Case Studies

Explore how we’ve transformed data into actionable insights to drive growth, innovation, and operational excellence for our clients.

From Bottlenecks to Breakthroughs: How an Environmental Services Department Transformed Permit Processing with Visual Data Group

Overview:

A regional Environmental Services department partnered with Visual Data Group to transform their permitting process and improve operational efficiency. By implementing tailored QlikView® dashboards and advanced data analysis tools, the department achieved faster permit processing, enhanced decision-making, and improved community service delivery.

Problem:

The operations analysis team within the Environmental Services department, a unit focused on ensuring efficient processes for managing environmental compliance, permitting, and public services in one of the fastest-growing regions, was tasked with addressing the needs of a rapidly expanding population. With increased demand for permits due to housing development, the team faced pressure to deliver faster and more efficient services.

At the time, the permitting process was plagued by significant delays, with turnaround times averaging 60 to 90 days. This created frustration for builders, who experienced costly project delays and incurred substantial financial burdens from prolonged interest on construction loans. These delays also impacted the community, as new housing developments struggled to keep pace with population growth.

Additionally, the department relied heavily on manual data analysis performed using Microsoft Access and Excel. This process consumed 50–75% of staff time weekly, limiting their ability to monitor process performance, identify bottlenecks, and adapt to new challenges. Without automation, the team struggled to calculate optimal staffing levels or respond quickly to unforeseen data requests, further compounding the inefficiencies.

Solution:

Visual Data Group partnered with the Environmental Services department to design and implement a series of highly tailored QlikView® dashboards that addressed their unique challenges and enabled transformative improvements:

  • Data Automation:
    VDG replaced time-consuming manual data extraction processes with near real-time dashboards that dynamically pulled and analyzed data with minimal input. For example, processes that previously required hours of manual work in Microsoft Access and Excel could now be completed in seconds, allowing the team to focus on higher-value activities.
  • Customized Dashboards:
    A compliance monitoring system was developed with visual gauges (green, yellow, red) that provided an at-a-glance view of permit process performance. These gauges were tied to specific metrics, such as application backlog and turnaround times, and were color-coded to highlight compliance thresholds. Managers used this tool daily to quickly identify and address areas of concern, ensuring continuous process improvement.
  • Ad-Hoc Reporting:
    Recognizing the dynamic nature of permit management, VDG enabled ad-hoc reporting capabilities that allowed the team to respond to new, unforeseen questions in minutes. For instance, when stakeholders requested real-time insights into staffing needs for permit applications, the team was able to provide accurate data and calculations within minutes—something that was impossible before the implementation.
  • Database Mapping:
    The transition to a new permitting database posed challenges due to its complexity and lack of documentation. VDG worked closely with the department over six months to map the database, linking dozens of tables to ensure accurate data extraction and usability. This foundational work allowed the dashboards to reliably pull 20+ years of historical data for trend analysis and forecasting.
  • Data-Driven Staffing Models:
    VDG helped the department develop tools to calculate optimal staffing levels based on real-time and historical permit workloads. Using these tools, the team justified the hiring of six additional staff members, reducing permit turnaround times from 60–90 days to an average of 20–30 days. The staffing model was instrumental in securing approval from leadership by demonstrating the ROI of new hires.

Results:

20-30
days:

Reduced permit turnaround time from 60-90 days to 20-30 days, significantly accelerating home construction timelines.

6 new
staff members hired:

Data analysis directly supported the hiring of 6 new staff members, improving efficiency and reducing permit backlogs.

50-75%
time savings:

Automated reporting cut weekly data processing time from 50-75% of staff workload to just minutes per report.

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