IT Governance Business Case - LDO Replacement Planning + Inspections + Public Works

IT Governance Business Case Compliance - Inspections, Planning, and Permitting System (LDO) Replacement City/County Inspections City/County Planning Public Works

Background Land Development Office (LDO), the current system for issuing and tracking permits and development related applications and approvals, has been in use for over 13 years. It has served as the main system used

by Building Inspections, Planning, Public Works, and other departments to manage the historic growth that has taken place in Durham and Durham County for almost two decades. Recently support has degraded significantly.

Current Business Problem •

The current system is based on 20-year-old technology, making upgrades and changes increasingly difficult.

•

Avenu Insights, the company who currently owns the software, has recently reduced the staff responsible for the product. It appears that they may be moving in a different direction.

•

The current business needs are not being met without expensive change requests.

•

The LDO security compliance is not meeting the industry standard

Current Pain Points • The cost and time lag in having custom changes made continues to increase.

• There is a need for a system that is more agile and customizable by City staff.

• LDO does not easily integrate with other systems, especially GIS, from which a large amount of the data is needed.

• The current vendor has become ineffective at maintaining and customizing the software.

• The lack of modern functionality is impacting the business units' performance.

• Does not meet industry standard security requirements.

Desired Business Value City of Durham’s Strategic Plan Goal: Innovative & High Performing Organization

Initiative: Develop and implement a continuous improvement model that includes evaluation and process improvement to analyze and improve City services •

Put in place a new permitting and application system, which increases efficiencies and effectiveness across the enterprise.

•

Improve overall compliance value at the City by managing permits and applications more effectively, accurately, and securely.

•

Increase efficiency and responsiveness to requests and provide better customer satisfaction.

Future State Benefits • Customer portal with an end-to-end solution that features a specialized website for accepting, managing, and responding to all permit types and development application requests • An all-in-one platform with robust features like custom workflows and reminders • Seamless integration capabilities to integrate with GIS, Munis, Paymentus, and other existing applications that have similar capabilities • Robust reporting & analytic capabilities • Ability to collaborate cross-departmentally to streamline the approval process

Recommended Solution and Analysis

Recommended Solution: Issue an RFP to select a solution Description

Pros

Cons

Issue an RFP to select an inspection, planning, and permitting system future benefit and value aforementioned.

• Provides the future benefits as stated on slide six.

•

N/A

COST ESTIMATES Description

FUNDING Annual Run Costs (Hours)/ KTLO

Year 1 Costs (Hours)

Departmental Funding Amount:

*LDO Revenue Fee Source of Funding*

Labor $ (Hours) Internal TS:

1700 hours

260 hours

Business Analysis

800 hours

0 hours

TS Services

400 hours

260 hours

TS PMO

500 hours

Internal Department: City/County Inspections, Planning, & Public Works External:

Professional Services (mitigation services)

Funding Requested (Y/N):

Project One Time Costs

$870,000

0 hours

Project Run Cost (External)

$450,000

4000 hours

500 hours

*Total Project Funding Requested for Year 1

$1,320,000

$0

$0

$70,000

$0

$0

$0

$800,000

$450,000

$0

$0

*Recurring Costs

Non-Labor $ Hardware: Software: Other:

Y

*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor

$450,000

Risk Identification Description of Risk

Risk Impact

Mitigated (Y/N)

Contingency(Y/N)

Poor execution

Medium

No

Yes

Project team turnover

Medium

Yes

No

Vendor performance

Low

Yes

No

Cyber Security

Medium

Yes

No

Mitigation Risk (Costs) •

For Poor Execution – $70,000 for additional services

Contingency Risk (Costs) •

No cost

Our Ask

We are asking to approve the compliance business case for the Inspections, Planning, and Permitting System (LDO) Replacement for submission to the City Manager for approval and funding through the BMS department.