IPRS. Feb THE ASSESSMENT OF THE E-BUILDING PERMITS SYSTEM IN MACEDONIA. Institute for Political Research - Skopje

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1 Feb IPRS Institute for Political Research - Skopje THE ASSESSMENT OF THE E-BUILDING PERMITS SYSTEM IN MACEDONIA German International Cooperation Project name: Open Regional Fund for South East Europe, Modernization of Municipal services (ORF MMS) 1 PN:

2 Table of contents Background... 3 Methodology... 4 Results (Applicants)... 5 Results (Authorities) Conclusions and recommendations ANNEX ANNEX

3 THE ASSESSMENT OF THE E-BUILDING PERMITS SYSTEM IN MACEDONIA The procedure of the e-building permit is aimed to improve the building permitting process in both, simplifying and clarifying the procedure and speeding up the duration of the process. The Republic of Macedonia introduces this system recently, with high expectations that it will simplify procedures and deadlines for issuing the construction permits. Since the other SEE countries are currently facing with the serious obstacles considering the building permits process, which is still paper based, the broader aim of the project is to use Macedonian experience in this area for setting-up and operating e-building permits systems for improvement the process of issuance of building permits in other countries in SEE. Therefore, there was a need to assess the users and authorities opinion on utilization, efficiency and possible barriers in proceeding over e- building permits information system in Macedonia The main objectives of the project was the assessment on e-building permits Information System in Macedonia and the recommendations on utilization and efficiency in proceeding over e- building permits information system Background The e-building permits completely substitutes the previous paper based system, since the requests are completely submitted electronically with the appropriate certified documentation as prescribed by Law. Upon receipt of each request, it receives a unique enrollment number. The head of the department then assigns the request to the appropriate officer within the same department. The Officer confirms the completeness of the submitted request, or determines whether all necessary evidence is submitted following the request and the project documentation meets the formal legal requirements. The actions of the officer are controlled by the hierarchically higher officer and if both agree that the request fulfill the necessary requirements, it is send for final confirmation to the head of the department. In cases when the request and the documentation are complete the requests are send for overview to the entities stipulated under Article 59 of the Law on Construction. The latter are entities that give its opinion on the specific project phases and if they didn t give a feedback within the 5 days deadline, the authority has the right to consider that the entity had no objection. In cases when the entities had no objection on the project documentation, the project documentation is confirmed by a certificate for registering 3

4 the project documentation. Then the officer calculates the compensation for the arrangement of the construction land. After the inspection of the calculation by the head officer and the Mayor, it is send to the investor which is obliged within 15 days to submit the scanned proof of payment of the fee, and then sign the contract with the competent authority. As part of the administrative procedure, the investor is guaranteed the right of appeal which is determined by adopted administrative conclusion for interruption of proceedings in order to supplement the documentation, but also after issuing the construction permit. Methodology The research methodology for assessment of the e-building permits information system in Macedonia was consisted of 151 face-to-face in-depth interviews with respondents included in the process, as anticipated in the ToR. Beside the applicants for a construction permit, the procedure for processing of an e-building permit request, involves several municipal administrative officers in a different stages of the process, or authorities from the Ministry of Transport and Communication (the building permits under Article 57 of the Law on Construction). Therefore, the respondents were randomly sampled from the following cohorts: Applicants for building permits including companies, persons or representatives from other legal entities, representatives from municipalities involved in the process of e-building permits and representatives from the ministry involved in the process of e-building permits (since some applications are directly submitted to the ministry, as stated in Article 57 of the Law on Construction) The questionnaires for the Applicants and Administration officers was constructed with partially different set of questions, considering their positions and responsibilities in the process of e- building permits, and therefore two different questionnaires for performing the in-depth interviews were prepared. The questionnaires were drafted by the IPRS in close cooperation with the representatives from ZELS and ORF and they were created in order to answer on the following requirements: Utilization of Information System, problems that the involved parties are facing by handling the information system and suggestions for improving the information system in order to increase its efficiency 4

