SAFEbuilt Permit Tech Only Mapping

• Document No.

• Client / Site

• Conducted on

  Date

• Prepared by

• Office Location

• N/A= 2, Unsatisfactory= 0, Needs Improvement= 1, Meets Expectations= 3, Exceeds Expectations= 4

(+) Interviewee Details

• Name of Person Being Interviewed

• Email Address:

• Phone Number:

• Supervisor Name and Title:

• Full Time, Part Time, or On-Call?

  Full Time

  Part Time

  On-Call

  Other

• Explain Other:

• Department/Division

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Primary Title/Position

  Select Building Official Deputy Building Official Plans Examiner Permit Technician Inspector Admin Code Enforcement

  • Building Official
  • Deputy Building Official
  • Plans Examiner
  • Permit Technician
  • Inspector
  • Admin
  • Code Enforcement

• Primary Title/Position

  Code Enforcement Manager

  Code Enforcement Officer

  Admin

  Other

• Primary Title/Position

  Select Planning Director Assistant Planning Director Senior Planner Planner Planning Tech Admin Other

  • Planning Director
  • Assistant Planning Director
  • Senior Planner
  • Planner
  • Planning Tech
  • Admin
  • Other

• Primary Title/Position

  Select Engineering Director Engineer Engineering Tech Engineering Inspector Admin Other

  • Engineering Director
  • Engineer
  • Engineering Tech
  • Engineering Inspector
  • Admin
  • Other

• Primary Title/Position

  Utilities Director

  Utility Inspector

  Utility Tech

  Admin

  Other

• Primary Title/Position

  Public Works Director

  Public Works Inspector

  Public Works Tech

  Admin

  Other

• Primary Title/Position

  Select Town/City Manager Town/City Administrator Town/City Clerk Council Member Admin Other

  • Town/City Manager
  • Town/City Administrator
  • Town/City Clerk
  • Council Member
  • Admin
  • Other

• Primary Title/Position

  Select Fire Chief FIre Inspector Fire Review Fire Investigator Senior Fire Officer Admin Other

  • Fire Chief
  • FIre Inspector
  • Fire Review
  • Fire Investigator
  • Senior Fire Officer
  • Admin
  • Other

• Primary Title/Position

  Health Department Director

  Health Inspector

  Admin

  Other

• Primary Title/Position

  Select Police Chief Police Officer Code Enforcement Dispatch Admin Other

  • Police Chief
  • Police Officer
  • Code Enforcement
  • Dispatch
  • Admin
  • Other

• Enter Department Name and Primary Title/Position

Building and Inspection Department

Profile

Authority

• List Adopted Building Codes:

Basic Functions

• Duties of Department/Division (Select all that apply):

  Select Building Inspections Construction Plan Review Permit Issuance Code Enforcement Business License Inspections Rental Housing Inspections Contractor Licensing Zoning Review Engineering Review Board of Appeals Health Inspections Other

  • Building Inspections
  • Construction Plan Review
  • Permit Issuance
  • Code Enforcement
  • Business License Inspections
  • Rental Housing Inspections
  • Contractor Licensing
  • Zoning Review
  • Engineering Review
  • Board of Appeals
  • Health Inspections
  • Other

• List Other:

Organization

• Organization/Staffing Levels (For Employees with "multiple" duties, count them as their "highest" or "primary" position). Note Part-time or On-Call staffing details in next section.

