https://www.americancityandcounty.com/wp-content/themes/acc_child/assets/images/logo/footer-logo.png
  • Home
  • Co-op Solutions
  • Hybrid Work
  • Commentaries
  • News
  • In-Depth
  • Multimedia
    • Back
    • Podcast
  • Resources & Events
    • Back
    • Resources
    • Webinars
    • White Papers
    • IWCE 2022
    • How to Contribute
    • Municipal Cost Index – Archive
    • Equipment Watch Page
    • American City & County Awards
  • About Us
    • Back
    • About Us
    • Contact Us
    • Advertise
    • Privacy Statement
    • Terms of Service
American City and County
  • NEWSLETTER
  • Home
  • Co-op Solutions
  • Hybrid Work
  • Commentaries
  • News
  • In-Depth
  • Multimedia
    • Back
    • Podcasts
  • Resources/Events
    • Back
    • Webinars
    • White Papers/eBooks
    • IWCE 2022
    • How to Contribute
    • American City & County Awards
    • Municipal Cost Index
    • Equipment Watch Page
  • About Us
    • Back
    • About Us
    • Contact Us
    • Advertise
    • Cookie Policy
    • Privacy Stament
    • Terms of Service
  • newsletter
  • Administration
  • Economy & Finance
  • Procurement
  • Public Safety
  • Public Works & Utilities
  • Smart Cities & Technology
  • Magazine
acc.com


Forms-baesd systems taking off

Forms-baesd systems taking off

As many cities and counties try to streamline their operations, automation becomes more important for the efficiency and cost savings it provides administrators.
  • Written by Rob Bennett
  • 1st July 1999

As many cities and counties try to streamline their operations, automation becomes more important for the efficiency and cost savings it provides administrators. Many local government offices are implementing forms-based technology to automate business practices such as permitting, planning, bylaw enforcement and fire dispatch.

In addition, the technology allows administrators to easily conduct tax-based audits in order to identify clerical errors that may have resulted in people over- or underpaying their taxes. (That can be helpful because few, if any, taxpayers would report being undertaxed, and administrators need to be able to analyze their records to ensure that proper payments have been made.)

Cities and counties can follow a straightforward methodology that will simplify the automation process and ensure they get the system that best fits their needs. For example, local officials can:

1. Find out what is happening in the city and county marketplace. Local officials can look to a nearby city of similar size with comparable processes and applications, and talk with colleagues to see what kinds of products are available. Other cities may know of or may already be using special software packages designed specifically for municipalities.

2. Talk to financial system vendors. If vendors do not offer a forms automation package, they might be able to recommend a company that does.

3. Search the Internet for companies that provide forms automation software programs. Search terms include “process automation,” “local government software” and “municipal software.”

4. Gather information from vendors, contact them and ask them to send information kits and demonstration software. Local officials should review the material to be sure it can meet their needs.

5. Conduct an internal survey to determine exactly what the department or administration requires. At that point, it is vital to obtain input from staff members who will actually be using the systems on a daily basis. If a significant number voices objections to the system under consideration, concerns should be addressed before the next stage is pursued. Staff buy-in is crucial.

6. Determine the necessary software features. The proposed system should be flexible enough to meet a range of needs and should be able to expand as needs grow or change. After-purchase vendor service and support also is critical in order to maintain the system.

7. Decide what internal and financial resources must be marshaled to complete the project. A vital part of the buy-in process, the exercise also should include employees.

8. Negotiate with the proposed vendor. At that stage, it is important to set the goals for the project and expectations on both sides. It is worthwhile to document those activities to provide a strong administrative foundation for the automation process.

9. Decide to proceed, and secure an implementation date. Once the purchase decision is made, some administrators will want the system installed immediately, yet it is important not to push too fast. On the other hand, delaying for too long may cause the project to lose momentum.

10. Select a “live” date, and stick to it. Frequently, customers delay startup because they assume the system cannot be changed after installation. In fact, all systems are reasonably flexible, and most problems can be fixed easily later. It is better to go live and begin reaping the productivity benefits immediately.

