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HomeMy WebLinkAboutPACKET Board of Appeals 2019-08-29 Prepared: Aug. 26, 2019 AGENDA ESTESPARKBOARDOFAPPEALS Thursday, August 29, 2019 4:00p.m.BoardRoom, TownHall 170 MacGregor Avenue, Estes Park 1.OPEN MEETING Board of Appeals member introductions 2.APPROVAL OF AGENDA 3.CONSENT AGENDA A.Approval of minutes from meeting on May 9, 2019 4.PUBLIC COMMENT TheBoard of Appealswillacceptpubliccommentregardingany items not listed on the agenda. 5.DISCUSSION: Process Improvement Analysisfor Estes Park Building Division; Options for Building Division Budgeting, 2019 (remainder) and 2020 Community Development Director Randy Hunt Interim Chief Building Official Gary Rusu 6.ADJOURN The Estes Park Board of Appeals reserves the right to consider other appropriate items not available at the time the agenda was prepared. RECORD OF PROCEEDINGS Estes Park Board of Appeals1 May 9, 2019Board Room, Estes Park Town Hall Commission: Chair Joe Calvin, Amy Plummer, Brad Klein, Don Darling, Tony Schiaffo Attending: Members Calvin, Plummer, Klein, Darling Also Attending: Interim Chief Building Official Randy Hunt, Code Compliance Officer Hardin, Building Plans Examiner Charlie Phillips, Recording Secretary Karin Swanlund Absent: Schiaffo Chair Calvin called the meeting to order at 4:00 p.m. Board members introduced themselves and provided their area of expertise. APPROVAL OF AGENDA: It was moved and seconded (Plummer/Klein) to approve the agenda as presented and the motion passed 4-0. CONSENT AGENDA Minutes from May 2, 2019 It was moved and seconded (Klein/Plummer) to approve the minutes as presented and the motion passed 3-0, with Darling abstaining. PUBLIC COMMENT: None PURPOSE OF MEETING The Board of Appeals meets as needed regarding matters of the Town of Estes Park’s Division of Building Safety. They are not a decision-making board but act as a Recommending Body to the Town Board. They assist with the adoption of the new International Building Codes and local amendments to those codes. VACATION HOME LIFE SAFETY SURVEY (LSS) APPEAL, 140 Willowstone Drive continued from May 2, 2019 Code Compliance Officer Hardin reviewed the appeal as presented in the staff report. The owner did not get his Life Safety Survey application in by the March 31 deadline, thereby making his Vacation Home registration unable to be renewed. He has continued to rent his vacation home. Greg Rosener, representative for the owner, could not be here today, nor could the owner. The property manager did not show up. This appeal was continued to today due to the owner and representative not being present on May 2. Board/Staff Discussion: Comments are summarized: The email address could have been better inspected, therefore Mr. Lee would have received his notifications. This meeting was a special meeting called on behalf of the applicant. There are currently 30 applications on the Vacation Home waitlist. This property will go to the end of the list if the appeal is denied. This process is relatively new, not yet “habit”. The property owner should have been aware of both the Vacation Home registration and the Life Safety Survey deadline, with or without any notifications. There would be a different feeling if a representative was in attendance. The owner had at least 3 weeks to get a representative to the May 2 meeting. Granting a stay to this request sets a precedent for future cases. It was moved and seconded (Darling/Klein) to deny the appeal and uphold the decision of the Chief Building Official and the motion passed 4-0. DISCUSSION: CONSTRUCTION WITHOUT A PERMIT continued from May 2, 2019 Building Plans Examiner Charlie Phillips explained the process of work done without a permit, but with plans and a finished project. Current policy is to do some demolition in order to inspect the work that RECORD OF PROCEEDINGS Estes Park Board of Appeals2 May 9, 2019Board Room, Estes Park Town Hall has been done. Larimer County has had a procedure for situations like this since 1999, known as a Certificate of Observable Compliance; if the homeowner chooses, they can hire professionals to document and approve what was built without permits, per current codes, and the permit is issued. Having this procedure available would lighten the workload for the Building Department. This is a Policy change, not a Code Amendment for Larimer County. Board Discussion: Darling stated he has been involved with the Larimer County process and it has worked well. If the professional is not able to approve, they will not sign the certificate. Hunt stated he does not object to the policy change. 