20 Department of Building Inspection ■ Annual Report Fiscal Year 2001 - 2002

Administration

❘❙❚■ Mission Statement ■❚❙❘

The Administration Program is dedicated to providing the Department of Building Inspectionwith efficient quality support overseeing the Permit and Inspection Programs, and the areasof Fiscal Management, Data Technology, Personnel Services, and Public Services and RecordsManagement.

Assistant Director Amy Lee

Department of Building Inspection ■ Annual Report Fiscal Year 2001 - 2002 21

CUSTOMER SERVICESPATTY HERRERA

558-6130

AMY LEEASSISTANT DIRECTOR

558-6250

RECORDS MANAGEMENTMICHAEL RODMAN

558-6079

PERSONNEL SERVICESJOHN MARQUEZ

558-6343

ADMINISTRATIONAND FINANCE

TARAS MADISON558-6207

MANAGEMENT INFORMATIONMARCUS ARMSTRONG

558-6400

❘❙❚■ Organization Chart ■❚❙❘

22 Department of Building Inspection ■ Annual Report Fiscal Year 2001 - 2002

Administration & Finance Division

Taras Madison - Manager

❘❙❚■ Function ■❚❙❘

The functions of the Administration & FinanceDivision (AFD) are to provide support to theDepartment in the areas of fiscal management,purchasing, employee services, and business analysis. In the area of fiscalmanagement this support is in the form ofbudget preparation and reconciliation; revenuemanagement; controlling labor and non-laborexpenditures, capital expenditures and workorder expenditures; accounts payable; andperforming internal audits. In the area ofpurchasing this support is in the form of procuring materials and supplies; vendoridentification and interfacing; and contract administration. In the area of employeeservices this support is in the form of fleet management and telephone systems, pager and cellular phone management. In the area ofbusiness analysis this support is in the form of providing needs and operations analysis,revenue/expenditure analysis, and developing office policies and procedures.

❘❙❚■ Highlights and Accomplishments ■❚❙❘

❚❙❘ Total Revenue: Permits 5,483,478Inspections 21,886,732Other 1,111,651Total Revenue $28,481,861

❚❙❘ Total Expenditures: Permits 11,018,547 Inspections 14,458,794 Administration 3,740,293Total Expenditures $29,217,634

❚❙❘ Processed 96% of all reimbursement requests within 10 days.

Ella McCoy-Rauls, Taras Madison, Serena Chan and YuracineBurton in the Administration & Finance Office

Department of Building Inspection ■ Annual Report Fiscal Year 2001 - 2002 23

❚❙❘ Processed 100% of training requests within one week.

❚❙❘ Processed 3,303 financial transactions through the City's FAMIS on-linesystem.

❚❙❘ Processed 4,124purchasing transactionsthrough the City's ADPICSon-line system.

❚❙❘ Responded to 100% ofphone calls within 24hours.

❚❙❘ Reduced Fiscal Year 2001-02 expenditures toaddress decliningrevenues.

❚❙❘ Coordinated developmentof FY 2002-03 budget. Theapproved FY 02-03 budget equals $30.8 million or 11% less than FY 01-02. The reduced budget minimizes expenditures to addressdepartment revenue decline without impacting service delivery.

❚❙❘ Improved Deferred Credit Reporting.

❘❙❚■ On-going Projects ■❚❙❘

❚❙❘ Ensure adherence to city administrative and financial procedures.

❚❙❘ Manage department budget to maintain expenditures within revenuestream.

❘❙❚■ 2002-2003 Goals ■❚❙❘

❚❙❘ Improve revenue posting time.

❚❙❘ Process 100% of reimbursement requests within 10 days.

❚❙❘ Develop FY 03-04 Budget that continues to address reduced revenueswhile maintaining services.