5 Results (Applicants) The survey of the applicants for the e-building permits was consisted of 122 in-depth interviews among entities divided in three different subgroups i.e. Contractors, Architects and Individual applicants. However, since each applicant could apply for construction permits in different municipalities and therefore had a different experience with the officials involved in the process of e-building permits, the survey responses was not divided by entity (122), but by number of applications of those entities in different municipalities, or 312 responses in total. Out of 312 responses, 42 were from the Contractors, 103 from the Architects and 167 (53.5%) from the individual applicants. Majority of applications were submitted in Skopje municipalities 140 (Centar 32, Karposh 30, Kisela Voda 25, Gazi Baba 16, Aerodrom 15, Gjorche Petrov 10, Butel 8, Chair 5,), then Ilinden 14, Kumanovo 10, Strumica, Ohrid and Tetovo 8 etc. The majority of requests, considering the type of e-building permit were for issuing a construction building permit with 292 applications, 9 requests for approval of a preliminary design etc. For the majority of submitted requests, applicants were informed through automated system of notification (received SMS or ) for the course (during the different stages) of the application process (95.8%) (graph 1), and during 59 (18.9%) applications in different municipalities, they experienced certain problems or stagnation during the procedure, out of which 7 were due to slow attachment of the required documents in the system, 6 was lack of the possibility of reattachment of the project documentation, 4 problems with the server and 4 with non existence of online payment receipts, 5 with slow processing of the application etc. as shown in table 1. Have you been informed by or by SMS for the course of your case while it was processed? Yes No Graph 1 5

6 WHAT KIND OF PROBLEMS DID YOU HAVE DURING THE PROCEDURE The article 59 overlaps with other legislation considering construction permits The upload of documents is slow Documentation for construction and urban development planning The documents should be in DWG format I informed the authorities that I didn t got a code, but no response from them They had requirements that are not in the law for construction Excerpt from the DUP not older than 6 months Misunderstanding with the type of request Lack of documentation The skills of the staff There is no possibility for return of the project documentation. The response was late The municipalities don t have online pay slips. The bank account should be published online The system crashes. Political problems Sometimes we can t upload the documentation The process is slow The deadline for issuing of a construction permit was not respected Problem with the documentation I had to execute the same procedure twice The system crash a lot The system is slow The officers can t manage the process The officer didn t response and the deadline was not meet Software problem regarding the system The applications are processed very slowly MUNICIPALITY Vinica Centar, Karposh, KicelaVoda, Gostivar, Kumanovo, Vrapchiste, MavrovoiRosushe, Gazi Baba Ohrid Karposh Aerodrom, Butel KiselaVoda Aerodrom Bitola, Strumica Karposh Centar, Karposh, Kumanovo, Gazi Baba, Aerodrom, KrivaPalanka Ohrid, Petrovec Ilinden, Butel, Bosilovo, Mavrovo I Rosushe Bitola Centar Kumanovo, Strumica Kumanovo, Kavadarci Ilinden Struga Aerodrom Centar, Karposh, Kisela Voda, Gazi Baba Tetovo Vevchani Kumanovo Centar Centar, Kisela Voda, Radovish, Chucher Sandevo, Kriva Palanka National discrimination Karposh For a project related explanation Struga, Ohrid Table 1-problems during the e-building permits procedure (by application) in different municipalities In 61 cases (19.6%), the applicants were summoned by the officials during the procedure, out of which in 19 cases the reason was requests for documentation supplements, 8 for consultations, etc. (table 2) 6

7 REASONS FOR INVITING THE APPLICANTS IN PERSON BY THE AUTHORITIES DURING THE PROCEDURE To make some corrections to the application Informational visit Documentation related to the project Error in the documentation Property issues Communal fee and documentation They don t know the law for construction Some problems with the e-procedure Inconsistencies Delivering of a urban-architectural approval Sighing a document Flaws in the documentation Approval for hydro-technical conditions A request withdrawal Some technical information Consultations Remarks for flaws in the documentation MUNICIPALITY Centar, Karposh, Kumanovo, Aerodrom Vevchani Centar, Karposh, Tetovo, К.Вода, Bitola, Gazi Baba, Aerodrom, Gjorche Petrov, Strumica, Prilep, Ohrid, Brvenica, Makedonski Brod, Resen, Debarca, Demir Hisar Zhelino Bitola Ilinden Vinica Kumanovo Karposh Ilinden Ilinden Kumanovo Aerodrom Gazi Baba Karposh, Aerodrom Centar, Karposh, Kisela Voda, Kochani, Strumica, Ohrid, Mogila Centar, Karposh, Kisela Voda, Gostivar Table 2- reasons for inviting the applicants in person by the authorities during the procedure in different municipalities In 122 cases (39.1%), the approval for hydro-technical conditions was requested (graph 2), out of which in 93 cases (76.2%) by the authority and in 29 cases after a notice from the utility company. Have you been asked to provide an approval for hydro-technical conditions during the procedure for issuing an e-building permit? No 60.9 Yes Graph 2 7

