iii. task analysis - united...

III. Task Analysis

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The criteria for the selection of services to be included in the OPEN System were those services with a history ofcorruption scandals, services prone to improprieties due to the complexity of procedures, and services that wouldbenefit from the system by preventing undue influence and irregularities. After 28 services provided by City Halland 87 services from local district offices were first scrutinized for possible impacts if introduced on the OPENSystem (which disclosed information on the assigned offices for the applications, processing time, related regula-tions, etc.), the final list was narrowed down to include a total of 26 services.

1. Selection of Services Accessible to the Public

1) Criteria for Selection

DBDataSeoul Metropolitan Government

Services01010101010 010101010 101010101010101010101

01010101010101010101010101010 1010101010101010

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Services Description

Purchase of park sites Purchases land from private owners whose property is part of the location selected by the city governmentas a park development area.

Authorization /contract agent of waste disposal

license

Acts as a contract agent and oversees contract signing between the chief officer of the Gu district and theoperation licensed for the collection and transportation of waste.

Traffic impact assessment

Before approving or licensing a new business or a facility that has the potential of creating excessivedemand on traffic flow, a review and analysis are conducted by private companies for traffic impact assess-ment to examine potential problems, alternatives and proposed improvements in order to minimize its effecton existing traffic flow. The Tr a ffic Impact Deliberation Committee deliberates and makes the final deci-sion on approval / licensing.

Route adjustments for the city busoperated by private companies

New route development andadjustment for local area bus

operations

As a means to provide easy access to city buses and subway trains, local area buses are operated by privatecompanies in areas that city buses do not serve in order to relieve residents of any inconveniences. Districto ffices offer new local area bus routes to areas without local area buses and adjust routes by cutting orextending existing routes.

Bus terminal operation authorizationfor express / long-distance bus

In charge of the approval process of express bus and/or long-distance bus terminal construction.

Standardization and adjustment ofbus fares

Approves bus fare adjustments made by transportation businesses in accordance with the passenger trans-portation business regulations.

Purchasing Purchases equipment and supplies for city departments.

S ervices Included in the First Phase of the OPEN System

Oversees changes in operation routes of city buses when a business with a city bus operation permitrequests a change of route, presents plans to change operations, or the district office or citizens request aroute read-justment.Orders/approves the city bus operation business to change operation and routes as necessary.

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Authorization and administrativeprocedures for bars and

entertainment spots

Approves and supervises bars that serve liquor, hire entertainers, install entertainment facilities and karaokerooms that serve liquor and allows customers to use the karaoke facilities.

Registration processing foropening / changing large-scale

commercial establishments

A large-scale commercial establishment refers to a group of stores in full operation with a minimum totalsize of 3,000 square meters. Citizens intending to operate such establishments must register with the City orthe district government.

Fund raising for small /mid-sized businesses

Funds small/mid-sized businesses in order to support management and improve long-term competitivenessof businesses located in the Seoul area.

Deliberation and approval of theinstallation of art works in buildings

Deliberates and approves the installation of art works in new or expanding large-scale buildings within therange of 0.1% - 1% of total construction costs.

Permission of land-use changeChange in land use, lumbering or planting trees, quarrying, using land as a storage site, concerning all landwithin the urban planning zone require the approval of the Mayor or the ward chief.

Decision and change of urbanplanning

Opens the decision making process of urban planning to the public. Urban planning approval or adjustmentimposes a legal binding force as well as a direct restraint on one s property rights to benefit the general pub-lic.

Natural gas consumer priceadjustment

Determines the final consumer price of natural gas which includes raw material costs. Final approval ismade by the Mayor of Seoul after a deliberation by the City of Seoul Consumer Price Committee that takesinto consideration the overall change in consumer prices and increases in the rate of public facilities' costs.

Contract agent for social welfarefacilities

Contracts with private enterprises or groups to commission the operation of social welfare facilities built bythe City of Seoul or district governments including social welfare halls, welfare facilities for the elderly,welfare facilities for the handicapped, youth facilities, facilities for those with mental handicaps.

