eplans city agency presentation 2015 (ml) aia group ......aia october 9, 2015 presented by the city...

AIAAIAOctober 9, 2015October 9, 2015

Presented by the City and County of HonoluluPresented by the City and County of HonoluluDepartment of Planning and Permitting Department of Planning and Permitting

By Art Challacombe, Ken Schmidt, & Mark LeoncioBy Art Challacombe, Ken Schmidt, & Mark Leoncio

An electronic permitting systemAn electronic permitting system

In mid 2012, the City launched the In mid 2012, the City launched the ““Honolulu Honolulu ePlansePlans”” program, which is program, which is designed for the electronic review of designed for the electronic review of building permit plans.building permit plans.

In addition to enhancing customer In addition to enhancing customer service (e.g. no waiting in line), this service (e.g. no waiting in line), this online system provides better online system provides better communication and transparency. communication and transparency.

It also offers financial benefits by It also offers financial benefits by reducing the use of paper and ink, reducing the use of paper and ink, cost of storage, and driving time and cost of storage, and driving time and fuel consumption.fuel consumption.

In October 2013, about a year after In October 2013, about a year after the initial launch, the online system the initial launch, the online system was expanded.was expanded.

Yet again, in early 2015, the City expanded Yet again, in early 2015, the City expanded the the ““Honolulu Honolulu ePlansePlans”” program:program:

Overview of the expanded process Overview of the expanded process --submission and review of construction submission and review of construction and grading plansand grading plans How the new system is used How the new system is used Potential cost and time savingsPotential cost and time savings

WHY GO ELECTRONIC?WHY GO ELECTRONIC?

National government trendNational government trend

www.avolvesoftware.com

Increasing space and storage Increasing space and storage requirementsrequirements

Increasing volumes of paper plans and Increasing volumes of paper plans and documentsdocuments

Not easy to manage myriads of projectsNot easy to manage myriads of projects Difficulty in tracking of plansDifficulty in tracking of plans

Plans getting lostPlans getting lost Difficulty in handling heavy plansDifficulty in handling heavy plans

WHATWHAT’’SS THE PAPER THE PAPER TRAIL (TREND)?TRAIL (TREND)?

BUILDINGBUILDING

NUMBER OF BUILDING PERMITS ISSUED FY10 TO FY12

14,248 15,631

21,947

0

5000

10000

15000

20000

25000

Num

ber o

f Per

mits

FY10 FY11 FY12Fiscal Year

10%10% 40%40%

Average number of reviews per year: Average number of reviews per year: 145,000*145,000*

Building Permits issued:Building Permits issued:30,88230,882

2013 BUILDING PERMIT STATS

* Includes other agencies and all review cycles.

40%40% 117 %117 %

SITE DEVELOPMENTSITE DEVELOPMENT

CONSTRUCTION PLANS REVIEWED FY10 TO FY12

247

480

896

1372

269

648

917

1,381

305

680892

1,452

0

200

400

600

800

1000

1200

1400

1600

Num

ber o

f Pla

ns


SUB Subdivision (Receiving Branch) WB WasteWater Branch TRB Traffic Review Branch CEB Civil Engineering Branch

SUB

WB

TRB

CEB

SUB

WB

TRB

CEB

SUB

WB

TRB

CEB

1%1% 5%5%

SUBDIVISION APPLICATIONS REVIEWED FY10 TO FY12

286 288

355

301

230 225

363

236257 258

341

273

0

50

100

150

200

250

300

350

400

Num

ber o

f Pla

ns


SUB Subdivision (Receiving Branch) WB WasteWater Branch TRB Traffic Review Branch CEB Civil Engineering Branch

SUB

WB

TRB

CEB

SUB

WB

TRB

CEB

SUB

WB

TRB

CEB

ENGINEERING PERMITS* ISSUED FY10 TO FY12

082

697

1262

533

3 70

687

1,183

443

5 75

664

1,272

544

0

200

400

600

800

1000

1200

1400

Num

ber o

f Per

mits


CEB Dewatering CEB Drain Connection CEB Grading CEB Trenching WB Sewer Connection

