Organizational Study of Inspectional Services City of Springfield, Massachusetts February 21, 2008 - PowerPoint PPT Presentation

Organizational Study of Inspectional Services City of Springfield, Massachusetts February 21, 2008.

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Organizational Study of Inspectional ServicesCity of Springfield, MassachusettsFebruary 21, 2008

Project Scope of Work
  • To develop an in-depth understanding of inspectional services, including staffing, workload and processes.
  • To compare the inspectional services to other municipalities and to ‘best management practices’.
  • To identify key issues in the provision of inspectional services and to recommend alternatives to improve operations and service.
Key Strengths inInspectional Services
  • Utilization of tools to facilitate work in the field, including vehicles, cell phones, PDAs, etc.
  • Collection of fees for services and fines for non-compliance.
  • Geographical assignment of inspectors to minimize the impact of travel on productivity.
  • Created an intra- city referral process to involve city departments, as appropriate.
Key Issues
  • Process, skills, tools and equipment utilized in the departments providing inspectional services varied significantly.
  • Use of antiquated, manual information systems for data recording, tracking and monitoring.
  • Lack of a comprehensive review and periodic update of user fees.
  • Limited cross-departmental communication and coordination.
Building Department
  • Opportunities to better utilize existing staff.
    • Creation of a Plan Review position.
    • Increased time in the field for inspectors.
    • Improved quality control and training programs.
  • Improve Zoning Ordinance Enforcement and case management, including the addition of 1.0 Zoning Inspector.
  • Review and change outdated job descriptions and review classifications for administrative personnel as the Department continues to modernize.
Housing Department
  • Continue with improvements, including expanding use of PDA’s in the field and data analysis using its automated information management system.
  • Inspectional resources are adequate to meet complaint driven workload.
  • Reclassify 1.0 Inspector to an Inspectional Services Analyst to enable the Department to analyze data.
  • Improve response times for reactive workload and monitor performance.
Fire Prevention
  • Adequate staff to meet fire prevention workload, including inspections, public education, etc.
  • Implement a number of best practices to improve operations:
    • Provide sufficient tools and equipment for Fire Inspectors.
    • Geographically deploy staff.
    • Expand training and a implementation of a quality control program.
Environmental Health
  • Staff is sufficient to meet existing workload.
  • Implement a number of improvement opportunities, including:
    • Expand resources provided to food service establishments.
    • Increase the frequency inspections.
    • Develop quarterly performance reports to better plan, schedule and track workload and performance.
    • Improve coordination and communication with other municipal departments to ensure Division is aware of all new establishments.
Cross Departmental Issues
  • Create a Code Enforcement Coordinating Committee to focus on implementation of key recommendations and cross-department coordination and address city-wide issues.
  • Acquire an automated permitting information system.
  • Conduct user fee studies and update fees regularly.
  • Create a proactive, multi-family residential inspection program.
  • Implement technological solutions and monitor performance prior to a re-evaluation of organizational alternatives (e.g, merging of code enforcement functions).
Action Plan Action Plan

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