80-90% of homes in Larimer County have done work without a permit. This process has been used successfully on the vast majority of these cases. Hunt suggested bringing this back to the Board later in the year as a possible Code Amendment. Board Member Tony Shiaffo’s seat is open for a new member, preferably a Plumbing specialist. There being no additional business, the meeting was adjourned at 4:51 p.m. ___________________________________ Joe Calvin, Chair ___________________________________ Karin Swanlund, Recording Secretary ESTES PARK, COLORADO Process Improvement Analysis I.EXECUTIVE SUMMARY Randy Hunt Community Development Director 170 MacGregor Ave Estes Park, CO 80517 Dear Mr. Hunt, Thank you for taking the time to review this report. As a community grows and evolves, a successful and efficient building department can make all the difference. Supporting a thriving city requires consistent, but adaptive processes to provide building services to its citizens. One of SAFEbuilt’s core values is Improvement; we aim to continuously review and improve all the services we provide, whether that is through introducing a new technology or updating processes. We have conducted a thorough review of the existing permitting process for the Building Department of the Town of Estes Park. We reviewed processes by shadowing and holding interviews with the staff. The recommendations that follow in this report are based on our findings and SAFEbuilt best practices. We recommend the following: Improve efficiencies with technology Establish a framework for repeatable & reproducible processes Improve communications Develop customer service standards We understand these are recommendations for your consideration. At this time, some suggestions may not be the best fit for Estes Park; however, we look forward to working with you to discover your priorities to find the best solutions for your short and long-term goals. We hope to help you achieve these improvements and bring these best practices to life. Thank you for your participation in the review of our discoveries. Respectfully, Tom Klein Chief Revenue Officer SAFEbuilt 970.292.2203 tklein@safbuilt.com www.SAFEbuilt.com 2 II. CURRENT STATE PROCESS A.Current State PermittingProcess Clear and concise department processes are essential to promote a strong and safe community through adherence to codes and regulations. Those processes include Intake, Plan Review, Permit Issuance, Inspections, and Permit Closeout. The current permitting process relies heavily on manual input, requiring repetition of steps and reproduction of efforts. SAFEbuilt shadowed and interviewed staff to define the existing process, detailing the path a project takes to be routed to completion. Each primary step is further broken down to include systems and their stakeholders. Applications are routed to Residential, Commercial and Miscellaneous permit types, they each follow the same general process; however, there are differences in the various steps and subprocesses due to construction methods and code specifics. For reference purposes, Residential permitting was used in the examples given in this report, as they concisely cover the full range of procedure steps (See Appendix B). INTAKE: Generally, applicants submit permit applications in person at the office of the building department. Smaller projects can also be submitted by mail or email. The intake of a permit application begins with an address verification by a Permit Technician to ensure that the address is valid, and the property is located within the Town’s jurisdiction. This verification includes a check of the County Assessor records, development plans, and the Address Map Book (older properties without development plans are documented in a property atlas of the Town). Once the address is validated, the submittal package is checked for completeness to ensure all necessary documentation has been included with the application. The information from the application is then entered into multiple tracking systems by Permit Tech. This portion of data entry is completed in stages due to the extent of manual entry and the different systems used to input and track an application. Permit data is recorded in PT Win, the official permitting system of Estes Park (See Software Below). The Permit Tech then assesses plan review and permit fees in PT Win based on the project valuation and permit type. The review fee is paid by the applicant and is given a handwritten receipt. Next, the Permit Tech disassembles and scans all the submittal documentation into digital format. The digital documents are then organized and renamed in a standard naming convention. The Permit Tech then creates an Electronic Address Folder on the jurisdiction’s network and saves the project documentation. The hard copy from the original submittal, is routed for plan review once the documents have been reassembled. The permit information is also logged into an Excel worksheet, by the Permit Tech to track the permit through the review process. The Permit Tech then validates the contractor license of the general contractor listed on the permit application. Contractor licensing is tracked in an Access database and is continuously updated to ensure contractor information is up to date and all renewal fees are paid. 3 Finally, the permit submittal is distributed for plan review by sending out emails with the electronic documents to each reviewing department. Depending on the scope of the project, this may include Planning; Light, Power, and Water; Public Works; Fire Department; County Health Department; Sanitation; and Building. The original paper submittal is routed to the building plans examiner for the permit plan review. Distribution is tracked