Services that matter
Annual report of the Department of Service & Innovation 2024
Department of Environment & Planning
The Department of Environment & Planning is one of the City’s largest and most diverse departments. It handles environmental, planning and transportation matters and urban design, along with maintaining and operating daily functions on city land, such as gardening, grass cutting, cleaning and snow clearing.
The department also includes the planning and Building Commissioner, Reykjavík Public Health, waste collection, Reykjavík Parking Service, city property development and maintenance, vegetable gardens and Reykjavík Botanic Garden.
Collaboration and clear vision
The digital journey of the Department of Environment & Planning is well underway. Collaboration with the Service and Innovation Department has steadily grown, and understanding among leadership of the importance of service transformation continues to deepen. Mutual trust, strong dialogue, and continuous collaboration have been key drivers in this development.
Applications moved to My Pages
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Outdoor dining permits: All restaurants wishing to serve alcoholic beverages outdoors need an outdoor dining permit. Applications for outdoor dining permits on city land were moved to My Pages this year, simplifying the process and improving oversight for restaurant operators. Outdoor dining areas are also shown in City Viewer, and an information page with instructions has been added to reykjavik.is.
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Reykjavík Parking Service resident parking permits: The application process for resident parking permits was migrated to a new technical platform on My Pages. Connections to the National Registry, Real Estate Registry, Vehicle Registry, and Reykjavík Parking Service’s new processing system significantly reduce manual handling and simplify the process for residents.
New solutions and improved oversight
- Vala School of Work: A new solution for Reykjavík’s School of Work was introduced. It streamlined registration, participation, and communication with students and guardians.
- Electric scooters: A preliminary review was conducted on the use of real-time data from electric scooter rental providers. This data could be used to improve oversight of usage on city land and support decision-making.
- Traffic light computers: Work began on updating and cloud-hosting traffic light computers to ensure safer operations and maintenance. This is a joint project between the Icelandic Road and Coastal Administration and Reykjavík. Planned completion in the first part of 2025.
Quality manual and standardized procedures
Work was done on a quality manual for the Department of Services and Innovation and the Department of Environment & Planning. The project focuses on documenting and standardizing procedures in the main service and administrative processes of both departments.
Permits and life in the city
The project was part of a partnership with Bloomberg and involved analyzing the department's permit processes, with focus on operating permits. Interviews were conducted with applicants, city staff and stakeholders in the restaurant industry, along with analysis of existing data.
Recommendations were made on how to simplify processes, improve guidance and access, and ensure consistency in procedures. The project was completed in December 2024. Next steps depend on decisions by Reykjavík Public Health.
At the same time, implementation of a new oversight system has begun and work is underway on coordination between municipalities.
Waste collection calendar
Work on the City's waste collection calendar continued during the year, as it is one of the City's most used data products.
The calendar was migrated to a new technology stack that makes updates to the city's waste collection schedules available in real time.
Various functionality was then updated so people can easily access their personal waste collection schedule by searching with their address.
Green steps in SharePoint
Preparation began during the year to implement the green steps in the Microsoft environment. Checklists will be set up in Forms/Lists with oversight ensured through SharePoint. The checklists have been simplified, and a quote from Advania for setup is available.
Project management tool preparation
The need for a comprehensive project management tool for the Department of Environment & Planning's project management office was reviewed. A decision was made to conduct further needs analysis within the department, and the Department of Services and Innovation will rejoin the project in early 2025.
Building Commissioner digital journey
Starting in June 2024, all Building Commissioner services became digitally accessible. Applications and forms are now electronic, and inquiries can be sent through My Pages before development begins.
The office’s digital journey began in 2022 with the implementation of digital building permit applications. The second phase was completed in 2024, and now all applications and registrations related to building permits go through My Pages or the HMS application portal.
Electronic drawings and signatures
With the implementation of the electronic application system, the Building Commissioner began receiving drawings electronically. They are stamped with watermarks and sealed when approved. Lead designer signatures are completed through the electronic signature system Dokobit.
Information sharing and education
The Building Commissioner’s web pages were updated to provide better and more accessible information. Clear guidance on building permits, their associated processes and required conditions can be found there. All published documents are now digitally accessible.
Cross-functional development with HMS
Reykjavík City’s Building Commissioner also participates in developing a new construction portal in collaboration with HMS and other municipalities. The portal will replace the current nationwide application system.