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Benefits of ePlan Review in Your Regulatory Program – Two Perspectives
Robert Mathias, Building Official, Bend, OR &Orion Goff, Building Official, Salt Lake City, UT
Webinar for the FIATECH Jurisdictions Committee, Tom Phillips, Salem, OR, Chairman & Robert Wible, FIATECH
January 14, 2010
Benefits of ePlan Review
FIATECH Jurisdictions Committee – Welcome & introduction - Tom Phillips, Salem, OR, Chair
Overview on ePlan Reivew – Robert Wible Successful Approaches – Two Perspectives
– City of Bend, OR - Robert Mathias– Salt Lake City, UT – Orion Goff– How you can apply in your jurisdiction
Next Committee Webinar – Improving Client Relations with Building Department
Looking Ahead
FIATECH Presentation at AGC BIMForum
FIATECH ePlan / BIM Project in 2010
ICC SMARTcodes project
Helping jurisdictions identify and obtain Federal grants to fund IT
Overview – Development and Growth of ePlan Review
The Technology Arrives & Grows – 2002-Present
- Surveys on use with ICC
- Development of Guides
- Current Status – Demands caused by customers and recession
Looking Ahead – Efforts with ICC, AGC BIMForum - BIM biggest change in 100 yrs.
Federal Grants to State and Local Governments for Streamlining and Information Technology Robert Wible & Associates/Alliance for Building Regulatory Reform in the Digital Age
Available on websites:
www.fiatech.org
www.avolvesoftware.com
www.natlpartnerstreamline.org
Potential Federal Grants as Partial Funding Sources
Two Jurisdictions Experiences – Bend, OR & Salt Lake City, UT
Origin of their ePlan review IT program Stakeholder Support – Internal & External Working with their elected officials Acquisition Implementation Status of program today Challenges, opportunities & benefits of
ePlan Reviews
City of Bend ePlans
What if the City of Bend…
could save 250 trees per year? could save our customers $25,000 in annual
fuel costs? could eliminate 2 tons of hydrocarbons from
our air?
With ePlans, we can!
Our Goal: To provide an easy, efficient way to allow the public to submit plans for review and corrections, while maintaining short turnaround times and improving efficiency of revisions and inter-departmental reviews.
City of Bend ePlans
ePlans – What is it?
• Electronic Plans Submission– Versioning controls built-in– PDF, DWG, DWF, 50+ other formats
• Electronic Plan Review– Markup tools– Embedded stamps / layers
• Electronic Workflow for review processes– Departmental Reviews– Tracking / Status
PDF, DWG, DWF, 50+ other formats– Allows great flexibility from
submitters Versioning controls built-in
– Keeps track of timestamp for same
filename– Detects if changes are present
andmarks as a new revision
– Prevents over-writing of files– Uploads, views, markups
all tracked bylogin/timestamp
Electronic Plans Submission
Electronic Plan Review
You can perform a graphical
comparison of two file versions. A
variety of options are available from
the toolbar including overlay
differences and side by side view. Deleted geometry displays red, while added geometry is green. Unchanged areas are grey. An alignment tool and transparency slider
are available.
Electronic Plan Review
Reviewers are easily able to make notes or revision requests with
the built-in Markup tools, then send
notice to the Submitter to come
view their corrections online and upload their own revised
drawings.
Review Process Workflow
The Permit Tech is the project’s “Owner,”
following the Workflow to completion, and can check
its status at any time.
The Routing Slip can be viewed by any user
involved in the workflow.The Workflow view allows the Permit Tech to
easily view status, jump to
any step, and allows for user
changes.
Reviewers from each specified
Department have rights to view
others’ notes and approval status, but can change only their own.
Departmental Reviewers can also attach direct links
to their corrections for the Project.
The Submitter gets this same form
with direct links to the pages needing
revision
Review Process Workflow
Final Approval
Once reviewed, the Plans Examiner
“Batch Stamps” the plans and publishes them to the ‘Finals’
folder in the Project.
All markups and stamps are
embedded in a PDF file for security.
When the Project is complete, the
Submitter is given access to download
and print from the ‘Finals’ folder.
Field Inspections
Inspectors can use ePlans to view the approved plan sets if in doubt of field set’s authenticity, or if a given plan sheet is missing or damaged.
ePlans and the Future
Upcoming Plans:• Planning division Land Use Applications
– Live for selected customers NOW
• PUW Engineering in development (Q1-2010)– Right-of-Way, Fire Flow, Construction Drawings
• Access to local Public Safety staff– Fire & Rescue, Police emergencies
• Electronically Archiving prior Paper Plans– Eliminate Off-Site storage
Interface to current Building Permits database– Currently, a read-only process for our system
Submittal requirements (formats, naming, etc.)
Restructuring paper processes to electronic Legality of electronic documentation (wet seals)
Copy protection of approved plans Resistance to electronic process Providing documentation/support to public
users
Challenges
Fast, efficient way to provide plans submittals, reviews, and permit issuance
Reduces/eliminates paper waste (GREEN!) Ensures authenticity of altered documents Maintains consistent revision history Customizable eForms & Workflows Allows self-serve access to submitters’ own
plans while securing others’ access Archiving
Advantages
High Profile Clients
Kohl’s Olive Garden Les Schwab Tires - National HQ Jack in the Box Toyota Dealership Bend Memorial Hospital (multiple TI’s) Upcoming Wal-Mart SuperCenter
Meeting the Challenge:
In 2009, ePlans saved… 1,100 pounds of hydrocarbons from our air, Our customers $30,000 in fuel costs, Over 10,000 pounds of Carbon Monoxide
from being released, 150 trees from being harvested for paper!
* estimates based on actual permit count for 2009
Electronic Plan ReviewDevelopment Services DepartmentSalt Lake City, Utah
FIATECHJanuary, 2010, Salt Lake City UT
Salt Lake City, UT Goal: centralize the development review process into a
single database to support a true One-Stop-Shop for construction and development.
Accomplishments: Accela Automation & ProjectDox
Today an applicant can apply for all building permit types from our website https://aca.slcgov.com/citizen/, pay fees and submit plans for review, from any where in the world.
Salt Lake City - Success Stories
- City Creek Project- Macy’s Tenant Improvements
Feedback from a recent customer survey:
“I love the electronic review process; electronic submission and project management are GREAT to be working with as a city. I am now requiring electrical contractors to provide all the submittals as Adobe PDF documents; which has been extremely helpful and streamlined the process of submittal review. The industry is definitely getting more electronic and it’s really helping us in the construction field.” Brian Hicks, RCDD Senior Associate BNA Consulting
Salt Lake City – Where are we going? We now have the basics covered:
• Online applications and submissions, • Electronic reviews• Applicants are becoming familiar with the changes in the
process
Next: Planning Workflows
Salt Lake City – Where could we go?
Teaching “old dogs new tricks”• We could develop a process which integrates
with the IPD processes• Would need to develop a IPD or project
management team• BIM Technology – we are ready for the transition
The Project Dox software system allows for a project management site where all the players in the process could view the same information, communications, and progress.
Summary of Lessons Learned
Questions and Discussion
FIATECH Jurisdictions Committee
Membership open to jurisdictions all sizes with fee based on population ($200-$800)
Monthly webinars/conference calls on topics of immediate concern to local and state building and land use/zoning departments
For registration form and more information visit: www.fiatech.org
Next Jurisdiction Committee Webinar – Mid-February, 2010 on “Successful Strategies for Preparing your Staff for IT”