Cincinnati's Permits and Inspections Streamlining Initiative
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Transcript of Cincinnati's Permits and Inspections Streamlining Initiative
Buildings & Inspections Department Re-Organization and Permit Streamlining
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Goal
• Streamline the City’s development process to make it easier to do business with the City
Goal
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Comprehensive, Customer Oriented Approach
1. Re-organized and created the Department of Buildings & Inspections
2. Re-designed a modernized Permit Center and are on track to relocate to Centennial II
3. Conducted Focus Groups and two Innovation Lab sessions for detailed process improvement
4. Launched bi-weekly PermitStat management sessions to ensure continued customer orientation
5. Initiated a building permit fee study for customer focused enhancements
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Department Re-Organization
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Building Permit Functions - Previous Structure
Trade & Development Planning & Buildings
Property Maintenance Code Enforcement
Housing
HUD/Grants Monitoring
Economic Development
Downtown
Parking
Fiscal & Operations
BuildingsPlanning
City Planning
Historic Conservation Board Staffing
Plans Examinations
Board of Housing Appeals Staffing
Planning Commission
Staffing
Permit Inspections
Board of Building Appeals Staffing
Customer Service & Intake
Zoning Board of Appeals Staffing
Law
Deputy City Solicitor –
Economic & Community
Development
Land Use & Planning
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Rationalized the Permitting Functions Across the Enterprise
Law
Historic Conservation Board Staffi ng
Board of Housing Appeals Staffing
Board of Building Appeals Staffing
Zoning Board of Appeals Staffing
Deputy City Solicitor –
Economic & Community
Development
Land Use & Planning
Community & Economic Development
Housing
HUD/Grants Monitoring
Economic Development
Downtown
Parking
Fiscal & Operations
Buildings & InspectionsPlanning
City Planning
Plans Examinations
Planning Commission
StaffingInspectionsCustomer Service &
Permit App Intake
Property Maintenance Code Enforcement
Zoning Administration
Permits & Inspections
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Department Re-Organization Highlights
• Reconstituted the Department of Buildings & Inspections and hired critical staff positions
• Recruited and hired Department Director
• Established a Zoning Administration section. Recruited and hired Zoning Administrator
• Consolidated staffing of disparate permit related boards under the Law Department for greater consistency
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Permit Center Re-Design and Re-Location to Centennial II
805 Central Avenue
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Permit Center facility built around customer
• Brand new, easily-accessible facility at a central location
• Dedicated parking for customers
• Close proximity to other departments
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Dedicated Customer Parking on Central Ave.
Permit Center customers from 7:00 am to 5:00 pm
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Employee Parking
• Free parking at the Cutter Street Parking Lot and Town Center Garage for all inspectors that use a personal vehicle for work-related duties
• All other city employees that report to the permit center will be responsible for securing parking for a monthly fee. Options available include the city owned Town Center Garage.
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Co-Located representatives from Fire, Water, MSD, DOTE, Law, and Health
• Efficient co-ordination and smoother customer interactions
• Ensuring all appropriate agencies receive and review plans early in the process
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Communications
• Oct. 19 – Nov 2• Outreach through website, social media, & presentations • Stakeholders in City database receiving e-mail and letters• Stuffers in all outgoing mail • Signage and pamphlets at Permit Center• Engage with media to raise awareness• Internally, communicating with staff in writing and meetings
• Nov 2. – Website, city forms & signage updated with new address.
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Move Timeline
• Communications – Oct. 19 – Nov 2
• Parking Lanes Striped – October 23rd
• Construction Finished – October 30th
• Re-location – November 2nd
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Focus Groups Held for Feedback
• Problems with timeliness of approvals
• Confusion about the process and frustrating experiences with inter-departmental coordination
• Consistency of review standards
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Day 1 Training – Lean Concept and Lean Thinking
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Day 2– Map Current State
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Current State: Red=Problems!