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Housing construction projects

Review and permission of building projects

In charge of projects demolishing dilapidated apartment buildings.

Deliberates and approves the new construction of buildings exceeding a certain size. Reviews its adherenceto construction regulations.

Construction technology services Orders services including pre-construction project planning, feasibility studies, basic designs, implementa-tion plans for the expansion and maintenance of facilities.

Compensation procedures Makes compensations to civilians whose land or buildings have been appropriated for public projects suchas road construction or park development.

Implementation of facilityconstruction

Oversees civil engineering works, construction, industrial facilities works, landscape architecture and envi-ronment facility construction.

Fire prevention facilities inspectionNew construction or expansion of fire prevention facilities requires the selection of approved fire preventionconstruction business which must report to the chief of the fire department in the district on the content and theconstruction details of the project. The report and the construction, as finished, are subject to inspections.

Annual contracts for facilitiesmaintenance

The Facility Maintenance Bureau enters into annual contracts for facilities maintenance and small-scalerepairs (installation/repair of handrails, safety fences, guardrails, cleaning tunnels and underpasses, sewagefacilities maintenance, rainwater drain channels maintenance). Maintenance is ordered as needed and paidfor.

Housing redevelopment projectsRefers to the refurbishment of residential areas with buildings in poor conditions without proper publicfacilities. The primary purposes of the project are efficient use of land, proper use of altitude, recovery of itsfunction as part of the city, wholesome city development, and enhancement of the public welfare.

Urban restructuring projects

Projects including improvement of structures/sites, site selection, public facilities improvement in order topromote proper use of altitude, and recovery and transformation of its function within and around the city,as well as around major roads. Manages the construction of business operations, sales, lodging facilities aswell as residential buildings that also accommodate commercial establishments in semi-residential districtsand commercial zones.

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Services Procedure

Review and permission ofbuilding projects

byHousing Bureau

(Architecture Division)

Local Autonomy District

Potential Impropriety Information Open to the Public

- Application and submission for deliberationof construction plan

- Minutes of the deliberation

- Plans for the Committee Deliberation andagenda

- Prior Approval Application for constructionAuthorization

- Contents of deliberations with relatedoffices and the attached content of the chiefof the Gu office

- Guidelines for prior approval

- Application for construction authorizationand change of use

- Contents of the deliberation and correspon-dence

- Guidelines for the construction authoriza-tion

- Approval Application for Use (SupervisionReport)

- Contents of deliberations and correspon-dence

- Guidelines for approval of use

Architectural review1. Application and submission for deliberation of construction plan (Applicant->

Gu District -> City Architecture Division)City Government Deliberation: 16 stories high or more, 30,000 square meters orlarger.Gu District Deliberation : less than 16 stories high, 5,000 - 30,000 square meters.

2. Review of construction committeeCommittee members :

City: 20 members including the Housing Bureau DirectorGu:10 members

3. Announcement of architectural review decision (City Hall -> Gu Office-> Applicant)

Prior Approval4. Prior approval application for architectural authorization

- Eligibility: 21 stories or higher, structure larger than 100,000 aggregate square meters

5. Deliberations with related offices and attachments of review by chief of the Guoffice (Chief of the Gu office -> Mayor)

6. Prior approval (Mayor ->Chief of the Gu office)- Architecture Director- Housing Bureau Director

7. Architectural authorization application (applicant -> Gu office)

8. Deliberations with related offices (if necessary)

9. Construction authorization procedure (Gu office -> applicant)- Architecture Director, City Management Director, Vice Chief of the Gu office,

Chief of the Gu office

10. Approval application for use (Applicant -> Chief of the Gu office)

11. Deliberations with related offices

12. Approval for use (Chief of the Gu office -> Applicant)- Architectural Director, City Management Director, Vice Chief of the Gu office,

Chief of the Gu office

Deliberation in favor ofapplicant

- Approval in favor of theapplicant

- Lobbying in favor of theapplicant

- Architecture Director, CityManagement Director,Vice Chief of the Gu office,Chief of the Gu office