8 Documentation that is not included in the construction law, according to respondents, was requested during 13 procedures as shown in table 3 WHICH DOCUMENTATION THAT ACCORDING TO YOU IS NOT INCLUDED IN THE LAW FOR CONSTRUCTION, WAS ASKED FROM YOU BY THE AUTHORITIES? A complete previous project scanned Geo mechanical object under 300m2 Statement for performing the activity by the company-investor of the project Excerpt from the DUP not older than 6 months Elaborate for altitudinal planning Consent for energy by the ERC Consent from the Ministry for environment An old project MUNICIPALITY Kumanovo Aerodrom Butel Kisela Voda Ilinden Vinica Kisela Voda, Struga, Chair Kumanovo For digging a hole while performing a line facilities Shtip, Sveti Nikole, Lozovo Table 3- documentation which is not in the law for construction (according to applicants) asked by the authorities during the procedure in different municipalities In the 74.4% of the applications, the excerpt from the urban-planning documentation was provided by the applicants and in 25.6% cases they authorised the licensed land surveyor. The main obstacles in the process of issuing an e-building permit (table 4), according to the applicants were as follows ACCORDING TO YOU WHAT IS THE BIGGEST OBSTACLE IN THE PROCESS OF ISSUING AN E-PERMIT FOR CONSTRUCTION? The whole process should be electronic We need an insight in the process We cannot apply more than twice The upload of the files should be automatically set for all the files to be uploaded at once. The period for issuing a permit is to long Electronic signature Generally the system is functioning well but it could be more stable and the officers need more training for working with the system Generally the system is functioning well The website of AULS An error while calculating the communal fee Inconsistencies in the system. In the end of the process you must click three times for approval The authorities are not well synchronized The excerpt from the plan should be in e-form The excerpt from the plan should be in e-form MUNICIPALITY Gevgelija, Dojran, Bogdanci Kumanovo, Aerodrom Chucher Sandevo Ilinden, Shtip, Butel Centar Kisela Voda, Bitola, Vasilevo, Demir Hisar Centar, Kochani, Radovish Karposh Centar, Ohrid, Debarca Aerodrom Chucher Sandevo Chair Centar, Karposh, Ilinden, Kochani, Vinica Kisela Voda, Gazi Baba 8

9 The communication via needs to be better The client requires an update of the database The copyrights of the projects are not protected. The upload is slow. There are inconsistencies in the process regarding the law for construction. The whole process cannot be done electronically. We need more columns in the e-system. There is no direct contact with the officers. If you make an error you should start from the beginning and thus exceeding the deadline There is no possibility for updating the request once the process is started. There is no possibility for project related corrections more than once. There is no possibility for project related corrections. The exchange of information with the other municipalities is not coordinated. The officers are not skilled for working with the e-system. There is no direct contact with the officers. We can t upload large files. There are problems with the JAVA program. The senior by age officers are not well trained for working with the e-system. Some files are unnecessary for certain projects. The approval for the base stations should be in e-form. The municipality should assign an officer for applying a request if the construction project is public. The municipalities are working very slowly. There should be a possibility for applying for a second time without a withdrawal of the current request. The municipalities should be more effective in their work. In the e-process, if there is some documentation missing it cannot be added. We have a problem with the JAVA program. We have problems with the software The deadlines The e-system is slow. The system is slow when uploading large files. We have technical problems with the format of the documentation. The website wasn t updated. Sending invoices failure. Meeting the deadline. Kisela Voda, Gazi Baba Centar, Karposh, Kisela Voda, Ohrid Centar, Karposh, Aerodrom Centar, Kisela Voda, Butel, Chair Centar, Karposh, Centar, Karposh, Kisela Voda, Gazi Baba Centar, Karposh, Kisela Voda, Gazi Baba, Aerodrom Centar, Karposh, Kumanovo, Gazi Baba, Aerodrom Tetovo, Sopishte, Vinica, Makedonska Kamenica MTC, Karposh Struga, Ohrid Tetovo, Prilep, Ohrid, Debarca, Konche MTC Kisela Voda, Struga, Chair Zhelino Centar, Karposh, Ilinden, Kisela Voda,Gostivar, Gazi Baba, Gjorche Petrov, Strumica, Vrapchishte, Mavrovo i Rostushe, Strumica, Novo Selo, Bosilovo, Vasilevo Gevgelija, Valandovo Kumanovo, Gazi Baba, Butel Centar, Karposh, Kisela Voda, Bitola, Demir Kapija, Novaci Bitola Karposh, Kisela Voda, Gjorche Petrov Centar, Karposh, Ilinden, Kisela Voda, Kumanovo, Struga, Bitola, Shtip, Prilep, Ohrid, Butel, Sveti Nikole, Resen, Krushevo, Vevchani, Dolneni, Krivogashtani, Lozovo Centar, Karposh, Kisela Voda, Bitola, Gazi Baba, Aerodrom, Gjorche Petrov, Vinica Radovish, Chucher Sandevo, Kriva Palanka Tetovo Aerodrom, Strumica, Petrovec, Dojran 9

