Planning, Building and Code Enforcement 1
Development Services Process Improvements and
Dashboard Update
Community and Economic Development Committee
August 22, 2022
Item (d)2
Presenters:
Chris Burton, Director, Planning, Building and Code Enforcement Lisa Joiner, Deputy Director, Building
700
900
1100
1300
1500
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
58%
July 2022
Target: 85%
Building
Planning
(7) Submittal
Appts Held
892
July 2022
(8) Submittal
Appts Booked
843
July 2022
(10) Days Until Next
Appt Available
43 July 2022
(11) Plans Received
1,443
July 2022
(12) Plan Check
Completed
1,182
June 2022
(13) Plan Review on Time
64%
June 2022
Target: 90%
(4) Conformance
Reviews Complete
218
July 2022
Target: 400
(15) Permits Issued
Online
1,926
July 2022
(16) Permits Issued
Manually
406
July 2022
(17) Inspections
Conducted
7,305
June 2022
(18) Inspection
Available w/in 48 Hours
72%
June 2022
Target 90%
(14) Plan Review
Backlog
1,017
As of July 31, 2022
(6) Days to Permit
Issuance
July 2022
(2) Email Inquiries
753
July 2022
Last 12 Months
(5) Total Applications
Completed
July 2022
(1) Intake Backlog
109
As of July 31, 2022
60 100
140
180
Last 12 Months
20%
40%
60%
80%
Last 12 Months
100
200
300
400
Last 7 Months
0 10
20 30
40 50
70 80
90 100
110
0 30
60 90
0 300
600
Discretionary Permits
Last 12 Months Last 12 Months
Ministerial Ministerial
(Ministerial) 91 4 (Discretionary) 216 25
500
700
900
1100
Last 12 Months
500
750
1000
1250
Last 12 Months
30 50
70 Last 10 Months
1,400
1,800
2,200
300
400
500
600
Last 12 Months Last 12 Months
5,000
7,000
9,000
11,000
Last 12 Months Last 12 Months
Last 12 Months
700
900
1,100
1,300
1,500
Last 12 Months
40%
50%
60%
70%
700
900
1100
Last 12 Months Last 12 Months
60%
80%
100%
(9) Email
Inquiries
109
June 2022
50 100
150
200
Last 11 Months
Building Process – ADU Four Process Steps
Planning, Building and Code Enforcement 3
1 2
3 4
Project Scoping
Preparing & Submitting
Application Package
Plan Review
Construction &
Inspection
ADU Process: #1 Project Scoping
Planning, Building and Code Enforcement 4
Improvement Impact
Public Resources Reduces # of email inquiries
ADU Ally Responds to email inquiries
Challenges Impact
Inexperienced
Applicant Increases number of email inquiries
Can’t Find
Resources Increases number of email inquiries
(9) Email Inquiries*
109
June 2022
50 100
150
200
Last 11 Months
Project Scoping: Early-stage process where customers identify what is possible before submitting their application package
*Not specific to ADUs
ADU Process: #2 Preparing & Submitting Application Package Planning, Building and Code Enforcement 5
Improvement Impact
Preapproved
Program Reduce # of submittal appts.
Dedicated Intake
Staff Reduce days until next appt.
Challenges Impact
Quality
Professionals
Increases number of submittal appts.
Increases days until next appt.
Application Package: Creating a quality ADU plan-set and application package ensures a successful submittal appointment and smooth review process. (7) Submittal Appts Held*
892
July 2022
(10) Days Until Next Appt Available*
43 July 2022
500
700
900
1100
Last 12 Months
30 50
70 Last 10 Months *Not specific to ADUs
ADU Process: #3 Plan Review
Planning, Building and Code Enforcement 6
Improvement Impact
Preapproved
Program
Increase Plan Review on time
Reduce Plan Review backlog
Challenges Impact
Unused Technical
Resources Increases Plan Review backlog
Resubmittals
Increase Plan Review backlog
Increase Plan Review on time
Dedicated Intake
Staff Increased Plan Review backlog
Plan Review: After the application package is submitted, plans are reviewed by a City engineer for conformance to building safety codes.