Maxima Lee reviews purchase orders

24 Department of Building Inspection ■ Annual Report Fiscal Year 2001 - 2002

Management Information Services Division

Marcus Armstrong - Manager

❘❙❚■ Function ■❚❙❘

The functions of the ManagementInformation Services (MIS) Division are toarchive and safeguard DBI’s data; managenetwork access to files and data; scan, digitizeand store plans, documents and drawings onthe network; develop and maintain anextensive client-server database to supportthe permitting functions and relatedcomplaint and inspection tracking functions;supply software for common officeapplications, including: word processing,spreadsheet, database, presentation,telecommunications, and desktop layout;install, repair, upgrade and maintain desktopcomputer equipment and peripherals,including printers, plotters, and scanners;provide daily HelpDesk support for computer-related problems; assist end-users in graphic projects; provide in-house training; researchtechnical issues; and provide custom reports both for the public and DBI management.

❘❙❚■ Highlights and Accomplishments ■❚❙❘

❚❙❘ Decreased report query time by 30%.

❚❙❘ Developed enhanced Electrical Inspection Division reports module.

❚❙❘ Automated Records Management Division record retrieval and archive via networkstorage device.

❚❙❘ Enhanced database design of Boiler Program.

❚❙❘ Expanded access of customized report modules to be used by ExecutiveManagement, Electrical Inspection, Public Services, and Fire Department.

❚❙❘ Completed internal assessment of organizational and automated systems workflow.

Gaurang Katre works on developing management reports

Department of Building Inspection ■ Annual Report Fiscal Year 2001 - 2002 25

❘❙❚■ 2002-2003 Goals ■❚❙❘

❚❙❘ Implement Oracleapplication redesignthroughout theDepartment.

❚❙❘ Upgrade staff workstationhardware to addressperformance issues.

❚❙❘ Upgrade all networkserver operating systems.

❚❙❘ Implement documentarchival solution for PublicServices Division, extendclients from 5 to 25 users.

❚❙❘ Establish datalinks with Bureau of Street Use & Mapping, PlanningDepartment, Assessor’s Office, and Recorder’s Office to update DBIproperty profile.

Dino Ghilarducci and Kalia Kesavan get ready for staffmeeting

26 Department of Building Inspection ■ Annual Report Fiscal Year 2001 - 2002

Personnel/Payroll Services Division

John Marquez - Personnel Officer

❘❙❚■ Function ■❚❙❘

The Personnel and Payroll Division (PPD) performs all Human Resource functions consistent with a Merit System agency and in conformance with the San Francisco City andCounty Charter, the Administrative Code, and state and federal laws. Activities include therecruitment for both Civil Service examinations and provisional appointments; theprocessing of newly hired, promoted or separated employees. The Division maintainspermanent personnel records and reports; assists in the resolution of disciplinary andgrievance matters; provides employment-related training and coordinates other types oftraining programs. Additionally, the division is responsible for processing all payroll-related functions for over 270 employees.

❘❙❚■ Highlights and Accomplishments ■❚❙❘

❚❙❘ Processed 99% of all personnel transactions within 3 days.

❚❙❘ Completed 100% (58) of appointment transactions within 60 days.

❚❙❘ Processed 99% of all payroll and personnel related paperwork within 2 days ofrequest.

❚❙❘ Responded to 99% of phone calls within 24 hours.

❚❙❘ Conducted 31 separate recruitment efforts and selection interviews for the purposeof making either permanent civil service, provisional, or temporary exemptappointments. Over 300 applications were received and reviewed, and 134 personswere interviewed.

❚❙❘ Processed 364 Personnel Action Requests (PARs) related to various payroll activities.

❚❙❘ Processed 210 miscellaneous payroll transactions or payroll related requests such asacting assignment premiums, problem description forms, retroactive payments,employment verifications, changes to W-4 forms, etc.

❚❙❘ Processed 85 new or replacement personnel requisitions for new employment orreclassification of existing positions.

Department of Building Inspection ■ Annual Report Fiscal Year 2001 - 2002 27

❚❙❘ Developed and implemented a computerized tracking system forrecording specialized certification of all technical staff.

❚❙❘ Conducted a job analysis,developed andadministered a civil serviceexamination for Class5217 Building CodesAnalyst from which apermanent appointmentwas made.

❚❙❘ Developed andimplemented acomputerized trackingsystem for monitoring andnotifying supervisorsregarding the need foremployee performanceappraisals. Over 177notices were sent to supervisors as reminders to prepare the appraisalreports.

