Planning, Building and Code Enforcement 1
Development Services Process Improvements and
Dashboard Update
Community and Economic Development Committee
February 28, 2022
Item (d) 4
Presenter: Chris Burton, Director, Planning, Building and Code Enforcement 900
1100
1300
1500
1700
PBCE Development Services Dashboard
Planning, Building and Code Enforcement 2
Planning
Email Inquiries
1,233
Jan 2022
Last 6 Months
Intake Backlog
141
As of Jan 31, 2022
60 100
140
180
Last 7 Months
Intake
PBCE Development Services Dashboard
Planning, Building and Code Enforcement 3
Planning
Plan Review
30 Day Letter
30%
Jan 2022
Target: 85%
Conformance Reviews
Complete
291
Jan 2022
20%
40%
60%
80%
Last 12 Months
100
200
300
400
Last 4 Months
PBCE Development Services Dashboard
Planning, Building and Code Enforcement 4
Planning
Issuance
Days to Permit Issuance
Jan 2022
Total Applications Completed
Jan 2022
0 5
10 15
20 25
30 0
20 40
60 80
100
120
0 30
60 90
0 300
600
900
Discretionary Permits
Last 12 Months Last 12 Months
Ministerial Permits
87 Ministerial 2 Discretionary 14 Ministerial 32 Discretionary Ministerial Discretionary Ministerial Discretionary
Discretionary Permits
Ministerial Permits
PBCE Development Services Dashboard
Planning, Building and Code Enforcement 5
Intake
Building
Submittal Appts Held
1,026
Jan 2022
Submittal Appts Booked
897
Jan 2022
Days Until Next Appt Available
44 Jan 2022
Email Inquiries
359
Jan 2022
100
200
300
400
500
Last 5 Months
500
700
900
1100
Last 10 Months
500
750
1000
Last 10 Months
30 50
70 Last 10 Months
PBCE Development Services Dashboard
Planning, Building and Code Enforcement 6
Plan Review
Building
750
1,000
1,250
1,500
Plans Received
1,300
Jan 2022
Plan Check Completed
1,408
Jan 2022
Plan Review on Time
59%
Jan 2022
Target: 90%
Plan Review Backlog
893
As of Jan 31, 2022
Last 12 Months 500
700
900
Last 12 Months
40%
50%
60%
70%
500
700
900
1,100
Last 12 Months Last 12 Months
PBCE Development Services Dashboard
Planning, Building and Code Enforcement 7
Plan Review
Building
Permits Issued Online
1,579
Jan 2022
Permits Issued Manually
489
Jan 2022
Inspections Scheduled
2,843
Jan 2022
Inspection Available w/in 24 Hours
83%
Jan 2022
Target 80%
800
1,400
2,000
0 200
400
600
800
1000
Last 12 Months Last 12 Months
5,000
5,500
6,000
6,500
7,000
7,500
8,000
Last 12 Months
0%
50%
100%
Last 12 Months
Dashboard Metric Descriptions – Planning Division
Planning, Building and Code Enforcement 8
Metric/ Widget Phase Description
1 Intake Backlog Intake How many email inquiries for application submittal for the Permit Center to be assigned. 2 Email Inquiries Intake Number of emails completed + unread at the end of the month (using the first full week of the next month) for [email protected]
3 30 Day letter Review Of the 30-day letters that was due in each month, how many did we send out within the 30 day target.
4 Conformance Reviews Complete Review How many building permit zoning conformance (also referred to as “EPR”) has been completed.
5 Total Applications Completed Issuance Count of number of Planning Folders had “Issued Date” in each month. 6 Days to Permit Issuance Issuance Measures how long it takes to issue Planning Permit from intake to issuance (public hearing) date
Dashboard Metric Descriptions – Building Division
Planning, Building and Code Enforcement 9
Metric/ Widget Phase Description
7 Intake Appts Intake Count of the number of appointments held each month across the four main intake lines (ADU, OTC Plan Review and Simple)
8 Appts Booked Intake Count of how many appointments customers reserve each month (could book appointment in future month).