by saving the sent emails and entering the date of delivery into the Excel permit log. Suggestions: Clearly define required documentation for submittals based on permit type, so applicants are prepared to apply for a permit (simple checklist by permit type to post online and have hard copies in the office) Verify all licensing and documentation before entering permit information into PT Win. This will reduce double entry due to missing information. Create a google sheet or some other shared log to track all information in one place (link each project to shared document folder). This will prevent losing project information by email or missing steps in duplication of excel logs. Request that contractors submit one hard copy and one electronic set of plans to save time on scanning PLAN REVIEW: Multiple departments review a submittal for compliance with local codes and ordinances; however, it falls on the Building Department to manage the collection of all review data and track the permit through the process using email and excel logs. At the initiation of the plan review, the building plans examiner logs the date they receive the submittal for review. The Plan Review team tracks their plan review information dates in a separate Excel file. When corrections are required to a submittal, a comment letter is generated by the plans examiner and emailed to the applicant. A copy of the letter is stored in the Electronic Address Folder with the plan review tracking excel log that includes the date of the initial review and the date comments were sent out. Once a revised plan submittal is corrected and resubmitted to the department, the log-in process commences from the beginning and follows the previous steps for re-review. At the completion of a plan review and approval of a permit, the plans examiner compiles the “field” set of construction documents and plans. This entails stamping the approved hard copy drawings, scanning them to the “Electronic Address Folder”, printing a reduced sized set for the hard copy file, and creating a general comment sheet for the project. The comment sheet is also saved in the Electronic Address Folder and a printed hard copy is placed in the permit folder. The permit log is updated with the plan review approval date and the application is routed back to the Permit Technician for issuance. Suggestions: Create a standard process for electronic storage of permit documentation to remove duplication of storing hard copy sets Request an electronic set of plans from contractor to minimize time and cost of scanning and printing 4 Rapid Review: provide a block of time on a reoccurring schedule for a “Rapid Review” service for small, “over the counter” projects (decks, basement finish, minor interior remodel, etc.) Set a standard review turnaround time for all departments to provide a consistent service for the community PERMIT ISSUANCE: Without a full-service permitting system, it falls to department staff to manually track down the results of all other reviewing departments. Once the building plan review is complete, the Permit Technician collects the results from the reviewing parties via email. The Permit Tech then updates PT Win, the plan review tracking excel log, and the Electronic Address Folder with review dates by each department, comments, approvals, and conditions of approval. Project valuation is verified, and the permit fees are calculated in PT Win. A paper permit card is filled out by hand. The applicant is then notified by email that the permit is ready to be issued. When the applicant pays the permit fees to the department, the permit is issued. The logs are updated with the permit issuance and expiration dates. There is no method to notify staff when a permit is about to expire or is expired. It falls to department staff to track expiration dates manually using the Excel permit logs. After the permit is issued, staff takes the payment and a copy of the permit application to the Finance department. Finance returns an “Approved” stamped copy of the application to Building which is then scanned and saved in both electronic and hard copy files. The date that Finance approves the application is entered in PT Win as a “Decision Date”. This date is used for monthly reporting purposes. The paper/hardcopy permit folder is then moved to the “Active Projects” filing cabinet where it resides for the duration of the project. Suggestions: Create a fillable permit card pdf form to store electronically and print to give to applicant Highlight required inspections on permit card or cross off unnecessary inspections before issuance INSPECTION: Once the permit has been issued, the project progresses to the construction and inspection phase of the process. Field inspections of the different components that make up a structure take place throughout the construction process. Required inspections are listed on the permit card that is issued to the applicant. It is the contractor’s responsibility to schedule the necessary inspections in the appropriate phase of construction. Inspections are scheduled by calling into an “inspection line” and leaving a voice message requesting an inspection. Next-day