(13) Plan Review on Time*
64%
June 2022
Target: 90%
(14) Plan Review Backlog*
1,017
As of July 31, 2022
40%
50%
60%
70%
700
900
1100
Last 12 Months
Last 12 Months *Not specific to ADUs
ADU Process: #4 Construction and Inspection
Planning, Building and Code Enforcement 7
Improvement Impact
Pre-Field Site
Inspection
Reduced inspections conducted
Increase availability within 48 hours
Inspection
Checklist Reduce inspections conducted
Challenges Impact
Unprepared
Inspections Increases inspections conducted
Not Planning Ahead Decrease availability within 48 hours Construction and Inspection: After permit issuance, construction can begin and inspections which take place at key milestones of the construction process. (17) Inspections Conducted*
7,305
June 2022
(18) Inspection Available w/in 48 Hours*
72%
June 2022
Target 90%
5,000
6,000
7,000
8,000
9,000
10,000
11,000
Last 12 Months
Last 12 Months
60%
80%
100%
*Not specific to ADUs
Building Inspection
Planning, Building and Code Enforcement 8
• Inspections assigned based on inspection zone and
specialty trade
• Inspections booked in 30-minute increments (“Counts”) • Basic inspections are 1 count (e.g. water heater installation) • Complex inspections are 4-6 counts but could be 9+
• Schedules with many inspection sites reduces capacity due to travel
• 40% of inspections are “Major Projects”
Vacancy:
Customers Book Online or
over Phone
Daily Inspection
Assignments
Inspector Call Site Contact
Inspector Conducts Field
Inspection
Inspector Completes
Inspection Notice
Inspection Notice Uploaded
to SJPermits
Inspectors Supervisors
Budgeted 63 Budgeted 15
Vacant 13 (20%) Vacant 4 (26%)
Field Deployed 42 Field Deployed 8
Plan Review 8 Plan Review 3
Inspection Operations
Staff Vacancy Rate – Update
Planning, Building and Code Enforcement 9
Development Review
Permit Center
Development Review
May 2022 July 2022 May 2022 July 2022
Vacancy
Rate 0% 17% 5% 5%
Vacant 0 3* 2 2
Filled 10 10 41 41
Positions Planner I, II, III, IV, Planning Technician
Planning
Permit Center Plan Review Inspection
May 2022 July 2022 May 2022 July 2022 May 2022 July 2022 Vacancy
Rate 17% 43% 33% 38% 21% 22%
Vacant 3 10** 8 9 14 17
Filled 15 13 16 15 64 61
Positions Permit Specialist, Principal Permit
Specialist
Senior Engineer, Associate
Engineer Bldg Inspect Combo, I, II, III, Sr
Building
*includes two new positions created in FY22-23 Budget
**includes five new positions created in FY22-23 Budget Planning, Building and Code Enforcement 10
Development Services Process Improvements and
Dashboard Update
Community and Economic Development Committee
August 22, 2022
Item (d) 4
Presenters:
Chris Burton, Director, Planning, Building and Code Enforcement Lisa Joiner, Deputy Director, Building
Dashboard Metric Descriptions – Planning Division
Planning, Building and Code Enforcement 11
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
APPENDIX
Dashboard Metric Descriptions – Building Division
Planning, Building and Code Enforcement 12
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 Conducted Inspection Count of inspections that were conducted 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 48
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.
APPENDIX
Planning, Building and Code Enforcement 13
Development Services Process Improvements and
Dashboard Update
Community and Economic Development Committee
August 22, 2022
Item (d) 4
Presenters:
Chris Burton, Director, Planning, Building and Code Enforcement Lisa Joiner, Deputy Director, Building