9 Email Inquiries Intake Number of emails received for [email protected] and does not include online permits, targeted review, RS Resubmittals, Plan review email inbox. 10 Days Until Next Appt Available Intake When a customer booked an appointment in a given month, how many calendar days have to book the appointment out into the future.
11 Plans Received Review Count of how many separate Building Plans (Structural, Mechanical, Electrical, Plumbing) were submitted each month, including both new submission and revisions/resubmittals. 12 Plan Check Completed Review Count of the number of separate plan reviews/check completed each month for building structural, mechanicals, electrical and plumbing. Including both 1st submissions and revisions/resubmittals. 13 Plan Review on Time Review Measures what percent of the plan reviews completed were completed within the target timeframe for that particular type of review (based on project type and revision cycle). 14 Plan Review Backlog Review By the end of the month, what was the remaining number of Plan Review sets that were still not reviewed including carry overs from previous month. Includes both 1st cycle and resubmittals. 15 Permits Issued Online Issuance Count of the number of building permits were self-administered by customers on SJPermits.org allowing them to get their issued permit within 15 minutes on their own. 16 Permits Issued Manually Issuance Count of the number of building permits that were manually intake by staff and required some review by staff prior to issuance.
17 Inspections Scheduled Inspection Count of inspections that were scheduled each month. This is nearly synonymous with inspections completed since inspections are almost always completed within 3 days of the date they are scheduled. 18 Inspection Available within 24
Hours Inspection Measures the “backlog” of inspection by looking at how many days out is the next available inspection is based on the date the customer tried to schedule their inspection.
Building Permit Intake Service Lines
Planning, Building and Code Enforcement 10
Description
Over the
Counter
“OTC”
Simple
Projects
Residential alternations or
additions with no major
structural changes.
Applicant installations,
electrical or plumbing projects,
reroofing or similar projects
with no structural changes
ADU
Submittal
Accessory Dwelling Unit plan
submittal.
Plan Review
New construction or major
remodels with structural
changes.
Rapid Online
Service
Intake
Prepared applicants for Plan
Review application submittals.
Days Between Booking &
Appt
0 20
40 60
80 0
20 40
60 45 Days
January 2022
53 Days
2021 Average
17 Days
January 2022
42 Days
2021 Average
23 Days
January 2022
43 Days
2021 Average
53 Days
January 2022
60 Days
2021 Average
7 Days
January 2022
N/A
2021 Average
Days Between
Booking & Appt.
# of Appts.
Held
# of
Bookings
318 Appts.
January 2022
3,071 Appts.
2021
126 Appts.
January 2022
1,325 Appts.
2021
133 Appts.
January 2022
1,151 Appts.
2021
433 Appts.
January 2022
3,528 Appts.
2021
50 Appts.
January 2022
N/A
2021
42 Bookings
January 2022
3,353
2021
1,375 Bookings
January 2022
1,375 Bookings
2021
127 Bookings
January 2022
1,149 Bookings
2021
392 Bookings
January 2022
3,887 Bookings
2021
130 Bookings
January 2022
N/A
2021
0 20
40 60
80 0
50 100
Staff Vacancy Rate
Planning, Building and Code Enforcement 11
Permit Center Development
Review
Vacancy Rate 20% 19%
Vacant 2 8
Filled 8 35
Positions Planner I, II, III, IV, Planning Technician
Permit Center Plan Review Inspection
Vacancy Rate 22% 29% 21%
Vacant 4 7 14
Filled 14 17 54
Positions Permit Specialist, Principal
Permit Specialist
Senior Engineer, Associate
Engineer
Bldg Inspect Combo, I, II,
III, Sr
Building
Planning
Planning, Building and Code Enforcement 12
Development Services Process Improvements and
Dashboard Update
Community and Economic Development Committee
February 28, 2022
Item (d) 4
Presenter: Chris Burton, Director, Planning, Building and Code Enforcement