Battle Creek, MI: Modernizing Plan Review with e-PlanSoft™

In 2020, most cities were caught off guard when the COVID-19 pandemic struck and found themselves scrambling to maintain operations while ensuring public safety. But in Battle Creek, Michigan, the city’s building department was already two weeks away from launching a fully digital planning and permitting solution. “We were literally closed down just for like a week,” recalls Richard Bolek, Chief Building Official. “Then we were up and running with digital applications.” This foresight and adaptability allowed Battle Creek to continue serving residents and construction professionals with minimal interruption, a feat Bolek attributes to years of proactive planning and an ongoing commitment to modernization.

The Pre-Digital Landscape

Prior to 2020, Battle Creek’s plan review and permitting process relied heavily on paper. The city had been laying the groundwork to digitize services, but the pandemic served as the catalyst to speed up implementation. “We had begun to work with BS&A Software and modernize to be solely digital, no paper,” Bolek says.

Initially, the city considered e-PlanSoft, visiting a city nearby to see the software in use. However, the timing wasn’t right. Battle Creek opted to go with another electronic plan review system and the results were mixed at best. “We were having issues with technical support and realizing we weren’t getting any,” Bolek notes. “It was causing delays in our reviews and processes.”

Training also proved problematic. The sessions lacked flexibility, struggled with connectivity issues, and weren’t tailored to the department’s specific needs. “We were spinning our wheels and not progressing the way I wanted to see our digital processes evolve,” he says.

Turning to e-PlanSoft

As challenges mounted, e-PlanSoft’s solutions kept resurfacing as a better fit option. “We began discussions with the e-PlanSoft team again,” Bolek explains. “Eventually, we chose to go down that path because of those conversations, as well as the seamless integration.”

The difference was clear immediately. Implementation went smoothly. “The team was very thoughtful and efficient,” Bolek says. “When there were glitches - just steps that needed to be modified - they were quick to get those resolved. The day we went live, we had very few issues.” Ongoing support from e-PlanSoft has also been instrumental. “The few issues that have shown up have been resolved in an immediate fashion. I think the longest anything has taken is 24 hours.”

 

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Digital Tools in Action

Today, all reviewers and inspectors in the department use e-PlanSoft for plan markups. “Each of them has a 50-inch screen at their desk,” Bolek notes. “They can put a 24-by-36 plan to scale, mark it up, and see exactly how notes are placed on the plan.” This has allowed for more clarity of communication between the department and applicants.

The system’s flexibility has dramatically improved communication and review turnaround times. “Multiple reviewers can work at once. Their markups are color-coded so the architect can easily see who said what. It’s helped expedite the entire process.”

Training and Cultural Shift

Despite the system’s success, Battle Creek still faces some challenges around training its staff and change management. “Truthfully, the largest issue we have is not with e-PlanSoft itself, it’s reinforcing the proper use of the software with team members here,” Bolek says. “You have to do A and B, but sometimes they just do A because it gives you sort of what you want.” He emphasizes the need for ongoing education and a shift in mindset. “People want software to work the way they want it to. But software is designed for the masses - you have to adapt to it.”

The department has about 8 to 10 users, including zoning staff, building officials, and a fire services reviewer. Everyone plays a dual role as both reviewer and inspector. Bolek intends to hold more intentional, topic-specific training sessions to help staff deepen their understanding of the software’s capabilities.

Impact and Community Response

On the ground, the impact has been substantial. Battle Creek processes approximately 3,500 permits a year, including residential, commercial, and trade permits. “Last year, we did close to $80 million in construction value,” Bolek says. Turnaround times for residential permits are now as short as 48 hours, while even complex commercial reviews rarely exceed 10 days.

Residents have taken notice. A feedback survey launched in June 2023 has received over 200 responses, with approximately 90% expressing satisfaction. “They love that they don’t have to drive downtown. They can apply, pay, and submit documents digitally - at 5:00 a.m. if they want - and be on-site at 7:00 a.m.,” Bolek says. “Roofing contractors love it. Hot water heater replacements get approved instantly. It’s efficient.”