1. Building Consent Process and Trapeze

2. 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

3. 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

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

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

6. Our Journey …and the microfiche project

7. Our Journey …and the Drainage Plans

8. Our Journey …but wait there is more

9. The Solution TRIM 5.1

10. 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

11. 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

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

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

14. 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

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

16. Base plan / specification dual screens Thumbnails

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

18. Marking up the plans

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

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

21. Using the measurement tool

23. More than just a measurer

24. Using the Bookmark function

27. Using TRIM to Access the Documents Documents inside Trapeze Desktop

28. Cascade open Windows use of dual screens

29. Expand and move

30. Cascade - horizontally

31. The use of dual screens

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

33. Proclaim(ci) & the ‘clock’

34. Proclaim(ci) Full List of Events

35. Use of the Light Table

37. 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

38. Accounts Payable Problem Kodak i260 Scanner

39. 12-22912.ti f Day/Week Box Storage for 7 years

40. Accounts Payable Problem Kodak i260 Scanner

42. 12-30122.pdf RJL-1691 546.25

43. Another use - signing documents

44. 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

45. 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 ianw@hdc.govt.nz ianw@hdc.govt.nz