inspection requests are honored if the request has been made by 4:00pm in the afternoon, requests made after 4:00pm will be scheduled the day following. The voice messages are sent as audio files to the Inspector’s email where the requests are listened to and written down on an Inspection Record Form. Due to the quality of phone service in the area there are times when the messages cannot be understood, and the inspection request cannot be scheduled. Once all the inspection requests have been received, the Inspector creates a route sheet that lists all the inspections for the following day. The route sheet is a Word document where the inspector manually enters 5 each inspection request, location, status, etc., each day. A copy of the routesheet is emailed to the rest of the department staff for reference each morning. Once the route sheet is complete the Inspector must look through the address files for each permit that has an inspection called in for the day to familiarize themselves with the project and check the status of previous and outstanding inspections. After a field inspection is completed, the department copy of the Inspection Record form is brought back to the office and saved in the permit file. The Inspector then creates the Daily Inspection Log and enters the results for each inspection performed that day as well as updates PT Win. The Daily Inspection Log is also used to track the day-to-day operations of the Inspector, including the arrival time and duration for each inspection. Suggestions: Utilize a single log system to track inspections Inspection request form (on website) – great addition to website, make sure to communicate to applicants at permit issuance where they can find the inspection request form Route inspections with Google Maps and print route, until a better system can be implemented PERMIT CLOSEOUT: When a project nears completion, applicants are required to notify the Building Department two weeks prior to scheduling their final inspections. The Permit Technician provides the applicant a list of contacts from the various departments that require an approval of a final inspection to release the Certificate of Occupancy (CO). The CO requests are logged in a separate Excel file by the Permit Tech. When appropriate, the applicant calls each department to schedule their final inspections. Once final inspections are completed and approved, the permit card is brought back to the office by the Inspector performing the final inspection. Results from other departments are also gathered and emailed into the Building Department. The Permit Tech compares the information on the permit card to the data in PT Win to ensure the records match. The Permit Tech is then tasked with updating the logs and PT Win with the results and following up with the other departments if there are any outstanding inspections. If there are conditional approvals from any of the inspecting departments, the Permit Tech notes what the conditions are and includes the comments on the Certificate of Occupancy. After the final inspection, the Building Staff collects business license affidavits for each contractor and subcontractor that worked on the project. These affidavits are required prior to issuing the Certificate of Occupancy and are turned in to the Clerk’s office. In the past, these affidavits would hold up the issuance of a CO if they were not turned in, but currently a copy is just retained with the permit record. The affidavits of all third-party and special inspection reports are also due. These reports include all engineering observations, setback certifications, grading certificates, and any other “Special Inspections” that were performed during the construction of the project. These documents are scanned and saved in the Electronic Address Folder as well as the hard copy permit file. 6 After all documentation has been checked and all inspections approved, the Certificate of Occupancy is created. The CO is a Word template that Building Staff fills out with the pertinent permit data and is signed by the Chief Building Official. The CO is emailed to the applicant, saved in the electronic address file, saved in the hard copy file, and a copy saved in a separate file for monthly reporting purposes. Once the Certificate of Occupancy has been generated and saved, the permit is closed out. The permit folder is pulled from the “Active Projects” file, stamped as closed, and filed in record storage. Each log is then updated with the close date in each tracking systems. Suggestions: Track all logs in one shared excel file, google sheet, etc. with multiple tabs. Transfer intake log information to plan review tab, to permit issuance, to inspection, to Certificate of Occupancy tab. This will remove the redundancy of logging the same information in each excel file and will also provide some basic reporting capabilities about the number and type of permits in any give step. This will also give the Building Department visibility into each step of the permitting process. Collect all business license information during the intake process and then confirm the information is still valid before releasing CO – this will eliminate