Exam

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1. R

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bui

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R eview Data of Services Open to the Public

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Services Procedure

License for Bar andEntertainment business

by the Gu Office(Health Department)

Potential Impropriety Information Open to the Public

- Application for the authorization of opera-tion

- Review outcome, onsite inspection results

- Contents of the deliberation with relatedoffices and departments

- List of inspection officials, businesses, thetime and date of inspection

- Findings of the inspection and confirmation

1. Application for the authorization of business operation -> Gu office, HealthDepartment

2. Document review & business inspection(Feasibility study) - Gu office, HealthDepartment

3. Deliberation with related offices and department- Fire department, Education Bureau, Waste Department, Construction

Department, City Planning Division

4. Permit issuance- Gu office, Health Department -> Business operator

5. Crackdown on illegal operations or change in facilities- Gu office, Health Department

- Overlook incomplete facili-ty setup, over-the-limit useof area, and other inappro-priate matters

- Approval of incompletefacilities, on prohibitedconstruction zones, illegalstructures, insufficient se-wage disposal facilities

- Overlook illegal operation,expansion / change of facil-ities without authorization

Exam

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R eview Data of Services Open to the Public

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A system and program development took place,based on the information provided by city depart-ments of the selected services to first enter the OPENSystem, including information on the services,administrative procedures, related regulations,required time for the application processing,approval procedure, and information open to thepublic in order to set the standard for data input pro-cedure.The OPEN System input model was developed with

city officials on adopting an easy and convenientmethod for the employees undertaking the input taskas well as for the applicants to facilitate their under-standing.Related regulations are provided to the applicants in

two formats. First is the Regulation Search Systemthat allows the applicants to examine the originalregulations established by the central government andthe Seoul Metropolitan Government using the mainmenu of the OPEN System. Second is the regulationsprovided through the administrative procedure infor-mation of a specific service. The related regulationsfurnished by the model for the input processing sys-tem deals with the latter.

2) Presentation des fonctions principales du programme

Dat

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Accepts construction authorizationapplications (Civil Service Office)

Article 7 & 9 of theTemporary Regulationson Improving HousingConditions for LowIncome Urban Residents

Article 16 of theBuilding Act

Article 18 of theBuilding Act

Examines construction authorizationapplications

Approves construction authorizationapplications

Issues construction authorization

Accepts construction initiation report (Civil Service Office)

Examines construction initiation report

Examines applications for use

Approves applications for use

Issues applications for use

Approves construction initiation(processes construction initiation report)

Accepts applications for use (Civil Service Office)

ServiceConstruction approval and

deliberationRelated Regulations

Assigned Assistant Dire-ctor Department Head

Required Processing Time

Attachments

Purpose of Disclosure

Administrative procedures forconstruction approval, constructionbeginning report, approval for use

The applicant can confirmthe administrative proce-dures, required processingtime, and future proce-dures on construction autho-rization/licensing process.

S ervice Procedures

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Accepts applications for construction authorization

Construction Authorization

Construction Initiation Report

Approval of temporary use

Approval of use

Residential Environment Improvement project(Construction Authorization/Licensing) Accepts applications for construction authorization (change in design)

Examines related regulations & deliberation among related offices

Discontinue/Return applications

Issue construction approval

Issue construction approval (change in design)

Submit the construction initiation report

Accepts applications for temporary use


Approves temporary use

Approves temporary use


Issues approval of use

A dministrative Procedure Chart

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S tandard Input Model for the OPEN System

1. Date of Application: (month, day, year)2. Contents of the Application

Location: Gu, DongArea of the Site : 0000 ,District / Zone : District, Zone Size : Underground 0 level, 00 level above ground,

aggregate area 0000Purpose :Building-to-land Ratio : 00%, Floor Area Ratio : 00%Grounds for Application : New construction( )

Expansion( ) Other( )3. Scheduled Date for the Deliberation : (month, day,

year)4. Follow-up:The present deliberation is a technical examination of theplans for construction (groundbreaking). Applicants will benotified of the outcome of the deliberation within 0 daysfrom the scheduled deliberation date if no other special cir-cumstances arise.

