Cityworks Server PLL Takes the Work Out of Workflow at Eagan, Minnesota

Before the implementation of Cityworks PLL (Permits, Licensing, Land), the City of Eagan, Minnesota, had deadlines and mandates that were difficult to meet. The city had established strict criteria for when and how repairs were to be completed, and the program quickly grew to the point where it was difficult to maintain non-compliant permits. Timelines for completing repairs became relaxed, many taking months longer than planned.

The City of Eagan had seen a demonstration of Cityworks PLL in 2009 and was intrigued by the ability to process an entire workflow from beginning to end. The city wanted to take advantage of the auto-open capability within the tasks they’d seen in PLL and was also compelled by the ability to integrate permitting into their asset management solution, Cityworks Server AMS. Eagan had the advantage of having already purchased the Cityworks ELA (Enterprise Licensing Agreement), which includes PLL. After seeing all the benefits PLL could provide, the city decided to implement Server PLL as well.

The implementation process of PLL took place in the second half of 2010 with a go-live date set for February 2011. Eagan met its goal and began using PLL in February of 2011. When the city decided to use PLL, they had already begun the process of migrating to Cityworks’ Server AMS from their previous system, and continue bringing new users into AMS today. PLL’s integration with AMS makes it easy and effective for Eagan to utilize both functions in a single, unified system.

Eagan is currently using PLL to track both Right-of-Way (R.O.W.) permitting and Inflow/Infiltration (I&I) Permitting. The city is in the process of creating a public website for permit applicants to apply and review their permits online. With the implementation of the public access portion of PLL, Eagan will soon be using Cityworks to handle all R.O.W. permits.

For the city’s I&I program, PLL is used to track the non-compliant properties process of resolving issues. This process begins from the first letter informing the resident of their non-compliant issue, to the issuance of the permit in the Building Inspections department, to final completion and a reimbursement of costs through the Finance department.

Server PLL has provided the City of Eagan with a defined process that keeps staff involved and informed of what stage each permit is at. It allows all city staff to have access to the necessary documents to track resolutions and outcomes in one place. PLL can maintain a complex process-flow throughout the permitting process, a great benefit to the city. Eagan has set up the auto email function in PLL, making it very simple for as many users as desired to be involved in processes.
The city has seen great improvements in permit tracking for non-compliant I&I permits, including efficiency, data integrity, and overall quality of the process. Before the implementation of PLL, this process was administered by one employee and record-keeping was limited to what that employee could remember. While this process worked well at first, the program has grown and the jobs and tasks have become dispersed. The permitting process implemented in Cityworks PLL has allowed Eagan to have many people work on various aspects of the permitting process while also maintaining a connection and a central hub for the information on each resident. The city has used PLL to track deadlines and enforce I&I program requirements. This has allowed city staff to focus more on correcting I&I issues, and less on tracking down residents that have not completed the necessary repairs.

“The City of Eagan has benefited greatly from the implementation of PLL,” stated Jim Hauth, Utility Technician. “As a result of the process set up to handle our Inflow and Infiltration program, we have been able to enforce city ordinances more easily. The defined process has allowed more staff to become involved in the project, and has freed up time for other staff to focus on other areas. We are excited to implement the public access portion of PLL and to fully integrate the Right-of-Way Permitting into our Cityworks work management process.”

The benefits in response time, accuracy, and overall performance collaborate to define Eagan’s success with PLL. In addition, the advantage of having the city’s permitting system seamlessly connected with its Cityworks AMS system consolidates applications, providing a complete, unified system for management solutions.

The City of Eagan lies on the south bank of the Minnesota River upstream from the confluence with the Mississippi River.  Eagan and nearby suburbs form the southern portion of Minneapolis-St. Paul, the sixteenth largest metropolitan area in the U.S. The population of Eagan was about 65,000 at the 2010 census.  Originally a rural Irish farming community and the “Onion Capital of the United States”, Eagan became the eighth largest Minnesota city in the 2000 Census.  The City of Eagan is a dynamic community and a place where careful land use planning is resulting in lovely residential areas, extensive outdoor recreation opportunities and a quality commercial and industrial base.