the duplication of license gathering and scanning at both ends of the permitting process Satisfaction Survey – implementation of comment cards or a survey would provide regular feedback from the community on how the department is performing and may shed light on areas in need of improvement Create a standard process for electronic storage of permit documentation toremove duplication of storing hard copy sets B. Current State Permitting & Plan Review Software: There are several systems and softwares used throughout the permitting process in the Estes Park Building Department. PT Win, Microsoft Excel, Microsoft Access, and Laserfiche are the primary systems in place. PT Winis an outdated permitting system that is currently used to log permit applications, generate the permit tracking ID, and assess fees. PT Win does not have workflow functionality or a method for tracking applications through the permitting process. PT Win is no longer supported as a system and is not a viable platform to continue to use in the future. The primarysoftware used to track permit data is Microsoft Excel. There are currently three spreadsheets that are used to track a single permit through the permitting process from application to closeout. The excel Permit Log is primarily maintained by the Permit Technician and is used as a tracking method for submittal, plan review/ approval, permit issuance, and closeout dates. This also includes entering information from all other departments involved with the permitting process. Another log is used by the Plans Examiner to track the timing of when a review is received, when comments are sent out, corrections received, and date of building review approval. Inspections are tracked in the same format by the Building Inspector. The Inspector creates a daily inspection log with the inspections for each day. The inspection results are entered at the end of the day with the status of the inspection result and any 7 associated comments. Microsoft Access is the system of record used to maintain and track Contractor Licenses. A new tracking system (Laserfiche) is currently being implemented by Town staff. Laserfiche is a document management software that also has workflow functionality. At this time, the “Miscellaneous” permit is the only record type that has been implemented in Laserfiche. The Town of Estes Park does not currently use a software program for plan review. All plan reviews that are completed in the department are in hardcopy/paper format and not in a digital media. While the overall permitting process in the Town of Estes Park follows a standard workflow, the lack of technology and a single permitting system greatly hinders efficiency and the timing it takes to issue a building permit. The inability to track permits in a single system of record leaves room for error and inaccurate record management.The numerous tracking methods creates a lot of confusion and requires a heavy amount of manual entry and duplication of work. The staff does a great job keeping logs and systems up to date, but the tedious and repetitive nature of updating the logs can take a lot of time. With the constant interruptions of applicants entering the office and answering phone calls and emails, it would be easy to make a mistake or miss a step in the process. Best practices of an automated permitting system with custom workflows would greatly improve the efficiency of the permitting process. While Laserfiche does have workflow processing and tracking capabilities, it is not a true permitting system and does not have the full functionality that can be expected in a system specifically designed for this industry. If properly set up,Laserfiche can be a very useful tool for document management and can be integrated into other permitting systems. III.Recommendations A. Quick Wins: Intake: Clearly define required documentation based on permit type, so applicants are prepared with a complete package with they arrive at the department to apply for a permit. Verify all licensing and documentation before entering permit information into PT Win, this will reduce double entry due to missing information. Create a google sheet or some other shared log to track all information in one place (link each project to shared document folder, if possible). This will prevent losing project information by email or missing steps in duplication of excel logs. Request an electronic set of plans from contractor to minimize time and cost of scanning and printing Plan Review: Create a standard operating procedure for electronic storage of permit documentation to remove duplication of storing hard copy files. Set a standard review turnaround time for all departments to provide a consistent service for the community. Provide a block of time on a reoccurring schedule for a “Rapid Review” service for small, “over the counter” projects (decks, basement 8 finish, minor interior remodel, etc.).This is a service that community members will love and will speed up construction on smaller project. Permit Issuance: Create a fillable permit card pdf form to store electronically and print to give to applicant, instead of filling it out by hand and then