App

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Same as the original( ), conditional( ),supplementary( ), review( ), withheld( )

1. Deliberation Decision Date : (month, day, year), ( )th Request for Change in Design

2. Contents of the Deliberation Decision (conditional)3. InformationThe Construction Authorization is due (month, day, year).Upon completion of the On-site inspection, examination ofrelated regulation, and consultation with other departments,the applications will be approved within 0 days from thescheduled deliberation date if no other special circum-stances arise.

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1 . Date of Application: (month, day, year)

2. Contents of the ApplicationLocation: Gu, DongArea of the Site : 0000 ,District / Zone : District, Zone Size : Underground 0 level,

00 level above ground, aggregate area 0000

Purpose :Building-to-land Ratio : 00%,Floor Area Ratio : 00%

3. Follow-up:The Construction Authorization is due (month, day,year). Upon completion of the on-site inspection,examination of related regulation, and consultationwith other departments, the applications will beapproved within 0 days from the scheduled delibera-tion date, if no other special circumstances arise.

1. Results of the On-site InspectionOn-site Inspection Date : (month, day, year)On-site Inspection Results

2. Follow-up: Approval for the construction authorization will be made within 0days after the deliberation with related departments and the reviewof related regulations.

App

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for C

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utho

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Revi

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the R

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Category RemarksInspection Contents Inspection Results

Site

Site formation, need for changein use of site, stability of thesite, above ground obstacles,underground obstacles

Need : Yes( ) No ( )Safety : Yes( ) No ( )Existence : Yes( ) No ( )

Category Review ResultsReview Contents Applied Regulation

Land Ownership Regulation Article 6

Road

Types of road, number of roadsadjacent to the site, width &length of the road, pedestrianroads or vehicle roads

Width m, Length mPossible ( ) Impossible ( )

Attachments Yes( ) No ( )

Building-to-LandRatio

Floor Area Ratio

Building-to-Land RatioFloor Area Ratio

( )% or lower( )% or lower

Appropriate ( )Inappropriate ( ) ( )%Appropriate ( )Inappropriate ( ) ( )%

Height LimitationBy zone or road

Imposition of height limits tosecure sun light

Regulation Article 51 and5 3

Appropriate ( )Inappropriate ( ) n/a ( )Appropriate ( )Inappropriate ( )n/a ( )

Urban DesignStudy the appropriateness for

an urban design Secure public site

Appropriate ( )Inappropriate ( )

n/a ( )( )%. n/a ( )

Appropriate ( )Inappropriate ( )n/a ( )( )%. n/a ( )

Parking Lot Amount of parking facilitiesAppropriate ( )

Inappropriate ( )n/a ( )

Appropriate ( )Inappropriate ( )( ) Units

OtherArchitectural Review( )

Traffic Impact AssessmentDeliberation ( )

Deliberation CriteriaApplied ( )Not Applied ( )n/a ( )

Documents to prove the sitearea, ownership, and its use

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1. Date of Cancellation Submission : (month, day, year)2. Contents : Same as the application3. Information

The Application for the Construction Authorization has been approved under article 8of the Construction Law. Please pick up the construction authorization document fromour Gu-office Civil Application Services division with a copy of the receipt and thepurchase certificate of the housing bond.- License tax receipt for the construction authorization (Amount: won)- Housing bond purchase certificate (Amount: won)

Upon receipt of the construction authorization document, collect the constructiondesign plan from the design office to begin the construction. Please observe the autho-rization conditions and the information provided. A registered architect must be select-ed as the construction supervisor at the beginning of the construction.If the construction has been order to a third party, the constructor must be registered asa construction business.A copy of the construction contract between involved parties along with design plansincluding block plans, floor plans, an elevation, a cross section, structural plans (forstructures subject to structural safety inspection), specifications, indoor plans, fire pre-vention equipment plans, construction equipment plans, excavation plans and a breastwall plan must be submitted to the authorizing party and report the beginning of theconstruction.Failure to launch the construction within 1 year of the construction authorization willresult in the cancellation of the authorization. Under compelling circumstances, how-ever, an extension of 1 year is allowed.

