1. Facilities Development Division California’s Building Department for Hospitals
Paul A. Coleman, Architect, Deputy Director
Chris Tokas, S.E., Deputy Division Chief
Gordon Oakley, Fire Marshal, Deputy Division Chief
Roy Lobo, Ph.D., S.E., Principal Structural Engineer
Glenn Gall, Supervisor, Building Standards Unit
Nanci Timmins, Fire Marshal, Chief Fire Life Safety Officer
California Healthcare Association
May 9, 2017

2. Plan Review and Field Performance Update
Facilities Development Division California’s Building Department for Hospitals
Plan Review and Field Performance Update

3. Workload Summary/Performance
Apr-2017

4. Plan Review Workload
95%
65%
35% 5%

5. No. of Reviews Year 2016
65%
35%
≈ 59 reviews/day

6. Project Plan Review Data Analysis 1st Qtr. 2017
57% of the Plan Reviews are completed w/in 21 days or less
91% of the PAD Reviews are completed w/in 21 days or less
Or 36% of Office Plan Approval
Reviews
S=450 or 12.3% of All Projects

7. Number of Permits – 4th Qtr. 2010 thru 1st Qtr. 2017
Statewide combined Office and Field Number of Permits Issued by Quarter
724
582
With SB 1838 Permits
Without SB 1838 Permits

8. Workload in Construction Values for projects in Construction - % Completion
63%
28% 9%
60%
30%
10.0%
(1st Qtr Numbers)

9. Number of SB 1838 Projects – 1st Qtr. 2017
Statewide Number of SB 1838 EXEMPT Projects Approved by Quarter
113 41

10. Workload in Construction Values for projects in Pending Construction State By Region
$896,132,846

11. OSHPD Special Seismic Certification Preapproval (OSP)
OSP Status
Total
517
Approved
353
Expired
113
Remarked 31
In-Review 20

12. Expired OSPs on December 31, 2016
OSPs expired on December 31, 2016 can be used for all projects submitted prior to January 1, 2017
52 OSP renewal and 24 new OSPs approved since January 1, 2017
OSP review is still meeting 60/30/30 turn around goals

13. OSP Review Workload In a Typical Year OSHPD receives 75 OSPs
In 2016, OSHPD received 157 OSPs (more than double the typical)
In 2017, OSHPD has already received 75 OSPs & is on pace to receive about 300 OSPs (about 4-times the typical)
Currently there are 51 OSPs either in review at OSHPD or in correction with RDP

14. OSHPD Preapproval of Manufacturer’s Certification (OPM)
OPM Status
Total
427
Approved
285
Cancelled 61
Remarked 31
Triage Return 15
In-Review 35

15. OPM Review Status
285 OPMs approved including 6-Distribution System OPMs (Mason, B-line/Tolco, Sausee, Erico & Anvil)
Currently there are 81-OPMs either in review at OSHPD or in correction with RDP including 3-distribution system OPMs (ISAT, Unistrut/Power-Strut)
OPM review is still meeting 80/40/40 turn around goals

16. Seismic Compliance Update
Facilities Development Division California’s Building Department for Hospitals
Seismic Compliance Update

17. Structural Performance Categories
* Based on 2001 Hospital Survey Results based on hospital “self-report” and then “state-of-the-art” FEMA 178 standards from 1996
** SPC-5 includes buildings currently under construction
For SPC - "Not Assigned" is for non-building structures such as equipment yards, cooling towers etc that are still under construction

18. Hospital Seismic Compliance to Date
220
5/4/17
1093 Buildings 83.2%
< 3 years left

19. SPC -1 Buildings = 220 SPC-1 Buildings with Approved SB 90 Extensions
166
SPC-1 Buildings with only SB 1661/AB2557/SB81 Extensions 18
SPC-1 Buildings with only SB 306 Extensions 26
SPC-1 Buildings that currently have an extension
210
SPC-1 Buildings that do not have any extension
beyond 2013* 10
Total
220
*No acute care services – some of these building have removal-of-acute-care-services projects – all have been sent a letter urging removing building from inventory.

