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OSHPD’s Electronic Services Portal

SNovember 17, 2011 — Web Seminar

Mary Barker

Welcome & Program Overview

Mary BarkerRoger RichterCalifornia Hospital Association

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Presenter: John Gillengerten

John Gillengerten is a licensed structural engineer with 30 years of experience in seismic design of buildings and nonstructural systems and components. He is a district structural engineer for the California Office of Statewide Health Planning and Development, Facilities Development Division and is active in building code development.

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Introduction to the Electronic Services Portal (e-SP)

John GillengertenJohn Gillengerten Office of Statewide Health Planningand Development

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Agenda

O i Overview

e-SP Implementation

Navigating the revised application forms

e-SP Citizen Access

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Overview

Thi ti di th f ll i t iThis section discusses the following topics:

Why replace logbook?

What is e-SP

Changes in OSHPD procedures, staff roles and responsibilities

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and responsibilities

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Why Replace Logbook?

Logbook was difficult to support

Developed by OSHPD staff two decades ago

Custom implementation based on Paradox–no company supports it

Original developers are no longer with OSHPD

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OSHPD

Hard to incorporate changes to our business processes into logbook

What is e-SP?

e-SP is a customized implementation of the off-the-shelf Accela Automation software system

Used by thousands of agencies across the world at the local, state, and federal levels

Web and Cloud-based application

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pp

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What will e-SP do for OSHPD?

Help OSHPD manage workload tasks

Allow OSHPD to better understand the construction history of facilities and buildings

Tracks initial construction, modifications over time, and earthquake damage on a

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over time, and earthquake damage on a building by building basis

Tracks project histories for IORs and individual licensed professionals

Changes in OSHPD procedures, staff roles and responsibilities

e-SP promotes structure in OSHPD processes through a variety of means

Business Process Controls

Structured Workflow

Task Assignments

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Business Process Controls

Workflow Controls

Certain tasks cannot proceed out of sequence

Select individuals will have the ability to override parts of the workflow sequence

Required data fields

If required information is not provided, workflow

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cannot proceed

Accountability

e-SP maintains a record of all user activities

Business Processes in e-SP

Ability to perform certain tasks is restricted

Users are assigned to groups that have certain rights

Ability to add/edit certain data is restricted

Facility numbers

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Building name/numbers

Design professional/IOR data

Field Visit Reports

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e-SP Implementation

Thi ti di th f ll i t iThis section discusses the following topics:

Project structure in e-SP

Building information

Plan review processes

Management of post-approval documents

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Management of post-approval documents

Field observations and reviews

Alternate methods of compliance

Incremental and phased projects

Project Structure in e-SP

LogbookAll j t l t d t

e-SPAll j t d f All projects are related to a

facility

All plan and field review records are identified by an OSHPD Project Number

Separate data bases for SB 1953 and building data

All projects are made up of a group of related records

FDD building projects will be related to an “Application for New Project”

Applications for New Project are related to a facility

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related to a facility and to buildings

Other records cover information currently in various logbook modules

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e-SP Application for New Project

Project Number System

e-SP supports two project numbering systems

e-SP system

Legacy System (H, S, I, E, and G projects)

Records submitted prior to “go Live” used the old numbering system

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the old numbering system

Projects and records submitted after “go Live” use the e-SP system

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e-SP Project Number System

Every record in e-SP has a unique record number R d b i ll i d b h Record numbers are automatically assigned by the system based on when the record is created

Examples Buildings = BLD-##### Application for New Project = P-year- ##### Annual Building Permit = ABP-year- #####

Post Appro al Doc ment PAD ear #####

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Post Approval Document = PAD-year- ##### EOC event/incident = EOE-year- ##### IOR = Type (A/B/C/R)- ##### Seismic Compliance Review = Type (SES/SCR)-

year- #####

Project Numbers

Project numbers are assigned automatically

Structural and nonstructural projects cannot be identified by the project number In lieu of identifying projects that include

structural work as “H” or “I” projects, the PT uses a checkbox to indicate the project i l d i it d/ l t l l d

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includes primary gravity and/or lateral load elements/systems

This checkbox is included in the new application form

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Legacy Numbering System

Records retain original project number

Record for PADs in the system were automatically assigned by the system using the project number plus the PAD number

Examples

Parent Application for New Project:

