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Approving Construction Paper Managing Online System
Phitsanulok Municipality
Thailand

The Problem

In present, the house construction is the responsibility of its owner to follow the laws and regulations for anyone who wants to construct any building the area of Phitsanulok Municipality. The former process in asking for the permission to construct the building started by the one who want to construct the building has to contact the Municipality by bring the necessary document with them. Those documents have to be checked for the correctness and if those documents are incorrect or not adequate enough, that person have to go back and bring the document to the municipality. Apart from that, the length of time that each officer spends with the document is long because each officer has many responsibility of their own. Moreover, the next step i.e. the consideration process by the administrative officers is also quite long in people’s feeling although it is not longer than 45 days which is regulated by law. In additions, people have to waste their time making sure whether their application is pass the consideration process or not or whether there are any other difficulties with it. When there are some changes in the details of the construction plan which is not follow the municipal act, that person have to bring the plan back to make some changes in order to be ready for the process of the consideration later on. Statistic of customer come again is about 442 time/years(come again more than 2 times) and from questionnaire of customer ,they would like to reduce time .

Most of the obstacles were that people needed to contact the officers for many times and the length of a consideration process mentioned in the act. According to the section 25 of the building control act, a consideration process takes 45 days. However, the length of the process may be renewed for another two periods. Each period of consideration process cannot be longer than 45 days.

Solution and Key Benefits

 What is the initiative about? (the solution)
benefit is
- customer convenience
-efficiency for employee of the municipality
-reduce problem of contact
-reduce time for processing
The initiation of a new working method

The procedures, method, and duration of the traditional working process were considered and analyzed. The results of the analysis bring about a new kind of service. In the new service, the technology like a barcode reader is in use aiming to diminish the steps of the operation process, to reduce the numbers of personnel, to shorten the length of the consideration process, and to provide the satisfaction to people. The length of the consideration process was reduced from 27-41 days to 4-20 days. Likewise, instead of the ten operational units in the traditional process, the new process includes only eight units as follows:
Unit 1 Administrative officers responsible for applications and documentations
Unit 2 Area checkers responsible for checking an area plan
Unit 3 Architects responsible for construction details inside a building
Unit 4 Engineers responsible for checking a building stability
Unit 5-8 Authorized signing officers

For the convenience in the consideration process, the class of building is identified as follows:

Class 1 refers to a standard building or a house with the space of 95 square meters or less.
Consideration process: Unit 1–5 are responsible for this. The period must not be longer than four days.

Class 2 refers to a house with the space of 95 square meters or more and a building with three stories or less.
Consideration process: Unit 1-8 are responsible for this. The process must not be longer than 12 days.

Class 3 refers to a building with four stories or more.
Consideration process: Unit 1-8 are responsible for this. The process must not be longer than 20 days.

In order to follow up an application, a person can check via
1. the website of the municipality at www.phsmun.go.th through which the status of the application can be checked.
2. a phone call
3. in person (at the office of Phitsanulok municipality)

Actors and Stakeholders

 Who proposed the solution, who implemented it and who were the stakeholders?
- the mayor of Phitsanulok municipality, who is the executive, established a policy to diminish the process of construction permit application
- The section of building control and city plan implemented the policy.
- The stakeholders were people who would like to construct any kinds of buildings in the area of Phitsanulok municipality

(a) Strategies

 Describe how and when the initiative was implemented by answering these questions
 a.      What were the strategies used to implement the initiative? In no more than 500 words, provide a summary of the main objectives and strategies of the initiative, how they were established and by whom.
One of Strategic of mayor phitsanulok municipality is development of service to people by Use computer technology i.e. use barcode for increase efficiency and reduce processing time and increase communication way to people i.e. internet ,telephone for reduce time for contact to office by themself.and we have public relations to people for communication way.
The length of the consideration process was reduced. According to the act, the traditional process had taken 45 days long. The executive of the municipality established the policy to diminish the process in order to facilitate people. The length of the process depends on the class of buildings.
1. A standard building or a house with the space of 95 square meters or less
Consideration process: no longer than four days.

2. A house with the space of 95 square meters or more and a building with three stories or less.
Consideration process: no longer than 12 days.
3. A building with four stories or more.
Consideration process: no longer than 20 days.