10 Table 4- main obstacles during the e-building permits procedure (according to applicants) in different municipalities From the table above it could be noticed that the main problems during the procedure are: 1. The system is slow (especially when uploading large files) 2. The municipalities are working very slowly 3. Lack of possibility for project related corrections or update more than once, 4. Problems related with the JAVA program The recommendations for the process of issuing an e-building permit, according to the applicants were as follows: WHAT IS YOUR RECOMMENDATION FOR IMPROVING OF THE SYSTEM FOR ISSUING E-BUILDING PERMITS? The process of issuance of an approval is slow. There should be a possibility for going one step back in the e-system. The documentation should be in PDF format. The cadastral parcels should be available online. We need a contact person assigned for giving information for the process. We need an insight in the process so we can be involved if there is any need for corrections. We need explanation regarding the procedure There is no direct contact with the officers. We need additional columns in the e-system. There should be a possibility in the system for multiple corrections regarding the case. We need to be able to add additional documentation at any time during the process. There should be a possibility for going one step back in the e-system. There are no explanations regarding the law for construction. The names of the auditors should be registered. There should be a warning for the deadline. The process between the calculation of the communal fee and the issuing of the approval is slow. We cannot upload large files. Synchronization regarding the necessary documentation in relation to the type of request. The system should be faster There should be an option for corrections regarding the documentation. There is no need for applying over and over again. The system should be better The large files cannot be uploaded The process of issuing an electronic certificate should be faster. The contractor should be directly informed. MUNICIPALITY Centar, Karposh, Ilinden, Chair Centar, Kisela Voda, Gazi Baba, Gjorche Petrov Kisela Voda, Bitola, Resen Centar, Karposh, Aerodrom Kumanovo, Gazi Baba, Butel Radovish, Chucher Sandevo, Kriva Palanka Karposh Centar, Karposh, Kisela Voda, Gazi Baba, Kumanovo, Aerodrom, Gevgelija, Valandovo Centar, Karposh, Kisela Voda, Gazi Baba, Aerodrom Centar, Gazi Baba, Aerodrom, Gjorche Petrov, Chair Karposh Centar, Kisela Voda, Butel, Chair Kisela Voda Aerodrom Bitola Prilep Bitola Centar, Karposh, Gostivar 10

11 The case should be open for corrections. The excerpt for the public revenue office should be issued online. There is no need for an e-certificate. The officers should be more helpful. Generally the system is functioning well. When we are informed via SMS there should be a notification regarding the particular project. The documentation should be in PDF not in DWG format. There should be a possibility for submitting corrections more than once. We need information about the deadline for public administration. There is no need for frequent meetings with the architects. Maintenance of the software E-payment The municipality should assign an officer for applying a request if the construction project is public. The process is slow The municipalities should be more efficient in their work. Better communication with the municipality. The coordination and cooperation between the authorities should be improved. The system is slow when uploading large files. Too much documentation per project The procedure should be better. There should be a manual for using the e-system for the investors and the officers in the municipalities The procedure should be shorter. The project documentation should be in PDF format thus preventing abuse Every municipality should give approvals There should be a possibility for going one step back in the e-system. There should be a separate procedure per client The officers should be better skilled for working with the e-system. Strumica, Gevgelija, Radovish Bitola, Prilep Karposh, Ohrid, Petrovec, Chashka Kisela Voda, Gazi Baba, Centar, Kisela Voda, Gazi Baba, Aerodrom, Gjorche Petrov Karposh Centar, Karposh, Kumanovo, Gazi Baba, Aerodrom, Kriva Palanka Bitola Karposh, Bitola, Demir Kapija, Novaci Ilinden, Butel, Bosilovo, Mavrovo i Rostushe Zhelino Gostivar, Vrapchishte, Mavrovo i Rostushe Strumica, Delchevo Centar, Karposh, Bitola, Debarca Ilinden, Kisela Voda, Gostivar Gevgelija, Dojran, Bogdanci Chucher Sandevo Bitola, Vasilevo, Демир Хисар Centar Prilep, Ohrid, Debarca, Konche Karposh, Struga, Butel Karposh, Kisela Voda, Gjorche Petrov Centar, Karposh, Kisela Voda, Gazi Baba, Aerodrom, Gjorche Petrov, Butel, Sveti Nikole, Македонски Брод, Resen Centar Centar, Kochani, Radovish, Vevchani Centar, Kisela Voda, Kumanovo Kumanovo The software should be more effective. Problem with JAVA update. There should be training for use of the system for the architects. There should be training for use of the system for the officers in the municipalities. The e-system doesn t cover all the documentation for certain Tetovo, Sopishte, Vinica, cases. In the e-process, if there is some documentation missing it cannot be Makedonska Kamenica added. Table 5- recommendations for improving of the system for issuing e-building permits (according to applicants) in different municipalities According to those recommendations, the main improvements of the system should include: 1. Resolving the problem with the slow upload and with the crashes of the system (maintenance of the software) 2. The officers should be better skilled (additional trainings) for working with the e-system 11

