Planning, Building and Code Enforcement 1
Development Services Process Improvements and
Dashboard Update
Community and Economic Development Committee
May 23, 2022
Item (d)3
Presenter: Chris Burton, Director, Planning, Building and Code Enforcement 900
1100
1300
1500
1700
750
1,000
1,250
1,500
PBCE Development Services Dashboard
Planning, Building and Code Enforcement 2
Intake Plan Review Issuance/Inspection
(3) 30 Day Letter
52%
Apr 2022
Target: 85%
Building
Planning
(7) Submittal
Appts Held
763
Apr 2022
(8) Submittal
Appts Booked
846
Apr 2022
(10) Days Until Next
Appt Available
41 Apr 2022
(11) Plans Received
1,140
Mar 2022
(12) Plan Check
Completed
1,428
Mar 2022
(13) Plan Review on Time
61%
Mar 2022
Target: 90%
(4) Conformance
Reviews Complete
341
Mar 2022
Target: 400
(15) Permits Issued
Online
1,800
Apr 2022
(16) Permits Issued
Manually
487
Apr 2022
(17) Inspections
Conducted
8,118
Mar 2022
(18) Inspection
Available w/in 48 Hours
77%
Mar 2022
Target 80%
(14) Plan Review
Backlog
988
As of Mar 31, 2022
(6) Days to Permit
Issuance
Apr 2022
(9) Email
Inquiries
447
Apr 2022
100
200
300
400
500
Last 5 Months
(2) Email Inquiries
822
Mar 2022
Last 9 Months
(5) Total Applications
Completed
Apr 2022
(1) Intake Backlog
79 As of April 30, 2022
60 100
140
180
Last 10 Months
20%
40%
60%
80%
Last 12 Months
100
200
300
400
Last 6 Months
0 10
20 30
40 0
50 100
150
0 30
60 90
0 300
600
900
Discretionary Permits
Last 12 Months Last 12 Months
Ministerial Ministerial
(Ministerial) 88 17 (Discretionary) 327 25
500
700
900
1100
Last 12 Months
500
750
1000
1250
Last 12 Months
30 50
70 Last 10 Months
800
1,400
2,000
0 500
1000
Last 12 Months Last 12 Months
5,000
6,000
7,000
8,000
9,000
Last 12 Months
50%
100%
Last 12 Months
Last 12 Months
700
900
1,100
1,300
1,500
1,700
Last 12 Months
40%
50%
60%
70%
500
700
900
1,100
Last 12 Months Last 12 Months
900
1100
1300
1500
1700
750
1,000
1,250
1,500
PBCE Development Services Dashboard
Planning, Building and Code Enforcement 3
Intake Plan Review Issuance/Inspection
(3) 30 Day Letter
52%
Apr 2022
Target: 85%
Building
Planning
(7) Submittal
Appts Held
763
Apr 2022
(8) Submittal
Appts Booked
846
Apr 2022
(10) Days Until Next
Appt Available
41 Apr 2022
(11) Plans Received
1,140
Mar 2022
(12) Plan Check
Completed
1,428
Mar 2022
(13) Plan Review on Time
61%
Mar 2022
Target: 90%
(4) Conformance
Reviews Complete
341
Mar 2022
Target: 400
(15) Permits Issued
Online
1,800
Apr 2022
(16) Permits Issued
Manually
487
Apr 2022
(17) Inspections
Conducted
8,118
Mar 2022
(18) Inspection
Available w/in 48 Hours
77%
Mar 2022
Target 80%
(14) Plan Review
Backlog
988
As of Mar 31, 2022
(6) Days to Permit
Issuance
Apr 2022
(9) Email
Inquiries
447
Apr 2022
100
200
300
400
500
Last 5 Months
(2) Email Inquiries
822
Mar 2022
Last 9 Months
(5) Total Applications
Completed
Apr 2022
(1) Intake Backlog
79 As of April 30, 2022
60 100
140
180
Last 10 Months
20%
40%
60%
80%
Last 12 Months
100
200
300
400
Last 6 Months
0 10
20 30
40 0
50 100
150
0 30
60 90
0 300
600
900
Discretionary Permits
Last 12 Months Last 12 Months
Ministerial Ministerial
(Ministerial) 88 17 (Discretionary) 327 25
500
700
900
1100
Last 12 Months
500
750
1000
1250
Last 12 Months
30 50
70 Last 10 Months
800
1,400
2,000
0 500
1000
Last 12 Months Last 12 Months
5,000
6,000
7,000
8,000
9,000
Last 12 Months
50%
100%
Last 12 Months
Last 12 Months
700
900
1,100
1,300
1,500
1,700
Last 12 Months
40%
50%
60%
70%
500
700
900
1,100
Last 12 Months Last 12 Months
1 2
3 1 - Planning Permit Center
Planning, Building and Code Enforcement 4
900
1100
1300
1500
1700
(2) Email Inquiries
822
Mar 2022
Last 9 Months
(1) Intake Backlog
79 As of April 30, 2022
60 100
140
180
Last 10 Months
