Lovion FLOAT Workflow for Circulation Procedure
Consultations and Responses to planned Construction Measures
Network operators and utility companies receive various enquiries about planned developments or other construction measures from cities, municipalities, architects, construction companies or energy suppliers. As a responsible body for public interests, the network operator examines and processes a number of plans in regards to their effects on existing and planned networks (such as road constructions, developments and extensions as well as pipeline constructions) during the circulation procedure. This is done on different organisational levels. All divisions such as waste water and public transport are required to release a formal response to these measures.
The enquiries are managed by a central organisation of the network operator and are distributed to individual divisions using the module Lovion FLOAT. Afterwards, a complete response can be sent via Lovion FLOAT. The coordination in Lovion FLOAT is managed in a central location where deadlines for individual divisions can be monitored. As a result, additional enquiries are reduced and work is not accidentally repeated. Thus, the circulation process is quicker and more efficient.
During the circulation process, a number of processing steps are covered. They are characterised by different individuals. The circulation process starts with an internal or external enquiry reported by the responsible team for managing public related interests. This team is also in charge of managing the circulation process. The processing step "development proposal" involves the coordinator reporting a proposed development for each enquiry and bringing it into circulation.
In the step "reply", the enquiry is examined and processed by special organisational units within a responsible division. A formal response is released. Whilst the enquiry is being processed, the central coordinator monitors specific deadlines.
If all special planners have given a formal response, these are combined into a single response and sent to the enquirer.
After an enquiry for a planned measure arrives in the post, it is usually forwarded to the responsible body of public interests, which is also the central coordinator. The enquiry is recorded digitally.
If the plans are already available in a digital format (usually DXF-format), these will be adequately prepared by another employee (for example, AutoCAD editing). If the plans are only available on paper, they are scanned and made available in an image format.
The plan relating to the enquiry is made available. The affected area is outlined with a polygon in the map and marked with an identification text. The colour of the polygon indicates the current status of the process.
Received documents are attached to the development proposal and can be accessed by authorized employees. Documents are made available on a central drive within a specific file structure. The file structure is dependent on the type of development.
Afterwards, the circulation procedure is activated by the central coordinator. This means that all organisational divisions are informed about the proposesd development per e-mail and are requested to give a formal response. A responsible person is named for each organisational division.
While the action is being circulated to organisational divisions, the central coordinator can monitor the status and make sure that the deadline is upheld.
The specialist planner retrieves the information about the proposed development from the central coordinator via a link in the e-mail. Afterwards, the specialist planner can view the relevant divisional drawing plan and reply after carrying out a first assessment. The specialist adds compulsary points, advice or required measures on a drawing layer with predefined tools. Edited drawing plans are saved and logged in the logbook.
Subsequently, the specialist planner releases a written statement, responding to the enquiry. The statement is attached as a document using a serial e-mail function.
The reply phase is completed when the specialist planner updates their reply status. The status may vary depending on the division. The reply is sent to the cetral coordinator via e-mail.
Once all involved organistaional divisions have released a written statement as a response, they are summarized in one formal response. The collective drawing plan is printed out and attached to the formal response.
The written response and the drawing plan is attached to the development proposal. Affected organisational division are notified about having received their response. This process step is completed once the processing status is updated.
After the response has been sent to the original enquirer, the enquirer has the opportunity to reply with a new response, which is sent to the central coordinator. The enquirer's reaction can result in further responses being required, thus starting a new circulation procedure for the same proposed development. The Development proposal is updated by the central coordinator and additional processing steps can commence.
- Process transparency in the entire comapny
- Good overview and simplification of circulation procedure
- Ensuring deadline is upheld
- Minimizing time and costs
- Legal certainty for documenting the entire process