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Day 3– Map Future State
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Current State vs. Future State:Reducing City approval time in half from 10.5 weeks down to 3-5 weeks
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Day 4– Gap Analysis
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Action Plan Highlights1. Ensure “Quality at the Source”
- Application pre-screening to catch common errors
2. Enhanced Pre-Development meetings
3. Ensure All Appropriate Departments Receive Plans early in the process
4. Provide Consolidated Plan Feedback from All Departments
5. Design and Implement Electronic Application, Plan Submittal & Plan Review
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PERMITSTAT
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• Make the process as clear and transparent as possible
• Reduce volume of applications needing revisions
• Ensure all departments receive plans requiring review as early as possible
Ensure Quality at the Source: Pre-Screening
The importance of focusing on “Quality at the Source”: 53 to 80 years of delay time in one calendar year
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CY2014 Project Revisions by Project Type
CommercialTotal Apps
# of Applications 1+ Revisions Total Revisions
Total Revisions to Applications
RatioAlterations 785 328 550 70%
Plumbing Permits 776 0 - 0%Fire Protection Systems 615 113 123 20%
HVAC 418 30 37 9%Repair 273 15 19 7%
Signs 223 68 74 33%Misc. Structures 219 27 38 17%Elevator Permit 122 0 - 0%
Wrecking 88 0 - 0%New Building 51 38 80 157%
Addition 43 35 68 158%Excavation/Fill 21 11 17 81%
Parking Lots 13 9 12 92%
ResidentialTotal Apps
# of Applications 1+ Revisions
Total Revisions
Total Revisions to Applications
RatioHVAC 1605 3 5 0%Plumbing Permits 1503 0 - 0%Alterations 494 137 167 34%Wrecking 255 0 - 0%Repair 251 9 10 4%Misc. Structures 131 20 22 17%New Building 120 75 118 98%Addition 81 37 51 63%Parking Lots 6 2 4 67%Excavation/Fill 5 1 1 20%Signs 1 1 1 100%
Commercial Alteration projects driving the total revisions
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Reviewed & Coded 1000+ Revision Comments to Identify Most Common Rejection Reasons
OBCDESCRIPTION Count % of Total ReferenceConstruction documents. 380 27% Chapter 01-Section 06Doors, gates and turnstiles. 135 9% Chapter 10-Section 08Occupant Load. 59 4% Chapter 10-Section 04Means of egress illumination. 42 3% Chapter 10-Section 06special insoections. 41 3% Chapter 17-Section 04exit enclosures. 36 3% Chapter 05-Section 08
MunicipalDESCRIPTION Count % of Total ReferencePermits. 31 15% Title 11-Chapter 01-Section 17Application for permits. 25 12% Title 11-Chapter 01-Section 19Off Street parking and loading requirements.21 10% Title 14-Chapter 25-Section 19
Parties Entitled to seek variances, special Exceptions and Conditional uses. 9 4% Title 14-Chapter 45-Section 09Specific to transect zones. 7 3% Title 17-Chapter 03-Section 02Zoning hearing examiner. 7 3% Title 14-Chapter 39-Section 07
MechanicalDESCRIPTION Count % of Total ReferenceMechanical Ventillation. 112 51% Chapter 04-Section 03Commercial Kitchen hood ventillation system ducts and exhaust equipment. 20 9% Chapter 05-Section 06Commercial kitchen hoods. 17 8% Chapter 05-Section 07clothes dryer exhaust. 17 8% Chapter 05-Section 04Smoke detections system control. 14 6% Chapter 06-Section 0628
Focused Innovation Lab on Establishing Pre-Screening Process to significantly reduce
revisions
Initial goal of 20% reduction in
revisions over time – 10 to 16 year
reduction in total annual delay time
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Application Prescreen reviewed,
finalized, and implemented
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34 Out of 119 (29%) of Applications were
Corrected at the Front Counter – potentially saving 1.3 – 2 years of
delay time (in 2 weeks of implementation)
2015 09/18/2015 09/24/201509/23/2015 09/30/2015
Pre-Screening Summary# Accepted - No issues 33 49# Corrected - Accepted 15 19# Denied 3 0Total # Checklist 51 68CorrectedWork description incomplete 2 4Current and proposed building use not specific 14 14Existing and proposed building use groups not specific 6 11Excavation and/or fill - cubic yards,borrow site and/or disposal site address not provided 1 1
Initial Results of Pre-Screening Data on Track to Surpass Initial Goal
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Next Steps• Permit Center re-opens at Centennial II
– Communicating to stakeholders - Oct. 19 – Nov 2– Parking Lanes Striped – October 23rd
– Construction Finished – October 30th – Re-location and Launch – November 2nd
• New Buildings Director starts – November 2nd
• Continue to improve intake process and Permit Center customer flow (ongoing)
• Ensure the City provides complete, clear, and consolidated feedback from departments on applications (ongoing)
Buildings & Inspections Department Re-Organization and Permit Streamlining