(b) Implementation

 b.      What were the key development and implementation steps and the chronology? No more than 500 words
1. We study problem and analyst , take questionnaire to people who got service
2. Analyst problem of Official municipality ,study from out good example service ,find out tool for useful and suitable (i.e. technology )
3. Define committee for development team and Training .
4. implement and test processing then evaluation processing.
The key development and implementation steps are analyzing the traditional process in terms of method and the length of operation time and designing as well as developing a new way of operation by integrating the technology (a barcode reader) into the operation process. This means to speed up the working process, reduce the manpower, to shorten the length of the consideration process, and to provide the satisfaction to people.

The steps of consideration process
- When the application is accepted, an officer checks the documents and send them together with the construction plan to an area checker in order to check the space and the general details of the building retreat.
- When the area checker receives all documents, he/she visits a location mentioned in the application and checks the location and nearby buildings. He/she then considers the application according to the building control act. If the application is not against the act, the area checker approves the application through the designed computer program and charges for fees.
- Next is the step for an architect, an engineer, and an executive respectively. The approval process in this step is also taken place through the designed computer program. It is, therefore, very convenient for people to check the status of their applications on the Internet.

(c) Overcoming Obstacles

 c.      What were the main obstacles encountered? How were they overcome? No more than 500 words
- Public relation
We ‘ve public communication way of the working process and prepare computer and official for introduce people for how to using and document of how to use.
- Programming
There was a technical problem of the designed computer program at the beginning. However, the program was later revised to increase the work efficiency and to conform to the working procedures.
- Personnel
At the beginning of the computer program usage, personnel encountered confusions and misunderstanding of the working procedures because it was rather new at that time. The personnel was supported and encouraged to learn and practice. The problem was later solved, and the personnel found their working process faster and more convenient.

(d) Use of Resources

 d.      What resources were used for the initiative and what were its key benefits? In no more than 500 words, specify what were the financial, technical and human resources’ costs associated with this initiative. Describe how resources were mobilized
- the computer program was designed and developed according to the analysis of the traditional working process use budget for Operating Software ,application program is 2,361 US$ .
- Required instruments and equipments were provided such as computers, barcode readers, barcode printers, barcode tags for applicants use budget is 3,250 US$.
- A training of the designed computer program was organized for the personnel use budget 300 US$.
- Staff of Official working are 7 persons.
- A manual of the designed computer program was created and printed.
- The new working was publicized through medias to people in the area of Phitsanulok municipality.

Sustainability and Transferability

  Is the initiative sustainable and transferable?
Yes, it is.
This new working process is not responsibility of budget for the long term (use budget is 1 time) and the budget of maintenance is not much from questionnaire after change to new working process peoples are satisfy .
The new working process and the computer software can be used consistently. In terms of knowledge and practice transfer, there have been many organizations such as Udornthani municipality and Khon Kaen municipality visiting Phitsanulok municipality and studying the usage of the designed computer program. Also, they later developed their own process after the visits. An international organization visiting Phitsanulok municipality is Vientienne municipality. This initiative is considered as a model of how to diminish the working process for other local administrative organizations.

Lessons Learned

 What are the impact of your initiative and the lessons learned?
Strategic of Phitsanulok municipality develop service and reduce time of service for people’s satisfy and official phitsanulok municipality learn how to change old system working to use computer technology for new system of working process.
The mayor of Phitsanulok municipality established the policy to diminish the process of building construction application with the concept of people-centered administration. People who apply for the construction approval would like to build their houses or buildings. Houses and buildings can be different, but they must not be against the building control act. In order to complete the process of application, it had taken about 45 days. That was not convenient and practical for the people who needed to build their buildings to accomplish their goals. The process was then analyzed and diminished. The length of consideration time is shorter—depending on the class of buildings. There are three classes of buildings. It is, also, convenient for the people that they can follow up the process on the Internet.

Contact Information

Institution Name:   Phitsanulok Municipality
Institution Type:   Government Department  
Contact Person:   Premruadee Charmpoonod
Title:   Mrs.  
Telephone/ Fax:   6655231400-9
Institution's / Project's Website:   6655253022
E-mail:   mayor@phsmun.go.th  
Address:   1299 Technical and Planning Devision, Baromtrilokanard rd, Muang, Phitsanulok, Thailand
Postal Code:   65000
City:   Muang
State/Province:   Phitsanulok
Country:   Thailand

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