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New electronic submittal process for Sacramento County civil improvement plans deemed a success

Sacramento County’s Site Improvement Permit Section has joined the ranks of other government agencies using technology to streamline sometimes time-consuming and paper-heavy procedures.

The agency launched a new electronic submittal process for civil improvement plans—tailored to the Site Improvement Permit Section’s specific needs—and after six months, users are finding that it has greatly accelerated the time required for improvement plan review and approval.

After viewing presentations by third party software developers, Sacramento County Senior Civil Engineer Tony Santiago decided to create the system in-house to avoid high costs. One of his staff plan reviewers, Principal Engineering Tech Michael Manlangit, developed the database using Microsoft Access. Manlangit has a background in computer programming.

Now, private consultants submit their PDF plans via an FTP site rather than handing in physical paperwork—though, paper submittals are still accepted.

The process is called E-SIPS (Electronic Submission of Improvement Plans), and according to Santiago both reviewers and consultants find the system to be extremely user-friendly. When a customer has a question, or is ready to submit forms, he or she simply calls the Site Improvement Permit Section to retrieve instructions and all necessary FTP access codes.

"Since implementation, 26 out of 27 new submittals have been made electronically—that’s 96 percent," Santiago said, adding that all pre-E-SIPS plans are finishing re-submittals electronically. Customers average at about four re-submittals per project.

"Engineers are saving money on print costs and getting their plans reviewed by all necessary departments much faster. It simplifies the way the reviewers and customers receive their comments and plans. Before E-SIPS, staff had to mock up a set of plans, give it to the consultant and keep another hard copy in their workstation. It was a lot of paper," he said.

The economic slowdown provided the necessary time to retool and develop E-SIPS at the beginning of the year, according to Santiago. Implementation costs for the county were less than $10,000 for staff time, and roughly 20 new monitors were purchased and installed within different county departments, he added.

The building permit component of the Development & Surveyor Services Division is now also looking to develop a similar e-submittal system for permit processing. With a larger database—they share roughly 10,000 permits annually—staff is currently viewing presentations from outside vendors.

For more information on E-SIPS or the Sacramento County Site Improvement and Permit Section, visit http://www.msa2.saccounty.net/ce/dss/Pages/default.aspx.