The document describes a system for electronic process management of construction permits in Macedonia. It allows citizens and construction companies to apply for permits online, and allows municipalities, institutions, and the government to manage the permit approval process electronically. Over 80 employees work on the system, which is used by over 1,000 trained staff across 81 municipalities and over 200 institutions. It aims to increase transparency, efficiency and digitize the entire permit process.

1. System for process management of
construction e-permits
www.gradezna-dozvola.mk
(construction-permit)
Sasha Gavrilovic

2. Nextsense, IT company established in 2001 is specialized
in building complete IT solutions to improve the
business performance for wide range of companies
Nextsense has vast experience in developing software
solutions for the following industries:
 Government
 Telecommunications
 Finance
 Production industries
More than 80 employees with 150 certifications and
specializations:
• software development,
• security and messaging,
• database development and administration etc.
Quality certifications
• ISO 9001
• ISO 20000
• ISO 27000
• IT Mark
NEXTSENSE COMPANY PROFILE

3.  International Herald Tribune;
infoWorld;
 Sys-con en Espanol;
FinanzNachrichten;
 Newsratings;
 Harvard University - JFK School
of Government;
 LePoint.fr;
 Balkan analysis;
 PR Newswire;
 Microsoft in Government
Worldwide Edition…
Press reviews

4. Nextsense Government industry
references
 e-Parliament
Parliament of the Republic of Macedonia
Parliament of the Republic of Albania
Assessment - Parliament of the Republic of Kosovo
Assessment - Parliament of Ghana
 e-Cabinet
Government of the Republic of Albania
Government of the Republic of Macedonia
 Government Process Management System
Cabinet of the Prime Minister of Macedonia
General Secretariat of the Government of
Macedonia
Ministries of the Government of Macedonia
Ministries of the Government of Albania
 System for the Approximation of national
legislation with EU Acquis
Ministry for European Integration in Albania
 Legislative Knowledge Management
Official Gazette of the Republic of Macedonia
 Online Services Portal
Uslugi.gov.mk - the Government of the Republic of
Macedonia
 Apply Online
Civil Servants Agency of the Republic of Macedonia
 Automatic Distribution of Licenses
Ministry of Transport & Communication of the Republic
of Macedonia
 Government HRMS
Civil Servants Agency of Macedonia
Ministries of the Government of Macedonia
Employment Service Agency of Macedonia
 Anticorruption asset declaration management
information system
Anticorruption agency, Macedonia
 e-Employment Portal
Employment Service Agency of Macedonia
Construction e-Permits
E-Urban plans

5. E-system for process management of
construction permits
The goal:
The main goal of the solution is tracking the process of
issuing construction permits through management of
required legal steps, documents and inter-institutional
communication, everything monitored by legal time-frames
and responsibilities.

6. In numbers
 Municipalities: 81 + City of Skopje
 Roles per municipality: 8
 Institutions: over 200
 Trained stuff: over 1.000 (municipalities: >500,
institutions: >300, companies: >200, …)
 100% digital: All users have Digital signatures

7. Type of permits
 Construction of 2nd category (constructions under the authority for
administering by municipalities, like houses, residential and office buildings,
…)
 Construction of 1st category (constructions under the authority for
administering by the central government institutions, like power plants,
national roads, railways, …)
 Constructions for Development Industrial Zones
 Constructions under the authority for administering by capital city of Skopje
(city roads, city tunnels, tram roads, …)
Every citizen or construction company can apply for all of above categories for:
 Permit for new construction, extending of existing construction,
reconstruction, adaptation, request for technical review, connection to
electrical network, … total of 18 different types of procedures.