scanning it and filing it. Highlight required inspections on permit card or cross off unnecessary inspections before issuance –reduces the number of incorrect inspection requests. Inspections: Inspection request form – great addition to the website, make sure to communicate to applicants at permit issuance where they can find the inspection request form. Route inspections with Google Maps and print route to provide efficient routing from inspection to inspection. Permit Closeout: Track all logs in one shared file with multiple tabs. Transfer intake log information to other tabs - removes redundancy of logging the same information in each excel file & provides basic reporting capabilities. Collect all business license information during the intake process and confirm information is still valid before releasing CO-reduces duplication of license verification. Implement comment cards or a survey to provide regular feedback from the community on how the department is performing, this could shed light on areas in need of improvement. Create a standard process for electronic storage of permit documentation to remove duplication of storing hard copy sets. B. Long Term Efficiencies: Improve efficiencies with technology: After reviewing all the functions of the Estes Park Building Department, the greatest area of improvement that is needed is in the tracking and processing of a permit through the building process. Staff does an amazing job working with the current systems in place and have taken strides to improve and update the application process. A full-service permitting system with online capabilities would greatly increase department efficiency, transparency, and customer satisfaction. The ability to have a workflow process that interacts with all parties involved in the permitting process allows each department to update and track a permit through the review. Each reviewing department can update the permit record with review or inspection statuses leaving Building staff free to focus on other duties. Creating a standardized workflow in the system of record also allows customers to understand the steps to receiving a permit and reduces inquires of where an application is in the review process. Many permitting systems have electronic plan review functionality which also helps the overall timing of a plan review. Instead of routing copies of plans to different departments for review, each department can login to the system and review the electronic files concurrently, which allows for a faster turnaround time. In addition to electronic document review, online permit submittal is also a functionality that can greatly increase efficiency. With a permitting system that allows for online submittals, customers can submit, pay, and have a permit issued without ever having to leave their office. This functionality has been widely accepted by the construction community and is the preferred method for submitting most over the counter type 9 of permits. Another advantage of a complete permitting system is in the assessment of permit fees. When fees are manually assessed there is always room error. Having fee schedules set up in a permitting system depending on permit type allows for staff to confidently assess correct permit fees on each permit. The ability to submit permit applications and schedule inspections through an online permitting portal would provide applicants transparency to the overall process. Customers could view where an application is in each step of the permitting process, which would limit the number of phone calls for status updates. A permitting portal combined with the use of technology to result inspections in the field would provide real time results to the applicants, making construction run smoother and faster. A robust permitting system and cloud-based document storage would greatly improve record requests and document retention. With the current filing system of records, the staff is tasked with looking through the various filing cabinets and folders until the appropriate historical document can be found. The ability to pull reports or follow up on permits that may be close to expiring is not available with the current systems used. Most permitting systems have the ability to run custom reporting from any data gathered in the system. The ability to run basic reporting would be beneficial for managing a building department. Reviewing trends of inspections per month, inspections performed by trade, and plan review turnaround times can give great insight to how efficient your department is operating as well as shed light on the current staffing levels. These Key Performance Indicators are advantageous to running a smooth and consistent department (See Appendix A). Permitting systems have workflow capabilities that can send automatic notifications to applicants as their permit is nearing expiration. After the permit has reached its expiration date, it will move the permit to an “expired repository,” where the permit can be reopened after the appropriate fees are paid. This reduces double entry of permit information, manually notifying clients of permit expiration dates, and eases finding a specific