Streamlining Permit Issuance

Success Story

Streamlining Permit Issuance

A Case Study on Streamlining Processes for an HBS Solutions Energy Audit Company.

HBS Solutions, a growing energy audit company, faced multiple operational challenges due to manual and inconsistent processes. From inefficient scheduling to complex, error-prone calculations, these issues hampered productivity, increased costs, and affected audit accuracy. Technokeens partnered with HBS Solutions to develop a custom software solution that automated and streamlined the entire audit workflow, improving efficiency, reliability, and customer satisfaction.

The Challenge

The Optical Media Board (OMB) in the Philippines faced significant challenges with their manual permit issuance process:

Time-Consuming Manual Processing: The entire process was carried out manually, leading to slow turnaround times and delays in serving customers.
Prone to Errors: Manual data entry and processing increased the likelihood of human errors, resulting in inaccurate information and inefficiencies in permit issuance.
Inefficient Workflow: The lack of automation in the system created a disjointed workflow, causing unnecessary delays and communication gaps between departments and stakeholders.
Lack of Centralized System: Without a centralized platform, tracking applications and maintaining effective communication between OMB staff and customers was difficult, leading to missed updates and inconsistent communication.

To address these issues, OMB sought an IT solution that would streamline the entire permit issuance process, improve efficiency, and reduce errors.

Solution

The Solution

We developed a robust software solution to automate and centralize the permit issuance process, offering the following key features:

Admin Role for Comprehensive Access: Admin users were given full access to manage and process permit applications, ensuring accuracy and efficiency at every step.
Customer-Friendly Application Portal: A user-friendly interface enables customers to easily apply for permits, submit required documents, and receive timely notifications throughout the process.
Centralized Permit Issuance System: All applications were processed and tracked on a single platform, improving organization, transparency, and communication.
Streamlined Form Filling: The software automated form filling, reducing manual input and ensuring data accuracy, which minimized errors and sped up processing.

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Challenges

Inefficient Scheduling of Audits
The audit scheduling process was entirely manual, requiring significant time and coordination. Frequent delays and rescheduling negatively impacted productivity and customer experience.
Inconsistent Calculation Templates
Energy Conservation Measure (ECM) calculations were done using various Excel sheets without a standard template. Different employees used customized formats, leading to data inconsistency and frequent errors.
Complex, Error-Prone Calculations
Each ECM involved unique formulas. Manual calculations in Excel were complex and highly susceptible to human error, risking the quality and reliability of audit results.
High Operational Costs
Manual processes for scheduling, calculations, and data management demanded more manpower and oversight, increasing overall operational costs and lowering efficiency.
Manual Utility Coordination
Communication and report submissions to utility companies were handled manually, slowing down approvals and creating additional administrative burdens.
Data Management Challenges
With no centralized system, managing the growing volume of audit data—photos, unit details, and project files—was difficult. This resulted in version control issues, data loss risks, and inefficiencies in data retrieval.

Solution

Technokeens delivered a custom cloud-based software solution hosted on AWS, designed to automate and optimize every aspect of the energy audit workflow.

Custom Software Development on AWS
A scalable and secure cloud infrastructure ensures high performance, data protection, and flexibility for future expansion.
Role-Based Secure Logins
The system features role-based access controls, allowing administrators to assign permissions based on user roles, enhancing security and operational clarity.
Centralized Data Management
All audit-related data—unit details, photos, site notes—are stored in a centralized, structured database, enabling easy access, better version control, and reduced data loss risks.
Automated ECM Calculations
Manual Excel-based ECM calculations were replaced with automated backend logic. This not only reduced human errors but also improved the accuracy and reliability of audit outputs.
Standardized Templates
Built-in ECM templates ensure standardized, uniform calculations across all audits, eliminating inconsistencies and simplifying internal reviews and audits.
Automated Report Generation and Utility Submission
Audit reports are automatically generated and can be submitted directly to utility companies via email, streamlining communications and saving time.
Mobile Application for Field Engineers
Technokeens also developed a mobile companion app. Engineers on-site can now view project details, perform calculations, upload photos, and submit reports in real-time, improving field efficiency and data accuracy.

#1 Assemble the right team

We handle all aspects of vetting and choosing the right team that you don't have the time, expertise, or desire to do.

#2 Sprint planning

Sprint roadmap is a collective planning effort. Team members collaborate to clarify items and ensure shared understanding.

#3 Tech architecture

We break monolithic apps into microservices. Decoupling the code allows teams to move faster and more independently

#4 Standups & weekly demos

Standups, weekly demos, and weekly reviews make sure everyone is on the same page and can raise their concerns.

#5 Code reviews

Code reviews before release help detect issues like memory leaks, file leaks, performance signs, and general bad smells

#6 Iterative delivery

We divide the implementation process into several checkpoints rather than a single deadline.

Impact

Key Highlights

Improved Efficiency: The automated system streamlined the permit issuance process, significantly reducing processing time and improving turnaround times.
Error Reduction: Automation minimized manual data entry errors, ensuring the accuracy of customer information and speeding up the process.

Enhanced Workflow: The centralized platform facilitated smoother communication between departments, eliminating inefficiencies and delays.
Better Communication: Timely notifications and updates kept both OMB staff and customers informed at every stage, improving transparency and collaboration.
Faster Permit Issuance: With a more efficient, automated system, the time required to issue permits was reduced, enhancing overall customer satisfaction.

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Working alongside clients on their most critical challenges.

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Working alongside clients on their most critical challenges.

Bold thinking, who want to achieve the extraordinary.

We are all about being Global, Modern and Agile

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