Mecklenburg County Land Use & Environmental Services Code Enforcement Department

Final Report to the Building-Development Commission

Data Customer Focus Group March 20, 2001

Memo Date: February 21, 2001 To: Tom Dooley, BDC chair From: Jim Bartl, Director of Code Enforcement Re: Data Customer Focus Group Final Report CC: All DCFG members, Dick Pacetti, Kari Lanning This memo shall serve as the final report of the Data Customer Focus Group (DCFG) to the Building-Development Commission (BDC). In an effort to identify customer information needs, the DCFG met 12 times between September 20, 2000 and March 7, 2001. Overall, our customer base was well represented through the various meetings, even to the point of holding special small group meetings to assure all sides of the information need issue were taken into account (a summary attendance sheet is attached). Throughout these meetings several exercises were performed to identify what those needs are and how electronic information might best be presented to our customers. The end result of this effort was the development of several mock up reports, which the customers agreed fairly represent both their information needs, and a simple clear method to communicate the information to them. Those reports are attached for your review. The reports are divided into three components in the following order:

A. Legacy System B. Plan Review C. Permitting/Inspection System

In addition, the customers had other concerns, not related to the reports, which they wish the LUES Design Team to address. Those concerns are as follows. 1. Need print buttons on all Internet screens, or anything you see. 2. Subcontractors need some easy, electronic way to verify if a General Contractor on a permit

application is using their name. 3. Must be able to download data in text form so customer can reconfigure, as needed. 4. Want to see the inspector’s comments. 5. Need an exception report on re-review (part of Commercial Process Initiatives). 6. The customer has a concern that failed inspections sometimes do not identify defect codes. 7. Customer still has to retrieve plans from the City in order to get their permit; the one-stop

shop method is not fully effective. 8. There is still some confusion in the facilitation staff on two issues: ETJ and how many sets

does the customer need? 9. Would like to see the website easier to navigate. 10. E-mail when the contractor’s account number shows activity. 11. Links to the other State and Federal agencies impacting their projects.

The issue of integrated information on all jurisdictions is the most critical. The customers need a single source of access for all regulators, which can impact, plan approval, inspections, and/or certificates of occupancy. In one of the closing meetings, the DCFG received a presentation from NuTech Solutions on alternate approaches to developing integrated information systems. The DCFG thought this approach had merit, especially as applied to the problem of coordinating databases between the City, County and 6 Towns. The DCFG strongly encourages the BDC and the Code Enforcement Department to receive a similar presentation from NuTech, focusing on this topic, and identifying the related strategies, costs and time lines. Finally, the customers believe this work should be implemented as expeditiously as possible

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Reports Proposed

Under the Legacy System

(Subject to technical feasibility and final cost.)

CER

TIFI

CA

TE O

F O

CC

UPA

NC

Y ST

ATU

S

Perm

it #

____

____

____

____

____

____

__

Addr

ess:

___

____

____

____

____

____

____

____

____

____

____

_ Pr

ojec

t Nam

e: _

____

____

____

____

____

____

____

____

____

____

_

Trad

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CM

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Envi

ronm

enta

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C

ityEn

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g

Oth

er A

genc

ies

TBD

By c

licki

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old”

the

user

sho

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pers

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nam

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-mai

l and

pho

ne n

umbe

r w

ho p

lace

d th

e ho

ld, s

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at th

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ave

a di

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lin

e of

com

mun

icat

ion

to th

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rson

who

pl

aced

the

hold

Not

es:

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is w

ould

be

a ta

ble

that

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ld a

llow

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ract

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vie

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ll ho

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on h

is p

roje

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ect n

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r B, E

, M, a

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uld

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us s

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se T

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in a

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Cus

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ts to

see

the

disc

iplin

es th

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Cus

tom

er w

ants

to s

ee o

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for e

ach

trade

. -

*Thi

s w

ould

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impl

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ted

unde

r the

new

per

mitt

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insp

ectio

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stem

, not

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er th

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gacy

sys

tem

.

INSP

ECTI

ON

STA

TUS

Pe

rmit

Num

ber:

____

____

____

____

____

____

__

Proj

ect N

ame:

___

____

____

____

____

____

____

____

Build

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mbi

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hani

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n, o

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ing

Addr

ess:

___

____

____

____

____

____

____

____

_

C

onfir

mat

ion

No.

: ___

____

____

____

____

____

____

_

JOB

HIS

TOR

Y C

onfir

mat

ion

Num

ber

Pi

n #*

In

spec

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ate

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Dat

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rfor

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box

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tan

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ents

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insp

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e.

