"People used to come in, fill out a 3-piece application for a fire permit, and turn in 2 sets of plans. Once the Fire Department reviewed the application, we would have to manually enter the submitted information into the permit, then call the applicant to pick up their permit. When the applicant came back, they had to fill out more paperwork, which was manually routed to clerks. Then they would make a payment, get a physical receipt, and receive their approval and permit. If anything was missing, they would have to come back into the office to deliver it or mail it in."
"Now, applicants can access and submit the fire permit application digitally through the Golden Fire Department's online portal, with required attachments, payment, and eSignatures.
"The Fire Department receives a notification once an application is submitted. Within the GRM, we can view the submitted application, download attachments, combine them, comment on the application (e.g. indicate missing docs), and use the conversation feature to communicate with the applicant (e.g. that they need to attach the missing docs).
"We've also saved time and money by leveraging the FormFill feature to populate the permit with fields in the submitted application. Processing time has been cut in half, from 2 weeks to 1 week, and SeamlessGov has simplified the entire process."
Golden leverages SeamlessDocs to transform their paper forms and processes into smart, interactive online services. The fire permit application has built-in calculations, payments, and attachments. Thanks to the automated workflow, once the applicant eSigns the applications, it automatically gets routed to the Fire Department for approval.
Golden uses the Service Center to build portals that create a better user experience for applicants. Within the Service Center, a citizen can navigate to the appropriate form, where they will find details including the estimated time to completion, what's needed to submit the application, the cost of submitting, what to expect after submission, and more. Citizens can also create visitor accounts in order to save & continue an application, view the status of their submissions, and launch conversations with city staff.
Golden uses the Government Relationship Manager, or GRM®, to set up workflows and manage data. Through tags, stages and approvals, they keep track of the processing status. Using the FormFill feature, the Fire Department can auto-populate the permit with the information submitted in the application, cutting the processing time in half. Additionally, Golden uses the GRM's comments & conversations feature in order to indicate if anything is missing from the submission and communicate it to the applicant.