❚❙❘ Developed and implemented a computerized tracking system formonitoring the use of City cars for reporting on employees' payrecords.

❘❙❚■ On-going Projects ■❚❙❘

❚❙❘ Continue to work on development of Personnel related policies.

❘❙❚■ 2002-2003 Goals ■❚❙❘

❚❙❘ Prepare and issue a supervisor's handbook on employee disciplinaryprocedures.

Kristen Kogure, Cathy Abela, Cirila Santiago and JohnMarquez in his office

28 Department of Building Inspection ■ Annual Report Fiscal Year 2001 - 2002

Public Services Division

Patty Herrera - Manager(Michael Rodman, Manager July 2001 - February 2002

Former Records Management Division)

❘❙❚■ Function ■❚❙❘

The function of the newly created PublicServices Division (PSD) is to serve as the firstpoint of contact for the public and to ensurethat the customer is quickly and efficientlyreferred to the proper division for assistance.PSD accomplishes this goal by answeringgeneral questions for phone and walk-ininquiries; facilitating the resolution ofcomplaints and by physically directingcustomers to the appropriate division. PSD isresponsible for storage and reproduction ofplans, applications, job cards, andmiscellaneous documents; producing theReport of Residential Records (3R Reports) andmaintaining historical records. PSD is alsoresponsible for coordinating and participating in community outreach programs,neighborhood and association meetings, festivals and fairs. PSD is charged with publishingand maintaining all brochures, handouts, and booklets describing DBI services; the “FYINOW” Quarterly Newsletter, Quarterly and Annual Reports; and updating DBI’s website. PSDserves as a back-up to the Director’s Office and Commission Office.

❘❙❚■ Highlights and Accomplishments ■❚❙❘

❚❙❘ Answered over 62,632 telephone inquiries and assisted approximately 36,549customers at the Public Information Counters.

❚❙❘ Processed a total of 8,873 Reports of Residential Records (3R Reports).

❚❙❘ Processed a total of 9,492 microfilm requests, producing 104,572 documents and53,817 diazos.

❚❙❘ Entered a total of 591 Emergency Orders into database.

Dorothy McDaniels, Tuti Suardana, Alan Whiteside, andMarianne Pangelinan in the Public Services Office on the6th Floor

Department of Building Inspection ■ Annual Report Fiscal Year 2001 - 2002 29

❚❙❘ Implemented Spanish (558-6002) and Chinese (558-6001) bilingualtelephone lines to assist limited English speaking customers.

❚❙❘ Coordinated DBI’s participation in various community outreachprograms such as Latino Summer Fiesta, Cinco de Mayo, Chinese NewYear’s Festival and Parade, and Bernal Heights Fiesta on the Hill.

❚❙❘ Published DBI’s “FYI NOW” Quarterly Newsletters, Quarterly Reportsand Annual Report.

❚❙❘ Began reorganizing the newly created Public Services Division formaximum efficiency, including cross-training and the developmentand implementation of new procedures for Microfilm and 3R Reports.

❘❙❚■ 2002-2003 Goals ■❚❙❘

❚❙❘ Work with MIS to develop and implement IVR system.

❚❙❘ Publish new version of “Frequently Asked Questions” brochure;Spanish and Chinese versions of “Getting a City Permit”, “How toObtain a Building Permit for One & Two Family Dwellings” andFrequently Asked Questions” booklets.

❚❙❘ Continue participation in Community Outreach Programs.

❚❙❘ Work with MIS to upgrade3R module and increasenumber of authorizedusers on documentretrieval system.

❚❙❘ Work with HousingInspection and TechnicalServices Divisions torecommend changes tothe Housing Code inregards to requirementsfor Section 351 of theHousing code - Report ofResidential Building Record.

❚❙❘ Continue to integrate theday-to-day operation of the former Records Management Division.

❚❙❘ Work with MIS to develop and implement a new 3R module.

Konjit Bekele researches job card index

30 Department of Building Inspection ■ Annual Report Fiscal Year 2001 - 2002

Public Services Division

❘❙❚■ Charts ■❚❙❘

Department of Building Inspection ■ Annual Report Fiscal Year 2001 - 2002 31