HomeMy WebLinkAboutBLD 02-23Report to Council
Report Number: BLD 02-23
Date: November 27, 2023
From: Kyle Bentley, P. Eng.
Director, City Development & CBO
Subject: Information Report on City Online Resident Permit Application Portal ‘MyCity’
- Pickering Residential Interface & Service Modernization (PRISM) initiative
- File: D-5000
Recommendation:
1. That Report BLD 02-23 of the Director, City Development & CBO regarding the Pickering
Residential Interface & Service Modernization (PRISM) initiatives in relation to the
Provincial Streamline Development Approval Funding (SDAF) be received for
information.
Executive Summary: In 2022, the City of Pickering was successful in receiving funding
from the Province of Ontario through the Streamline Development Approval Fund. Projects
considered under this grant was for the intention of goal of streamlining development approval
processes.
Report BLD 02-23 fulfills the Provincial reporting requirements respecting the Streamline
Development Approval Fund (SDAF) by providing a project overview that summarizes the
City’s accomplishments made to improve efficiencies in the development approval process,
over the agreement funding period of March 4, 2022 to October 31, 2023. Report BLD 02-23
also includes a general breakdown of how funds were utilized, and measures or actions
achieved throughout the City PRISM project.
The following initiatives were undertaken in several key areas of focus to implement the online
public portal for City Development permit applications and to streamline processes:
1. Implemented customized “MyCity” Public Permit Application Portal Software, including
online document and drawing submission and online payment integration;
2. Accelerated AMANDA (Records Management Software) folder modernization;
3. Installed supporting Information Technology (IT) servers, hardware and software;
4. Obtained custom Geographic Information Systems (GIS) software widget ‘ArcGIS
Experience Builder’, enabling spatially integrated public development application
notifications;
5. Designed and deployed Pickering “MyPickering” public portal mobile application;
6. Expanded licensing and use of Digital Permit Markup and Collaboration Software;
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Pickering Residential Interface & Service Modernization (PRISM) initiative
7. Deployed Mobile Staff ‘Inspection App’, enabling electronic reporting and City records
management software setup and integration;
8. Created and published online application support guides and videos; and
9. Secured project management, tracking, and technical support consultants, temporary
planning support staff, including diversity internship positions.
Utilizing both our existing in-house staff and provincial funding resources, which has enabled
the purchase of server hardware, software development and adaptation to suit our existing
database management software systems, City staff have accelerated the automation of the
City records management software processes and activities. This provides both value and
benefit to the citizen end users of these services, and the City staff responsible for
administering, implementing, and maintaining them.
Financial Implications:
The Province has provided the City with a grant from the Streamline Development Approval
Fund in the amount of $1,000,000.00 (excluding HST). Over the fiscal years 2022 and 2023,
the City has spent approximately $1,005,148.00 (excluding HST) to complete this initiative.
Funding provided through this Provincial initiative was utilized in the following categories:
Categories Cost
(excluding HST)
1. “MyCity” Portal Software Implementation, Extensive Records
Management Software (AMANDA) updates and reconfigurations to
suit portal, including: Software, Technical Consulting for Software
upgrades, overall project management and support.
315,745.001
2. Information Technology Hardware and Software, including: CRM,
Servers, Setup, security and penetration testing.
72,918.03
3. Custom Mail Notification Widget Deployment ArcGIS, including
Expert consultant and implementation.
25,170.00
4. Mobile Application “MyPickering” Development and Publishing,
including: City branding integration, Software programming, Online
Payment integration, API configuration with ‘MyCity’ Portal.
Consultant Technical support for all mobile deployment.
212,078.00
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Pickering Residential Interface & Service Modernization (PRISM) initiative
Categories Cost
5. Digital Permit Application Document and Drawing Markup Software,
including expansion of licensing to allow staff markup collaboration.
14,854.68
6. Mobile Application “Inspection App” purchase and roll out integration,
including integration with existing records management system.
