How Permitting Technology Empowers City Efficiency
Organization Profile
- Industry: Municipal
- Location: Boulder, Colorado
- Number of Employees: 1,200
- Population: 104,175
- Tyler Client Since: 2013
- Tyler Products/Solutions: Enterprise Permitting & Licensing, Enterprise ERP
Challenges
Chandler Van Schaack is a principal planner in Boulder, Colorado, with 12 years of experience. As a former resident and university graduate of Boulder, he thinks what makes this community special also makes the planning process challenging. The city’s urban growth boundary (UGB) regulations preserving trails and open space have led to the city being essentially built out. “My projects are mostly replacing something that was existing or adaptively reusing an existing structure,” says Van Schaack.
Boulder’s limited development space restrictions aren’t the only considerations for city planners. Their active community cares about architecture, energy conversation, and walkability, to name a few, and wants a voice in how they grow. Regulations ensure standards are met. According to Van Schaack, “Due to their complexity, my projects are typically subject to public comments and a discretionary review by the planning board or city council.” Community engagement is important as the city recognizes that they make better decisions when constituents have a meaningful voice.
With discretionary review applications, no one submits a plan that is approved in one round, so Boulder’s plan review process is lengthy. The typical time from application to approval for the complex discretionary review applications can be from one to three years.
Solution
Van Schaack embarked on his career in Boulder. After seven years, he transitioned to the City and County of Denver, Colorado, where planning goals differed significantly. “In Denver, we aimed to increase density and affordability, so we were striving to make it easier to build.” Following this stint, he moved on to become a senior planner in Mammoth Lakes, California, where development moved at a slower pace, and most processes were manual and paper-based. Approximately a year ago, he seized the opportunity to return to the Boulder planning office.
During his absence, the city shifted its entire review process into the digital realm with Enterprise Permitting & Licensing. The new software enhanced the efficiency of their plan review process while enabling them to operate in a paperless environment, aligning with their sustainability objectives. Van Schaack was eager to utilize the new tool.
“Planning in Boulder is a series of deadlines. The permitting software enables me to see how many things are due next week and quickly check where a project is in the process,” says Van Schaack. This allows him to efficiently manage milestones including plan reviews, resubmittals, and final approvals.
“Most big projects in Boulder have key players — architecture, engineering, development consultants, and attorneys. We communicate on comments, key issues, and revisions or corrections to the plans using electronic plan review.” Near-real-time collaboration captures knowledge and expertise in a cohesive plan review that recommends resubmittal or approvals and starts the second round of reviews faster.
“Once the reviews are complete, comments are consolidated into a final document, and sent to the applicant.” A concise summary eliminates confusing or contradictory guidance, allowing them to address the comments sooner and helps reduce the number of resubmittals. Boulder customers submitting online can communicate with plan reviewers and see where they are in the process. According to Van Schaack: “Applicants ask questions and resubmit their applications through our portal.”
I’m fully onboard with our shift to digital. It’s not only better for the environment, it enables remote work.
Chandler Van Schaack
Principal Planner
Results
The transition to electronic plan review took some adjustments, and Van Schaack emphasizes the need for proper onboarding and training when working with a new system. He is learning as he goes and admits he much prefers the new way.
“I’m fully onboard with our shift to digital. It’s not only better for the environment, it enables remote work.” Another added benefit is that, with online submissions, a permit intake specialist can conduct a completeness check before it reaches his desk, alleviating a previously time-consuming task.
The City of Boulder’s planning department shows no signs of slowing down as they face ongoing development pressure while striving to increase affordable housing availability within their community.
The city has a goal for 15% of all homes to be affordable for low, moderate-, and middle-income households by 2035. Leveraging technology to streamline complicated processes and coordinate the various elements will enable planners like Chandler Van Schaack to concentrate on meeting their planning goals and managing growth within their unique locale.