City & County of San Francisco Permit & Project Tracking System

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1 City & County of San Francisco Permit & Project Tracking System PPTS Sneak Preview March 20, 2013

2 Welcome & Opening Statements

3 AGENDA 1. Opening Statements Department Directors 2. Project Background 3. Project Features 4. Citizen Advisory Group Role 5. Next Steps

4 PROJECT BACKGROUND: WHO S INVOLVED City Departments: Vendors: SOFTWARE IMPLEMENTATION

5 HISTORY 2005 Identified need to enhance functionality, improve customer access, replace legacy systems 2006 Commissioned studies of business practices for both DBI and Planning in advance of implementing new system Implementation of DBI s Business Process Review and Planning s Action Plan 2011 Selected vendor for PPTS and entered into contract for implementation System design and implementation

6 PROJECT OBJECTIVES BUSINESS TECHNICAL Create consistent business practices throughout the City Improve business processes Enhance functionality Increase reporting capabilities Provide online access Provide mobile inspections for field personnel Provide one system for many departments/functional areas Integrate with GIS Increase system availability Increase data transparency

7 PROJECT FEATURES Single portal (website) for Citizen Access User Registration and Collections feature Online applications Transparency: easy access to project status AGIS and search ability Reports

8 ONE SYSTEM, TWO MAIN USER GROUPS PERMIT & PROJECT TRACKING STAFF PUBLIC Accela Automation Accela Citizen Access

9 CITIZEN ACCESS WEB SITE Visual mock up only >

10 USER REGISTRATION LOGIN REQUIRED NOT REQUIRED...to conduct a transaction such as submitting an application, paying a fee, etc....to search for information about a property or project, or to file a complaint.

11 ONLINE APPLICATIONS Electrical and plumbing permits submittal and issuance will continue to be available online DBI will begin to accept permit applications online Other DBI requests for services (such as 3R and Records) will be available online

12 ONLINE APPLICATIONS Planning will accept certain applications online: Preliminary Project Assessment Certificate of Appropriateness, Permit to Alter, Federal Section 106 Environmental General Plan Referral and In-kind Agreements Institutional Master Plan Shadow Study Wireless Letters of Determination and Zoning Verification letters Planning Project Review and Intake meetings will now be able to be scheduled online

13 COLLECTIONS The system has been designed to link all of the Planning and building permits associated with a project as related records. Applicants with multiple projects can manage them through the collections feature.

14 TRACK: PROJECT STATUS The new system has been designed to track project status at a very detailed level. For building permits, additional project information will be available such as fees, inspection scheduling and results, as well as all routing and plan review comments. For projects routed to Planning, each review step will be visible. For example, in the analysis phase of any permit or case routed to Planning, you will see the following steps:

15 PLANNING PROJECT STATUS Initial Review Remove Hold Design Review Meeting Hearing Scheduled Policy Meeting Agenda Language Sent Internal Meeting Supervisor Review Preservation Meeting Return to Planner ZA Pr Meeting Submitted to Admin Staff Plan Check Packet Published Document Review Document Drafting On Hold - Other Entitlement On Hold - Other Agency On Hold - Applicant

16 INSPECTIONS, ACCELA MOBILE OFFICE DBI inspections can be scheduled online, and all scheduled inspections and results will be online. Building Inspectors as well as Building and Planning Enforcement staff will have access to the system in the field through the use of mobile devices. Inspection results will be instantly available online.

17 SEARCH Accela GIS Search will be available for ALL records in the system (both DBI and Planning)

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21 REPORTS The new system includes detailed reporting features, including volume, performance (plan review and inspection turn-around times), land use data etc.

22 COMMUNICATIONS PLAN & PUBLIC OUTREACH Regular updates to the BIC, Planning Commission, HPC, Board of Supervisors Citizen Advisory Group for hands-on testing and feedback Quarterly presentations to all interested parties (stakeholders) starting in March, 2013

23 PROJECT WEBPAGE AND SURVEY Project webpage and ongoing SURVEY- please fill one out!

24 TIMELINE 2013 Today: Building the System JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Spring-Summer: System Testing & Staff Training Fall: System Live!

25 CONCLUSION NEXT STEPS Based on what you saw tonight, provide us with feedback https://www.surveymonkey.com/s/permitprojecttracking system QUESTIONS?

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