70,000.00
7. Online Guides, FAQ and videos and staff training development. 4,372.00
8. Project Management, technical support consultants, Temporary
planning support staff and diversity internships.
290,010.30
Total Provincial (SDAF) Funding Allocated $1,005,148.01
1 Costs include annual subscriptions
The excess expenditures of $5,148.01 will be covered by property taxes through the 2023
Current Budget.
Initiatives are based upon City commitments through the Provincial Transfer Payment
Agreements (TPA) executed and extended on March 4, 2022 and February 9, 2023,
respectively. The latest TPA has this initiative ending on October 31, 2023.
Discussion:
On January 19, 2022, the Province of Ontario announced a new $45 million Streamline
Development Approval Fund (SDAF). The fund outlined a range of eligible projects related to
the goal of streamlining development approvals. This included things like e-permitting systems,
recruitment of temporary staff (including fulltime staff or interns) to address backlogs in
residential development approvals, online application portals, and other provincial priorities.
The City of Pickering was successful in meeting the Provincial grant funding criteria and
entered into an agreement with the Province to spend up to $1 million in funding. Upon
execution of the agreement, the City received half of the funds to commence work. The
Province will provide the remaining funds to the City towards the end of this year, once they
have received and approved this final report from the City.
This project is multi-faceted, with the intent to accelerate longer term modernization efforts that
were aligned with the objectives of the SDAF funding opportunity provided by the Province.
Previously, the City used various ad hoc digital systems combined with email/spreadsheets for
permit document intake management, but documents were manually saved first. Moving our
records intake into a digital process allows for faster and more comprehensive responses to
inquiries from the public. Documentation is now available immediately in our database in an
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easily transferrable format, without arduous upload links, or paper records and additional
searches.
This report has been circulated for review and confirmation with City staff from involved
departments including; Information Technology/GIS, Finance, and City Development. The
general categories of works undertaken and funded through this project are as follows:
A. New “MyCity” Online Permit Application Web Portal
“MyCity” online portal software was purchased and implemented, complete with additional
modifications to suit our existing software process needs. Its purpose is to increase efficiencies
and leverage and adapt our existing City property management software platform to deliver a
new online City Portal. Access to apply online is now available through the City website
www.pickering.ca or directly at https://mycity.pickering.ca/.
The new ‘MyCity’ online portal interface now allows customers to securely submit applications
electronically, identify the real-time status of their permits and applications, make online
payments, submit assistance requests, and effectively provide users with a corporate
dashboard, highlighting key performance indicators (KPI). These tailored KPI’s can be shared
in real-time with Provincial partners, Municipal Property Assessment Corporation, Region of
Durham, City Council and staff, residents and the public in general.
An online booking and application pre-consultation process will also be implemented to
complement the online citizen portal, allowing applicants real-time, convenient, and contact
free paths to interact with City staff. Automated application letters, emails, and tracking
responses are provided to keep citizens informed at each stage of their application.
B. Online Payment and Tracking Portal
Collaboration between the Finance Department and City Development Department resulted in
a newly executed practice to implement the online payment process through the online portal,
with direct connectivity to our internal records management software. It should be recognized
that an electronic bridge between PRISM and SAP has not been built and this project is now
being undertaken by the Finance Department.
Separate ongoing City Development Department record digitization efforts are already
underway, not provincially funded by this project, that are complimentary to this new permit
portal intake and digital storage method and now integrated into the City records management
software long term. Additional modernization efforts are also underway with other applicant
folder types, not connected to this project, to better unify other City processes and online
payment methods.
C. Accelerated AMANDA (Records Management Software) Modernization
City staff (IT, GIS, and Building Services), in collaboration with outside consultants
implemented new, or modified, permit application systems (digital folder development) that
includes many new technical features that can be utilized by the new portal software. Citizens
are now able to register, log into the portal, submit all their documentation, data and drawings,
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etc. to make, and track, an application online. Staff are now provided with updated intake and
review processes, streamlined fee calculations and automated email generated notifications.
