Information
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Document No.
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Audit Title
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Client / Site
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Conducted on
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Prepared by
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Location
General Information
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Scope of Service
- Full Service (SB Permit Tech)
- Full Service (Town Permit Tech)
- Inspection Only
- Plan Review Only
- Back-Up Inspection Only
- Code Enforcement
- Commercial Plan Review Only
- Individual Projects (State Projects, Builder Projects)
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Contract Start Date
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Contract End Date
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Terms for Renewal
Contact Information:
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Has the client been provided with contact information (phone, e-mail, fax) for local SAFEbuilt employees?
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Building Official
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Plans Examiners
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Building Inspectors
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Permit Technicians
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Code Enforcement Officers
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Does SAFEbuilt have a copy of contact information for jurisdiction (name, title, e-mail, phone#)?
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Town Manager/Administrator
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Permit Tech (person in charge of permit entry)
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Finance Director/Accounting (billing)
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Planning Director/Town Planner
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Engineering Director/Town Engineer
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Public Works Director
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Town Clerk
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Mayor
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Town Board/Council
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Fire District
Required Information Received and in Sharepoint
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Copy of Fee Schedule- preferable a copy of the actual adoption ordinance as well as any other fees that are routinely assessed at building permit (even if these fees are not something SAFEbuilt bills for)
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Copy of SAFEbuilt Contract w/ Jurisdiction
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Copy of Local Code Adoption Ordinance w/ all amendments
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Have minimum valuation schedules been adopted by the Town or provided by SAFEbuilt and uploaded in system?
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Copy of Town Logo in PDF format
Pre/Post Evaluation (need to ensure some activities have been evaluated before or right after contract is signed).
Facilities:
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Has a release agreement been signed for the office space or is that being handled by the city?
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Has the space been evaluated to ensure SAFEbuilt can provide services?
Permit Closeout:
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Has the permit closeout procedure been evaluated and agreed upon by the city and SAFEbuilt?
Record Retention: *If "at risk" explain in notes section.
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Review all achieved work and records to ensure that SAFEbuilt is aware of the protocol.
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Review current paper files to ensure SAFEbuilt can take over the process.
Discovery
Process (Evaluate for record and not what efficacy gains can be made by improving the process): *If "at risk" explain in notes section.
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Inspection Intake
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Plan Review Process
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City Stakeholders' involvement with the building department
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Inspection Routing Process
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Inspection Resulting Process
Front Desk/Reception Area Observation (Evaluate the current front desk operations and documents for improvement):
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Are the customers greeted upon arrival?
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Is the waiting area clean and inviting to the public?
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Are the forms and applications up-to-date and available to the public?
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Are documents organized and ready for distribution?
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Do the forms and applications meet SAFEbuilt standards?
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Are all office employees compliant with the dress code?
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Are business cards available to hand to customers?
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Is there any survey information available for clients?
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Are submittal checklists available for clients?
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Are the codes available to the customer?
Documents: *If "at risk" explain in notes section.
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Review all city documents
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Have all checklists from the city been collected and evaluated to see if they meet SAFEbuilt standards?
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Have all forms from the city been collected and evaluated to see if they meet SAFEbuilt standards?
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Have all the applications from the city been collected and evaluated to see if they meet SAFEbuilt standards?
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Has the city's website been evaluated for its content?
Business Systems (Determine what is needed for the office):
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What type of technology will the city provide?
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Determine what system is being used for permitting.
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What technology is needed for the office?
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Computers are being provided by:
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How many computers are needed for the office?
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Mobile devices for the staff are provided by:
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How many mobile devices are needed for the office?
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Copiers/scanners are provided by:
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How many printers (mobile and office) are needed for the office?
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Internet and wifi are provided by:
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Explain the SAFEbuilt access to the city server.
Vehicles
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Have vehicles been evaluated?
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Should we purchase existing vehicles or order new ones?
Administration *If "at risk" explain in notes section.
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Observe the front counter for current process of receiving customers.
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Observe the current process of scheduling inspections.
Financial
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Has the city financial department been contacted to see how payments will be taken?
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Has a cash handling policy been requested from the city?
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Has the accounting department been notified of the new office startup date?
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Have we given access to SharePoint file sharing?
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Has a billing and OPS site been created for the new office?
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Has a budget been created from the observations and sent to accounting?
Website Observations
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Has the city website been evaluated?
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What changes will have to be made for the building department?
Plan Review Observations *If "at risk" explain in notes section.
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Personnel Qualifications
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Personnel Workload
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Office Layout/Workspace
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Storage/Logging
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Electronic Review Capability
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Application Checklist
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Who drives the workload?
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Level of information on Software
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Intake
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Routing
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Reviewer Checklist
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Timeline Deliverable Measurement
