcd In orde.r fOf thc uscr to proceecl, hL/~he. mu~t hit the enter lev or chck on ok · When editing a case, Perrrut Plan gl\-C~ the mer an option to ~aye the. e.dltcd ca~e or to lea\ e the currcnt 1l1forma tlon a~ I~ · \Vhen a mcr doc~ edit a case, theIr tnlt1al~ and the. day It \vas cdlted on appcar whuL the. updated by IS stated · lldemark allows the mcr to adopt lnformatlon from other cases · par each ca~e type., "CondltlOns" bnng up eode condmom for that ~peClflc ca~e tJ pe · \Vhen a me.r ~dects a conclmon that ha~ been vlOlate.d, a de.flmtlon of thc code will appear on the. ~Cfe.e.n · Condltlom ha\ e the abdlty to be. orgamzed by u~cr prcfercnce · I he controb on the ~Ide of thL ma1l1 ~creen allow thc user to browse from ~LILen to ~crce.n · Thc actlnty ~crec.n dl~plays a hst of aetlons that I~ takcn upon the e.mplovee · rhe header I11formatlon on the main ~cre.en that I~ rcfcfenClng to the case tra\ el~ from ~Cfeen to ~cre.e.n a~ the u~cr brow~e · \Vhen a mu L.\.lt~ Pe.rmlt Plan, a te'\.t box appear~ asklng the USCl If he/ ~he would hh.e to e. Xlt In Older to e.\.lt Peunlt Plan, the u~e.r mu~t chck on ye~ · I fa mcr I~~UC~ a pcrmlt \'-'lth a holcl on the parcel, a warn1l1g \\ III appe.al ~tatlng the hold type · A me.r cannot overnde a hard hold on a parcel when he/~hc 1~ 1~~Ul11g a p(.(n111 · U~Lf~ can Import documcnts, photographs, PO\\erP01nt prescntatlon~, ltC, 1l1to "Docume.nb" . . . . . . . . "lmr, I .I..l .1 .l.I. ~I ,~'-l 1 U'l~ pO'W6f of 'J1SJOf'l ["Ie IialU& i:~ r!!sl..H~ . . Planmng & Development Services Weaknesses' . · f\ retired parcd can be used to cre.ate a new ease · I ne selection 0 f case t} peb I ~ l1mlte.d \v hen crea tl11g a new ca ~e · Penntt Plan doe.~ not prompt the mef to enter all dara Into the ~ptLm · The data fields on Sign ca~e. type do not aecept de.Clmah under height ancl area · There b no no1:1ficat1on ~tat1l1g that the.re are parcel tags, ca~e tag~, Of adcllt10nal ca~e note~ attached to the case · Permit Plan doe~ not lmporr It'S o\\n c10cumentb · t\ user m lh t chc k on edit 111 orcler to read the text en tered In the De~c up t10n on the main screen · Permit Plan does not haye multiple data fields to enter Ce.ft1flc.d MatI Numbers · \Vhen clol11ng a ca~e, the. lhe.r mmt delete the prevlolh code. condition · The u~ef cannot alter bustnes~ lcttel ~ due. to the letter~ be111g harcl cocled · Pe.rmlt Plan lea \ es a ca ~e In the. prevlOus status after c1ek tlng an act1vl ty · In thL Dlre.ctory, a user can acid duphcate names without a \'-'am1l1g bctng pfe.~e.ntecl · \Vhen there lS a change In the street name, Permit Plan doe~ not ha\re the ablltty to hnk the. ne\\ ~treet n'lme to the pre\ 10U~ qre.u name · A lhe.f mu~t begttl the contGl.ctor'~ l1ce.me. number with a penod to add the. eontractor Into Permit Plan · The mer cannot entel thL cate.gory number for oceupatlonal l1ce.n~e. ttl the hceme category te:;.t bo:;. Imtead, the user must ~croll through the te\.t bo\. · l'here I~ no \\amlng pfe.~e.nted 111 occupational hcen~e when the. U11lt~ ttl Permit Plan do not match the hce.n~e amount · An Occupational I Iceme Rene\\al Notice c1oe~ not total the amount due · The. u~c.r doeb not ha\'e the optton to change. the begl11mng date of an occupatlonalltce.me. · t\ TemporafY U~e LICe.me pnnb on the paper Septembu 30, 2000, e\'en though Permtt Pl.l11 1:,'1\ e.~ the. user the optton to change the date · \Vhen repnn1:1ng a re.ne. wal not1ce for a half-year Itceme, the e\.ptratton date. \\111 be September 30, 2001 r m tead of 'Se. pte.mber ')0, 2000 · Permtt Plan cannot c1IS1I11gUl~h between an old bU~l11e~~ and new bus111ess at the ~,lme 10ca1:1on for occupa tlonal hcen ~c · When selecting a fee fm NOHmbe.r In Occupational] ICeme and 13utlcl111g Oepartme.nt~, the. u~er must ~ele.ct the hcense fee, the month of Octobu to add ten percent, and the month of November to acid fiye. percent · Pe.rmIt Plan doe<; not e\.rue occupational hccn~e~ It lc.ave.~ them 111 renewal ~taru<; . ",\t tllne~, PermIt Plan calculate~ fe.e.~ 1l1correctly · lhe license fec and bUlldl11g fce pa}mUll method h not attached to the ca~e In Ildemarh. · 1 ran~fet fce~ alC not pnnted on the. re.cupt · If the customer IS gOl11g to Watt to pay for a fee, the CashlCr mu~t deletc the fce so that the cu~tome.r can pay for any other fee~ · lldemark Ca ~hlCr 2 0 IS a \ 311able only thlOugh the compu tu ~ hard dnve . Cashier cannot total encl 0 f da V fce. ~ through Ildemafk · l\ny c1ata that h e.nte.re.d ttl the. tramactlon code does not appear on Permit Plan repoIt~ · ] ,and U~e and 'Z Ol1lng ts not caltlcd from parcel to ca~e . The ftle name for tmporte.d document~ I~ a ma\.lmum of eight characters . . . . . . . . . lm~, ~ J. .l.I.:~ J tN!I(.tlMe ofVl:!'iIOf".! t",g.....aluBaf .f!o<;ul.s.. . . Plannmg & Development Services · Parccllmported c1ocument~ doe.~ not transfer to the case . Pared mformat1on I~ not flaggecl on a new ca~e. . RecommendatIOn: . . AcqUlre an evaluatlon copy of the current relea~e, Permit Plan 26, to e.murc that the \\eaknes~es are addles~ed before. purcha~lng an upgrade If the \Veah.ne~~e~ are not addres~e.d, conSider looking at altemame ~oftware ~olutlOns . . . . . . . . Irrm" T -'J 11 . the ~e t/ VlSJon me value c:' esu'~s. .