12 3. There should be a possibility for going one step back in the e-system 4. There should be a possibility for submitting corrections more than once 5. There should be a warning for the deadline 6. need for additional columns in the e-system In the majority of responses, the applicants agrees that the procedure for issuance of construction permits is improved after the introduction of the system for e-building permits (78.5%), 12.2% think that it remains the same, while only 4.8% considers that the procedure has deteriorate (graph 3). The average cost for monitoring the phase of construction after receiving the permit, shown as a percentage ratio to the value of the construction in relation to the approved project ranged between 0.1%-2% for the majority of the applications, although it should be noted that 91.7% didn t respond on this question. Do you think that after the introduction of the system for e- building permits, the procedure for issuance of construction permits is improved, the same or it deteriorates when compared with the period before this system was introduced? Improved The same Deteriorates 78.5 Graph 3 The average duration of the procedure for issuing a building permit was 30 days or less for 47.8% of the applications, between days for 24.7% of the applications, between days for 8% and more than 90 days for 10.6% of the applications. The average duration to get the calculation for paying the fee for arrangement of the construction land, after the approval of the project was up to one week for 46.2% of the application, between 8 and 15 days for 34.3% and more than 15 days for 9.9%. The agreement for arrangement of the construction land was signed with the authorities on average for less than 15 days (72.1%) after the payment of arrangement of the construction land fee. 12

13 For the majority of submitted applications (68.9%) the access to the system for initiating a procedure for issuance of an e-building permit was simple enough (Graph 4), as well as the usage of the system for e-building permit in overall (69.9%). (Graph 5) Was the access to the system for initiating a procedure for issuance of an e- building permit simple enough? No answer 27.6 No 3.5 Yes Graph 4 Do you think that the system is simple or its complicated to use? 27.6 The system is simple to use The system is complicated to use No answer Graph 5 13

14 Results (Authorities) The survey on authorities which are issuing the e-building permits was consisted of 29 in-depth interviews among officials responsible for the process of e-building permits in selected municipalities (28 municipalities). The main goal concerning the selection criteria was building a sample which will reflect the character of Macedonian system of local self-governance and therefore address to all possible obstacles during the process. The municipalities included in this survey were: Aerodrom, Bitola, Bogovinje, Brvenica, Centar (two interviews), Delchevo, Demir Kapija, Gazi Baba, Gevgelija, Gostivar, Ilinden, Kavadarci, Kichevo, Kisela Voda, Kochani, Negotino, Novo Selo, Petrovec, Prilep, Radovish, Strumica, Struga, Shtip, Tetovo, Valandovo, Vasilevo, Veles, and Zhelino. Concerning the system of e-building permits (Graph 1), the process is in compliance with the procedure, according to municipality officials (28 out of 29 has affirmative response on this question). Is everything in compliance with the procedure, regulated by law, considering the process for issuance of approvals for construction? Graph 6 Yes No However, 62.1% (18 municipalities officials) stated that they experienced certain problems or stagnation during the procedure, (Graph 2) facing with the slowdowns and crash of the system (software application failure) as the main reason of such problems. (Table 6) 14