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1. Date of Application: (month, day, year)

2. Deliberation among relat-ed departments

: (month, day, year)Departments (division)Date of Communication

Contents ofCommunication

Fire Department (FirePrevention Law) (month,day, year) Traffic AdministrationDivision (ParkingRegulation) (month, day,year)

3. Follow-up : An onsite inspection will takeplace within 0 days. After theinspection and deliberation theconstruction authorization willbe issued within 0 days if nospecial circumstances arise.

Del

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1. Date of Return : (month, day, year)2. Grounds for Return 3. InformationThe grounds for return shall be resolved with the designplan that complies with the Building Act and related regula-tions before reapplying.

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1. Date of Cancellation Submission : (month, day, year)2. Reasons for Cancellation

3. Date of Cancellation : (month, day, year)4. InformationThe application must be accompanied by a constructiondesign that complies with the Building Act and related regu-lations.

Canc

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of th

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Con

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Aut

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1. Date of Submission : (month, day, year)2. Content

Supervisor :Constructor :

3. Follow-Up : The construction must follow the approved design. Underthe inspection plan to crackdown on illegal structures within4 months from the beginning of the construction, structuresthat are constructed through an agency (4 levels or lower,2,000 or smaller) are subject to cross inspection amongautonomous districts to verify whether the constructioncomplies with the design. At the time of the application foruse, special inspectors conduct inspections. Upon comple-tion of the structure the application for use shall be submit-ted, attached with the Final Report on the ConstructionSupervision.

Subm

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Initi

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1. Date of Inspection : (month, day, year)2. Inspection District : 00Gu3. Inspection Results

Satisfactory ( ), Unsatisfactory ( )Violations- -

4. Follow-Up :After making corrections of the violation, a FinalCorrection Report by the inspector with photographs ofbefore and after the correction must be submitted.

Regu

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Stru

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1. Date of Application : (month, day, year)2. Content

Site Area : 0District Zone : District, ZoneSize : Underground 0 level, 00 level above ground,

aggregate area 0000Purpose : Building-to-Land Ratio : 00%, Floor Area Ratio : 00%ConstructorSupervisor :Grounds for Application :Requested Period of Temporary Use: From (month, day,year) to (month, day, year).

4. Follow-Up :The approval for the temporary use shall be given afterreviewing the documents if no serious defect is discovered.

App

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for T

empo

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Use

1. Date of Approval : (month, day, year)2. Content : Same as in the application3. Approved Period for Temporary Use: From (month,

day, year) to (month, day, year)4. Conditions for the Approval of Temporary Use :

5. Follow-Up :Please apply for the use of the structure by fulfilling theconditions for temporary use approval.

App

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Use

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1. Date of Application2. Content

Site Area : 0District Zone : District, ZoneSize : Underground 0 level, 00 level above ground,

aggregate area 0000Purpose : Building-to-land Ratio : 00%, Floor Area Ratio : 00%ConstructorSupervisor :

3. Follow-Up :The examination and inspection of structure for theapproval for use are based on the Final Inspection Reportwritten by the supervising architect. On-site inspection bypublic officials is not conducted. However, structures thatare constructed through an agency (4 levels or lower, 2,000

or smaller) are subject to the inspection on the use by aspecial inspector. The approval for the temporary use shallbe given after reviewing the documents if no serious defectis discovered.

App

licat

ion

for U

se

1. Request Date of the Inspection : (month, day, year)2. Use Inspection

Date of Inspection : Inspection Result : Satisfactory ( )Unsatisfactory ( )Violation- -

3. Follow-Up :The inspection for use was satisfactory and the applicatiowill be approved immediately.The inspection for use was unsatisfactory and the applica-tion will be returned.Please resubmit the Application for Use after making cor-rections.