*DEWATERING, DRAIN CONNECTION, GRADING, *DEWATERING, DRAIN CONNECTION, GRADING, TRENCHING, & SEWER CONNECTIONTRENCHING, & SEWER CONNECTION

WHAT ARE SOME OF WHAT ARE SOME OF THE OBJECTIVESTHE OBJECTIVES

Improve and expedite permitting Improve and expedite permitting processprocess

Increase review accuracy and Increase review accuracy and quality quality

Keep standardsKeep standards More online rather than inlineMore online rather than inline Lower production and storage costLower production and storage cost

PRINT COST SAVINGS EXAMPLE


Based on current printing services pricing for 2015

WHATWHAT’’S A GOOD S A GOOD SYSTEM?SYSTEM?

Use a webUse a web--based system that:based system that: Is proven and reliable Is proven and reliable Is easily deployableIs easily deployable Is free and easy to useIs free and easy to use Works with existing technologyWorks with existing technology Works with the existing business Works with the existing business

processesprocesses

GO FROM PAPER TO DIGITAL

FROM THIS TO THIS

Has the ability to:Has the ability to: submitsubmit receivereceive reviewreview tracktrack approveapprove store/access store/access permit plans electronicallypermit plans electronically

Performs digital:Performs digital: reviewreview markupmarkup commentcomment publishingpublishing

of electronic plans of electronic plans using builtusing built--in and in and familiar tools.familiar tools.

WHAT IS WHAT IS ePLANSePLANS??

+++ ===

An integration of the CityAn integration of the City’’s existing s existing permitting system (permitting system (POSSEPOSSE) and plan ) and plan review software (review software (ProjectDoxProjectDox))

ProjectDoxProjectDox is the market leader in electronic plans review is the market leader in electronic plans review software, with about 140 sites across North America, and software, with about 140 sites across North America, and 2 sites across the Hawaiian Islands.2 sites across the Hawaiian Islands.

SUBMIT APPLICATION SUBMIT APPLICATION

(SDD MASTER CHECKLIST)(SDD MASTER CHECKLIST)

ePLANS PROJECT APPLICATION

1.1. Electronic Plan Submission Electronic Plan Submission (Applicant)(Applicant)

2.2. Plan Check and Review Plan Check and Review (DPP)(DPP)

3.3. Change Notification & and Plan Change Notification & and Plan Resubmission Resubmission (Applicant)(Applicant)

4.4. Approval Approval (DPP)(DPP)

5.5. Print Approved Plans Print Approved Plans (Applicant)(Applicant)

6.6. Inspections Inspections (DPP)(DPP)

TYPICAL ePLANS WORKFLOW

BASIC WORKFLOW

Applicant submits an application via Applicant submits an application via email to email to [email protected]@honolulu.gov(or in person)(or in person) A job is created in the A job is created in the POSSEPOSSE systemsystem A project folder is created in A project folder is created in

ProjectDoxProjectDox onlineonline Applicant receives an email invitation Applicant receives an email invitation

to upload plans into to upload plans into ePlansePlans

1 Electronic Plan SubmissionElectronic Plan Submission

BASIC WORKFLOW

PrePre--Screen ReviewScreen Review

DPP determines if initial submittal DPP determines if initial submittal meets formatting requirementsmeets formatting requirements

If not, they are returned to If not, they are returned to applicant for correctionsapplicant for corrections

If yes, the project goes into If yes, the project goes into Department ReviewDepartment Review

2 Plan Check and ReviewPlan Check and Review

Numbering Standard:Numbering Standard: One alphabetical character that One alphabetical character that

designates discipline followed by designates discipline followed by 3 numerical characters3 numerical characters. (ex. . (ex. C001, C001, , C101, or C004 , C101, or C004 –– Mass GradingMass Grading)) Title Sheet Title Sheet does notdoes not include an include an

alphabetical character (ex. alphabetical character (ex. 000, 000, 100100)) The numerical format can be The numerical format can be

sequential or in a series formatsequential or in a series format


Index:Index: Index list matches sheets Index list matches sheets

submittedsubmitted CrossCross--referencing is consistent referencing is consistent

between between –– file name, sheet file name, sheet number, details, index, callnumber, details, index, call--outs, outs, etc.etc.