20. SPC-1 Buildings with Extensions beyond 1/1/2013
SPC-1 Buildings with expired SB 90 Extensions 16
SPC-1 Buildings with expired SB 1661 Extensions 18
SPC-1 Buildings that have expired extensions 34
SPC-1 Buildings with expired extensions that have
occupancy/construction final 25
Remaining* 9
* 2 of 9 have active revisions in OSHPD/FDD for extending the SB90 extension. 2 are in process of getting Certificate of Occupancy.

21. Buildings Without Approved Extensions
Condition applied to 12 buildings with no extensions, 18 expired SB1661 extensions, 4 expired SB90 extensions thus far. A letter was sent to all facilities where condition was applied.

22. Nonstructural Performance Categories
***Includes buildings under construction, tunnels and equipment yards
For NPC - "Not Assigned" are for buildings and nonbuilding structures either under construction or where the nonstructural performance category has not been verified

23. Project Closure and Invoicing
Facilities Development Division California’s Building Department for Hospitals
Project Closure and Invoicing

24. Projects Awaiting Final Cost Approval

25. Projects Awaiting Final Cost Approval
The overall count of projects waiting
for final client costs increased with the
value up 8% by the end of April

26. Accounts Receivable The total number of invoices ending
the month of April dropped by 91
The value of receivables fell only
Slightly to $16M
Invoices over 90 days old dropped,
but the days dropped
Significantly In April
New invoices this month doubled
Despite the reduced count

27. Invoice Reports https://www.oshpd.ca.gov/FDD/Forms/Keyplans/index.html  

28. Invoice Reports

29. Facilities Development Division California’s Building Department for Hospitals
eServices

30. eRAD

31. eRAD
The Resolution of Approved Documents (RAD) process is an escalation path for OSHPD Field or Office Staff to resolve seeming errors and omissions on the approved construction documents prior to directing changes to the approved documents.

32. Functional Program - Pharmacy
Hospitals that perform sterile compounding must meet new regulatory requirements from the California State Board of Pharmacy.  Beyond updating processes and procedures, hospitals will be required to improve or reconfigure facilities for ventilation, install new equipment for sterility and ensure employee protections.
This process is new and requires collaboration, coordination and a focused approach for successful implementation.  CHA has gathered representatives from three California government entities — Board of Pharmacy, Office of Statewide Health Planning and Development (OSHPD) Facilities Development Division, and Department of Public Health Licensing and Certification Program — to share insights crucial to compliant implementation of the sterile compounding regulations.

33. Functional Program - Pharmacy
Each pharmacy project that involves sterile compounding requires a Functional Program to be included with the project submittal in accordance with California Administrative Code
The Functional Program will automatically be delivered to CDPH for their review and input using an “Ad Hoc Task” in eSP.
When the Ad Hoc Task is created, CDPH receives an notification with a hyperlink to the Functional Program that can be downloaded and reviewed.

34. IOR Workload Report
Expedited Building Permits have been added to the IOR Individual Workload Report to better reflect all of the work an IOR is responsible for.

35. Plan Submittal Reminder
With the code cycle change this year there were many clients who submitted an application for a new project but never submitted or uploaded construction document – essentially trying to ‘lock-in’ the 2013 CBSC code.
CBC Section requires construction documents to be submitted at the same time the application is submitted.
There are currently 401 open records, some dating back 4½ years.
A concerted effort is underway to close all of these records due to inactivity.

36. Plan Submittal Reminder
A new Code Application Notice or Policy Intent Notice will be developed to address this problem.
In the mean time, a notice has been added to the validation message automatically generated when a new application is successfully submitted through eSP.

37. ACD Initiated By
In an effort to better understand the number of ACDs submitted on projects, a new field has been added to the application to capture the reason the ACD was initiated. This information will also be used to develop future training programs.

38. Document Upload Confirmation
Many clients have requested an notification confirming the upload of documents to eSP.
Within the next few weeks this feature will be added to eSP.

