AIAAIAOctober 9, 2015October 9, 2015
Presented by the City and County of HonoluluPresented by the City and County of HonoluluDepartment of Planning and Permitting Department of Planning and Permitting
By Art Challacombe, Ken Schmidt, & Mark LeoncioBy Art Challacombe, Ken Schmidt, & Mark Leoncio
An electronic permitting systemAn electronic permitting system
In mid 2012, the City launched the In mid 2012, the City launched the ““Honolulu Honolulu ePlansePlans”” program, which is program, which is designed for the electronic review of designed for the electronic review of building permit plans.building permit plans.
In addition to enhancing customer In addition to enhancing customer service (e.g. no waiting in line), this service (e.g. no waiting in line), this online system provides better online system provides better communication and transparency. communication and transparency.
It also offers financial benefits by It also offers financial benefits by reducing the use of paper and ink, reducing the use of paper and ink, cost of storage, and driving time and cost of storage, and driving time and fuel consumption.fuel consumption.
In October 2013, about a year after In October 2013, about a year after the initial launch, the online system the initial launch, the online system was expanded.was expanded.
Yet again, in early 2015, the City expanded Yet again, in early 2015, the City expanded the the ““Honolulu Honolulu ePlansePlans”” program:program:
Overview of the expanded process Overview of the expanded process --submission and review of construction submission and review of construction and grading plansand grading plans How the new system is used How the new system is used Potential cost and time savingsPotential cost and time savings
WHY GO ELECTRONIC?WHY GO ELECTRONIC?
National government trendNational government trend
www.avolvesoftware.com
Increasing space and storage Increasing space and storage requirementsrequirements
Increasing volumes of paper plans and Increasing volumes of paper plans and documentsdocuments
Not easy to manage myriads of projectsNot easy to manage myriads of projects Difficulty in tracking of plansDifficulty in tracking of plans
Plans getting lostPlans getting lost Difficulty in handling heavy plansDifficulty in handling heavy plans
WHATWHAT’’SS THE PAPER THE PAPER TRAIL (TREND)?TRAIL (TREND)?
BUILDINGBUILDING
NUMBER OF BUILDING PERMITS ISSUED FY10 TO FY12
14,248 15,631
21,947
0
5000
10000
15000
20000
25000
Num
ber o
f Per
mits
FY10 FY11 FY12Fiscal Year
10%10% 40%40%
Average number of reviews per year: Average number of reviews per year: 145,000*145,000*
Building Permits issued:Building Permits issued:30,88230,882
2013 BUILDING PERMIT STATS
* Includes other agencies and all review cycles.
40%40% 117 %117 %
SITE DEVELOPMENTSITE DEVELOPMENT
CONSTRUCTION PLANS REVIEWED FY10 TO FY12
247
480
896
1372
269
648
917
1,381
305
680892
1,452
0
200
400
600
800
1000
1200
1400
1600
Num
ber o
f Pla
ns
FY10 FY11 FY12Fiscal Year
SUB Subdivision (Receiving Branch) WB WasteWater Branch TRB Traffic Review Branch CEB Civil Engineering Branch
SUB
WB
TRB
CEB
SUB
WB
TRB
CEB
SUB
WB
TRB
CEB
1%1% 5%5%
SUBDIVISION APPLICATIONS REVIEWED FY10 TO FY12
286 288
355
301
230 225
363
236257 258
341
273
0
50
100
150
200
250
300
350
400
Num
ber o
f Pla
ns
FY10 FY11 FY12Fiscal Year
SUB Subdivision (Receiving Branch) WB WasteWater Branch TRB Traffic Review Branch CEB Civil Engineering Branch
SUB
WB
TRB
CEB
SUB
WB
TRB
CEB
SUB
WB
TRB
CEB
ENGINEERING PERMITS* ISSUED FY10 TO FY12
082
697
1262
533
3 70
687
1,183
443
5 75
664
1,272
544
0
200
400
600
800
1000
1200
1400
Num
ber o
f Per
mits
FY10 FY11 FY12Fiscal Year
CEB Dewatering CEB Drain Connection CEB Grading CEB Trenching WB Sewer Connection
*DEWATERING, DRAIN CONNECTION, GRADING, *DEWATERING, DRAIN CONNECTION, GRADING, TRENCHING, & SEWER CONNECTIONTRENCHING, & SEWER CONNECTION
WHAT ARE SOME OF WHAT ARE SOME OF THE OBJECTIVESTHE OBJECTIVES
Improve and expedite permitting Improve and expedite permitting processprocess
Increase review accuracy and Increase review accuracy and quality quality
Keep standardsKeep standards More online rather than inlineMore online rather than inline Lower production and storage costLower production and storage cost
PRINT COST SAVINGS EXAMPLE
PRINT COST SAVINGS EXAMPLE
Based on current printing services pricing for 2015
PRINT COST SAVINGS EXAMPLE
Based on current printing services pricing for 2015
PRINT COST SAVINGS EXAMPLE
Based on current printing services pricing for 2015
PRINT COST SAVINGS EXAMPLE
Based on current printing services pricing for 2015
PRINT COST SAVINGS EXAMPLE
Based on current printing services pricing for 2015
PRINT COST SAVINGS EXAMPLE
Based on current printing services pricing for 2015
PRINT COST SAVINGS EXAMPLE
Based on current printing services pricing for 2015
PRINT COST SAVINGS EXAMPLE
WHATWHAT’’S A GOOD S A GOOD SYSTEM?SYSTEM?
