AlphaOne Features

Front Portal

Customers complete their application through the user-friendly front portal.

Workflow

Office staff and inspectors process the application through many stages to issue a Consent.

Reports

Stay in touch.  Monitor progress.  Report to stakeholders.

Technology

Tools, integration, security.

Front Portal

AlphaOne provides a secure web-based platform allowing applicants to complete an electronic lodgement form and upload files associated with their applications for:

 

  • Project information memorandum.
  • Building consent.
  • Building consent amendment.
  • Compliance schedule.
  • Code compliance certificate.
  • Certificate of Public Use.
  • Certificate of Acceptance.

Workflow

AlphaOne provides a dashboard for each BCA User.  Dashboards are automatically customised for:

  • The processes being initiated.
  • User competence.
  • Predetermined BCA permissions. Users will be granted a specific level of access as their position requires.

Typically the workflow sequence for a building consent application within AlphaOne will be:

Checklists and prompts are provided for each stage of the workflow, customised to suit the application and information provided by the customer.

Lodgement / Vetting

The Vetting dashboard lets you:

  • Search for Applications by name, project address, and other unique identifiers.
  • Load applications that have been submitted on paper or in person (rather than via the automated Front Portal).
  • Edit or change details on any application. Changes to the Building Type will automatically reconfigure project workflow and checklists.

Each application has Vetting checklist customised to that specific project.  Questions on the checklist can be answered with Pass, Fail or Not Applicable.  Questions that fail are compiled into a VRFI (Vetting Request for Further Information) template, which is built with pre-defined standard responses.  The responses can be further customised to suit the specific project.

The VRFI is sent by email.  AlphaOne alerts you when the customer responds.  File notes can be added, questions answered and problems resolved.

When Vetting inputs are completed:

  • The process time clock will start and will record elapsed time in accordance with Building (Accreditation or Building Consent Authorities) Regulations 2006.
  • The applicant will be notified automatically that their application is accepted.
  • The application will be queued to wait processing.

Processing

Processing depends on the permissions assigned to each user.  For each application, you can:

  • View the files associated with each application.  We integrate with Trapeze or Adobe Acrobat for annotating documents.
  • Add file notes.
  • Issue a Request for Information (RFI) which automatically stops the process time clock and re-starts it on receipt of information.
  • Report on compliance with Building (Accreditation or Building Consent Authorities) Regulations 2006 statutory time frame provisions.
  • Customise and then automatically compile inspection checklists.
  • Ask for Specialist Input, with electronic notification sent to each Specialist who needs to review an application.
  • Record Producer Statements.
  • Record decisions (with reasons) that demonstrate how you have been “satisfied on reasonable grounds” that compliance with NZ Building Code is achieved.
  • Each question on each checklist is marked with Pass, Fail or Not Applicable.  Questions that fail are compiled into a RFI (Request for Further Information) template, which is built with pre-defined standard responses and follows a similar process to the VRFI above.
  • Compile a draft compliance schedule for applicant approval, refuse issue of Building Consent, and process amendments to Building Consent.
All projects with Building Consent Issued

Inspection

Inspectors carry tablet computers to the building site with the specific questions that need to be answered for each project and inspection.  The inspector can:

  • Answer the questions with Pass, Fail or Not Applicable.  Reasons for decisions demonstrate how the inspector is  “satisfied on reasonable grounds” that compliance with the building consent is achieved.
  • A Fail creates a pre-populated Site Notice template than can be further customised to the exact situation in the ground.  The Site Notice:
    • Indicates if re-inspection is required.
    • Contains additional time stamped auditable notes.
    • Follows a similar email system to the RFI processes above.
    • Can result in a Formal Directive.
  • Record additional notes for processing or subsequent inspections.
  • Add project contact and Licensed Building Practitioner information.
  • View the results of previous inspections and communications with council.

 

Code Compliance Certificate

Issued in accordance with Form 6 of the Building Regulations 2004.

Facility to export an electronic copy of the entire building consent file to Council for filing within its existing record management system.

Reports

A sample of the dozens of useful reports to help you get an overview of important performance indicators:

  • Annual and Monthly Statistics: Generates monthly tables suitable for reporting to Council.
  • Workload Management: Generates monthly tables suitable for workload projection.
  • Statistics NZ Reports (BC & CCC): Creates tables of BC & CCC information for StatsNZ reporting.
  • Statistics for BC, CCC, RFI: Creates tables of Inspections on BC vs Inspection Reports for applications with CCC Issued.
  • Questions Audit Report: Creates audit report for each Checklists questions.
  • RFI Report: Generate reports on RFI issues generated.

Technical Information

For IT Managers and System Integrators.

 

Infrastructure

To ensure data security we provide full system replication on two high availability servers with live monitoring and regular back up.  These servers are located in Auckland within a secure and reputable facility.

A separate slave server hosted by InspireNet in Palmerston North provides additional back up and fail-over response for Disaster Recovery.

Planned back-up occurs daily between the Palmerston North data centre and our own on-site data server.  We have a target one hour restore time.

Hosting services are subject to Service Level Agreements (SLA).

The support team is alerted if there are any issues and will respond 24 / 7 to ensure service remains available.

We require two factor authentication set up to deny immediate access from unknown IP addresses.  All servers have strict firewall rules, only certain IPs are allowed access.

SSL certificates are used on all connections.

We run anti-virus scans on emails that our system generates and on those returning to our system.

Each Council is required to nominate a system administrator who will be responsible for maintaining user credentials and permissions.

Incremental backups occur daily, weekly, monthly, six monthly and annually.

 

 

System Requirements

AlphaOne works on Internet Explorer 10 or above, and the latest versions of Firefox and Chrome.

Mobile apps and tablet apps support major operating systems.  Contact us for more information.

See how AlphaOne will work for you