Many of the energy companies' cases require various permits, which often require lengthy processes in several stages. The contractor or the energy company must communicate with many actors during the process and manage an abundant flow of information and documents.
Many companies could shorten their permit processes by simplifying and streamlining the administrative work.
Digitization is the key here, too. Let's look at how a case management system can modernize your permit management!
Digitize the entire process.
A modern case management system helps the case managers keep the entire process together from order to final reporting. By digitizing the entire permit process, the work becomes more efficient, and the quality of the work is increased. It will be significantly easier for entrepreneurs to apply for a permit at all. According to Geomatikk, one third of all ground works on municipal land lacks a digging permit, which creates room for expensive mistakes and legal aftermath.
Easier to keep track of all actors and permissions.
At the beginning of the permit process, it is important to clarify which parties are affected. Should the work take place on state or municipal land, a common or a community? The property register usually gives an answer as to who the owner is.
I heard about a charging station being set up where 13 different actors were involved. A new substation or a regular new connection may require permission from the municipality, the property owner, several contractors - and perhaps the Swedish Defense if the site is in an area of national interest.
Which permits are required depends on what is to be done and who is affected. If it is to be dug in municipal land, a site approval is usually required. If a traffic flow will be disrupted, you need to apply for a TA plan, and so on.
Our solution makes it easier with around twenty pre-defined permits to choose from, but above all the work is simplified by gathering all information about the permits and the various parties in one place.
Keep track of all information and documentation
During the permit process, many documents and information must be obtained, prepared, and stored. Often in the form of forms to fill in, save and distribute to those concerned within certain rule-governed time intervals.
Large energy companies, municipalities and authorities today require a digital process where applications and information about decisions are made via e-services, for example the ISY Case system that municipalities use for excavation permits and TA plans.
With a good case system, the entire document flow becomes digital. The clerks do not need to save all the documents in folders on their computer and search among them every time they need a certain piece of information. Instead, they receive ready-made, digital templates for permit applications to fill in and keep up to date with new decisions, granted permits and reports.
All relevant information about the status of a case is available in a user-friendly interface that provides an overview and makes it easy to find what you are looking for. At any time, you can see the status, the next step and track everything that is happening, for example which parts have received an approval. The process is clearly defined, and you constantly see the history, status, and plan, not least when the work can begin.
All responses, permits and agreements from various authorities and permit owners can be reviewed and analysed. You can also easily keep track of payments to landowners: amounts, payment methods and transactions.
Talking to other systems
The system can import information directly from other systems and pre-fill the forms to reduce manual work. Attachments, agreements, and other information are registered and linked to the case and can be easily updated if necessary.
Notifies and reports.
To comply with laws and regulations, actors such as clients, end customers, property owners and others must be kept informed of new permits, which the system facilitates.
Finally, all data about the permitting process can be extracted as reports.
Does it sound easy and smooth? That's exactly what it is.