expired permit to reopen. The ability to schedule, route, and result inspections in one location can not only increase efficiency, it also reduces the amount of paper products used daily. Most permitting systems with field use components can instantly send email inspection results to the applicant without having to leave correction lists on site. This allows contractors to receive real time data on their requested inspection(s) and plan their schedules accordingly. The use of field technology allows inspectors to pull up approved plans on their electronic devices. This makes walking around a construction site much easier and safer when you do not have to carry around large plans. One other area of recommendation that ties in with a permitting system is document management. Currently there are several locations and formats that historic permit records are archived. Digitizing historic records can be a large task but the outcome of having the data in one location greatly benefits staff and the community. Having the ability to look up permit records in a single location decreases the time to find a record and can also expedite records requests from the public. Digitizing records also reduces storage space which can help free up space for other uses in the department. 10 Build Framework for Processes: Creating a repeatable and reproducible process ensures a consistent result no matter the individual performing the duties. Using industry best practices helps customers and contractors receive a high level of service. Creating Standard Operating Procedures leadsto consistent levels of service for your customersand clearly defines roles for staff. It also eliminates wasted effortson redundant activities. Producing customer facing SOPs providesinstructions on how to submita complete permit package. This will provide customers with the appropriate information to ensure smooth application processing. Providing customer education with use of building guides will educate new builders as what inspectors are looking for to meet final approval. This is a win- win by reducing frustration for the customers and less rework for the Estes Park staff. Improve Communications: Implementation of technology will assist communications with applicants and other departments. Gathering information in a primary location will substantially improve transparency between departments and reduce efforts in gather pertinent information by emails. Online portals will give applicant the ability to check statuses of permits without picking up the phone, which reduces the amount of distractions in the office. The current department website appears to contain outdated contentand fragmentednavigation. This leads to customer confusion and unnecessary calls or trips to the building department for clarification. This reduces customer confidence. Regularly updating content and improving ease of navigation to forms and documents is a way to ensure the public has access to the latest department news and changes. Establish Customer Service Standards: Setting deadlines for plan review turn around for all departments can drastically improve customer satisfaction. Establishing standard levels of service, and clearly stating the timelines for all permit types will level set expectations of staff and customers. This reduces contractor and applicant frustration and will improve relationships with customers. Implement Quality Assurance program: After establishing best practices, it is important to have regular follow-ups that staff is following new processes. Shadowing staff regularly will ensure standards are being met and your department is providing the best level of service for customers. 11 IV. Appendix A. KPI EXAMPES September 2019: Average Days to Complete Review Avg Turnaround for Residential Avg Turnaround for Small Commercial Avg Turnaround for Large Commercial 02468101214 No. of Days September 2019: Percentage of Review Statuses on First Submittal 10% 13% 7% Approved As-Is Approved with Comments Rejected Revisions Required 70% Number of Inspections per Mo. -Trailing 6/YOY 200 150 100 50 0 AprilMayJuneJulyAugustSeptember 20192018 12 Sept 2019: Percentage of Inspections by Type 13% 25% Electrical 17% Building Mechanical Plumbing 45% B. Permit System Capabilities Flexibility: • Customized Workflow and Record Types • Detailed Inspection Lists per Records Type • User Defined Processes • Ability to share information across internal users and customer portals • Web & App based mobility Automation: • Automated Forms • Workflow Controls • Inspection Milestones • Inspection Result Emails • Fee Assessment • Inspection Routing •Pay fees online Reporting: •Ability to create custom reports • Notifications • Track Activity by Region/ Subdivision •Ability to make daily business decisions based on real-time data •Ability to track expiration of documentation such as insurance and certifications C. Current Workflow (following page) Workflow should be printed on 11x17 paper for full readability. 13 ADDRESS ADDRESS EXAMINEREXAMINERINSPECTOR/BOINSPECTOR/BO APPLICANTAPPLICANTPERMIT TECHPERMIT TECHOTHER DEPARTMENTSOTHER DEPARTMENTS BLDG DEPT PLANS BLDG DEPT PLANS BLDG DEPT BLDG DEPT