1. PERMIT & PROJECT TRACKING SYSTEM Historic Preservation Commission and Planning Commission| February 19 and 20, 2014 Permit & Project Tracking System City & County of San Francisco Permit & Project Tracking System

2. PERMIT & PROJECT TRACKING SYSTEM City Departments: SOFTWA RE IMPLEMENTAT ION Who’s Involved: Vendors:

3. PERMIT & PROJECT TRACKING SYSTEM History 2005-2006: Identified need to enhance functionality. Commissioned studies of business practices for both DBI and Planning. 2008-2011: Implementation of DBI’s Business Process Review and Planning’s Action Plan. Selected vendor for PPTS and entered into contract for implementation. 2012-2014: System design and implementation

4. PERMIT & PROJECT TRACKING SYSTEM ALL-IN-ONE SOLUTION Time Accounting Case Editing & Intake Miscellaneous Permits Permit Tracking EP ArcMapTemplate ArcMap Template Parcel Information

5. PERMIT & PROJECT TRACKING SYSTEM ONE SYSTEM, two user groups STAFF: Accela Automation AccelaGIS PUBLIC: Accela Citizen Access Accela GIS

6. PERMIT & PROJECT TRACKING SYSTEM CITIZEN ACCESS WEB SITE Visual mock up only >

7. PERMIT & PROJECT TRACKING SYSTEM Accela Citizen Access

8. PERMIT & PROJECT TRACKING SYSTEM Property Information Map

9. PERMIT & PROJECT TRACKING SYSTEM USER REGISTRATION LOGIN REQUIREDNOT REQUIRED...to search for information about a property or project, or to file a complaint....to conduct a transaction such as submitting an application, paying a fee, etc.

10. PERMIT & PROJECT TRACKING SYSTEM SEARCH  Database integrated with Accela GIS  Search will be available for ALL records in the system (both DBI and Planning)

11. PERMIT & PROJECT TRACKING SYSTEM Sample search results: CUs from July – Dec 2013

12. PERMIT & PROJECT TRACKING SYSTEM APPLY: ONLINE APPLICATIONS Planning will accept certain applications online, such as: PPA, Certificate of Appropriateness, Permit to Alter, Federal Section 106, Environmental, General Plan Referral and In-kind Agreements, Institutional Master Plan, Shadow Study, Wireless PPAs, Letters of Determination and Zoning Verification letters may also be reviewed and issued electronically Project Review and Application Intake meetings will be able to be scheduled online

13. PERMIT & PROJECT TRACKING SYSTEM TRACK: PROJECT STATUS  The new system will track project status at a very detailed level.  For building permits, additional project information will be available such as fees, inspection scheduling and results, as well as all routing and plan review comments.  For projects routed to Planning, each review step will be visible.  For example, in the “analysis” phase of any permit or case routed to Planning, you will see the following steps:

14. PERMIT & PROJECT TRACKING SYSTEM PLANNING PROJECT STATUS  Initial Review  Design Review Meeting  Policy Meeting  Preservation Meeting  ZA Pre-Mail Meeting  Plan Check  Document Review  Document Drafting  On Hold/Off Hold  Hearing Scheduled  Supervisor Review  Packet Published

15. PERMIT & PROJECT TRACKING SYSTEM What the public will see:

16. PERMIT & PROJECT TRACKING SYSTEM REPORTS The new system includes detailed reporting features, including volume, performance (plan review and inspection turn-around times), land use data etc. Accela “reports” also include Word templates pre-populated with information from the database.

17. PERMIT & PROJECT TRACKING SYSTEM ACCESS ANYTIME  The system will be available to both staff and the public from anywhere, 24/7 via the Internet  Building Inspectors as well as Building and Planning Enforcement staff will have access to the system in the field through the use of mobile devices. Inspection results will be instantly available online.

18. PERMIT & PROJECT TRACKING SYSTEM PUBLIC OUTREACH  Regular updates to the Building Inspection Commission, DBI’s Public Advisory Committee, the Planning Commission and HPC  Citizen Advisory Group for hands-on testing and feedback  Presentations to Stakeholders (all interested parties)  Training for the Public

19. PERMIT & PROJECT TRACKING SYSTEM TIMELINE 2014 JANFEBMARAPRMAYJUNJULAUGSEPOCTNOVDEC Today: Building and Testing the System Spring: Staff Training and Public Outreach Summer: System Live!

20. PERMIT & PROJECT TRACKING SYSTEM Questions?