File Naming Standard:File Naming Standard:Are less than 40 charactersAre less than 40 charactersContain no special characters such Contain no special characters such as as !@#$%^&*()!@#$%^&*()””?/|?/|\\=+~[]{}=+~[]{}Acceptable special characters: Acceptable special characters: Hyphen and underscoreHyphen and underscore


Plans:Plans:Format = Format = pdfpdf ((vectorizedvectorized or raster)or raster)One sheet one fileOne sheet one fileAll drawing sheets must be the All drawing sheets must be the same sizesame sizeScale bar (see next slide)Scale bar (see next slide)


Each sheet must have a typical graphic scale and be drawn to scale.


Plan Review Routing:Plan Review Routing: ePlansePlans automatically notifies all automatically notifies all reviewers that the plans are ready reviewers that the plans are ready for review. for review. There is no need to route paper There is no need to route paper plans to agencies, organizations plans to agencies, organizations who are currently using who are currently using ePlansePlans..


Agencies currently Agencies currently using using ePlansePlans::

DPPDPPBWS (building)BWS (building)HFDHFDHCDAHCDADOH DOH –– Wastewater Wastewater BranchBranch


Agencies in the Agencies in the works to join works to join ePlansePlans::

DDCDDCDFMDFMENVENVBWS (site)BWS (site)DLNRDLNR


Department Reviewers:Department Reviewers:

Accept Review taskAccept Review task

Review drawingsReview drawings

Create markups & comments as Create markups & comments as necessarynecessary

Complete Review taskComplete Review task


BASIC WORKFLOW

Applicant:Applicant:

Addresses markups/commentsAddresses markups/comments

Resubmits revised plansResubmits revised plans

3 Change Notification & Plan ResubmissionChange Notification & Plan Resubmission

Paper copies are routed to all other non-participating agencies that require approval. Proof of agency approval are uploaded into the ‘External Agency Approval’ folder.

3 Change Notification & Plan ResubmissionChange Notification & Plan Resubmission

Paper Plan Routing:Paper Plan Routing:

BASIC WORKFLOW

Top right Top right corner of all corner of all sheets sheets reserved for reserved for C&C C&C electronic electronic approval approval stamps.stamps.

4 Approval

Art Challacombe

4 Approval


Will be notified by email when the Will be notified by email when the plans are approved.plans are approved.

Approved plans will be in the Approved plans will be in the ““ApprovedApproved”” folder in the folder in the ePlansePlansproject.project.

4 Approval

BASIC WORKFLOW


Print two copies of the approved Building Print two copies of the approved Building plans (file with the City and for job site). plans (file with the City and for job site).

Approved plans must have all original Approved plans must have all original required signatures (i.e. engineers or required signatures (i.e. engineers or architects). architects).

Bring the signed copy of plans to DPP at Bring the signed copy of plans to DPP at time of payment.time of payment.

Permits will be issued after receipt of Permits will be issued after receipt of signed copy of plans and payment.signed copy of plans and payment.

4 Print Approved Plans

BASIC WORKFLOW

WHAT ARE THE BENEFITS OF ePLANS?

Reduce time, paper cost and Reduce time, paper cost and handlinghandling

Quicker submission & resubmission Quicker submission & resubmission timestimes

Instant notifications, information Instant notifications, information distribution, and better coordinationdistribution, and better coordination

Concurrent, multiConcurrent, multi--user accessuser access

WHATWHAT’’S THE RESPONSE?S THE RESPONSE?