By Jim Hauth, Utility Technician, City of Eagan, Minnesota and Tami Maddio, GIS Coordinator, City of Eagan, Minnesota

Before the implementation of Cityworks PLL (Permits, Licensing, Land), the City of Eagan, Minnesota, had deadlines and mandates that were difficult to meet. The city had established strict criteria for when and how repairs were to be completed, and the program quickly grew to the point where it was difficult to maintain non-compliant permits. Timelines for completing repairs became relaxed, many taking months longer than planned.
The City of Eagan had seen a demonstration of Cityworks PLL in 2009 and was intrigued by the ability to process an entire workflow from beginning to end. The city wanted to take advantage of the auto-open capability within the tasks they’d seen in PLL and was also compelled by the ability to integrate permitting into their asset management solution, Cityworks Server AMS. Eagan had the advantage of having already purchased the Cityworks ELA (Enterprise Licensing Agreement), which includes PLL. After seeing all the benefits PLL could provide, the city decided to implement Server PLL as well.
The implementation process of PLL took place in the second half of 2010 with a go-live date set for February 2011. Eagan met its goal and began using PLL in February of 2011. When the city decided to use PLL, they had already begun the process of migrating to Cityworks’ Server AMS from their previous system, and continue bringing new users into AMS today. PLL’s integration with AMS makes it easy and effective for Eagan to utilize both functions in a single, unified system.
Eagan is currently using PLL to track both Right-of-Way (R.O.W.) permitting and Inflow/Infiltration (I&I) Permitting. The city is in the process of creating a public website for permit applicants to apply and review their permits online. With the implementation of the public access portion of PLL, Eagan will soon be using Cityworks to handle all R.O.W. permits.
For the city’s I&I program, PLL is used to track the non-compliant properties process of resolving issues. This process begins from the first letter informing the resident of their non-compliant issue, to the issuance of the permit in the Building Inspections department, to final completion and a reimbursement of costs through the Finance department.
Server PLL has provided the City of Eagan with a defined process that keeps staff involved and informed of what stage each permit is at. It allows all city staff to have access to the necessary documents to track resolutions and outcomes in one place. PLL can maintain a complex process-flow throughout the permitting process, a great benefit to the city. Eagan has set up the auto email function in PLL, making it very simple for as many users as desired to be involved in processes.
The city has seen great improvements in permit tracking for non-compliant I&I permits, including efficiency, data integrity, and overall quality of the process. Before the implementation of PLL, this process was administered by one employee and record-keeping was limited to what that employee could remember. While this process worked well at first, the program has grown and the jobs and tasks have become dispersed. The permitting process implemented in Cityworks PLL has allowed Eagan to have many people work on various aspects of the permitting process while also maintaining a connection and a central hub for the information on each resident. The city has used PLL to track deadlines and enforce I&I program requirements. This has allowed city staff to focus more on correcting I&I issues, and less on tracking down residents that have not completed the necessary repairs.
“The City of Eagan has benefited greatly from the implementation of PLL,” stated Jim Hauth, Utility Technician. “As a result of the process set up to handle our Inflow and Infiltration program, we have been able to enforce city ordinances more easily. The defined process has allowed more staff to become involved in the project, and has freed up time for other staff to focus on other areas. We are excited to implement the public access portion of PLL and to fully integrate the Right-of-Way Permitting into our Cityworks work management process.”
The benefits in response time, accuracy, and overall performance collaborate to define Eagan’s success with PLL. In addition, the advantage of having the city’s permitting system seamlessly connected with its Cityworks AMS system consolidates applications, providing a complete, unified system for management solutions.
The City of Eagan lies on the south bank of the Minnesota River upstream from the confluence with the Mississippi River.  Eagan and nearby suburbs form the southern portion of Minneapolis-St. Paul, the sixteenth largest metropolitan area in the U.S. The population of Eagan was about 65,000 at the 2010 census.  Originally a rural Irish farming community and the “Onion Capital of the United States”, Eagan became the eighth largest Minnesota city in the 2000 Census.  The City of Eagan is a dynamic community and a place where careful land use planning is resulting in lovely residential areas, extensive outdoor recreation opportunities and a quality commercial and industrial base.

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