Insp

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Use

by

a Sp

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or

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1. Date of Application : (month, day, year)2. Deliberation among Related Departments (division)

: (month, day, year)Related Departments Date of Communication Contents 00Fire

Department (Fire Prevention Law) Traffic AdministrationDivision(Parking Regulation)

3. Follow-Up :Authorization of construction will be issued within 0 daysafter the deliberations if no special defect is discovered.

Del

iber

atio

n am

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Dep

artm

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on A

utho

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for U

se

1. Date of Authorization for Use : (month, day, year)2. Content : Same as the application 3. InformationThe owner of the structure shall maintain and manage thestructure in compliance with Article 26 of the Building Lawaccording to the contents of the construction approval.Structures constructed through an agency will be subject toinspection within 4 months from the approval date for use.Mid-size and large-size structures will undergo regularinspection in compliance with the regulatory plans againstillegal structures.Please submit the acquisition tax to the tax department ofthe Gu offices within 30 days from the approval date of use.Please pick up the registration tax form from the tax depart-ment of the Gu offices and make payments by structure reg-istration application. Please register the structure at the court registry office with-in 60 days from the use approval date.

Issu

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for U

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ocum

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R elated Regulations

Construction Authorization- Article 4 of the Building Act, Article 5 of the Enforcement Decree of the

Building Act, Article 7 of the Construction Ordinance of the SeoulMetropolitan Government

Construction Authorization- Article 8 of the Building Act, Article 8 of the Enforcement Decree of the

Building Act Report on the Beginning of the Construction- Article 16 of the Building Act, Article 5 of the Building Act Enforcement

Regulation

Temporary Use Approval- Article 18, paragraph 3 of the Building Act

Approval for Use- Article 18 of the Building Act, Article 17 of the Enforcement Decree of

the Building Act

1. Return Date : (month, day, year)2. Grounds for Return3. Information

Please resolve the violations and reapply for theuse along with the Final Inspection Report.

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for t

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A frame for a standard document form was prepared by compiling input standard models developed by offices incharge of each services to be opened to the public.

2. Standardization of Documents by Service Category

1) Steps toward Standardization

(1) The administrative procedures of each services must be clear.

(2) Documents to be entered and managed at each step of the procedure must be established.

(3) The statistical data included in the documents should be standardized for future use as basic data.

2) Instructions for the Data Standardization Task(1) Standardization must take place after taking all contents of the data into consideration since

services contain different types of data.

- Procedures of services vary from 2 to 10 steps.

(2) Due to the various types of documents to be entered at each procedure for different services, a

thorough inspection must take place.

- Application for Authorization Form, Review Form, Deliberation Items, Deliberation Decision, Assigned

Department, Current Status of the Application, Officer Responsible for the Final Decision

(3) A clear standard for data to be managed and data to be stored for future use must be established.

- Due to data registration and usage by different departments, a considerable amount of time is required for

the selection of data.

(4) The possibility of a task involving multiple departments or another method of processing an

identical task calls for cautious and thorough examination.

- Active participation from related departments should be encouraged for the clear understanding of the

nature of the tasks for each services.

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3) Flow Chart of the Document Standardization for Each Service

The document standardization for each service require an analysis of the documents that are managed and the typesof data needed in each documents which is followed by the understanding of the nature of the data depending on itsusage. The data are divided into two categories: File mode and DB mode.

Steps for document standardization for the services

The types of data neededData needed for the 54 services

Identification of the data to be managed

The setup of mode depending on the nature of the dataAnalysis of the nature of each data

The setup of mode depending on the nature of the dataTXT(File System)mode/DBmode

The setup of mode depending on the nature of the dataTXT(File System)mode/DB mode

Data Loading and CompletionData loading on the file system and DB

Modification of Data ModeWhen text data becomes linked with other data

TXT File CompilationExample of files by category that are already established

DB SetupNew DB establishment

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Category 1 Category 2

The standardization of documents is necessary to provide a broad range of information services. As a result of thestandardization, data is stored as either DB files or text files. These standardized data are essential to the programdevelopment in the setup of display design, data to be displayed on the screen, and the input procedure of documentcontent.Document data of the Seoul Metropolitan Government's OPEN System includes 4 categories depending on the

items included for the services. The details are as follows.