Staff efficiencies are found and refocused through better offsite access to the increased data
available and the reduction of data input processes from paper or PDF applications into City
records management software. Citizens are now applying for permits online directly, they have
more control over the application timing, and can upload documents and check their
application status through the online portal.
D. IT Servers, Hardware and Software Purchases
New server hardware and equipment was purchased to support the project including: data
storage for increased data capacity within the existing AMANDA software systems. Kiosk
support hardware to allow counter assisted online applications which at the time of this report
is being tested for installation.
E. New ESRI Public Notification ‘Widget’ Software
To enhance reporting for development applications, a consultant was retained to implement an
application to deliver custom JavaScript widget software for ‘ArcGIS Enterprise 10.9.1’ with
‘ArcGIS Experience Builder developer’, enabling the City to generate public notifications and
mailing labels for selected properties based on GIS location that are connected to City record
management software integration.
Our GIS mapping information has been linked to the public portal development so that
applications are captured spatially and properly integrated with our mapping. This would create
new opportunities to improve real-time status updates and messaging to registered customers
about projects in their neighbourhood/ward.
F. New “MyPickering” Mobile Device Applications
A new Pickering citizen facing mobile application was designed and integrated to complement
the ‘MyCity’ online portal. This new application is available for free download in both iOS and
Android stores, and allows online permit payment integration, application tracking, service
requests, and digital communication with City staff.
G. Bluebeam Revu Licensing for Digital Permit Reviews
The number of internal users of our digital plan markup and collaboration software has been
expanded to include additional City Development and Engineering staff members.
H. New “Inspection App” Mobile Device Application
A Pickering staff mobile application was purchased and integrated to complement the
combined ‘MyCity’ online portal and City records management software system. This mobile
application allows for onsite real-time online; permit site inspection reporting, process sign off
integration, application and permit lookup, document, and photograph record uploads.
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I. New User Guides and Manuals for Online Applications.
Online app guides, Video’s, FAQ’s, and other learning management systems were developed
and published to effectively roll out the public portal to customers and users.
Internal training sessions for staff (users) of internal changes and citizen support were also
undertaken to ensure smooth implementation.
J. Project Management Consultants and Temporary Staffing
To effectively undertake this project, it was necessary to engage and utilize consultants with
specific expertise in this type of implementation of City property management software
connectivity and public interface software, and to utilize internal City staff from multiple
departments.
The consultants also assisted in the project management and controlling, tracking of all the
separate parts of the overall project, connectivity, to ensure the project delivery schedule was
met.
Interns, and other contract staff, were hired to undertake assignments within the City
Development Department which enabled permanent staff to more efficiently process the
ongoing development applications and associated administrative tasks.
Conclusion
The implementation of an online citizen access portal and mobile applications interconnected
with the City records management software has enabled an access portal for Permit
applications, full digital documentation intake, status inquiries, applicant and staff
communication, and adaptable reporting, better aligning the Cities online service levels to
other comparable Ontario municipalities.
The provincial funding provided to the City has also enabled an acceleration of the changes to
the existing records management (AMANDA) software programming the City currently utilizes,
allowing better document intake management and streamlining of our permit application
processes.
Utilizing both our existing in-house staff and provincial funding resources, which has enabled
the purchase of server hardware, software development and adaptation to suit our existing
database management software systems, City staff have accelerated the automation of the
City records management software processes and activities. This provides both value and
benefit to the citizen end users of these services, and the City staff responsible for
administering, implementing, and maintaining them.
Attachment:
1. Not Applicable.
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Pickering Residential Interface & Service Modernization (PRISM) initiative
Prepared By:
Original Signed By
Peter Furnell, Arch. Tech., BSS
Supervisor, Building Permits
Original Signed By
Carl Kolbe
Manager, Building Services & Deputy CBO
Approved/Endorsed By:
Original Signed By
Kyle Bentley, P. Eng.
Director, City Development & CBO
Original Signed By
Dale Quaife
Division Head, Information Technology
Original Signed By
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
PF:ld
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer