Residential Grading Permit Process for Public Works – Stormwater

The Residential Grading Permit Process for Public Works has undergone improvements through a lean process analysis.

This approach focuses on eliminating waste and non-value activities, implementing changes quickly, and ensuring the right information reaches the right person at the right time. Pre-event planning included a meeting to establish the event’s scope and goals. Contractors and engineers received a pre-event survey, and a third-party consultant conducted phone interviews. These steps ensured comprehensive input and set the stage for a successful Lean Event.

The Lean Event, held on November 22, 2024, was a seven-hour session where the team walked through the application process using a test project. This event identified opportunities to simplify the process for applicants and reduce redundancy. These modifications will decrease frustration and ultimately streamline the communication process to create a successful project for the homeowner.

Below are the key changes as a result of the lean event:

Modified the online application by combining and reordering pages and by placing bullet points where possible to increase readability for applicants. Requests were sent to Open Gov (application software) with suggestions for future upgrades to continue streamlining the application.
The team clearly defined what constitutes a complete and accurate application for a residential grading permit.
Modified the application checklist so applicants understand what constitutes a complete and accurate application.
Anna, the Public Works Administrative Coordinator, will review the application initially to ensure it is complete and accurate.
Reduced the number of required plan uploads from complete plans to only those needed for grading permit review.
Residential As built surveys will be required on projects where subdivisions don’t meet subdivision standards and plan requirements.

After the event, a follow-up meeting in December reviewed and updated the action items. To improve processes and ensure sustainability, city staff, contractors, engineers, and everyone involved in the construction project must communicate transparently, positively, and with solution-oriented thinking. As a result, the lean process analysis for the Residential Grading Permit has become more efficient and user-friendly. Continuous improvement and stakeholder collaboration will ensure the Residential Grading Permit Process remains effective and sustainable.

Christy Tryhus

Tryhus Consulting and Training

TryhusConsulting@gmail.com

507-456-2250