15 Did you have certain problems or a lag during the procedure? Graph 7 Yes No WHAT KIND OF PROBLEMS DID YOU HAVE? The investors are prolonging the deadline and it slows down the whole process. Some of the legal acts are not implemented in the e-system. Sometimes the system is blocked. Inconsistencies in the application considering the law for construction. There is no possibility for correction of the project documentation after receiving an opinion from the authorities. MUNICIPALITY Centar Kavadarci Novo Selo Most of the municipalities don t have an urbanization plan. Vasilevo We can submit a decision for ending the procedure only once. Kisela Voda Zhelino, Aerodrom, Bogovinje, Brvenica, Demir Kapija, Gazi Baba The system is slow and its crashing out Gevgelija, Gostivar, Ilinden, Kochani, Radovish, Struga There is a lag (stagnation) in relation municipality-cadastre Kichevo Table 6- problems during the procedure of issuing e-building permits (according to officials) in different municipalities In five municipalities (17.2%) they were facing with certain inconsistencies during the procedure, although in two of them they couldn t stated the reason for that, as shown in the table7. INCONSISTENCIES DURING THE PROCEDURE MUNICIPALITY The names of the acts are not appropriate. Instead of cadastral parcels we have Gazi Baba the case number. The e-system should be corrected Kichevo We are issuing an e-permit and we are notifying the neighbors afterwards. Then they are submitting subpoenas and the investors are hold down. In some Centar cases this lasts for 3 years. No answer Zhelino, Gevgelija Table 7- Inconsistencies during the procedure of issuing e-building permits (according to officials) in different municipalities 15

16 The main or most frequent complaints by the clients (applicants for e-building permits), according to municipality officials are slowdowns of the system, problems with attachment of the larger document files in the system, and unfamiliarity with the system by some clients. (table8) WHAT KIND OF REMARKS DO YOU MOST FREQUENTLY HAVE FROM YOUR CLIENTS? We need longer deadlines. The procedure shouldn t be electronic. Changes in documentation. The clients don t have full insight in to the system. Coordination with the utility companies. Small errors cannot be corrected in to the e-system. They do not obey the instructions of the rulebooks. The e-system is incomplete. There is a problem with uploading large documents The clients complain of the procedure. The e-system is slow. The clients are not familiar with the procedure. MUNICIPALITY Gevgelija, Gostivar Novo Selo Veles Ilinden Kisela Voda Centar Aerodrom, Kichevo, Prilep Zhelino Bitola, Centar Brvenica, Kavadarci, Tetovo Table 8- complaints from the clients during the procedure of issuing e-building permits (according to officials) in different municipalities There are no obstacles considering the hierarchical structure of the organisational units within the relevant authority, since only one municipality official report some problems in relations between the manager and the supervisor of the organisational unit. However there are 8 (17.6%) cases of difficulties in communications with other authorities which are involved in the procedure, out of which 3 municipality officials report problems with the state cadastre, and 5 with other authorities mainly utility companies, (electric, water etc.) (Table 9) WITH WHICH AUTHORITY YOU HAVE DIFFICULTIES IN YOUR COMMUNICATION? EVN Cadastre Utility company Ministry environment, utility company Ministry of interior Ministry of culture, City of Skopje, Ministry of interior MUNICIPALITY Zhelino Aerodrom, Kichevo, Tetovo Ilinden Brvenica Kisela Voda Centar Table 9- difficulties in communications with certain authorities during the procedure of issuing e-building permits (according to officials) in different municipalities 16

17 The main obstacles in the process of issuing an e-building permit, according to the municipalities authority were as follows THE BIGGEST OBSTACLE IN THE PROCESS OF ISSUING AN E-BUILDING PERMIT FOR CONSTRUCTION MUNICIPALITY The process should be completely electronic. Regarding cases for adaption, there is no possibility for generating a request for calculation of communal fee. Regarding the annexes there is no possibility for generating a request for calculation of communal fee, verification of project documentation and a decision for changes during construction. The legal forms are not updated with the numbers from the official gazette. There should be an option for sending or not sending the calculation for the communal fee. There is no possibility for generating a request for calculation of the communal fee. Communications between officers and manager. The cadastre should be involved in the e-system. The e-system is not completely in compliance with the law for construction. We have difficulties reviewing large projects. We have low visibility when reviewing large projects on the PC monitor. We have big problems with the institute for earthquake engineering and engineering seismology. The system is not in compliance with the law for administrative procedure. We have problems with the electronic signature. Update on a regularly basis of the database for approvals for construction. We have problems working on large projects and this is a waste of time. The system should allow going one step back. The system should allow going e step back. Weekend and holidays shouldn t be calculated in the deadline. The system is slow. The system is crashing down sometimes The system is crashing down sometimes. We have low responsiveness from the MTC. The client should have a deadline for paying the fees for the utility companies. If the deadline is violated the case should be closed. The software is not maintained by the administrator. Centar Gazi Baba Kichevo Shtip Aerodrom Strumica Delchevo Novo Selo Demir Kapija Struga Gostivar Centar Brvenica Gevgelija Ilinden Petrovec, Valandovo One copy of the project should be in written form. Kisela Voda Table 10- main obstacles during the e-building permits procedure (according to officials) in different municipalities From the table above it could be noticed that the main problems during the procedure are: 1. The system is slow and it crashes down 2. Lack of possibility for project related corrections or update, 3. Lack of possibility for generating a request for calculation of the communal fee The recommendations for the process of issuing an e-building permit, according to the municipalities authority were as follows 17