Use a webUse a web--based system that:based system that: Is proven and reliable Is proven and reliable Is easily deployableIs easily deployable Is free and easy to useIs free and easy to use Works with existing technologyWorks with existing technology Works with the existing business Works with the existing business
processesprocesses
GO FROM PAPER TO DIGITAL
FROM THIS TO THIS
Has the ability to:Has the ability to: submitsubmit receivereceive reviewreview tracktrack approveapprove store/access store/access permit plans electronicallypermit plans electronically
Performs digital:Performs digital: reviewreview markupmarkup commentcomment publishingpublishing
of electronic plans of electronic plans using builtusing built--in and in and familiar tools.familiar tools.
WHAT IS WHAT IS ePLANSePLANS??
+++ ===
An integration of the CityAn integration of the City’’s existing s existing permitting system (permitting system (POSSEPOSSE) and plan ) and plan review software (review software (ProjectDoxProjectDox))
ProjectDoxProjectDox is the market leader in electronic plans review is the market leader in electronic plans review software, with about 140 sites across North America, and software, with about 140 sites across North America, and 2 sites across the Hawaiian Islands.2 sites across the Hawaiian Islands.
SUBMIT APPLICATION SUBMIT APPLICATION
(SDD MASTER CHECKLIST)(SDD MASTER CHECKLIST)
ePLANS PROJECT APPLICATION
1.1. Electronic Plan Submission Electronic Plan Submission (Applicant)(Applicant)
2.2. Plan Check and Review Plan Check and Review (DPP)(DPP)
3.3. Change Notification & and Plan Change Notification & and Plan Resubmission Resubmission (Applicant)(Applicant)
4.4. Approval Approval (DPP)(DPP)
5.5. Print Approved Plans Print Approved Plans (Applicant)(Applicant)
6.6. Inspections Inspections (DPP)(DPP)
TYPICAL ePLANS WORKFLOW
BASIC WORKFLOW
Applicant submits an application via Applicant submits an application via email to email to [email protected]@honolulu.gov(or in person)(or in person) A job is created in the A job is created in the POSSEPOSSE systemsystem A project folder is created in A project folder is created in
ProjectDoxProjectDox onlineonline Applicant receives an email invitation Applicant receives an email invitation
to upload plans into to upload plans into ePlansePlans
1 Electronic Plan SubmissionElectronic Plan Submission
BASIC WORKFLOW
PrePre--Screen ReviewScreen Review
DPP determines if initial submittal DPP determines if initial submittal meets formatting requirementsmeets formatting requirements
If not, they are returned to If not, they are returned to applicant for correctionsapplicant for corrections
If yes, the project goes into If yes, the project goes into Department ReviewDepartment Review
2 Plan Check and ReviewPlan Check and Review
Numbering Standard:Numbering Standard: One alphabetical character that One alphabetical character that
designates discipline followed by designates discipline followed by 3 numerical characters3 numerical characters. (ex. . (ex. C001, C001, , C101, or C004 , C101, or C004 –– Mass GradingMass Grading)) Title Sheet Title Sheet does notdoes not include an include an
alphabetical character (ex. alphabetical character (ex. 000, 000, 100100)) The numerical format can be The numerical format can be
sequential or in a series formatsequential or in a series format
2 Plan Check and ReviewPlan Check and Review
Index:Index: Index list matches sheets Index list matches sheets
submittedsubmitted CrossCross--referencing is consistent referencing is consistent
between between –– file name, sheet file name, sheet number, details, index, callnumber, details, index, call--outs, outs, etc.etc.
