ELECTRONIC SUBMITTAL TRAINING

Submit a Project Application for OnSchedule Commercial

Plan Review

OnSchedule Plan Review…

The Electronic Plan Management System (EPM) is an online work flow tool that allows project managers, architects, engineers, and designers the ability to oversee their projects as they go through the plan review and permitting process. All

pertinent information related to the project is visible on a web-based “dashboard” – with real time updates. Users can watch and manage their project as it progresses from estimation, scheduling, gating, plan review and on to approvals and

permitting.

The Mecklenburg County, NC EPM site can be found at: http://epm.mecklenburgcountync.gov/

OnSchedule Plan Review is this jurisdiction’s plan review option when a commercial project is too large or complex for a CTAC Review. In this process, a project will electronically apply, schedule, submit documents, hold all reviews, and be issued its approval package and permit(s) through the EPM portal or “dashboard”. This system efficiently puts the project manager

in charge of their schedule and their project’s progress. Mecklenburg County designed OnSchedule Plan Review in a response to stakeholder desire to be able to reserve and control their review time. A project manager, when making

application, provides us with a projected PLANS READY date = when they can commit to all documents being final, formatted to meet minimal submittal requirements and ready for review for code compliancy. With proper lead time planning, a

reserved review team is scheduled, ready and waiting on your project instead of it waiting onMecklenburg County Code Enforcement.

Applying for an OnSchedule Plan Review…

NOTES:

The OnSchedule project application is a downloadable, fillable PDF document that must be completed using Adobe Reader 9.0 or higher, saved locally and then uploaded into the EPM (Electronic Plan Management) site.

REMINDER: It is not necessary to have all drawings and documents ready for submittal and review prior to submitting for an OnSchedule Plan Review. In fact, we prefer that they are not, as we want to reserve this time for your project so that we are waiting on you … and you are not waiting on us.

However, once completed and you have been able to project into your timeline when documents will be final and ready for review (DATE DRAWINGS WILL BE READY FOR REVIEW cell), simply upload this final document to the same DOWNLOAD APPLICATION FORM page on EPM at the browser/upload function.

A crucial, first step in this process is submitting a project application so that we can allocate the required review team and time …

Applying for an OnSchedule Plan Review…

Software Requirements:

BROWSER: Internet Explorer 9 or higher (Web portal and EPM submittals)**The EPM system is optimized to be used in this browser. Other browsers may appear to function but can often result in unpredictable errors or results.

PDF EDITOR: Adobe Acrobat Reader 9 or higher (completing all fillable forms)** Project applications may not be accepted or will generate errors (internally) if filled out using any other PDF editor.

Submit the Project Application…

On the EPM website, log into your account

From the home screen, select SUBMIT BUILDING CONSTRUCTION PLAN APPLICATION.

Download the Project Application…

From the DOWNLOAD APPLICATION FORM page, select the OnSchedule.PDF template and save it locally so that it can be completed.

Completing the OnSchedule Review Application…

The OnSchedule Review Application will open and start off as a ONE PAGE form. After reading the terms and conditions, at the bottom of this page, if you select the I ACCEPT radio button, the full NINE PAGE form will open up. If you do not select this, the application will not advance.

REMINDER: This form is a downloadable, fillable PDF document that must be completed using Adobe Reader 9.0 or higher. Other PDF editors “may” appear to function with this form but they will cause unpredictable errors when it is entered into the EPM system.

Completing the OnSchedule Review Application …

NOTES:

Because this application electronically sets up many areas of a project, the accuracy of its information is critical and customers will not be able to independently make changes once accepting into the EPM system. If changes do need to be made once this becomes a part of an ACTIVE project then you will need to work with the project coordinator to make these changes on your behalf. As a result, a minimal administrative fee ($31.60) may be charged against the project.

The following directions will highlight some of those most important key data points that must remain accurate throughout a project’s process. If, at any point throughout the project, this information changes – and there are many reasons why this happens – it will be very important for the project manager to communicate these changes to the staff project coordinator so this application can be kept up to date …

Completing the OnSchedule Review Application…

Throughout the form, all red asterisked cells are required fields and must contain some value, even if N/A or -0- applies best.

CODE SUMMARY: Depending on what is selected here, a specific plan review checklist will be uploaded to its review team based on the building code a project is being designed by. This form should accurately reflect the building code used and identified on a project’s Appendix B.

PROJECT NAME: This should be an accurate description of the project as it will be what is ultimately printed on the Certificate of Occupancy or Certificate of Compliance. The project name should be consistent throughout all documents: Title blocks on construction documents, Appendix B, Permit applications, etc.

