Oak Brook has started using a cloud-based software system that should make many operations more efficient and require less time from village staff.
The system is from OpenGov, which was founded in 2012 and currently is used by more than 1,600 public agencies nationwide, according to information from the company.
In Oak Brook, the implementation of the OpenGov software is being rolled out in phases, specific to the multitude of tasks that will consolidated under one platform, Village Manager Greg Summers said Monday. He said the first module, the village’s new business registry, was rolled out in December 2022. A module for liquor license applications will come early in 2023, Summers said.
“The OpenGov software line provides a suite of municipal software services, with the current product purchased to provide the business registry, liquor licensing and online building permits processes,” he said. “Each of these systems will offer online access and payment, if so applicable, streamlining services for our residents and businesses.”
Village Board member Asif Yusuf said he believes using the new software system is a positive move for the village.
“It’s the way of the future,” he said. “Change is happening so quickly. Anything that enhances productivity is a plus. I also like it because it’s less vulnerable to cyberattacks with us using a company with the resources that this company has.”
Yusuf said he is looking forward to getting feedback on the new system after it’s been in operation for a while.
“I’m hoping we get a lot of feedback from both internal and external users,” he said. “Sometimes, you don’t know for sure how something will work out until you’ve actually been using it.”
Fellow Village Board member Larry Herman also believes purchasing and using OpenGov is a positive step for Oak Brook.
“It’s much more efficient,” he said. “Many of the things we can use this system for are things that have been done with paper and pen. We must constantly be looking for ways to make doing business with the village easier.”
Summers said creation of the new business registry led to the consideration and subsequent purchase of the OpenGov software.
“As the village continues to automate processes and systems, it was clear that the new business registry provided an opportunity to deliver a superior system, as compared to the paper-based systems that are the norm for municipal registries,” he said. “By moving to an online product, the village is able to simplify the registry for businesses, while simultaneously routing that information through a workflow to validate the applications.”
Summers said that in future years, the system will allow for even greater efficiencies.
“The village can automate a renewal notice, and the end user needs only to validate and update information, rather than reenter the same information year after year,” he said. “Furthermore, the data entered in this portal can be cross-referenced on other application types entered in the same system.”
The village paid just over $100,000 for the OpenGov package, which includes the software for the business registry, liquor licensing and building permit components as well as integration with financial systems, plan review software, and Geographic Information System. The implementation and setup fees also were included.
“The efficiencies offered by the online approach will save the village time and expenses by automating tasks and reducing manual employee time spent of these tasks,” Summers said.
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Village Board member Michael Manzo gave kudos to village staff for finding the OpenGov software.
“The current Village Board stated early in its tenure that the protection of our residents and business was of paramount importance, but that it was essential such a process be both simple and fast for business to complete, while also providing the important safety information required to provide village services in an effective and efficient manner,” Manzo said.
Chuck Fieldman is a freelance reporter for Pioneer Press.