NUMBER OF BUILDING ONLINEPERMITS ISSUED FY10 TO FY12

3,2093,702

6,419

0

1000

2000

3000

4000

5000

6000

7000

Num

ber o

f Onl

ine

Perm

its


15%15%73%73%

NUMBER OF BUILDING PERMIT APPLICATIONS VIA ePLANS

649

960

1,642

0

200

400

600

800

1000

1200

1400

1600

1800

Num

ber o

f App

licat

ions

2012 2013 2014

Year

Building Permit Applications Utilizing ePlans


649

960

1,642

0

200

400

600

800

1000

1200

1400

1600

1800

Num

ber o

f App

licat

ions

2012 2013 2014

Year


48%48%


649

960

1,642

0

200

400

600

800

1000

1200

1400

1600

1800

Num

ber o

f App

licat

ions

2012 2013 2014

Year


153%153%

Access Access ePlansePlans anywhere and anywhere and anytime 24/7anytime 24/7

Check project statusCheck project status Communicate internally with Communicate internally with allall

project membersproject members View, address, and/or publish View, address, and/or publish

markups/commentsmarkups/comments

THINGS YOU CAN DO

HOW TO ACCESS HOW TO ACCESS ePLANSePLANS??

DPP will provide login credentials to DPP will provide login credentials to project members and/or users.project members and/or users.

Once setup, access can be done:Once setup, access can be done:

Via your desktop Via your desktop

Via the DPP websiteVia the DPP websiteLink to ePlans WebSite

[email protected]

PROJECTS LISTING

PROJECT INFORMATION

STATUS TYPES

ProjectProject TaskTask ReviewReview

PROJECT STATUS

TASK STATUS

REVIEW STATUS

REVIEW CYCLE

MARKUPS & COMMENTS

COMMENTS IN POSSE

MARKUPS & COMMENTS

Well organize Well organize -- easy to find and read.easy to find and read.

COMPARE REVISED DRAWINGS

Visual Compare Mode: Red (deletions), Green (additions)Visual Compare Mode: Red (deletions), Green (additions)

PUBLISH TO PDF

Publish comments/markups to Publish comments/markups to pdfpdf for convenient transmission.for convenient transmission.

email notification sent to email notification sent to applicant and all project membersapplicant and all project members

Approved plans will be in the Approved plans will be in the ‘‘ApprovedApproved’’ folderfolder

APPROVED PLANSAPPROVED PLANS

APPROVED PLANS

Final approved drawings will now have a digital stamp. Final approved drawings will now have a digital stamp.

APPROVED PLANS

HOW CAN I FIND HELP HOW CAN I FIND HELP AND/OR RESOURCES?AND/OR RESOURCES?

http://http://www.honoluludpp.org/OnlineServices.aspxwww.honoluludpp.org/OnlineServices.aspx

DPP website DPP website ((‘‘Online Online ServicesServices’’))Prescreen Prescreen ChecklistsChecklistsSubmittal Submittal InstructionsInstructionsTutorialTutorialFAQFAQProject Project statusstatus

ePLANS HELP INFO

ELECTRONICELECTRONICSIGNATURESSIGNATURES……

SUBDIVISION RULES & REGS

U.E.T.A.

Electronic submittals constitute Electronic submittals constitute agreement by you as the applicant agreement by you as the applicant or authorized representative to or authorized representative to transact business electronically transact business electronically with this department, in with this department, in accordance with HRS Chapter accordance with HRS Chapter 489E.489E.

DPP

DCCA HRS Chapter 16-115

APPROVED APPROVED CONSTRUCTION & CONSTRUCTION & GRADING PLANSGRADING PLANS

OLD WAY – CD’S OR DVD’S

NEW WAY - ePLANS

REMINDER TO UPLOAD PLANS

HOW TO UPLOAD PLANShttp://www.honoluludpp.org/http://www.honoluludpp.org/

CITY AGENCY PARTICIPATION

An electronic permitting systemAn electronic permitting system

THANK YOUTHANK YOU

eplans city agency presentation 2015 (ml) aia group ......aia october 9, 2015 presented by the city...

Documents