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Parent Application for New Project: HS052947-0

PAD: HS052947-0-CO0003

Increment or ABP ID Number

Related Records

Every record in e-SP has a unique record number

Most OSHPD plan and field activities will be related to an Application for New Project

Records of activities such as Building Permits PADs Field Obser ation Visits

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Permits, PADs, Field Observation Visits, etc. are related to the application for review, but do not share a common record number

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Related Records

Building Information

All projects must be associated with one or more buildings One or more buildings must be related to the

project prior to plan approval

The building and facilities database is maintained by the Structural Services Unit

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yand cannot be edited by most staff

Tracking projects by building allows a more accurate assessment of the condition of the building

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Buildings Completed after 2002

Buildings completed after 2002 may not be in the e-SP data base, since they were not included in the SB 1953 compliance plans

A new building record must be created prior to approval of projects involving these buildings

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buildings

Information needed to create a building record

Facility number

Facility needs to be created first for new facilities

Building name

Building status

Proposed, under construction, completed

Use of building

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Acute Psych only

Skilled Nursing only

Acute Psych and Skilled Nursing only

All other uses

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Information needed to create a building record (cont.)

Building Lateral Force Resisting System

OSHPD project number The “original” project number the building

was constructed under

Number of stories

Height

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g

Number of basement levels

Penthouses (Yes or No)

Design code

Plan Review Processes

Application for new project is the portal for initiating review activities

Covers the following submittal types

Preliminary Review

Final Review

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Geotech Review

Collaborative Review

Phased Review

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Workflow Process

Intake

First Review

Triage

Review

Back Check Reviews

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Triage

Review

Plan Approval

TIO and Local Approvals

Status of TIO and local approvals tracked for each discipline

Project cannot be approved until:

TIO has been approved by all disciplines

Local authority approval granted for all disciplines

Engineering Geologic Review and Supplemental G d R R i

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Ground Response Review

CGS is considered a “local approval” authority

These review tasks are set to “Remarks” until approval is granted

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Building Permits

The building permit record can be entered into e-SP at any time but it cannot be approved until theat any time but it cannot be approved until the parent project has plan approval For incremental projects, the increment must have

plan approval

Building permits cannot be approved until an IOR has been approved and added to the BP record and a contract cost is provided

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The building permit record number will not be the same as the parent record number

It is best to hold the building permit application until the plans are nearing approval, so that the IOR and contractor data are accurate

Construction Start

Notice of Start of Construction must be received prior to the start of work

Once the Building Permit has been issued and the Notice of Start of Construction is received, all construction processes are tracked under the parent record

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tracked under the parent record

No field operation tasks occur under the building permit record

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Post-Approval Documents (PADS)

All changes to approved plans and specifications are considered PADs

Two types of PADs Amended Construction Documents (ACD)

Changes made after plan approval

Deferred Items (DI)

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Instruction Bulletins (IB), Change Orders (CO) and Addendum (AD) only exist as legacy records No new records of these types

Amended Construction Documents (ACDs)

ACDs cannot be created until parent project has plan approval

On incremental projects, ACDs cannot be created until at least one increment has plan approval

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Tracking PADs

In order to simplify searching for PADs, tracking numbers are used for each PADnumbers are used for each PAD The PAD record number and the parent record

number are different

PADs received prior to “go Live” have the tracking number in the record ID number HS052947-0-CO0003

PADs received after to “go Live” have two tracking

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g gnumbers Applicant Tracking Number OSHPD Tracking Number

Two numbers are needed since only PADs that materially alter the work will be entered in e-SP

Legacy Tracking Numbers

PAD tracking number is part of the Record Number

HS052947-0-CO0003 = Change Order 0003

HS052947-0-FL0003 = AMC 0003

HS052947-0-DA0003 = Deferred Item 0003

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0003

HS052947-0-IB0003 = Instruction Bulletin 0003

HS052947-0-AD0003 = Addendum 0003

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e-SP Tracking Numbers

Applicant tracking number can be in any format desired

OSHPD tracking numbers for PAD records use a standard format

Amended Construction Document = ACD ####

Deferred Items = DI ####

Uses a space and 4 digits (add leading eros)

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Uses a space and 4 digits (add leading zeros)