18 RECOMMENDATION FOR IMPROVING OF THE SYSTEM FOR MUNICIPALITY ISSUING E-BUILDING PERMITS: We need more communication with the clients. Bitola We are losing time resending the case. We need a legal act which would Gostivar allow us to update the case in the e-system. The system should allow going one step back. We need bigger PC Shtip monitors for reviewing the projects. There should be a window indicating the deadline for the case. The e- system should notify for legal validity. Weekend and holidays shouldn t be calculated in the deadline. Regarding the changes in construction, Kochani adaption and reconstruction, the confirmation for authentication of the project documentation should be generated during the case is processed and not at the end of it. The system should allow going one step back for minor mistakes. Struga We need a standard for making and presentation of the project. There should be more possibilities for making the report. The cadastre should be Ilinden involved in the e-approval process. There should be a notification for all of the involved parties if there are problems in the process. The e-system should be improved. Zhelino All the authorities should be connected in the process of exchange of Aerodrom, Bogovinje, Brvenica, Tetovo information. We need more information from the municipalities. Kichevo The e-system should be upgraded. We need more columns. Radovish The e-system functions well. Kavadarci There should be a possibility to get the preliminary designs after the second or the third failure after receiving the remarks from the notification. All of the authorities should be connected in the system. Regarding the part for reconstruction, adaptation and changes during construction, we don t always need to contact each of the authorities Centar because this step is a waste of time. We need an option for notifying the neighbors via e-process. We need an option for authentication of the projects by the municipality. We need better control over the process of paying of the administrative fee when the project is submitted. The case should be visible for the manager during the process. The cadastre should be involved in the e-process. The JAVA update Demir Kapija should be automatically. In the procedure for reconstruction, adaptation and conversion there should be an option for the file to be sent or not to be sent. We need a type Gazi Baba of document confirmation for authentication of an object. We need new computers Novo Selo We need regular update of the system Strumica The system is functional. Negotino Table 11- recommendations for improving of the system for issuing e-building permits (according to officials) in different municipalities According to those recommendations, the main improvements of the system should include: 1. All the authorities should be connected in the process of exchange of information 2. There should be a possibility for going one step back in the e-system 3. Regular updates of the system 4. The system is slow and it crashing out 18

19 In the majority of responses, the municipalities officials agrees that the procedure for issuance of construction permits is improved after the introduction of the system for e-building permits (62.1%), 24.1% think that it remains the same, while 13.8% (4 municipality) considers that the procedure has deteriorate. (Graph 8) For all except one official, the procedure, the access and the use of the system for e-building permit was simple enough to be learned and practiced. Do you think that after the introduction of the system for e- building permits, the procedure for issuance of construction permits is improved, the same or it deteriorates when compared with the period before this system was introduced? Graph 8 Improved The same Deteriorates The average duration of the procedure for issuing a building permit, according to officials is 30 days or less for 65.5% of the respondents, between days for 31% of the officials and between days for 3.4%. The average duration to get the calculation for paying the fee for arrangement of the construction land, after the approval of the project was up to one week according to 26 out of 29 officials (89.8%), while one stated that is 2 weeks, one 25 days, and one didn t answered. The agreement for arrangement of the construction land is signed with the clients on average for one week or less (according to 96.6% or 28 out of 29 authorities) after the payment of arrangement of the construction land fee. Also 28 out of 29 authorities stated that the contract is signed in paper form and then scanned and attached electronically. 19

20 Conclusions and recommendations In general, both applicants and authorities are satisfied with the system for issuing e-building permits. However, there are certain problems and obstacles which should be resolved, for improvement of the system. The majority of problems were pointed out by both groups (authorities and applicants) involved in the process. According to them, the major obstacles which should be resolved includes 1. Resolving the problems with the software considering upgrades, maintenance and updates (the slowness and crashes of the system, problems related with the JAVA program update, regular updates of the system and additional columns in the e-system) 2. Need for additional training for using the system to the officials in certain municipalities 3. Enabling the possibility for project related corrections or update more than once, 4. Enabling the possibility for going one step back in the e-system 5. Warnings for the deadline 6. Possibilities for generating a request for calculation of the communal fee 5. Possibilities for connections of all authorities in the process considering the exchange of information 6. Resolving the interferences and intrusions in the process of issuing the e-building permits by other authorities (ex. hydro-technical conditions) 20