8. Admin & data center
Overview of involved sides
Citizens
Const.
comp.
Munici
pality
Institu
tions
Ministry
Inspect
orate
• Internet based system
• E-Mail notifications
• SMS notifications
• Digital signatures
• HTTPS connection
• Transparency
• Efficiency
• Effectiveness
• Security
• Paperless

9. Process overview

10. Process in segments
SUBMITTION
request
Filling data
into forms
Attaching
scanned data
Electronic
signing
CHECKING
of application
Archiving
Distribution
within
employees
Checking
submitted
documents
Approval from
Controller or
Manager
Collecting
OPINIONS from
institutions
Opinion
requests
Collecting
opinions
Final opinion
conclusion
CALCULATION
communal tax
Preparing
calculation
Informing
applicant
Checking
payments
ISSUING
Permit
Conclusion Approval
Issuing
Permit
Informing
applicant

11. For investors
 Who can apply?
 The investor (legal company or private person)
 Other authorized private or legal entity
 What is required?
 PC with Internet connection
 Digital signature from authorized issuer
APPLYING
request
Filling
data into
forms
Attaching
scanned
data
Electronic
signing

12. For investors
 How?
 Register (if you are first time)
 Filling all required data
 Type of construction and Municipality
 Attaching all required documents
 Scanned files
 Plans, signed with digital signature
 Other required documents
 Signing with digital signature
APPLYING
request
Filling
data into
forms
Attaching
scanned
data
Electronic
signing

13. Notified investors
APPLYING
request
Filling data
into forms
Attaching
scanned data
Electronic
signing
CHECKING
of application
Archiving
Distribution
within
employees
Checking
submitted
documents
Approval from
Controller or
Manager
Collecting
OPINIONS from
institutions
Opinion
requests
Collecting
opinions
Final opinion
conclusion
CALCULATION
communal tax
Preparing
calculation
Informing
applicant
Checking
payments
ISSUING
Permit
Conclusion Approval
Issuing
Permit
Informing
applicant

14. Features for investors
 Creating profile
 Preparing request
 Wizard based uploading documents
 Overview of all requests
 E-mail and SMS notifications
 Digital signing
APPLYING
request
Filling
data into
forms
Attaching
scanned
data
Electronic
signing

15. For Municipalities
APPLYING
request
Filling data
into forms
Attaching
scanned data
Electronic
signing
CHECKING
of application
Archiving
Distribution
within
employees
Checking
submitted
documents
Approval from
Controller or
Manager
Collecting
OPINIONS from
institutions
Opinion
requests
Collecting
opinions
Final opinion
conclusion
CALCULATION
communal tax
Preparing
calculation
Informing
applicant
Checking
payments
ISSUING
Permit
Conclusion Approval
Issuing
Permit
Informing
applicant

16. Roles and users within Municipality
 Municipality Administrator
 Defines all users and roles within his municipality only
 Mayer
 Department Manager
 Controller
 Architect
 Finance, calculating communal tax
 Finance, controlling payments and bank accounts
 Archive administration desk

17. APPLYING
request
Filling data
into forms
Attaching
scanned data
Electronic
signing
CHECKING
of application
Archiving
Distribution
within
employees
Checking
submitted
documents
Approval from
Controller or
Manager
Collecting
OPINIONS from
institutions
Opinion
requests
Collecting
opinions
Final opinion
conclusion
CALCULATION
communal tax
Preparing
calculation
Informing
applicant
Checking
payments
ISSUING
Permit
Conclusion Approval
Issuing
Permit
Informing
applicant
Roles within Municipality
Archive Manager Architect
Controller
Manager
Architect Manager
Tax Calculat. Finance
Architect MayerManager

18. Features for municipalities
 Archiving arrived requests
 Distributing and re-scheduling
requests within employees
 Generating templates for all key
documents
 Dynamical select of institutions
 Possibility to return the requests
for corrections
 Tracking time per employee and
per request
 Integration with Cadaster for
receiving additional info
 Overview of personal tasks
 Overview of all requests
 Overview of all documents, by
type and groups
 Overview of time frames per
phases
 E-mail notifications
 Digital signing

19. For Institutions
APPLYING
request
Filling data
into forms
Attaching
scanned data
Electronic
signing
CHECKING
of application
Archiving
Distribution
within
employees
Checking
submitted
documents
Approval from
Controller or
Manager
Collecting
OPINIONS from
institutions
Opinion
requests
Collecting
opinions
Final opinion
conclusion
CALCULATION
communal tax
Preparing
calculation
Informing
applicant
Checking
payments
ISSUING
Permit
Conclusion Approval
Issuing
Permit
Informing
applicant

20. Involved Institutions
~200 institutions:
 Electric power company (12 regional entities)
 Public water management companies (>40)
 Agency for protection and rescue (>40)
 Heating power company
 Agency for protection of cultural heritage
 Cadaster
 Ministry for Internal Affairs (>30)
 Other institutions
The list is open, so administrators can add other institutions upon request and
needs for issuing procedure.