2 Plan Check and ReviewPlan Check and Review
File Naming Standard:File Naming Standard:Are less than 40 charactersAre less than 40 charactersContain no special characters such Contain no special characters such as as !@#$%^&*()!@#$%^&*()””?/|?/|\\=+~[]{}=+~[]{}Acceptable special characters: Acceptable special characters: Hyphen and underscoreHyphen and underscore
2 Plan Check and ReviewPlan Check and Review
Plans:Plans:Format = Format = pdfpdf ((vectorizedvectorized or raster)or raster)One sheet one fileOne sheet one fileAll drawing sheets must be the All drawing sheets must be the same sizesame sizeScale bar (see next slide)Scale bar (see next slide)
2 Plan Check and ReviewPlan Check and Review
Each sheet must have a typical graphic scale and be drawn to scale.
2 Plan Check and ReviewPlan Check and Review
Plan Review Routing:Plan Review Routing: ePlansePlans automatically notifies all automatically notifies all reviewers that the plans are ready reviewers that the plans are ready for review. for review. There is no need to route paper There is no need to route paper plans to agencies, organizations plans to agencies, organizations who are currently using who are currently using ePlansePlans..
2 Plan Check and ReviewPlan Check and Review
Agencies currently Agencies currently using using ePlansePlans::
DPPDPPBWS (building)BWS (building)HFDHFDHCDAHCDADOH DOH –– Wastewater Wastewater BranchBranch
2 Plan Check and ReviewPlan Check and Review
Agencies in the Agencies in the works to join works to join ePlansePlans::
DDCDDCDFMDFMENVENVBWS (site)BWS (site)DLNRDLNR
2 Plan Check and ReviewPlan Check and Review
Department Reviewers:Department Reviewers:
Accept Review taskAccept Review task
Review drawingsReview drawings
Create markups & comments as Create markups & comments as necessarynecessary
Complete Review taskComplete Review task
2 Plan Check and ReviewPlan Check and Review
BASIC WORKFLOW
Applicant:Applicant:
Addresses markups/commentsAddresses markups/comments
Resubmits revised plansResubmits revised plans
3 Change Notification & Plan ResubmissionChange Notification & Plan Resubmission
Paper copies are routed to all other non-participating agencies that require approval. Proof of agency approval are uploaded into the ‘External Agency Approval’ folder.
3 Change Notification & Plan ResubmissionChange Notification & Plan Resubmission
Paper Plan Routing:Paper Plan Routing:
BASIC WORKFLOW
Top right Top right corner of all corner of all sheets sheets reserved for reserved for C&C C&C electronic electronic approval approval stamps.stamps.
4 Approval
Art Challacombe
4 Approval
Applicant:Applicant:
Will be notified by email when the Will be notified by email when the plans are approved.plans are approved.
Approved plans will be in the Approved plans will be in the ““ApprovedApproved”” folder in the folder in the ePlansePlansproject.project.
4 Approval
BASIC WORKFLOW
Applicant:Applicant:
Print two copies of the approved Building Print two copies of the approved Building plans (file with the City and for job site). plans (file with the City and for job site).
Approved plans must have all original Approved plans must have all original required signatures (i.e. engineers or required signatures (i.e. engineers or architects). architects).
Bring the signed copy of plans to DPP at Bring the signed copy of plans to DPP at time of payment.time of payment.
Permits will be issued after receipt of Permits will be issued after receipt of signed copy of plans and payment.signed copy of plans and payment.
4 Print Approved Plans
BASIC WORKFLOW
WHAT ARE THE BENEFITS OF ePLANS?
Reduce time, paper cost and Reduce time, paper cost and handlinghandling
Quicker submission & resubmission Quicker submission & resubmission timestimes
Instant notifications, information Instant notifications, information distribution, and better coordinationdistribution, and better coordination
Concurrent, multiConcurrent, multi--user accessuser access
WHATWHAT’’S THE RESPONSE?S THE RESPONSE?