Taxi fair adjustment, Establishment of the bus fare standard and the rateschedule, Urban gas consumer price adjustment, New route developmentand adjustment for village bus operations

Case Registration- Case name- Assigned officer- Contact telephone number- Case registration date- Autonomous Gu district of

the service

Document Registration- Document processing date- Document registration date- Assigned officer- Contact telephone number- Content- Location of related documents- O fficer responsible for the final

decision- Current status of the application- Attachments- Attachment details

Traffic impact assessment, Purchase of park sites, Urban planningapproval and adjustment

Case Registration- Case name- Assigned officer- Contact telephone number- Case registration date



3 . Categorization by Service & Type

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Category 3

Category 4

Authorization and administrative procedures for bars and entertainment spots,Registration processing for opening/changing large scale commercial establish-ments


the service- Location of the case- Type of business- Permit Number (limited to

Authorization and administra-tive procedures for bars andentertainment spots)



Implementation of facility construction, Design modification of facility con-struction, Construction technology services, Annual contract on facility mainte-nance cost


the service- Location of the case- Type of business- Supervisor- Designer- Constructor



III. Task Analysis4

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An analysis of the data regarding the 54 services to be opened to the public are divided into D/B files and text files.

4. The Establishment of Database

Case Management Document Management

- Case name- Name of the officer assigned to the case- ID of the officer assigned to the case (automatic)- Case registration date (automatic)- Case Category (where relevant)- Autonomous district of the case (where relevant)- Location of the case (where relevant)- Specific data that must be managed by specific ser-

vices

- Document title- Name of the document input officer- ID of the document input officer (automatic)- Document registration date (automatic)- Name of the document editor (automatic)- Edit date of the document (automatic)- Name of the official responsible for the final decision- Current status of the application- Current status of the application procedure to date (automatic)- Request date of the document processing- Other required data management (Example: procedures etc.)

Document Management

Detail Contents of the Document- The details of the documents are difficult to standardize, nor is there any need for standardization. The contents of the

577 documents from 54 service areas are all different in their types and forms, which makes it impossible to find anappropriate standardized format. In addition, the contents are subject to constant change, which makes document man-agement more convenient in the form of text files.

DBTe

xt Fi

leD

ata S

tore

d as

Dat

a Sto

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as

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The break down of the processing procedures is illustrated in figure below. Level one and two are the case nameand the procedure name, respectively. Level three deals with the detailed procedures of each process. System man-agement involves all three levels. The title of the detailed procedures can be modified. In case there are no detailprocedures, one can choose the Other option and enter the data.

5. The Breakdown of the Process

Step 1 of the system operation

Step 2 of the system operation

Server System

Step 1 procedure details

Step 2 procedure details

Construction Authorization System operation procedure (n)

T he Breakdown of the Process

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Application for the Architectural Review

Application for the Construction Authorization

Authorization of Temporary use

Review and permission of buildig projects

Application Form for the Architectural Review

Decision of the Construction Committee

Application Form for the Construction Authorization

Construction Authorization Contents of the Construction Authorization

Notice on New Construction Notice Form for New Construction

Application for the Authorization of temporary use

Authorization of temporary use

Authorization of useApplication for the Authorization of use

Authorization of use

P rocess Breakdown for the Construction Authorization and Deliberation Service

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6. Flow Chart of Service Execution

1. Case name registrationGu, Dong, Address, Type of business

2. Register information of each procedure regarding authorization ofestablishments

Business License Application- Application Document Review

Date of application, total area of the operation

(number of seats, rooms, kitchens, etc.)