Completing the OnSchedule Review Application…

PRELIMINARY REVIEW: If this project has been through a preliminary review, it is very important that the EPM system link these two processes. Be sure to click YES and to enter the Preliminary Review project number accurately. Doing so will tie-in the same project coordinator and review team as well as all recorded meeting minutes.

PROJECT COST: Once submitted, the EPM system will connect this estimated total project cost to the Mecklenburg County Fee Ordinance and calculate the estimated upfront permit fees based on this information. Be sure to follow the directions as given in this section carefully and complete as accurate as possible at this juncture in a project. The general contractor, when coordinating the finished PERMIT APPLICATION (after the plan review has been approved) will have an opportunity to make adjustments to this cost at that end, if needed.

Completing the OnSchedule Review Application…

PROJECT ADDRESS: Part of the required supporting documents on all commercial plan reviews is an ADDRESS VERIFICATION FORM , to make sure it is a valid and active address. All project documentation must match this address. The Mecklenburg County GIS (Addressing) Department can assist if you are unsure of the address, need a temporary address, or need a suite/unit number assigned. Please contact them if you are questioning the accuracy of your project site prior to making application to be sure this is right (704-336-6357).

TYPE OF WORK: Following guidelines given on the form, check ALL that apply. *Note – UPFIT is reserved for work on spaces that have never received OCCUPANCY. Renovations on previously occupied spaces/buildings should be coded as WORK ON PREVIOUSLY …

Completing the OnSchedule Review Application…

CONSTRUCTION PHASES: It is important to specify if project will be permitted/constructed in phases here. Note, the construction documents must clearly define the work in each phase and there must be Permit Application form for each phase of construction

BACKFLOW DETAILS: Accurately provide backflow information and look for notes from that trade reviewer during the project estimation phase as to the details on this agency’s submittal requirements specific to your defined project scope.

Completing the OnSchedule Review Application…

OCCUPANCY: Complete all relative information on occupancy.

MIXED OCCUPANCY AND SEPERATION: Accurately reflect any mixed use occupancies and separations.

Completing the OnSchedule Review Application…

BUILDING DETAILS: Designer to provide as much building details as applicable and needed to determine code compliance.

SQUARE FOOTAGE: Enter data by clicking in the appropriate cell. The RENOVATION or NEW square footages should match the SQUARE FT. TO BE REVIEWED information under BUILDING DETAILS on page 4 of this form.

Completing the OnSchedule Review Application…

FIRE DETAILS: Complete as applicable. Note: When asked Yes/No, additional pop up questions may be prompted depending on which is checked.

WATER/SEWER DETAILS: Complete as applicable.

ZONING DETAILS: It is imperative that accurate information is provided on the type business proposed.

HEALTH DEPARTMENT DETAILS: Complete as applicable. Note: Additional, pop up questions may appear when answering these questions.

CITY OF CLT/SPHERE OF INFLUENCE: Complete as applicable. If project is NEW construction or answers are YES to any of these questions, if you have not begun the City of Charlotte’s review process for this project, please contact the City of Charlotte Land Development office for information and instruction on how to proceed. 704-336-6692

Completing the OnSchedule Review Application…

ADDITIONAL INFORMATION: In order to best understand the proposed work, it is important to provide accurate detailed descriptions of its scope as it pertains to each discipline. The better the information provided here assists staff in a more accurate estimation of the project for plan review time and trade assignment. Accurate estimates of the time and trades needed result in reduced chances of issues during the plan review process.

Completing the OnSchedule Review Application…

PROPERTY OWNER: This information should accurately represent who legally owns the property, not a developer. This information will also need to match and go on the Permit Application accurately.

KEY CONTACTS: Project Manager –The person designated here should be the person responsible for submittal decisions and uploads. Be sure that this information is correct as system generated action notices will be emailed to the email address provided.

*Architect/Designer –In most cases, this will be considered the lead design professional (LDP).

*Engineers/Designers – Continue to complete for all applicable disciplines.

*Complete addition information pop-up cells for each discipline when YES/NO buttons are selected. On projects with limited scope, at a minimum, a designer needs to be provided under Architect or an MEP Engineer.

Refer to following notes …

Completing the OnSchedule Review Application…

NOTES: For licensed design professionals, It is imperative that the information is entered as it appears on a seal holder’s

license. (1) State licensing boards will be pinged for validation and an application will not be accepted if the licensee is not valid/active. (2) This information identifies the design team to the Mecklenburg County A/E Pass Rate Incentives Program.

For non-licensed professionals (designers, etc.), their accurate Mecklenburg County ID number must be entered.

