Permitting processes are often lengthy, complex, and outdated. Current permitting applications often rely on filling out paper forms and manual approvals. By leveraging digital communication, we can enhance efficiency and collaboration throughout Permit approval workflows.
In this article, we are focusing on three common communication challenges during the Approval Stages and some digital solutions.
- Manual form entry:
Few organizations still follow the old methods of filling in forms/ applications manually and sending them via post. There are many challenges in this method vs the digitally filled forms:
- Security- These forms have the risk of getting lost in transit.
- Time- It takes longer to fill out and process these forms manually.
- Storage-Storing and retrieving physical forms can be a pain, taking up space and resources.
- Form revisions and feedback:
When forms are already submitted, revising them is challenging as data validations might raise errors which may lead to starting a fresh form altogether. It can be time-consuming to update information manually, especially if the form lacks auto-save or edit features. Tracking down the original form can be a hassle if it’s buried in a stack of files. It makes the whole process less efficient.
- Version history:
Forms might not track all the changes made previously in the application process. When a form is subjected to many changes, there might be a confusion in the timeline to differentiate the actual data to updated data. To maintain transparency, accessibility, and accountability, accurate future reference of data is required.
Below are tools that the SafetyStratus platform leverages to enhance the Permit Approval Workflow process.
Authorization Progress:
Keeps track of all the forms submitted by the applicant. The applicant/ reviewer/ approver has the authority to review all the forms.
Notes and Comments:
Option to “add comments” on the submitted form beside each entry in the form. Biosafety officer/ Health Safety Officer can add comments and request replies to the added comments. Added comments can be tracked under the notes and comments section of the Permit Application. There is a provision to add Ad hoc notes or provide instructions as notes in this section by clicking on ‘New Note’ button. The comments and notes would be notified to the user via emails.
Form Changes:
Whenever a user updates any information, they previously provided in the form like changing personal details or preferences, these modifications are logged and can be re viewed in this section (Version history). It keeps a record of all changes made over time and a record of who made the changes.
Attachments:
Users can add application related files or images with ease. We support every file format from PDFs and word documents to images.
Through these innovative features, Permit applications, corrections, and amendments are simple and can be made efficiently. This allows clients to configure a workflow that fits well with their business practices, which will eliminate frustration and delays in productivity.
AUTHOR BIO:-
Madhuri Veluri is an IT professional with over 5 years of experience. With a strong foundation in information technology, Madhuri has spent five years honing skills in system development, software integration, and IT solutions, ensuring seamless performance and efficiency across various platforms. In the past two years, Madhuri has taken on a leadership role in EHS platform testing, driving quality assurance strategies to enhance compliance, reliability, and user experience. She remains passionate about leveraging technology to enhance workplace safety and operational efficiency.