Tags:

Most Recent


  • Report: Local and state governments are facing a retention crisis; the worst could be yet to come
    When the pandemic struck in 2020, public retention was hit hard: jobs in local government plummeted by 8.5 percent; state employment dropped by 4.4 percent. Two years later, local and state government jobs have rebounded by about half—to 4.1 and 1.9 percent below pre-pandemic levels respectively, according to a new report from Mission Square Research […]
  • Amid an unprecedented increase in federal spending, cities and counties stand to benefit from partnerships
    The so-called “American dream” of upward mobility has more or less stagnated: Today, a little more than 40 percent of children raised at the bottom of the income ladder remain there as adults, according to Pew Charitable Trusts, and only half grow up to earn more than their parents. This data points to a concerning […]
  • hybrid technology
    Governments using technology to harness data and improve decision-making
    There’s one kind of technology that state and local governments covet, says Rob Carey, president of Cloudera Government Solutions. “While supporting multiple state and local government agencies, our team has noticed an increase in the need for hybrid cloud solutions.” A hybrid cloud is the combination of both public and private cloud deployment models. In […]
  • Seattle-Tacoma-Bellevue, WA
    Infrastructure highlighted by city leaders as top priority in analysis of 60 mayoral addresses
    After two years of ping-pong lockdown orders, mask mandates, unprecedented vaccine drives and economic uncertainty, cities across the United States are beginning to emerge in the pandemic’s aftermath, and they’re prioritizing infrastructure, according to a report published Wednesday by the National League of Cities (NLC).  “The new normal, as we now understand it, is here,” […]

Leave a comment Cancel reply

-or-

Log in with your American City and County account

Alternatively, post a comment by completing the form below:

Your email address will not be published. Required fields are marked *

Related Content

  • NLC releases State of Cities 2021 report
  • How governments can keep employees safe as they return to work
  • Lessons from your friendly neighborhood public service employees
  • North Texas alliance partners with Marketplace.city on smart government solutions

White papers


How to Assemble a Rockstar Website Redesign Steering Committee

7th June 2022

Hand Hygiene: Compliance Matters

23rd May 2022

What it Takes to Build a Winning Esports Program

23rd May 2022
view all

Events


PODCAST


Young Leaders Episode 4 – Cyril Jefferson – City Councilman, High Point, North Carolina

13th October 2020

Young Leaders Episode 3 – Shannon Hardin – City Council President, Columbus, Ohio

27th July 2020

Young Leaders Episode 2 – Christian Williams – Development Services Planner, Goodyear, Ariz.

1st July 2020
view all

Twitter


AmerCityCounty

Report: Local and state governments are facing a retention crisis; the worst could be yet to come dlvr.it/SSnmS7

24th June 2022
AmerCityCounty

Amid an unprecedented increase in federal spending, cities and counties stand to benefit from partnerships dlvr.it/SSkGBn

23rd June 2022
AmerCityCounty

Governments using technology to harness data and improve decision-making dlvr.it/SSk3H0

23rd June 2022
AmerCityCounty

Infrastructure highlighted by city leaders as top priority in analysis of 60 mayoral addresses dlvr.it/SSgBck

22nd June 2022
AmerCityCounty

Oklahoma City puts the focus on employees when implementing changes in office technology dlvr.it/SSfyns

22nd June 2022
AmerCityCounty

We want to hear from you! Please take this brief survey and let us know how your organization is managing your budg… twitter.com/i/web/status/1…

22nd June 2022
AmerCityCounty

Buying smart solutions: Technology is now part of (almost) every government purchase dlvr.it/SSbj3Z

21st June 2022
AmerCityCounty

Amid tech labor shortage, outsourcing digital services could provide relief dlvr.it/SSbj23

21st June 2022

Newsletters

Sign up for American City & County’s newsletters to receive regular news and information updates about local governments.

Resale Insights Dashboard

The Resale Insights Dashboard provides model-level data for the entire used equipment market to help you save time and money.

Municipal Cost Index

Updated monthly since 1978, our exclusive Municipal Cost Index shows the effects of inflation on the cost of providing municipal services

Media Kit and Advertising

Want to reach our digital audience? Learn more here.

DISCOVER MORE FROM INFORMA TECH

  • IWCE’s Urgent Communications
  • IWCE Expo

WORKING WITH US

  • About Us
  • Contact Us

FOLLOW American City and County ON SOCIAL

  • Privacy
  • CCPA: “Do Not Sell My Data”
  • Cookies Policy
  • Terms
Copyright © 2022 Informa PLC. Informa PLC is registered in England and Wales with company number 8860726 whose registered and Head office is 5 Howick Place, London, SW1P 1WG.
This website uses cookies, including third party ones, to allow for analysis of how people use our website in order to improve your experience and our services. By continuing to use our website, you agree to the use of such cookies. Click here for more information on our Cookie Policy and Privacy Policy.
X