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er s

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cific

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form

atio

n ab

out t

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parti

cula

r ins

pect

ion

Not

es:

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cree

n sh

ould

allo

w th

e us

er to

find

the

insp

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n st

atus

by

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it nu

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r or b

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dres

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firm

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n nu

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ever

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fers

. -

All b

oxes

sho

uld

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licka

ble

to o

ffer t

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ser a

noth

er le

vel o

f exp

ande

d in

form

atio

n.

- If

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user

clic

ks o

n ad

dres

s, h

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ould

get

a c

ompl

ete

job

hist

ory.

-

Und

er “P

erm

it N

umbe

r”: if

the

user

use

s th

e m

aste

r per

mit

num

ber,

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houl

d ge

t all

the

insp

ectio

ns re

late

d to

that

pro

ject

; lik

ewis

e, if

he

uses

the

sub

perm

it nu

mbe

r, he

sho

uld

get o

nly

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info

rmat

ion

rela

ted

to th

at p

erm

it.

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in n

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rs a

re v

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tary

, allo

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g cu

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ers

to b

reak

dat

a do

wn

by P

M/s

uper

inte

nden

t.

Proposed Reports to be Included

in the Plan Review Module

Plan Review Deficiency Report Building Review:

Issue Code Section

Number of Defects

% of total

Accessibility Requirements Vol. 1-C 92 36% Doors 1012 12 5% Ramps 1013 12 5% Porch 1014 13 5% Guardrail 1015 11 4% Interior Wall Construction Table 704 40 16% Egress widths Table 1004 38 15% Architect/Engineer Seals GS 83-14 37 15% Total All Defects 255

PLAN REVIEW PROJECT SUMMARY Project No.: __________________________________ Project Name: ____________________________________ Date Submitted: ____________________________ Date Entered Into System: __________________________________ Preliminary Review? Yes _______________ No ______________________

By clicking on status, user should get the reviewer’s comments

By clicking on assigned reviewer, user should get his e-mail address and phone number

1st Review

Status Days in System

Reviewer Assigned

Review Complete

Review Picked Up

Building Disapproved 12 P. Granson 01/15/01 Electrical Approved 5 J. Weathers 01/08/01 Mechanical Approved as

Noted 11 T. Pace 01/14/01

Plumbing Fire Protection Zoning City Engineering Urban Forestry Environmental Health 2nd Review

Status Days in System

Reviewer Assigned

Review Complete

Review Picked Up

Building Electrical Mechanical Plumbing Fire Protection Zoning City Engineering Urban Forestry Environmental Health Notes: - User should enter the Project Number – the data should prefill automatically. - The table should only list the affecting disciplines - The user should be able to print the comments of all trades without having to click to get each trades’

comments individually.

CHARLOTTE-MECKLENBURG BUILDING STANDARDS BUILDING PLAN REVIEW SHEET

Project Number: _________________________ Date: ___________________ Project Name: _____________________________ Plan Reviewer: Patrick Granson Review Number: _______________ Received: ____________ Completed: ____________

Sheet No.

Issue

Code

Section

Addressed or

Corrected?

Change And

Location

By clicking on the reviewer’s name, user should get his e-mail and phone number

By clicking on the code section referenced, A/E should get a summary of the code

A/E will note the change and the location for the reviewer

Plan reviewer’s comments go here

A/E will check the box when item is complete; Gatekeeper will ensure all items have been addressed before allowing plans to come back into the system.

Proposed Reports to be Included

in the New

Permitting/Inspection Module

INSP

ECTI

ON

SC

HED

ULI

NG

Acco

unt #

___

____

____

____

____

____

___

Perm

it

Num

ber

Ad

dres

s

G

C/B

uild

er

Nam

e

In

spec

tion

Type

Pi

n N

umbe

r*

Req

uest

ed

Insp

ectio

n D

ate

R

eque

sted

By

C

onfir

mat

ion

Num

ber

Not

es:

- Th

is w

ould

be

a ta

ble

that

wou

ld a

llow

the

cont

ract

or to

sch

edul

e m

ultip

le in

spec

tions

at o

ne ti

me

- Th

e R

eque

ster

wou

ld ta

b an

d fil

l in

the

perm

it nu

mbe

r -

The

addr

ess

and

Build

er N

ame

shou

ld c

ome

up a

utom

atic

ally

-

The

insp

ectio

n ty

pe s

houl

d be

a d

rop

dow

n bo

x -

The

requ

este

r key

s th

e pi

n nu

mbe

r, re

ques

ted

insp

ectio

n da

te, a

nd re

ques

ted

by

- Th

e re

ques

ter t

hen

tabs

to th

e ne

xt li

ne

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nce

com

plet

e th

e re

ques

ter s

houl

d hi

t a “S

UBM

IT” b

utto

n, w

hich

wou

ld a

ssig

n th

e co

nfirm

atio

n nu

mbe

r and

pro

vide

a

repo

rt to

the

requ

este

r.

