SAFEbuilt Plan Review Division 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

Technology (PH)

Building and Inspection Department

Building and Inspection Department

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:

Organizational Issues (PH)

Certification of Staff

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

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

• 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?

• 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?

• 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

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

Residential Addition Building Process

Residential Alteration Building Process

Other Permit Processes

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

Plan Review

Organizational Structure

• 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.

• Is there a "Manager" or "Supervisor" for the Plan Review Department (other than the building official)?

  Yes

  No

  N/A

• Manager/Supervisor Name and Title:

• 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

• Other Plans Examiners - List type/duties:

• Details/Notes about "shared duties" or staff qualified for several trades (but not ALL trades/Combination):

• Details/Notes about On Call, Part-Time, or "contracted" Plan Reviews (ie. Structural Engineers, Architects, etc.):

(+) 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:

Plan Review Activity

• Notes on Plan Review activity numbers (from reports, observations, etc)

Analysis of Plan Review Workload & Staffing

• Notes on Plan Review activity numbers (from reports, observations, etc)

Current Plan Review Performance Targets

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?

Planning Department

• Notes on interactions/cross-review, etc. with Planning Department:

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

• IT Notes:

Plan Review Observations

• Personnel Qualifications

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Personnel Workload

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Office/Workspace

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Storage/Logging

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Electronic Review Capability

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Application Checklist

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Level of information on Software

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Intake

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Routing

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Reviewer Checklist

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Timeline Deliverable Measurement

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

Programs

• Rapid Review Program

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Electronic Plan Review Program

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Is there a BOA (board of appeals or board of adjustment) established for each client?

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Community Outreach Plan

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations

• Regular staff meetings with notes (internal)

  N/A

  Unacceptable

  Needs Improvement

  Meets Expectations

  Exceeds Expectations