21. For Institutions
 What is required?
 PC with Internet connection
 Digital signature from authorized issuer

22. For Institutions
 How?
 Receive e-mail from the system, that has a new
request
 Login to the system
 Overview of new received requests
 Overview of all documents for each request
 Prepare and attach scanned letter with opinion
and define the status (positive or negative)
 Sign with digital signature

23. Integration with other Institutions
 Ministry for transport (related Ministry)
 Monitoring the process, submitted documents and generated documents from all involved
institutions
 2nd tier commission for appeal cases
 State inspectorate for administrative procedures
 Monitoring all procedures and time legal time frames
 Court
 Receiving access to all cases that are subject on court procedure
 Cadaster
 Receiving data for neighboring locations in order to inform them for new constructional
permits and works
 Sending all plans and data in order to integrate in their digital database
 State statistical office
 Electric power company

24. Features for institutions
 E-mail notifications
 Overview of personal tasks
 Overview of all requests
 Overview of all documents, by type and groups
 Templates of documents
 Overview of time frames per phases
 Digital signing

25. Key information
To-Do Actions
Basic info for the application
Documents Reports

26. Benefits
 Fast and effective way of submitting
application without long queues,
misunderstandings and restrict working times
and breaks.
 Transparency in the complete process of
issuing the permit, through overview of
process statuses.
 Detail information for the application status
through SMS and e-mail notifications as well
as evidence and citizen involvement if some
additional documents are required in the
process.
 Direct savings for application submission as
digital files and scans are required only, no
 Complete overview of applications, by process
status;
 Overview of legal time frames per application;
 Digital interconnection with external institutions
in order for accurate response and receiving
their opinions for each application;
 Greater working efficiency;
 Process control;
 Increasing productivity and capacity for
processing applications;
 Transparency in each segment of issuing
process;
 Covering the complete process of issuing
For Citizens
(private and legal companies)
For Institutions
(Ministry, Municipalities and
others)

27. In numbers
 Submitted applications in system for 2 years:
8.700
 Closed cases:
 Approved/Refused: ~6.500
 Withdrawn: ~1.150
 Appeal cases: ~60
 Average days for approved e-permits: 64 days
100% paperless 100% by law 100% transparent

28. Awards and recognitions
 2014 National IT Award – Public sector
 Microsoft CityNext Solutions – Top #10
 Regional Municipality Conference, Opatija
2013
 …

29. Thank you
Nextsense
Partizanski odredi 62, Skopje
contact@nextsense.com, +389 2 3075-111
Sasha Gavrilovic, sasha@nextsense.com

30. Solution functionalities
 Accepting requests through web-based system directly in
digital form;
 Overview and archiving received requests;
 Distribution of requests to related municipalities and
institutions, based on construction category
 Distribution of requests per employees within the
municipality
 Central system for tracking legal time-frames for each
process phase;
 Connection with relevant external institutions, distributing
and forwarding requests for collecting their opinion and
evidence of all opinions and institutional documents back in
the central system according legal time-frames;
 Digital signing of all steps and actions by all involved users
in the system;
 Generating template documents for most common needs
with appropriate municipality logo and data, their archiving
and possibility for their printing and forwarding through the
system;
 Issuing construction permit and informing the applicants;
 Document versioning;
 Restricted access of each municipality to their
documents only
 Defining roles and access rights;
 Dynamic process flow based on the hierarchy in the
Municipality;
 User switch between several roles in the process;
 Possibility for each applicant to follow the status of his
requests;
 SMS and e-mail notification for status change of
requests;
 Integration with Ministry and State Inspectorate
Authority and their notification and access to each
application that exceeds legal time-frame for each
process phases;
 Integration and forwarding requests to the Court for
applications that are under court investigation;
 Reports and overviews by key parameters;
 Restricted portal segment for each applicant, so he
can prepare for new requests and overview and follow
existing;