The Top 5 Objectives for a Permitting System Modernization Project

For today’s Community Planning agencies looking to make a compelling business case for permitting system modernization, it is crucial to articulate the key project outcomes a leading-edge system will produce throughout the broader organization. With this mission in mind, it is informative to look at the common project objectives that jurisdictions across North America are identifying as key organizational priorities in their strategic plans and procurement documentation.

For the purpose of this analysis, we’ve focused on six key sources of municipal government planning documentation:

Municipal budget reports
City planning department publications
Request for Proposals (RFPs)
Publicly released modernization strategies
Smart city initiatives
Reports or speeches from public officials on technology adoption

Based on current trends verified via these information sources, here are the top 5 organizational objectives that are being prioritized in relation to digital permitting and planning system modernization:

1. Increased Operational Efficiency and Time Savings

Outcome Focus:

Municipalities are looking to reduce processing times for permits and approvals, which have traditionally been slow and paper-intensive. The automation of workflows is a priority, as it aims to accelerate the time it takes to process applications, issue permits, and provide necessary approvals.

Why It’s Prioritized:

Municipalities face significant backlogs and inefficiencies with legacy systems. Reducing time to issue permits improves service delivery, helps increase compliance, and reduces frustration for residents and businesses.
Examples:
- City of Vancouver’s Digital Strategy outlines goals to improve internal operational workflows to handle permit applications faster.
- San Francisco’s Building and Planning Digital Transformation Plan highlights efficiency gains through software system modernization.
Outcome Metrics:
- Reduction in processing time for applications.
- Improvement in staff productivity.
- Faster approval times for development projects.

2. Enhanced User Experience and Accessibility for Citizens and Stakeholders

Outcome Focus:

Improved citizen engagement is central to most modernization efforts. Planning departments are prioritizing user-friendly platforms that allow residents, contractors, and developers to easily submit applications, track progress, and interact with planners online.

Why It’s Prioritized:

A seamless and accessible online platform enhances transparency and improves trust between the public and government. Making permitting systems accessible via mobile and desktop also increases accessibility for underserved communities and facilitates inclusivity.
Examples:
- The City of Burlington, Ontario, has undertaken several digital strategies to transform the city’s current development planning and building permit application and inspection procedures into a “state-of-the-art digital ecosystem.”
- Seattle’s Digital Transformation Strategy prioritizes enhancing the public experience in permit applications.
Outcome Metrics:
- Increase in online permit applications and citizen inquiries handled digitally.
- Positive user feedback through surveys.
- Reduced number of in-person visits to city offices.

3. Increased Transparency and Compliance

Outcome Focus:

Many cities are prioritizing transparency by providing online access to permit status, public notices, and planning documents. Making these systems more transparent helps reduce corruption and ensures the public has access to necessary information.

Why It’s Prioritized:

With more public-facing digital systems, cities can provide real-time tracking of permit applications, building projects, and code enforcement, ensuring fairness and accountability in the permitting process.
Key Documentation Example:
- Los Angeles’ interactive map application is designed to help customers easily find parcels and buildings on a city map by address, legal description, or other search criteria.
- Phoenix’s Smart City Strategy focuses on improving transparency through open data and digital systems.
Outcome Metrics:
- Increased public participation in planning meetings.
- Reduction in the number of complaints about unfair practices.
- Real-time permit status visibility.

4. Better Data Management and Decision-Making Capabilities

Outcome Focus:

Municipalities are aiming to enhance data collection, storage, and analysis to make better-informed planning decisions. Modern digital permitting and planning systems provide data analytics features that help planners track trends, identify bottlenecks, and make data-driven decisions.

Why It’s Prioritized:

Real-time, accurate data allows municipalities to plan better and allocate resources effectively. For instance, knowing where bottlenecks occur in the permit process can help cities adjust staffing or streamline approval pathways.
Key Documentation Example:
- Denver’s Comprehensive Plan 2040 outlines the use of integrated data analytics to improve long-term urban planning and decision-making.
- Chicago’s Building Permit Modernization RFP highlights the need for integrated data management and reporting tools to improve zoning and permit approval processes.
Outcome Metrics:
- Increase in the use of data analytics to forecast trends and manage resources.
- Reduction in permit backlogs using data-driven insights.
- Improvements in overall city planning (e.g., addressing areas with high demand for construction permits).

5. Improved Compliance with Building Codes and Regulations

Outcome Focus:

Another top priority is ensuring code compliance through better monitoring and enforcement capabilities. By integrating automated code checks into the digital permitting process, municipalities can ensure that all permits issued are compliant with current zoning, safety, and environmental standards.

Why It’s Prioritized:

Cities need to minimize risk, avoid litigation, and ensure safety. Digital systems that automatically check for code violations during the permitting process reduce human error and ensure that construction projects are up to code from the start.
Key Documentation Example:
- Miami-Dade County’s Digital Transformation Plan includes a goal to modernize the permitting system to automatically check for code compliance during the application process.
- Portland’s City Planning Modernization Report focuses on embedding code checks and automated enforcement into the permitting system to improve consistency and reduce human error.
Outcome Metrics:
- Fewer instances of non-compliant construction projects.
- Improved pass rates for code inspections.
- Reduction in the number of building code violations and complaints.

Summary of the Top 5 Prioritized Outcomes:

In summary, the following priorities align with the broader goals of modernizing public sector services to create smarter, more efficient, and more transparent cities. Cities that are currently investing in these outcomes will likely see improvements in service delivery, public trust, and urban development outcomes.

Increased Operational Efficiency and Time Savings – Faster processing of permits, reducing backlogs and processing times.
Enhanced User Experience and Accessibility – More accessible, user-friendly digital interfaces for citizens and stakeholders.
Increased Transparency and Compliance – More transparency in permitting and planning processes, and better adherence to regulations.
Better Data Management and Decision-Making – Enhanced data analytics and real-time tracking to guide planning decisions.
Improved Compliance with Building Codes and Regulations – Automation of code checks and improved compliance enforcement.

Next Steps:

Modern planning and permitting systems like POSSE PLS deliver the mature feature sets required to achieve your permitting modernization objectives, utilizing a proven solution with a demonstrable record of implementation success and customer achievement.

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