Brantford’s Digital Leap: Modernizing Planning with Cloudpermit

 
 
In 2022, the City of Brantford’s Planning and Development Services department aimed to modernize its methods.   

Insight into the Decision  

With strong push from the City Council and the City’s IT department to move to online processes, Brantford seized the opportunity for provincial funding. This allowed them to adopt online planning and development through the Municipal Modernization Fund. 

The city chose Cloudpermit software for their planning & development applications. Since July 2023, staff have successfully accepted applications online.This has allowed them to speed up their processes. 

Jeff Medeiros, Acting Manager of Development Planning for the City of Brantford, notes that before Cloudpermit, they received and reviewed planning applications submitted on paper or electronically through email. As such, they relied heavily on Outlook Office Suite to organize, manage, and circulate planning applications, which was not the most effective way to do business. The implementation of Cloudpermit allowed the city to streamline their application process to become more efficient and organized. 

From February 2023 to July 2024, Brantford's staff created 2,385 workspaces for building permits and planning applications. These workspaces contain thousands of files altogether.  

Ontario’s Shift to Online Planning  

Ontario is increasingly shifting toward online planning and development permitting. This trend stems from the need for greater efficiency and improved accessibility in managing development processes. 

Medeiros notes that Cloudpermit has made managing their high volume of development files much easier. He believes that many municipalities would benefit from adopting online systems over paper or email processing.

Brantford is not the only municipality to make the switch. Other nearby municipalities have started using Cloudpermit and/or similar software. Brantford benefited from the experience of other municipalities, which helped them quickly adapt accepting online applications. This shared familiarity made the transition smoother and improved their overall experience with the permitting process. Furthermore, if municipalities use the same system they can align their processes. This can foster greater consistency across regions and simplify collaboration. 

Greater Internal and External Collaboration  

Cloud-based platforms help governments share information easily with both internal departments and external agencies.  

One of the biggest advantages is the ease of sharing information. Brantford can quickly share projects within the department, with other city departments, and with external stakeholders. Previously, without a centralized database, collaboration was more challenging. Using a software system like Cloudpermit allows applications to be easily circulated between internal and external stakeholders for feedback and comments.This streamlines the review and approval process.  

Medeiros further explains that they have increased consistency across all city departments because everyone can view the same information in real-time, without the need for emails. They also received positive feedback from their Indigenous partners. These communities value how systems like Cloudpermit make information more accessible and serves as a database for historical data.

The use of an online system has improved efficiency by minimizing time consuming manual processes. Moreover, it has reduced the risk of lost or incomplete information. Cloudpermit has served as a central hub for all planning-related communication with automatic tracking and report generation. Staff and stakeholders talk with each other in real-time and can easily find past projects in one spot. 

Intuitive Interface for Better Accountability 

When local governments transition to a new system, their community must learn a new way of working. 

Medeiros shared that although some users required additional support at first, most applicants and external groups quickly adapted to the online system. The user-friendly interface made the process easier for them. He also noted that the initial training was successful in helping staff learn the software, and that Cloudpermit’s clear layout and simple design make it easy to use daily. These are key when introducing new method to external and internal customers. 

How Technology Addresses Paper Challenges  

Online tools can help governments solve ongoing planning industry challenges. The high volume of paper usage and its associated issues are among these problems. By transitioning to online systems, governments can reduce paper consumption, streamline processes, and significantly boost efficiency. 

For Medeiros, it comes back to the importance of consistency. He explains that paper can be inconsistent as some people add too much information, while others include too little. This can make getting accurate information difficult.
 
Brantford wants to eliminate paper files entirely to minimize waste and duplication, while supporting a more sustainable approach to processing development files.
Online storage of applications saves time and space. It also provides added protection for valuable data. It ensures that information remains consistent and easily accessible. There is no risk of losing an application on someone’s messy desk!

The Future of Planning  

Brantford’s Planning and Development Services department’s digital transition keeps things running smoothly when staff are absent. 

Brantford’s success with Cloudpermit sets a great example for other municipalities. It shows how online systems can improve transparency, reduce paperwork, and support sustainability in planning and development.  

To learn more about how online processes can shape the future of planning & development across Ontario, visit cloudpermit.com.