P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

Historic Preservation Commission and Planning Commission| February 19 and 20, 2014

City & County of San Francisco

Permit & Project Tracking System

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

City Departments:

SOFTWARE

IMPLEMENTATION

Who’s Involved:

Vendors:

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

History

2005-2006: Identified need to enhance functionality. Commissioned

studies of business practices for both DBI and Planning.

2008-2011: Implementation of DBI’s Business Process Review and Planning’s Action Plan. Selected vendor for PPTS and entered into contract for implementation.

2012-2014: System design and implementation

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

ALL-IN-ONE SOLUTION

Time Accounting 3.lnk

Case Editing & Intake.lnk

ArcMap Template.lnk

EP ArcMap Template.lnk

Parcel Information.lnk

Time Accounting

Case Editing& Intake

Miscellaneous Permits

Permit Tracking

EP ArcMapTemplate

ArcMap Template

Parcel Information

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

ONE SYSTEM, two user groups

STAFF: Accela AutomationAccelaGIS

PUBLIC: Accela Citizen AccessAccela GIS

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

CITIZEN ACCESS WEB SITE

Visual mock up only >

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

Accela Citizen Access

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

Property Information Map

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

USER REGISTRATION

LOGIN REQUIRED NOT REQUIRED

...to search for information about

a property or project, or to file a

complaint.

...to conduct a transaction

such as submitting an application,

paying a fee, etc.

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

SEARCH

Database integrated with Accela GIS

Search will be available for ALL records in the system (both DBI and Planning)

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

Sample search results: CUs from July – Dec 2013

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

APPLY: ONLINE APPLICATIONS

Planning will accept certain applications online, such as:

• PPA, Certificate of Appropriateness, Permit to Alter, Federal Section 106, Environmental, General Plan Referral and In-kind Agreements, Institutional Master Plan, Shadow Study, Wireless

• PPAs, Letters of Determination and Zoning Verification letters may also be reviewed and issued electronically

Project Review and Application Intake meetings will be able to be scheduled online

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

TRACK: PROJECT STATUS The new system will track project

status at a very detailed level.

For building permits, additional project information will be available such as fees, inspection scheduling and results, as well as all routing and plan review comments.

For projects routed to Planning, each review step will be visible.

For example, in the “analysis” phase of any permit or case routed to Planning, you will see the following steps:

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

PLANNING PROJECT STATUS

Initial Review Design Review

Meeting Policy Meeting Preservation

Meeting ZA Pre-Mail

Meeting Plan Check

Document Review

Document Drafting

On Hold/Off Hold Hearing

Scheduled Supervisor

Review Packet Published

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

What the public will see:

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

REPORTS

The new system includes detailed reporting features, including volume, performance (plan review and inspection turn-around times), land use data etc.

Accela “reports” also include Word templates pre-populated with information from the database.

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

ACCESS ANYTIME

The system will be available to both staff and the public from anywhere, 24/7 via the Internet

Building Inspectors as well as Building and Planning Enforcement staff will have access to the system in the field through the use of mobile devices. Inspection results will be instantly available online.

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

PUBLIC OUTREACH

Regular updates to the Building Inspection Commission, DBI’s Public Advisory Committee, the Planning Commission and HPC

Citizen Advisory Group for hands-on testing and feedback

Presentations to Stakeholders (all interested parties)

Training for the Public

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

TIMELINE 2014

JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Today: Building and Testing the System

Spring:Staff Training and Public Outreach

Summer: System Live!

P E R M I T & P R O J E C T T R A C K I N G S Y S T E M

Questions?