• Building Officials

• Deputy/Assistant Building Officials

• Commercial (Combination) Plans Examiners

• Commercial Building Only Plans Examiners

• Commercial Electrical Only Plans Examiners

• Commercial Plumbing Only Plans Examiners

• Commercial Mechanical Only Plans Examiners

• Residential (Combination) Plans Examiners

• Residential Building Only Plans Examiners

• Residential Electrical Only Plans Examiners

• Residential Plumbing Only Plans Examiners

• Residential Mechanical Only Plans Examiners

• Commercial Combination Inspectors

• Commercial Building Only Inspectors

• Commercial Electrical Only Inspectors

• Commercial Plumbing Only Inspectors

• Commercial Mechanical Only Inspectors

• Residential Combination Inspectors

• Residential Building Only Inspectors

• Residential Electrical Only Inspectors

• Residential Plumbing Only Inspectors

• Residential Mechanical Only Inspectors

• Health Inspectors - Commercial

• Health Inspectors - Residential

• Office Managers

• Permit Technicians

• Administrative Staff

• List information about Part-Time and On-Call staffing:

• Details/Notes about "shared duties" or staff qualified for multiple positions:

Positive Findings:

• Details/Notes on positive findings:

Permit, Inspection, and Revenue Activity

• Activity Levels: Collect reports, details on number of permits issued, inspections completed, plan reviews completed, etc. Revenue/valuation data, etc.

Permit Issuance and Inspection Activity (PH)

Building Permit Valuation History (PH)

Revenue Verses Budget History (PH)

Organizational Issues (PH)

Certification of Staff

• Notes on Staff Certifications (strengths, weaknesses, recommendations):

Customer Input and Feedback (PH)

Fees (PH)

Investing in Staff (PH)

Quality Control Assessments (PH)

Staff Meetings (PH)

Plan Submittal, Permit Issuance, and Inspection Requests

(+) General Permitting System/Organization Overview

• Comprehensive Permits means a structure/project is tracked under one permit with all fees and inspections associated with a single permit, Individual Permits indicates that separate permits are required for each trade (Building, Mechanical, Electrical, Plumbing, etc.)

• Comprehensive Permits or Individual Permits for each Trade?

  Comprehensive

  Individual

• Is this setup required by State (or other) law or is this at the jurisdiction's discretion?

  Yes

  No

  N/A

(+) Contractor and/or Business Licensing/Registration

• Is Contractor Licensing or Registration Required?

  Licensing

  Registration

  None

• What type of licensing/registration is required?

  Select General Contractor Electrical Mechanical Plumbing Other

  • General Contractor
  • Electrical
  • Mechanical
  • Plumbing
  • Other

• List Other Types of Licensing:

• Notes/Details on Registration or Licensing:

• Is Licensing Handled at Jurisdictional Level or State Level?

  Jurisdictional

  State

• Does Jurisdiction Track Licensing/Registration?

  Yes

  No

  N/A

• Which Department Tracks Licensing for the Jurisdiction?

• Is Business Licensing Required?

  Yes

  No

  N/A

• Which Department Tracks Licensing for the Jurisdiction?

(+) Permitting System

• Name of Current Permitting System OR Details on Permit Tracking Process (Excel Spreadsheet, Access Program, Paper & Pen, etc.)

• Potential to Change Permitting System?

  Yes

  No

  N/A

• What do you LIKE about the permitting system?

• What DON'T YOU LIKE about the permitting system?

• Reports: What do you pull out of the system in reports, what CAN'T you pull in reports, who requests reports/info (both internal and the public):

• How are Open (active) permits filed/tracked?

• How are Closed (completed/archived) permits filed/tracked?

• Are Expiring Permits Tracked?

  Yes

  No

  N/A

• What is the Time-Frame for permits to expire?

• How are expired/expiring permits handled (letters to applicant, automatic expiration, phone calls, etc.?

• Are Fees Assessed to "re-activate" expired permits?

  Yes

  No

  N/A

• What is the standard fee assessed to reactivate?

• Further Comments/Observations on Permit Process/Permits

Counter Operation

• Are the customers greeted upon arrival?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Is the waiting area clean and inviting to the public?

  Safe

  At Risk

  N/A

• Are the "Building Guides" up-to-date and available to the public?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Are all office employees compliant with the SAFEbuilt dress code?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Is the program information, (i.e. HIP, RR), displayed clearly for customers?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Are documents organized and ready for distribution?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Are business cards available to hand to customers?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Is survey information available for clients?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Are submittal checklists available for clients?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Have submittal checklists been completed?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Are the codes available to the customer?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Are the core values displayed and visible?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Observe the front counter for current process of receiving customers.