Planning
Supervisor (1)
Planners (7) Planning
Technicians (2)
53%
Over past 6 months
18%
Over past 6 months
• Renewed focus on the application pipeline
• Refocused Planners from general questions
to applications
• Planning Technicians position vacant from
February 2022 to April 2022
• Slowed responses to general questions
might have slowed number of total inquires
Planner Permit
Center Team
2 - Building Plan Review
Planning, Building and Code Enforcement 5
(12) Plan Check Completed
1,428
Mar 2022
(13) Plan Review on Time
61%
Mar 2022
Target: 90%
(14) Plan Review Backlog
988
As of Mar 31, 2022
700
900
1,100
1,300
1,500
1,700
Last 12 Months
40%
50%
60%
70%
500
700
900
1,100
Last 12 Months
Last 12 Months
Building Process
Online Issuance
Over the Counter
Plan Review
Express
Building Process
Customer issues their permit on their
own
Plans reviewed at time of appointment
with intake staff
Plans routed to engineers on the
second floor for full review
Plan reviewed during scheduled
collaborative meetings with customer
design team
Associate Engineer
Filled Vacant
12 6
Improvement Goals
Divert applications from Plan
Review back towards other,
lower resource intensive
review processes
Explore expanding current
express review and brining
back other in-person
express operations
Goal: Reduce pressure on plan
review service
3 - Building Inspection Services
Planning, Building and Code Enforcement 6
(17) Inspections
Conducted
8,118
Mar 2022
(18) Inspection
Available w/in 48 Hours
77%
Mar 2022
Target 80%
5,000
5,500
6,000
6,500
7,000
7,500
8,000
8,500
40%
60%
80%
100%
Inspection Impacts
Improvement Actions
• Vacancies also impacting Building Inspection Team
• Staff diverted to support permit center and plan review • Seasonally, early summer is the start of busy season. Starting early in 2022.
Filled Vacant
Building Inspector Combo
I,II,III & Senior 51 14
Building Inspector Supervisor 11 4
Recruitment underway
Saturday overtime started in March
Exploring “Best Prepared Customer” program
2022 California Building Code
Planning, Building and Code Enforcement 7
• 2022 California Building Code must be adopted before January 1, 2023 • California Building Code Updated every three years
• Traditionally, rush of building submissions before code cycle changes • Permit applications are subject to the building code in effect when plans submitted • Also requires new training for staff and customers on updated codes Staff make accommodation to allow building submission under current code, even if capacity isn’t available in 2022 for intake appointment But, this creates a surge in demand for Plan review and intake operations On The Horizon:
Staff Vacancy Rate – Update
Planning, Building and Code Enforcement 8
Permit Center Development Review
Feb 2022 May 2022 Feb 2022 May 2022
Vacancy
Rate 20% 0% 19% 5%
Vacant 2 0 8 2
Filled 8 10 35 41
Positions Planner I, II, III, IV, Planning Technician
Planning
Permit Center Plan Review Inspection
Feb 2022 May 2022 Feb 2022 May 2022 Feb 2022 May 2022
Vacancy
Rate 22% 17% 29% 33% 21% 21%
Vacant 4 3 7 8 14 14
Filled 14 15 17 16 54 54
Positions Permit Specialist, Principal Permit
Specialist
Senior Engineer, Associate
Engineer Bldg Inspect Combo, I, II, III, Sr
Building
Planning, Building and Code Enforcement 9
Development Services Process Improvements and
Dashboard Update
Community and Economic Development Committee
May 23, 2022
Item (d)3
Presenter: Chris Burton, Director, Planning, Building and Code Enforcement Dashboard Metric Descriptions – Planning Division
Planning, Building and Code Enforcement 10
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 11
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.