Review decision of related documents for authorization application

(pass/fail)

~ Urban planning confirmation (pass/fail)

~ Building management ledger (pass/fail)

~ Identity clearance of the applicant (pass/fail)

~ Fire equipment, fire prevention facilities completion (pass/fail)

~ Deliberation report on clearance zone of nearby school areas (pass/fail)

Corrective actions on insufficiencies after document review

~ Grounds for the insufficiencies

~ Date of demand for correction

~ Deadline for correction

~ Registration date of the corrected document, review date of the corrected document

~ Return date of application documents for insufficiency

Follow-up

- On-site Inspection

Exam

ple

1 : A

utho

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and

Adm

inist

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for B

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and

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t Esta

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men

ts System Manual Processing

1

Case Name Registration

Procedure DBCase DB

Document Registrationby Procedures

Input

Input

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2 2

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Inspection date, condition of the building (pass/fail), condition of facilities (pass/fail), total

area of operation

Corrective actions on insufficiencies after on-site inspection

~ Grounds for insufficiencies

~ Corrected version

~ Submission date of correction completion

~ Confirmation outcome of the correction inspection

~ Return date of application documents

Follow-up

- Deliberations with related departments

Contents of the deliberations with other departments involved in licensing tasks

~ Reasons for the deliberation, departments involved, deliberation request date

~ Announcement date of the outcome of the deliberation, outcome of the deliberation

Insufficiencies discussed in the deliberation

~ Grounds for the insufficiencies

~ Date of demand for correction, deadline for the correction

~ Deliberation outcome of related departments on corrective measures

~ Return date of application documents

Follow-up

License IssuanceLicense Issue Date, Information

Crackdown on Illegal Operation and / or Unauthorized Facility Moderation- Crackdown on Illegal Operation and / or Unauthorized Facility Moderation

Inspection date, Department conducting the inspection

System Manual Processing

1

1


Procedure DBCase DB


Input

Input

1

2 2

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Violations

Administrative schedule for penalty

Follow-up

- Administrative Penalties on Illegal Operation and/or Unauthorized Facility Moderation

Date of inspection, date of penalty, violations

Contents of the penalty

~ Warning

~ Correction order

~ Correction order on facilities

~ Operation shutdown

~ License revocation

~ Penalty fee

Information

Violations

3. Register pertinent information on the database

4. Detailed information search by procedure

Information Searchby Procedures Search

Document DB

1

2

1

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Exam

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2: R

evie

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nd p

erm

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Bui

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ts System Manual Processing

1. Register the construction authorization / deliberation caseGu, Dong, Address

2. Register information of each procedureArchitectural Review Application

- Architectural Review Application Form

Date of application, Contents of the application(total area, size, function, building-to-land ratio)

- Deliberation Outcome from the Construction Committee

Deliberation date, Contents of the deliberation

Follow-up

Application for Construction AuthorizationApplication date, Contents of the authorization

(modifications/additions to the original application must be entered)

Related regulations and consultation among related departments

Follow-up

Construction Authorization- Contents of the Construction Authorization

Application date, Contents of the authorization(modifications / additions to the original application must be entered)

Conditions for authorization

Follow-up

Notice of the Start of Construction- Notice Form for the Start of Construction

Application date, Contents of the application(Construction size, building-to-land ratio, function of the structure, supervisor, constructor)

Follow-up

Approval of Temporary use- Application Form for the Approval of Temporary use

Application date

Contents of the application(Construction size, building-to-land ratio, function of the structure, supervisor, constructor)

Search


Procedure DBCase DB

Information Searchby Procedure

Input

Input

1

2

3

4

2

DocumentD B


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Consultation among related departments and the outcome of the document review

Follow-up

- Approval of Temporary use

Authorization date for temporary use

Contents of the authorization(Construction size, building-to-land ratio, function of the structure, supervisor, constructor)


Follow-up

Approval of use- Application Form for the Approval of use

Application date

Contents of the application(Construction size, building-to-land ratio, function of the structure, supervisor, constructor)


Follow-up

- Approval of use

Authorization date for use

Contents of the authorization(Construction size, building-to-land ratio, function of the structure, supervisor, constructor)


Follow-up

3. Register pertinent information on the database

4. Detailed information search by procedureSearch


Procedure DBCase DB

Information Searchby Procedure

Input

Input

1

2

3

4

2

DocumentD B
