Urbanism Certificate: Capto’s Revolution in Public Administration

In the realm of public administration, the automation of urbanism certificates process stands as a beacon of progress. Capto, dedicated to pioneering innovative solutions, transformed the cumbersome process of urbanism certification in Listrac-Médoc, France.

This advancement is not just a technological leap; it represents a new era of efficiency and precision in local government operations – a leap forward in administrative efficiency 🚀.

The problem

“Every time a change happens in the city, from a house extension to a new district, the urbanism team of the city hall manually processes a high volume of very specific information in order t to prepare the required urbanism certificate – a repetitive task leading to delays, errors and a lot of boring work. Each month this process requires a significant amount of work, burdening staff and causing frustration among the teams of Listrac-Médoc city hall.”

The Solution

Enter Capto’s solution:

A custom-designed robot (RPA), called the Urbanism Robot. This advanced technology leverages our expertise in web-based interactions, automating the preparation of urbanism certificates at an accessible cost for local administration.

The process is simple:

The city hall staff provides the robot with the request number, and the robot autonomously completes and stores the certificate, revolutionizing administrative efficiency.

BEFORE

To prepare 1 Certificate

15 minutes

AFTER

To prepare 1 Certificate

1 minute

In-Depth Look at Capto’s Automation

1. User provides request number & relevant files

To start the automated process, the user provides the robot with the request tracker file that contains all information about the urbanism requests and provides the request number that a certificate needs to be prepared for.

2. Robot extracts all required information

The robot picks up all required information from the file and checks whether any necessary information is missing. This is pre-configured in the robot’s logic so it knows exactly what details to extract every time it runs.

3. Robot connects to the public administration website

After the data is extracted, the robot connects to the urbanism repository platform. This platform tracks all the urbanism information of the public administration, i.e. contains all historic data about every plot on the territory, and has all the information required for the preparation of urbanism certificates.

4. Robot explores website and extracts data

To complete the certificate, the robot navigates through the platform. It explores all available categories in order to capture all information required for the certificate preparation (i.e. is the plot part of a protected area? Is it part of the city center? Is it part of a natural zone?).

When required, the robot even goes into the archives of the last ten years, extracts any relevant information, and adds it to the certificate. The level of detailed information the robot is able to handle was the reason why, at first, the urbanism team could not believe it was possible to completely automate the process.

5. Robot prepares the certificate

Once the robot has collected all the information required to prepare the certificate in full, it copies an empty certificate template and one by one, it completes all lines within the form. It modifies as needed, answers all questions, and checks that all data has been added in order to prepare the certificate in full.

It takes the robot 15 seconds to open and complete one certificate in full.

6. Robot saves the certificate for review

Job is done so the robot saves the newly prepared certificate to a shared location of the urbanism team for anyone available to review it and share it with the relevant administrations and notaries.

Why bother automate your Urbanism Certificate process?

Time Savings

Certificates are prepared in mere seconds, dramatically reducing administrative workload.

Error Reduction

Automation minimizes human error, ensuring accuracy in data entry and certificate completion.

Enhanced Efficiency

Secure, automated operations streamline the entire process.

“Today we would not be able to work without the robot which allows us to respond to those administered more quickly but above all without any error.”