39. eCPR
Auto Codes e

40. eCPR
A new record type is being added to the various amendments that may be made to a project (such as ACD, DSI, BP, etc.).
The new record type will be for formal appeals to OSHPD using the Comment and Process Review currently codified in CAC Section

41. eCPR
Any person associated with the project will be able to create the eCPR.
Upon successful completion of the application, the CPR will be automatically routed to the correct reviewer or field staff.
The time limitations specified in CAC will be tracked; if the first level reviewer does not reply within 10 calendar days, the CPR is automatically escalated to the Supervisor or RCO.

42. eCPR
Acceptance or denial of the appeal is documented with an and a formal letter which will include the reason for any denial.
If the appellant wishes to escalate to the next level, a hyperlink is provided in the letter which will be automatically addressed to the appropriate next-level individual.

43. Upcoming Educational Opportunities
Facilities Development Division California’s Building Department for Hospitals
Upcoming Educational Opportunities

44. Webinars New Pharmacy Standards/Regulations
CHA Sponsored, including Board of Pharmacy,
CDPH, and FDD
2016 California Building Standards Code
In conjunction with the HBSB – 1:30 – 3:30 pm
Fire/life Safety – May 1
Administrative Regulations and Architectural, Mechanical
and Electrical – May 15
Structural – May 22

45. AB 1732 - Chapter 818, Statutes of 2016

46. Signage - OSHPD FREER Manual*
*Revised 02/01/2017

47. DSA Bulletin - All Gender Toilet Facilities Requirements (AB 1732)

48. Advisory Guide for Sterile Compounding
Purpose:
The California State Board of Pharmacy (BoP) has changed its regulations to ensure they reflect changes in current law, as a result of SB BoP regulations are now aligned with compounding standards of the United States Pharmacopeia USP <797> Pharmaceutical Compounding – Sterile Preparations, and USP <800> Hazardous Drugs – Handling in Healthcare Settings.
Specifically, the BoP has recently revised Title 16:
§1735 “Compounding in Licensed Pharmacies”
§1751 “Sterile Compounding”
California State Board of Pharmacy regulations became enforceable as of January 1, 2017, whereas USP <800> regulations will become effective on July 1, 2018.

49. Advisory Guide for Sterile Compounding
Joint effort of:
California Department of Public Health (CDPH)
California State Board of Pharmacy (BoP)
Office of Statewide Health Planning and Development (OSHPD)
Issuance Date – April 25, 2017
Contents:
Purpose & History
Submittal Requirements
Definitions
Architectural, Mechanical & Electrical Requirements
Code References

50. Advisory Guide for Sterile Compounding
Sterile Compounding Environments:
Non-Hazardous Sterile Compounding environment requirements create an appropriate environment for mixing injectable solutions that present no hazard to the compounding technician/pharmacy staff.
Hazardous Sterile Compounding environment requirements create an appropriate sterile environment for mixing injectable solutions that do present a health hazard to the compounding technician/pharmacy staff, and must also limit outside environmental exposure to adjoining rooms and all ventilation discharge locations. Chemotherapy medications, for example, would be compounded in this environment.
Essential Design Elements:
Primary Engineering Control (PEC) – The compounding workstation hood. (Typically ISO Class 5)
Secondary Engineering Control (SEC) – The cleanroom/buffer room where the hood is located. (Typically ISO Class 7)
Ante Room – The room leading to the cleanroom/buffer room. (Typically ISO Class 7 or 8)

51. Advisory Guide for Sterile Compounding
PEC
SEC
Miscellaneous Equipment
Ante Room
Scrub Sink
Air Pressure Relationships
Sample Diagram

52. Facilities Development Division California’s Building Department for Hospitals
Other Stuff

53. HBSB Stuff NOTICE OF PUBLIC MEETING HOSPITAL BUILDING SAFETY BOARD
Administrative Processes, Code Changes, and Standard Details Committee
and
Energy Conservation and Management Committee
JOINT MEETING

54. HBSB Stuff

55. FDD’s Top 3 Objectives for 2017
Expand Electronic Plan Review
Reevaluate FDD’s Plan Review Performance Goals
Develop an IOR Trainee/Apprentice Program

56. In Case You Haven’t Heard
FDD’s Projected Move Dates = June