• 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?

  • Explain Other:

  • Department/Division

  • Primary Title/Position

  • Primary Title/Position

  • Primary Title/Position

  • Primary Title/Position

  • Primary Title/Position

  • Primary Title/Position

  • Primary Title/Position

  • Primary Title/Position

  • Primary Title/Position

  • Primary Title/Position

  • 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):

  • 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?

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

  • Is Contractor Licensing or Registration Required?

  • What type of licensing/registration is required?

  • List Other Types of Licensing:

  • Notes/Details on Registration or Licensing:

  • Is Licensing Handled at Jurisdictional Level or State Level?

  • Does Jurisdiction Track Licensing/Registration?

  • Which Department Tracks Licensing for the Jurisdiction?

  • Is Business Licensing Required?

  • 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?

  • 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?

  • 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?

  • What is the standard fee assessed to reactivate?

  • Further Comments/Observations on Permit Process/Permits

Plan Submittal Process

  • Plan Review Fee Due at Submittal?

  • Full Permit Fee Due at Submittal?

  • Commercial Plan Submittal

  • Paper Commercial Plan Sets Required

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

  • Residential Plan Submittal

  • Number of Paper Copies of Plans Required

  • 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):

  • Which Departments Require Copies of Submitted Plans for Review?

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

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

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

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

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

Commercial Addition Building Process

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

  • Which Departments Require Copies of Submitted Plans for Review?

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

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

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

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

Commercial Alteration (or Tenant Finish) Building Process

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

  • Which Departments Require Copies of Submitted Plans for Review?

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

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

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

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

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)?

  • 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?

  • Is a Permit Number Already Assigned to the plans?

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

  • Are Engineering/Structural Plans Included with Plan Set?

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

  • 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?

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

  • Do Plans Examiners have access to Past Adopted Codes?

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

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

  • 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)?

  • 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?

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

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

  • IT Notes:

Plan Review Observations

  • Personnel Qualifications

  • Personnel Workload

  • Office/Workspace

  • Storage/Logging

  • Electronic Review Capability

  • Application Checklist

  • Level of information on Software

  • Intake

  • Routing

  • Reviewer Checklist

  • Timeline Deliverable Measurement

Programs

  • Rapid Review Program

  • Electronic Plan Review Program

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

  • Community Outreach Plan

  • Regular staff meetings with notes (internal)

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