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Observe the current process of scheduling inspections.

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Are phones being properly answered?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

Plan Submittal Process

• Plan Review Fee Due at Submittal?

  Yes

  No

  N/A

• Full Permit Fee Due at Submittal?

  Yes

  No

  N/A

• Commercial Plan Submittal

  Paper Plan Submittal Only

  Electronic Plan Submittal Only

  Paper or Electronic Plan Submittal

• Paper Commercial Plan Sets Required

  1 set

  2 sets

  3 sets

  4 sets

  5 or More Sets

• Detail submittal requirements for Electronic Submittal (format, system for submittal, etc.)

• Residential Plan Submittal

  Paper Plan Submittal Only

  Electronic Plan Submittal Only

  Paper or Electronic Plan Submittal

• Number of Paper Copies of Plans Required

  1 set

  2 sets

  3 sets

  4 sets

  5 or More Sets

• Detail submittal requirements for Electronic Submittal (format, system for submittal, etc.)

(+) Permit "Workflow" Process

Commercial New Building Process

• Which Departments Must Review/Approve Plans or Permit BEFORE permit issuance (select all that apply):

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Require Copies of Submitted Plans for Review?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Conduct "On-Site" Inspections BEFORE the permit is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Conduct "On-Site" Inspections AFTER the permit is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Are Temporary Certificates of Occupancy Granted for New Commercial Buildings (with or without conditions)?

  Yes

  No

  N/A

• Is a separate permit required for the CO on all projects/permits?

  Yes

  No

  N/A

• Which Departments Must Approve Inspections/Site BEFORE a Certificate of Occupancy is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

Commercial Addition Building Process

• Which Departments Must Review/Approve Plans or Permit BEFORE permit issuance (select all that apply):

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Require Copies of Submitted Plans for Review?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Conduct "On-Site" Inspections BEFORE the permit is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Conduct "On-Site" Inspections AFTER the permit is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Are Temporary Certificates of Occupancy Granted for Commercial Additions (with or without conditions)?

  Yes

  No

  N/A

• Which Departments Must Approve Inspections/Site BEFORE a Certificate of Occupancy is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

Commercial Alteration (or Tenant Finish) Building Process

• Which Departments Must Review/Approve Plans or Permit BEFORE permit issuance (select all that apply):

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Require Copies of Submitted Plans for Review?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Conduct "On-Site" Inspections BEFORE the permit is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Conduct "On-Site" Inspections AFTER the permit is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Are Temporary Certificates of Occupancy Granted for Commercial Alterations/Tenant Finished (with or without conditions)?

  Yes

  No

  N/A

• Which Departments Must Approve Inspections/Site BEFORE a Certificate of Occupancy is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

Residential New Building Process

• Which Departments Must Review/Approve Plans or Permit BEFORE permit issuance (select all that apply):

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Require Copies of Submitted Plans for Review?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Conduct "On-Site" Inspections BEFORE the permit is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Conduct "On-Site" Inspections AFTER the permit is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Are Temporary Certificates of Occupancy Granted for New Homes (with or without conditions)?

  Yes

  No

  N/A

• Which Departments Must Approve Inspections/Site BEFORE a Certificate of Occupancy is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

Residential Addition Building Process

• Which Departments Must Review/Approve Plans or Permit BEFORE permit issuance (select all that apply):

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Require Copies of Submitted Plans for Review?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Conduct "On-Site" Inspections BEFORE the permit is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Conduct "On-Site" Inspections AFTER the permit is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Must Approve Inspections/Site BEFORE a Residential Addition is considered complete?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

Residential Alteration Building Process

• Which Departments Must Review/Approve Plans or Permit BEFORE permit issuance (select all that apply):

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Require Copies of Submitted Plans for Review?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Conduct "On-Site" Inspections BEFORE the permit is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Conduct "On-Site" Inspections AFTER the permit is issued?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

• Which Departments Must Approve Inspections/Site BEFORE a Residential Alteration is considered complete?