This

wou

ld b

e a

drop

do

wn

box

whi

ch w

ould

va

ry b

y tra

de

- W

/S

- Sl

ab

- R

ough

-

WD

-

Fina

l

- *P

in n

umbe

rs a

re v

olun

tary

, allo

win

g cu

stom

ers

to b

reak

dat

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wn

by P

M/s

uper

inte

nden

t.

INSP

ECTI

ON

STA

TUS

BY

CO

NTR

AC

TOR

AC

CO

UN

T

Acco

unt #

___

____

____

____

____

____

___

Activ

e In

spec

tions

Ad

dres

s Pe

rmit

Num

ber

Con

firm

atio

n N

umbe

r Pi

n N

umbe

r*

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ectio

n Ty

pe

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e R

eque

sted

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atus

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ecto

rN

umbe

r

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ed

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ectio

ns w

ill dr

op o

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y pr

evio

us fa

iled

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ectio

ns u

nde r

the

perm

it nu

mbe

r

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is a

box

that

will

show

“Fai

led

Cha

rgea

ble,

Fai

led

Not

cha

rgea

ble

or P

endi

ng.”

Whe

n th

e us

er c

licks

on

the

Failu

re, h

e sh

ould

get

the

code

def

ect t

ext a

nd a

ny

com

men

ts th

e in

spec

tor m

ade.

This

sho

uld

be a

lin

kabl

e bo

x th

at

whe

n yo

u cl

ick

on th

e In

spec

tor’s

nu

mbe

r, yo

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t hi

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r nam

e an

d a

mob

ile

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phon

e nu

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r

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es:

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is w

ould

be

a ta

ble

that

wou

ld a

llow

the

cont

ract

or to

vie

w a

ll ac

tive

insp

ectio

ns.

- Th

e co

ntra

ctor

key

s hi

s ac

coun

t num

ber a

nd th

e re

st o

f the

pag

e fil

ls in

aut

omat

ical

ly.

- Th

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ojec

t sho

uld

stay

on

the

syst

em u

ntil

the

CO

is is

sued

. -

The

cont

ract

or s

houl

d be

abl

e to

clic

k on

the

colu

mn

title

and

sor

t dat

a by

that

fiel

d na

me.

-

*Pin

num

bers

are

vol

unta

ry, a

llow

ing

cust

omer

s to

bre

ak d

ata

dow

n by

PM

/sup

erin

tend

ent.

Memo Date: March 9, 2001 To: Jim Bartl, Director of Code Enforcement From: Dick Pacetti, Assistant Director - Technology Re: Timeline for Data Customer Focus Group Final Report Items The issues and reports in this document fall into three categories: A. Items that can be accomplished with the current legacy system, depending on value to the

customer and cost B. Items that can be accomplished through the Plan Review sub-project now in progress C. Items that must be deferred until the Permitting and Inspections sub-project replaces the

legacy system A. Legacy Data

• Inspection Status Report Delivery: Not evaluated as of 3/9/01

• Certificate of Occupancy Status Delivery: 4-6 weeks after approval to begin work; will impact Plan Review sub-

project work B. Plan Review sub-project

• Plan Review Project Summary • Building Plan Review Sheet • Plan Review Deficiency Report

Delivery: Production date of LAN-based system awaiting completion of technical design (March 2001); Web enablement to follow

C. New Permitting and Inspection sub-project

• Inspection Scheduling by Account Number • Inspection Status by Account Number

Delivery: No schedule available, will follow Plan Review, and may be purchased system

Filename: Final Report Directory: C:\DOCUME~1\SUSIE~1.TDG\LOCALS~1\Temp Template: C:\Documents and Settings\susie.TDGI\Application

Data\Microsoft\Templates\Normal.dot Title: Subject: Author: Mecklenburg Co. Keywords: Comments: Creation Date: 3/1/2001 9:47 AM Change Number: 10 Last Saved On: 3/12/2001 8:27 AM Last Saved By: Kari L. Lanning Total Editing Time: 117 Minutes Last Printed On: 3/25/2002 11:32 AM As of Last Complete Printing Number of Pages: 16 Number of Words: 1,930 (approx.) Number of Characters: 11,001 (approx.)