21 ANNEX 1 Questionnaire-applicants Have you applied for issuing of a building permit via the system for initiating a procedure for issuing a building permit electronically (e-permit)? 1. Yes 2. No 0. Firm 1. Entity 1. Contractor 2. Architect 3. Applicant 2. In which municipality did you apply? 0. Directly to MTC List of municipalities 3. For what kind of a request did you apply? 1. Request for issuing a building permit for construction; 2. Request for amendments during the construction; 3. Request for change of an investor; 4. Request for issuing an approval for use of construction; 5.Request for issuing an approval for reconstruction; 6. Request for issuing an approval for conversion; 7.Request for issuing an approval for adaption 8.Request for issuing an approval for preparatory work; 9. Request for approval of a preliminary design; 10. Request for issuing an approval for construction a building which do not require a building permit 4. Have you been informed by or by SMS for the course of your case while it was processed? 1. Yes 2. No 5. Did you have certain problems or a lag during the procedure? 1. Yes 2. No 6. What kind of problems did you have? 21

22 7. Have you been invited personally by some of the officers in the organization that is issuing the e-building permits, while your case was processed? 1. Yes 2. No 8. What was the reason for that? 9. Have you been asked in the procedure for issuing an e-building permit to provide an approval for hydro-technical conditions? 1. Yes 2. No 10. Did the approval for hydro technical conditions was requested by the authority that is carrying out the procedure, or the approval was requested after a notice from a utility company? 1. By the authority 2. After a notice from a utility company 11. Have you been asked to deliver any documentation that is not included in the law for construction, while your case was processed? 1. Yes 2. No 12. Which documentation that you consider that is not included in the law for construction, was asked from you? 13. Did you provide the excerpt from the urban-planning documentation or the licensed land surveyor did it on your behalf? 1. Myself 2. The land surveyor did it on my behalf 14. According to you what is the biggest obstacle in the process of issuing an e-permit for construction? 22

23 15. What is your recommendation for improving of the system for issuing e-building permits: 16. Do you think that after the introduction of the system for e- building permits, the procedure for issuance of construction permits is improved, the same or it deteriorates when compared with the period before this system was introduced? 1. Improved 2. The same 3. Deteriorates 4. No answer when compared with the period before this system was introduced? 17. How much was the average cost for monitoring the phase of construction after receiving the permit, shown as a percentage ratio to the value of the construction in relation to the approved project? % 18. How long was the average duration of the procedure for issuing a building permit? Days 19. How long after the approval of the project you have waited to get the calculation for paying the fee for arrangement of the construction land? Days 20. How long after the payment for arrangement of the construction land fee, you signed the agreement for arrangement of the construction land with the authorities? Days 21. Was the access to the system for initiating a procedure for issuance of an e-building permit simple enough? 1. Yes 2.No 22. Do you think that the system is simple or its complicated to use? 1.The system is easy for use 2. The system is complicated for use 23

24 ANNEX 2 Questionnaire-authorities 1. Municipality 2.MTC 1. Is everything in compliance with the procedure, regulated by law, considering the process for issuance of approvals for construction? 1. Yes 2. No 2. Did you have certain problems or a lag during the procedure? 1.Yes 2. No 3. What kind of problems did you have? 4. Are there any inconsistencies in the procedure? 1. Yes 2. No 5. What was the reason for that? 6. What kind of remarks do you most frequently have from your clients? 7. Are there any obstacles in the functioning of the system considering the hierarchical structure of the organizational units within the relevant authority? 1. Yes 2. No 8. Where usually these obstacles appear? 1. In relation between an officer and a supervisor 2. In relation between an officer and the manager 3. In relation between the supervisor and the manager 9. Do you have certain difficulties in communication with other authorities which are involved in the procedure? 1. Yes 24

25 2. No 10. With which authority you have difficulties in your communication? 11. According to you what is the biggest obstacle in the process of issuing an e-building permit for construction? 12. What is your recommendation for improving of the system for issuing e-building permits : 13. Do you think that after the introduction of the system for e- building permits, the procedure for issuance of construction permits is improved, the same or it deteriorates 1. Improved 2. The same 3. Deteriorates when compared with the period before this system was introduced? 14. Did you had any difficulties how to learn to use the system for e-building permit when it was introduced? 1. The system is simple 2. The system is complicated 15. How long was the average duration of the procedure for issuing a building permit Days 16. How do you usually sign the agreement with the investor? 1.In e-format 2.In hard copy (scanned and attached to the system) 17.How long did it take for the calculation for the arrangement of the building land fee, to be prepared? Days 18.How long after the payment for arrangement of the construction land fee, you signed the agreement for arrangement of the construction land with the authorities? Days 19. Work position