  Select Building Code Enforcement Planning Engineering Utilities Public Works Administration Fire Health Police Other

  • Building
  • Code Enforcement
  • Planning
  • Engineering
  • Utilities
  • Public Works
  • Administration
  • Fire
  • Health
  • Police
  • Other

Other Permit Processes

• List any "unique" permit types and processes we should be aware of:

Permit Issuance

• Over-The-Counter (One-stop) permits issued at counter?

  Yes

  No

  N/A

• Contractor Licensing Required at Issuance?

  Yes

  No

  N/A

• Payment Accepted at Permits Counter or Directed to another Department (finance, etc.)?

  Yes

  No

  N/A

• Payment Methods Accepted:

  Select Cash Check Credit Card Other

  • Cash
  • Check
  • Credit Card
  • Other

• Overview of Information/Paperwork Given to Applicant at Issuance:

Inspection Requests

• How are inspection requests submitted to the department (select all that apply)?

  Select Phone Email Online Request Fax

  • Phone
  • Email
  • Online Request
  • Fax

• Inspection Request "Cutoff" time:

• Scheduling "Windows" (select all that apply)

  Select Time-Windows Specific "Appointment" times At Jurisdiction's Discretion AM/PM Requests

  • Time-Windows
  • Specific "Appointment" times
  • At Jurisdiction's Discretion
  • AM/PM Requests

• Is there a "limit" to number of inspections allowed to be scheduled in a day?

  Yes

  No

  N/A

• How are inspections "assigned" to inspectors?

• Mobile "resulting" of inspections (iPad, iPhone, Tablet), etc.?

  Yes

  No

  N/A

• Paper Inspection Tickets (reports, correction notices) left on site?

  Yes

  No

  N/A

• How is applicant/contractor/customer provided inspection results?

• Re-Inspection Fees Assessed?

  Yes

  No

  N/A

• Details on Reinspection Fees (select all that apply)

  Select Always assessed at failed inspection Assessed at inspector's discretion Must be paid before next inspection None of the above

  • Always assessed at failed inspection
  • Assessed at inspector's discretion
  • Must be paid before next inspection
  • None of the above

• Additional Comments/Notes about Inspections:

Plan Review

(+) Plan "Submittal" Details:

• Commercial Plans - Details on "What" the Plans Examiners receive to review plans.

• Is a copy (or the original) permit application included with the plans to be reviewed?

  Yes

  No

  N/A

• Is a Permit Number Already Assigned to the plans?

  Yes

  No

  N/A

• Number of Plan "Sets" received (if paper copies):

• Are Engineering/Structural Plans Included with Plan Set?

  Yes

  No

  N/A

• Are Project "Specifications" included with the Plan Set?

  Yes

  No

  N/A

• What type of "stamps" are required on submitted plans (ie. Architect stamp, Structural engineer stamp, trade engineer stamps, others)?

• What is good about current "submittal" package a plans examiner receives??

• What would the Plans Examiner "change" about the information received?

• Additional Details/Notes about Submittal package:

• Notes:

Current Plan Review Performance Targets (PH)

Plan Review Turn-Around Times (in days)

• Large Commercial

• Small Commercial

• New Residential Home

• Master Planned New Home (Same-As)

• Small Residential

• Signs

• Fences

• Certificate of Occupancy

• Other "types" of permits - List type of plan review and number of days for review (if there is a document listing this, please get a copy):

Assessment of Actual Plan Review Performance

• Notes:

Recommended Plan Review Procedural Reassessments

• Notes:

Recommended Expedited Plan Review Processing Alternative

• Notes:

Recommendation Regarding Maintaining Constant Staffing

• Notes:

Recommended Change on Plan Review Data Tracking

• Notes:

Recommendation for Plan Review Automation

• Notes:

Plan Review Performance Standards

• How are plans assigned to an plans examiner?