Staff will verify that duplicate OSHPD tracking numbers are not assigned to PADs on the same Application for New Project Record or Incremental Master

PADs – Field Review Intake

Most Amended Construction Documents are present to the Field Staff at the job site The Field Staff person is responsible for

completing the intake of the ACD

The Field Staff who initiated the ACD intake reviews the documents and determines which disciplines need to triage

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determines which disciplines need to triage the ACD

ACDs that are referred to the Office for review are returned to the client for processing

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Field Observations and Reviews

All field activities are recorded in e-SP

Site observations

Triage/review of PADs

Triage/review of applications for new FREER projects

Field visit and field review reports are

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Field visit and field review reports are generated by e-SP and can be delivered by email

Outstanding Items Lists

All significant code violations and non-compliance items are tracked in e-SP

Field Issues: Outstanding Items List (OIL) table

Plan Review Issues: Review Outstanding Items List (ROIL) table

Each OIL and ROIL item is assigned a status

Cleared

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Cleared

Escalate

Recheck

A report of the OIL and ROIL lists can be generated by the staff

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Annual Building Permit

Facilities may apply for an Annual Building Permit (ABP)(ABP) The ABP no longer functions as the actual building

permit for projects

Once an ABP is issued, projects are submitted as an Application for New Project Client indicates that the project will be under the

ABP h li i

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ABP on the application

A separate building permit is issued for each project under the ABP

e-SP automatically relates the Application for New Project to the ABP

Alternate Methods of Compliance

Types of Alternate Methods of Compliance (AMCs)

Alternate Method of Compliance

Alternate Method of Protection

Design Criteria

Program Flex

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Program Flex

Unreasonable Hardship

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Alternate Methods of Compliance

AMC Workflow

Project intake

Supervisor/RCO review

Staff recommendations

Supervisor/RCO decision

Supervisor/RCO may approve or deny an AMC d i th i i iti l i if th t bilit f th

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during their initial review, if the acceptability of the proposal is clear

Supervisor/RCO may take in the AMC for review and recommendation by technical staff

Supervisor/RCO Decision

Two options are available – approve or deny If the staff have made an “approve with comment

recommendation”, the applicant will be contacted to discuss the comments prior to final decision

Client may accept comments (approve) or decline to accept comments (deny)

If Client accepts the comments, they should provide the RCO with a revised written proposal to be

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the RCO with a revised written proposal to be attached to the record

There are no back check iterations on AMCs, so comments will be made in a manner that permits a ready response

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Incremental Projects

Client submits an application for Incremental Master

Application describes the number and scope of each increment

Estimated submittal dates are provided for each increment

All project costs and fees are tracked on the Incremental Master

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Incremental Master

All Increments are “children” of the Incremental Master

All PADs and AMCs are “children” of the Incremental Master, not the Increments

Increments

Each increment covers a defined scope of work

Client submits an Plan Review Application Under Incremental Project (Increment) for each increment

Field operations (field visits) are conducted

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Field operations (field visits) are conducted under the increment record

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Phased Review Projects

OSHPD pre-submittal reviews are divided into up to 4 phasesto 4 phases Phase 1 Conceptual/Criteria Phase 2 Detailed Design Phase 3 Pre - Implementation Phase 4 Implementation (Final Review)

Phases 1, 2 and 3 may be further divided into a maximum of 3 segments (1a, 1b, 1c, 2a, 2b, etc.)

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maximum of 3 segments (1a, 1b, 1c, 2a, 2b, etc.) Phased reviews must include at least two phases

Phase 4 Implementation (Final Review) At least one other Phase (selected at the discretion

of the applicant)

Phase Scope and Schedule

The scope of the review for each phase segment must be clearly defined

Estimated submittal dates for each phase segment must be provided

Actual submittal dates are logged when the segment is received

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segment is received

Applicant may request OSHPD complete review of phase segments by specified dates

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Phase Segment Review

Phase segments are assigned to disciplines for review

Review results are:

Acceptance letter sent

Acceptance with comment letter sent

Th b k h k it ti h

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There are no back check iterations on phase segments. Client responds to comments in the next segment or at final review

Thank You

John Gillengerten District Structural EngineerOffice of Statewide Health Planning

and Development(916) 440 8369(916) 440-8369John.Gillengerten@oshpd.state.ca.gov

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e-SP Application for New Project