If seal holder information provided does not accurately align with the final construction documents submitted, staff will need to make corrections to this section on applicant’s behalf in order to keep this section accurate.

Trouble shooting help: In North Carolina, seal holder licenses are renewed annually (Engineers by January 1st and Architects by July 1st) and although their boards grant a 30 day grace period on practicing, the EPM system only addresses the actual expiration date assigned by the boards. If a licensee has exceed this expiration date without renewing, the system will not accept applications designating expired license. Applicants are encouraged to confirm validity of seal holder licenses through the perspective licensing boards prior to submittal. Links to these boards are provided on the application at each discipline.

Uploading the OnSchedule Review Application…

Once all required fields () are completed and project manager is able to determine the DATE DRAWINGS WILL BE READY FOR REVIEW (page 2 of the application), be sure to SAVE as a PDF in your project files locally and then return to the EPM system to the

DOWNLOAD APPLICATION FORM page (log in, under TOOL BOX, select SUBMIT BUILDING CONSTRUCTION PLAN APPLICATION) to upload this application form:

Uploading the OnSchedule Review Application…

If the information provided on the application is incorrect, the form will not be accepted and the system will provide a list of specific ERRORS (make note of these). Simply return to the saved form, make corrections, re-save and repeat the steps to upload the application again.

STILL NEED HELP?Project Coordinators (980-314-CODE, options 2, then 4, then 3) or Plan Controllers (980-314-CODE, options 2, then

4, then 2) are able to assist in trouble shooting if needed.

Please be prepared to provide a screen shot or detailed notes on the specifics of the errors in order to best serve you.

Uploading the OnSchedule Review Application…

Once all errors are fixed and the application is processing, you may be prompted to narrow the address selected if multiple choices are identified. Simply highlight the correct address and press CONTINUE:

Uploading the OnSchedule Review Application…

As the application is processing, you will be prompted to verify the extracted designer information. It is common to transpose license numbers, etc. so please review this information carefully. The professionals linked to this project will be rated through the Mecklenburg County A/E Pass Rate Incentives Program so it is important that it be accurate.

Follow directions provided on the screen if errors or inconsistencies are found. SUBMIT only once you have verified its accuracy:

STILL NEED HELP?Project Coordinators (980-314-CODE, options 2, then 4, then 3) or Plan Controllers (980-314-CODE, options 2, then

4, then 2) are able to assist in trouble shooting if needed.

Please be prepared to provide a screen shot or detailed notes on the specifics of the errors in order to best serve you.

Uploading the OnSchedule Review Application…

Once all information has been successfully validated, you will be prompted as to whether or not your intention is to upload final documents along with this application, or at a later time? Uploading documents at this time is not required. If you are ready though, you will be provided a portal to do so. Otherwise, choose LATER TIME, and then SUBMIT, and the application submittal will proceed:

SUCCESS! The Onschedule Review Application is accepted only after it has been assigned a project number and an active project dashboard opens. Notice, PROJECT STATUS in the yellow title bar: ESTIMATION STARTED.

OnSchedule Review Application is uploaded…

It is from inside of this active project dashboard that all documents will be uploaded (FINISH SUBMITTING PACKAGE) and the plan review process will play out. You are encouraged to become familiar with the features within your dashboard and the information that will begin to build on the project’s HISTORY page. It is real-time, up-to-date

information that tracks every step of your process.

IMPORTANT NOTES:

Once accepted, this project’s application goes immediately to the Estimation Team and will be assigned a Project Coordinator. Project applications can take 1-2 business days to process. The Project Coordinator will be the main contact person to help facilitate your plan review and issue all permits. Please keep an eye out for scheduling communications coming directly from them, as well as posted on the project’s dashboard (this process can take up to 1-2 business days).

Your reserved review schedule is not final until you have ACCEPTED the tentative schedule from your coordinator through the dashboard! This must be done within 2 business days of receiving the tentative schedule notice. Refer to the training module, CONFIRMING THE REVIEW SCHEDULE.

It is the applicant’s responsibility to meet all deadlines – project files and fee payment or surety must be received no later than NOON, 2 BUSINESS DAYS PRIOR TO THE START OF ANY REVIEW. Failure to meet accepted deadline commitments will result in lose of reserved review time, cancellation fees and projects will be subject to rescheduling at later dates. NO OTHER REMINDERS ARE SENT.

OnSchedule Review Application is uploaded…

You have successfully completed the training module on how to submit a project application for an

OnSchedule Commercial Plan Review.

If you have additional questions, please contact any Project Coordinator or Controller at

980-314-CODE