• How are plans "on hold" tracked/noted as "on hold"?

• If a resubmittal is required, how is applicant notified?

• Are copies of the current adopted building codes available to all plans examiners?

  Paper/Books

  Electronic

  Other

• Are copies of referenced standards available to all plans examiners?

  Paper/Books

  Electronic

  Other

• Do Plans Examiners have access to Past Adopted Codes?

  Yes

  No

  N/A

• Do Plans Examiners have access to the adopted municipal code?

  Yes

  No

  N/A

• Are Planning/Zoning requirements/reviews on building permits handled by the Building Department Plans Examiners?

  Yes

  No

  N/A

• Detail what type of planning/zoning requirements/reviews are handled by Plans Examiners:

• Detail what types of reviews are passed on to the Planning/Zoning division for review AND how this review is tracked:

Plan Storage/Archiving

• Where are plans awaiting review (new submittals) stored/located?

• Where are plans "under review" stored/located?

• Where are plans awaiting re-submittal located?

• Where are department/city copy of plans (for projects approved for issuance or actively being built) stored?

• Where does staff bring approved plans when Plan Review is complete?

• How does staff track/move plans from active to "archive" location? How often?

• Where are plans "archived" or kept when project is finished?

• How are plans organized/filed for archival purposes?

• What are Commercial plan retention requirements?

• What are Residential plan retention requirements?

• Are the above retention requirements State, County, or Local requirements?

• Are As-Built Plans required at the end of a project?

Plan Review Letters/Conditions/Documents (get examples or samples of any document, if possible):

• What types of documents/approvals are created during Plan Review?

• Which of the following documents are created during the plan review process (select all that apply)?

  Select Correction Letters Resubmittal Requirements Conditions Letter Required Inspections Other

  • Correction Letters
  • Resubmittal Requirements
  • Conditions Letter
  • Required Inspections
  • Other

• What Other Documents are created at plan review (or attached):

• How are applicants notified of corrections or resubmittals required? (Email, phone, other)?

• Are there an standardized comments or conditions that should be (or are being) used for correction and condition letters?

Employee Perceptions

• Frustrations or concerns:

• Positives or things that really work well:

Customer Perceptions (PH)

• Office Space

  Yes

  No

  N/A

• Computers

  Yes

  No

  N/A

• Office Phones

  Yes

  No

  N/A

• Cell Phones

  Yes

  No

  N/A

• Supplies / Ordering

  Yes

  No

  N/A

• Copy / Scan / Fax

  Yes

  No

  N/A

• Signage

  Yes

  No

  N/A

• Server Information or Connection

  Yes

  No

  N/A

• Website

  Yes

  No

  N/A

Fee and Finance

• Are Building Permit Fee Payments Accepted in the Building Department?

  Yes

  No

  N/A

• Is cash accepted at Building Department?

  Yes

  No

  N/A

• Are Credit Cards Accepted as Payment at Building Permit?

  Yes

  No

  N/A

• Are checks verified (through CC machine or other method) at acceptance?

  Yes

  No

  N/A

• Describe how funds are collected (payment at another department, receipt procedures, etc.)

• Do Building Permit Fees Include Fees NOT associated with the Adopted Building Permit Fee Schedule (ie. impact fees, taxes, etc.)?

  Yes

  No

  N/A

• List "other" types of fees collected with building permits:

• How are Building Permit fees calculated (select all that apply):

  Select Hand Calculated Spreadsheet Permitting System Other

  • Hand Calculated
  • Spreadsheet
  • Permitting System
  • Other

• Are "deposits" or "bonds" collected (ie. funds that may be refunded or partially refunded) at permit application or permit issuance?

  Yes

  No

  N/A

• Describe how payment is accepted for these funds and tracked for potential reimbursement:

• Are the payments collected and deposited DAILY (either directly to bank or to finance department)?

  Yes

  No

  N/A

• Brief description of process (reports run, comparison to permits, totals, where funds are delivered):

• Describe HOW OFTEN these funds are "deposited" or processed to another department and the overall process:

• Is a Monthly Report Run to determine actual funds received and compared to permits?