NUMBER OF BUILDING ONLINEPERMITS ISSUED FY10 TO FY12
3,2093,702
6,419
0
1000
2000
3000
4000
5000
6000
7000
Num
ber o
f Onl
ine
Perm
its
FY10 FY11 FY12Fiscal Year
15%15%73%73%
NUMBER OF BUILDING PERMIT APPLICATIONS VIA ePLANS
649
960
1,642
0
200
400
600
800
1000
1200
1400
1600
1800
Num
ber o
f App
licat
ions
2012 2013 2014
Year
Building Permit Applications Utilizing ePlans
NUMBER OF BUILDING PERMIT APPLICATIONS VIA ePLANS
649
960
1,642
0
200
400
600
800
1000
1200
1400
1600
1800
Num
ber o
f App
licat
ions
2012 2013 2014
Year
Building Permit Applications Utilizing ePlans
48%48%
NUMBER OF BUILDING PERMIT APPLICATIONS VIA ePLANS
649
960
1,642
0
200
400
600
800
1000
1200
1400
1600
1800
Num
ber o
f App
licat
ions
2012 2013 2014
Year
Building Permit Applications Utilizing ePlans
153%153%
Access Access ePlansePlans anywhere and anywhere and anytime 24/7anytime 24/7
Check project statusCheck project status Communicate internally with Communicate internally with allall
project membersproject members View, address, and/or publish View, address, and/or publish
markups/commentsmarkups/comments
THINGS YOU CAN DO
HOW TO ACCESS HOW TO ACCESS ePLANSePLANS??
DPP will provide login credentials to DPP will provide login credentials to project members and/or users.project members and/or users.
Once setup, access can be done:Once setup, access can be done:
Via your desktop Via your desktop
Via the DPP websiteVia the DPP websiteLink to ePlans WebSite
PROJECTS LISTING
PROJECT INFORMATION
STATUS TYPES
ProjectProject TaskTask ReviewReview
PROJECT STATUS
TASK STATUS
REVIEW STATUS
REVIEW CYCLE
MARKUPS & COMMENTS
COMMENTS IN POSSE
MARKUPS & COMMENTS
Well organize Well organize -- easy to find and read.easy to find and read.
COMPARE REVISED DRAWINGS
Visual Compare Mode: Red (deletions), Green (additions)Visual Compare Mode: Red (deletions), Green (additions)
COMPARE REVISED DRAWINGS
Visual Compare Mode: Red (deletions), Green (additions)Visual Compare Mode: Red (deletions), Green (additions)
COMPARE REVISED DRAWINGS
Visual Compare Mode: Red (deletions), Green (additions)Visual Compare Mode: Red (deletions), Green (additions)
PUBLISH TO PDF
Publish comments/markups to Publish comments/markups to pdfpdf for convenient transmission.for convenient transmission.
email notification sent to email notification sent to applicant and all project membersapplicant and all project members
Approved plans will be in the Approved plans will be in the ‘‘ApprovedApproved’’ folderfolder
APPROVED PLANSAPPROVED PLANS
APPROVED PLANS
Final approved drawings will now have a digital stamp. Final approved drawings will now have a digital stamp.
APPROVED PLANS
HOW CAN I FIND HELP HOW CAN I FIND HELP AND/OR RESOURCES?AND/OR RESOURCES?
http://http://www.honoluludpp.org/OnlineServices.aspxwww.honoluludpp.org/OnlineServices.aspx
DPP website DPP website ((‘‘Online Online ServicesServices’’))Prescreen Prescreen ChecklistsChecklistsSubmittal Submittal InstructionsInstructionsTutorialTutorialFAQFAQProject Project statusstatus
ePLANS HELP INFO
ELECTRONICELECTRONICSIGNATURESSIGNATURES……
SUBDIVISION RULES & REGS
U.E.T.A.
U.E.T.A.
U.E.T.A.
Electronic submittals constitute Electronic submittals constitute agreement by you as the applicant agreement by you as the applicant or authorized representative to or authorized representative to transact business electronically transact business electronically with this department, in with this department, in accordance with HRS Chapter accordance with HRS Chapter 489E.489E.
DPP
DCCA HRS Chapter 16-115
APPROVED APPROVED CONSTRUCTION & CONSTRUCTION & GRADING PLANSGRADING PLANS
OLD WAY – CD’S OR DVD’S
NEW WAY - ePLANS
REMINDER TO UPLOAD PLANS
HOW TO UPLOAD PLANShttp://www.honoluludpp.org/http://www.honoluludpp.org/
CITY AGENCY PARTICIPATION
An electronic permitting systemAn electronic permitting system
THANK YOUTHANK YOU