TIP: Problem statements should identify WHAT needs to be achieved or solved. Each objective should identify HOW the problem statement can be solved and must have a target result that is specific, measurable, attainable, realistic, and time-bound.
Executive Summary of the Business Problem
Problem Statement
Example:
Currently, when permit applicants submit a completed paper permit application, the application is scanned into a PDF file and imported into the City’s permit software system, IPS. Then, multiple departments are tasked with reviewing the permit and approving it. These reviews are typically done in tandem, and if departments have questions or concerns, they independently reach out to the applicant to request clarification or updates. This leads to version control issues. If the applicant provides updated plans to one of the reviewers, those updates are typically not shared with the other reviewers. Therefore, many departments may be conducting their reviews with out-of-date plans or information. Additionally, there is no way for applicants to see where their permit stands in the review process. If an applicant wants to check on the permit’s status they either have to wait to hear from the City, or call and hope that they can speak to someone with information about their application. This results in: Higher number of phone calls and in person visits Lack of visibility into status or progress Inconsistent information across departments Increased time to approval Frustrated and annoyed applicants
Currently, when permit applicants submit a completed paper permit application, the application is scanned into a PDF file and imported into the City’s permit software system, IPS. Then, multiple departments are tasked with reviewing the permit and approving it. These reviews are typically done in tandem, and if departments have questions or concerns, they independently reach out to the applicant to request clarification or updates. This leads to version control issues. If the applicant provides updated plans to one of the reviewers, those updates are typically not shared with the other reviewers. Therefore, many departments may be conducting their reviews with out-of-date plans or information.
Additionally, there is no way for applicants to see where their permit stands in the review process. If an applicant wants to check on the permit’s status they either have to wait to hear from the City, or call and hope that they can speak to someone with information about their application.
This results in:
Outcomes
Public Works seeks a solution that would have the following outcomes: A software solution with automated approval/rejection of proposed truck travel route Shared permit database with the police department Improved permit request processing time Integrated permit and online payment system for a seamless customer experience Secure online digital payment system that accepts credit card payments to minimize person-to-person transactions Ability for permittees to check balances, dues, credits and transactions online Increase in number of truck permits issued due to improvement permit and payment systems Ability for a police officer to identify permitted trucks without a traffic stop Decrease of truck travel on residential streets Reallocate police staff and resources to address and respond to higher priority issues
Public Works seeks a solution that would have the following outcomes:
Describe how State staff will be impacted by solving the business problem? Include number and roles of potential staff impacted.
Describe how members of the public will be impacted by solving the business problem?
Special Considerations (Optional)
Please list any assumptions and/or specific constraints that might be applicable to solving this problem.