Building Consent Process and Trapeze

Agenda n Our Journey - selection of EDMS solution - selection of EDMS solution - selection of Trapeze; scanning & markup - selection of Trapeze; scanning & markup n Building Consent Process n Business Improvement n Conclusion / Q&A

Background Population 75,500 52,600 in Urban 11,800 in Plains 11,100 in Rural and 6 th largest Council by Land Area in NI Napier 60,000

Our Journey in 2001, we ‘believed’ we had a problem

Our Journey …and that was only part of the real story

Our Journey …and the microfiche project

Our Journey …and the Drainage Plans

Our Journey …but wait there is more

The Solution TRIM 5.1

So why Trapeze n there was lots of scanning to be done n we needed to ‘stamp’ our documents n there were some ‘exciting’ functions Trapeze could perform Trapeze could perform

Our Building Consent Process …after you lodge your application to build This is the application This is the drainage plans for that street Check previous applications Check previous applications And the property file correspondence etc And the property file correspondence etc Microfiche Record

Applying for a Building Consent Collating approval Structural Engineers Around 1990’s

Applying for a Building Consent Collating for Final Approval Structural Engineers Sequential Processing Around 1999

The new way to Process after initial checking, enter the application after initial checking, enter the application information into Proclaim (ci) information into Proclaim (ci) this initiated the workflow this initiated the workflow part of this workflow was the scanning process part of this workflow was the scanning process then notification to the appropriate Officers then notification to the appropriate Officers

The new way to Process Collating approval Structural Engineers Scanned into Trim Input in Proclaim from 2004 on

Base plan / specification dual screens Thumbnails

The use of Annotations Mandatory notes -Surveyors certificate -Site ground bearing

Marking up the plans

Stamp setup Makes use of Trim data and todays date Determine size and location

from over a hundred down to less than 50 The use of Stamps

Using the measurement tool

More than just a measurer

Using the Bookmark function

Using TRIM to Access the Documents Documents inside Trapeze Desktop

Cascade open Windows use of dual screens

Expand and move

Cascade - horizontally

The use of dual screens

Copying text - OCR Copying data from manufacturers specification (pdf) into Word document as part of correspondence

Proclaim(ci) & the ‘clock’

Proclaim(ci) Full List of Events

Use of the Light Table

Building Consent Summary allowed us to move from ‘sequential’ allowed us to move from ‘sequential’ processing to concurrent processing processing to concurrent processing a move away from paper based solution a move away from paper based solution with all processing being electronic with all processing being electronic features in Trapeze has greatly assisted features in Trapeze has greatly assisted and provide the tools to make our and provide the tools to make our processing Officers more efficient processing Officers more efficient other opportunities are being explored other opportunities are being explored

Accounts Payable Problem Kodak i260 Scanner

ti f Day/Week Box Storage for 7 years

Accounts Payable Problem Kodak i260 Scanner

pdf RJL

Another use - signing documents

Summary look at your processess and see where look at your processess and see where Trapeze can be applied Trapeze can be applied a move away from paper based solution a move away from paper based solution with all processing being electronic with all processing being electronic features in Trapeze has greatly assisted features in Trapeze has greatly assisted and provide the tools to make our and provide the tools to make our processing Officers more efficient processing Officers more efficient other opportunities are being explored other opportunities are being explored

Conclusion Thank you for the opportunity to present Thank you for the opportunity to present this material on our journey with Trapeze this material on our journey with Trapeze Questions either after this session Questions either after this session Ian Wright Ian Wright Hastings District Council Hastings District Council