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EPA

Case Study

In 2011, the agency recognised a need for a Licensing Enforcement and Monitoring Application which would bring together all the information they held on licenced sites in a more structured format and which would assist their reduced staff in the management of these sites.

Company: EPA
Industry: Industrial Sector
Country: Ireland
Employees: 350+

Solution Featured

The Challenge

In 2011, the agency recognised a need for a Licensing Enforcement and Monitoring Application which would bring together all the information they held on licenced sites in a more structured format and which would assist their reduced staff in the management of these sites.

The agency decided that implementing the Dynamics CRM platform would allow them to accelerate the development of their processes, as a certain amount of the required functionality would be available through basic configuration of the out-of-the-box product. Codec was engaged in October 2011 to provide resources in the areas of CRM/.NET systems architecture and development.

The first phase of LEMA (License Enforcement Monitoring Application) went live in January 2012, with the rollout of phase 2 following four months later in May 2012. Since then, three subsequent releases of new functionality have been delivered to users and development of further modules is continuing.

Background

Since October 2011, Codec has been working with the Environmental Protection Agency to develop a number of systems using Dynamics CRM as the core technology. Codec resources have worked on-site in EPA for almost two years and have played a key role in the delivery of IT projects which have transformed the way in which the EPA runs it core processes, and how it interacts with stakeholders which range from members of the public to Local Authorities.

The Solution

The back office "LEMA" application uses Dynamics CRM to provide EPA users with a means to manage all aspects of the licences issued by the organisation. This functionality includes almost 300 workflows which, where possible, automate the processing of their records (e.g. incidents, complaints, licence application, submissions, etc.).

The workflow removes much of the manual processing of data which the agency relied on in the past. It also ensures that users are alerted of tasks which need to be acted on urgently and provides a full audit trail of all actions taken on the data submitted.

The back office application also uses Dynamics CRM and custom .NET code to provide a means for EPA users to develop and issue new licences for Urban Waste Water Treatment Plants and Historic Landfills. This functionality allows users to develop the licence in a systemised manner and ensures that all relevant data from the licence is saved within LEMA in a structured format which allows for automated compliance assessment at a later stage.

The LEMA project contains complex interfaces with a number of third party systems. The main integration involved the development of a sophisticated interface between Dynamics CRM and SharePoint which built upon the out of the box integration. The enhanced interface allows users to create SharePoint document libraries within a structure based on metadata defined in CRM. The integration also allows us to tag the SharePoint documents with data from the associated Dynamics CRM record, greatly enhancing the accuracy of searches performed within SharePoint.

The EPA is an excellent example of an integrated and configured solution. We have integrated a number of Microsoft products (Dynamics CRM, SharePoint & SQL Server) with GIS and with their Corporate Website and Extranet portals that are used by all their external customers. The EPA requirements across 5 different divisions were totally unique to the EPA and yet we were able to deliver a 100% custom solution for them.

The Results

The LEMA project consists of external facing portals and a back office system for use by internal EPA users. The external portals are subdivided into areas which are accessible by the following 3 groups of stakeholders:

  • Local Authority urban waste water and waste licensees (EDEN portal)
  • Private organisation waste and Integrated Pollution Prevention Control Licensees (ALDER portal)
  • Members of the public (EPA.IE website)

The EDEN and ALDER portals allow local authorities and private organisations to communicate with the agency under the following categories:

  • Incidents relating to urban waste water treatment plants, waste (landfill) and IPPC sites.
  • Compliance investigations relating to breaches of the terms of the organisation’s licence
  • Licence application actions which allow the local authority to communicate with the EPA regarding an urban waste water treatment site for which the local authority has applied for a licence
  • Licensee submissions functionality to provide local authority and private organisations a structured way to send communications related to the licence to the EPA.

The LEMA project also provided a means for members of the public to interact with the organisation via their public facing website. This includes functionality to provide the following:

  • An area they can log a complaint related to a licenced Urban Waste Water, Waste or IPPC site
  • An area where they can enter details of a submission related to a proposed Urban Waste Water Treatment site.
  • An area where they can view details of all correspondence related to a licence between the EPA and the local authority or private organisation.

“The LEMA system provides a platform to facilitate information sharing across all four EPA agency offices and ten geographical locations, as envisaged by the EPA 2020 vision document. The project also involves a large “Customer Portal” element where users from all the local authorities and members of the general public can interact with the EPA in a structured manner to provide details regarding complaints, incidents, compliance investigations and submissions”