Monitoring Permit Health Trends

The Permit Health Monitor is an AI agent that helps agency staff monitor permit activity and identify potential operational issues without manually reviewing the Permits OTBI dashboard.

Use Permit Health Monitor email notifications to identify permit workload trends that may require follow-up review in the Permit Health Metrics dashboard. When your agency’s configured Permit Health Monitor agent runs, it reviews selected permit health metrics from OTBI, compares recent activity with historical patterns, and sends an email when negative activity trends exceed the configured threshold.

Permit Health Monitor sends an email to the configured recipients when the agent identifies a permit health trend that may require review. Depending on your agency’s configuration and available data, the email can identify information such as the affected metric, permit type, baseline activity, current activity, variance, and a link to the Permit Health Metrics dashboard.

The agent flags trends like these:

• A reduction in submitted permit applications.

• A reduction in issued or completed applications.

• An increase in rejected applications.

• An increase in transition time between application statuses.

If your agency configured the agent to always send email, you may also receive a notification when no abnormal trend was detected.

Considerations for Using the Permit Health Monitor

Before using the Permit Health Monitor:

• Your agency must set up and schedule Permit Health Monitor. For example, your agency runs the agent weekly or daily..

• You must be included as an email recipient, or have access to the distribution list or shared mailbox that receives the notifications.

• You must have access to review the Permit Health Metrics dashboard in OTBI.

• You should understand the threshold and look-back period your agency uses, if you need to interpret the email results in detail.

For setup information, see Setting Up Permit Health Monitor.

For analytics access and dashboard information, see Permitting and Licensing Analytics and Setting Up Dashboards.

Reviewing Supporting Data in the Permit Health Metrics Dashboard

The dashboard link in the email opens the OTBI Permit Health Metrics dashboard. The link opens the dashboard, but it doesn’t open directly to the specific metric, permit type, or reporting period identified in the email.

Let's take a look at using the information in the email to locate and review the supporting dashboard data.

1. Open the dashboard link from the email.

2. Locate the metric or permit type identified in the email.

   Adjust dashboard prompts or filters manually, if available, to align the dashboard view with the information in the email.

3. Compare the current activity with the historical trend shown in the dashboard.

4. Review related permit workload information, such as application volume, rejected applications, completion activity, backlog, aging, or status transition metrics, to determine whether the trend appears expected, temporary, data-related, or operationally significant.

Note:

The look-back period used by Permit Health Monitor controls the data analyzed by the agent. It doesn’t control the default date range displayed when the OTBI dashboard opens from the email link. The dashboard opens using its default settings, so you may need to adjust dashboard filters manually, if available.