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City of Orono <br />related to the City's permits, inspections and approval functions. Due to project deadlines, we <br />recommend the City not spend a great deal of time reexamining how the development processes are <br />currently handled, why they perform the tasks they do, and how to make changes to realize <br />improved efficiencies and better service to the community at large throughout the development <br />process. These issues will be the focus in the second phase of this project. <br />Activities <br />1. Project Scope. Schedule and Timeline. GeoAnalytics will meet with appropriate <br />City staff to outline the project schedule, set deadlines and timelines, and <br />determine responsibilities for all parties throughout the implementation process. <br />2. Data Collection . City staff will collect existing input forms, documentation of <br />processes, fee rates, receipts, system reports and paperwork for all currendy <br />tracked permits, inspections and approvals managed by the City and provide <br />them to GeoAnalytics. <br />3. Data Assessment and Conversion Plan. City staff and GeoAnalytics staff will <br />work with the County Property Tax Data File to assess the structure of the <br />database table of property addresses, names (o\NT>ers, occupants and contractor <br />names) and other information necessary for implementation of the property <br />control module. The data conversion plan will identify common fields in both the <br />Property Tax Data file and the Microsoft Access data conversion table provided <br />by Govern Software. To save money, GeoAnalytics suggests that City staff be <br />responsible for populating the Access database file with the identified Property <br />Tax database tables by following the data conversion plan. If the City would <br />rather GeoAnalytics to complete this task, some adjustments to the proposal are <br />necessary. <br />4. Work Flow . City staff from the Building and Zoning Department and <br />GeoAnalytics staff will meet to discuss the work flow processes for sample <br />permits. City staff will then be responsible for identifying the work flow for all <br />remaining types. These processes should be illustrated as flow charts highlighting <br />decision points, responsible parties and milestones. Examples will be provided. <br />From these flow charts GeoAnalytics staff will construct the rule base that drives <br />Govern Software. <br />5. Reportine Needs. City staff and GeoAnalytics will review, itemize and prioritize <br />needed reports. GeoAnalytics will examine the Crystal reports provided with <br />Govern Software and outline for City staff what new reports need to be created <br />for this phase for use with the City' permitting, inspection and approval processes. <br />6. Documentation Preparation, Dissemination and Review. GeoAnalytics will <br />provide documentation of the needs assessment and the requirements as <br />determined during previous activities in this task. City staff will review these <br />requirements for final verification prior to the beginning of the next task involving <br />the building of an Application Prototype. <br />i) Estimated Time Line - Two weeks <br />b) Task 2: System Design <br />System design refers to the process of conceptual, logical and physical design for both the database <br />model that Govern Software sits upon and the application itself. The primary ’ objective of this task is <br />to create a Govern Software prototype that contains a customized database, graphic user interface <br />Page 6