  Yes

  No

  N/A

• List a brief description of any other "fee", "revenue", or "deposit" reports run and HOW OFTEN these are run:

• Brief description of how refund requests are handled for building permit fees:

• Refund Process

  Yes

  No

  N/A

• Is there a Local (jurisdiction) Tax applied to Building Permits?

  Yes

  No

  N/A

• What is the Local Tax Rate and how is it calculated (percentage of valuation, percentage of permit fees, other):

• Is there a State Tax applied to Building Permits?

  Yes

  No

  N/A

• What is the State Tax Rate and how is it calculated (percentage of valuation, percentage of permit fees, other):

• Is there a County/Parish Tax applied to Building Permits?

  Yes

  No

  N/A

• What is the County/Parish Tax Rate and how is it calculated (percentage of valuation, percentage of permit fees, other):

• Are there any unusual "zones" or "districts" to be aware of that affect building permit fees for taxes/fee collection?

  Yes

  No

  N/A

• What are the "zones" or "districts" and how are the fees calculated and collected?

• Additional Detail Notes on Fees and Finance:

(+) Documents/Handouts (Collect a copy of ANY document/handout)

• Permit Application "Forms" (select all that exist)

  Select Single Building Permit Application for all work Commercial Only Permit Application Residential Only Permit Application Small Project Application Trade Only Application Sign Permit Health Inspection Permit Application Other

  • Single Building Permit Application for all work
  • Commercial Only Permit Application
  • Residential Only Permit Application
  • Small Project Application
  • Trade Only Application
  • Sign Permit
  • Health Inspection Permit Application
  • Other

• List "other" permit application forms:

• Is the Adopted Fee Schedule included with Building Permit Applications?

  Yes

  No

  N/A

• Is the Adopted Fee Schedule available as a handout?

  Yes

  No

  N/A

• Licensing Application "Forms" (select all that exist):

  Select Contractor License Business License Other

  • Contractor License
  • Business License
  • Other

• Types of Contractor License "Applications":

  One Form (Comprehensive)

  Multiple Forms for difference licenses

• Types of Business Licence "Applications":

  One Form (Comprehensive)

  Multiple Forms for difference licenses

• List Other "License" Application Forms:

• Building Guides Available:

  Select New Residence New Commercial Decks Basement Finish Patio Cover Garage/Shed Pool Pole Barn Other

  • New Residence
  • New Commercial
  • Decks
  • Basement Finish
  • Patio Cover
  • Garage/Shed
  • Pool
  • Pole Barn
  • Other

• List "Other" Building Guides Available:

• Do Building Guides or Permit Applications include "checklists" or document/plan submittal requirements?

  Yes

  No

  N/A

• Additional Document/Application/Guide Observations/Notes:

Staff

• Permit Tech

  Yes

  No

  N/A

• Building Official

  Yes

  No

  N/A

• Plans Examiner

  Yes

  No

  N/A

IT

• Are office phones and cell phones working correctly, if not, has it been properly reported?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Are all tablets and laptops working properly, if not, has it been properly reported?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Are all printers/scanners/copiers working properly, if not, has it been properly reported?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

Policy Compliance

• Is the monthly Client Reporting up to date?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Is the SAFEbuilt Client Report updated?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Is the office in compliance with the SAFEbuilt/Community's records retention policy?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Is there an activity report and is it up to date?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Have regularly scheduled check-in meetings with clients been documented? Are they in compliance with SAFEbuilt standards?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Is the year end reporting up to date?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Are all permit files complete with all required information included?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Is the office adhering to the "Cash Handling" policy?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Are State/Federal employment posters posted in a visible location?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Are employee evaluations complete?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

Processes

• Inspection Intake

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Plan Review Process

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Inspection Routing Process

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Inspection Resulting Process

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Permit closeout procedure has been evaluated and agreed upon by the city and SAFEbuilt

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations