Facilities Development Division - PowerPoint Presentation

Facilities Development DivisionCalifornia’s Building Department for HospitalsPaul A. Coleman, Architect, Deputy DirectorChris Tokas, S.E., Deputy Division ChiefGordon Oakley, Fire Marshal, Deputy Division ChiefRoy Lobo, Ph.D., S.E., Principal Structural EngineerGlenn Gall, Supervisor, Building Standards UnitNanci Timmins, Fire Marshal, Chief Fire Life Safety OfficerCalifornia Healthcare AssociationAugust 8, 2017 1

In Case You Haven’t Heard2We’ve Moved!Approved as noted

Facilities Development DivisionCalifornia’s Building Department for HospitalsPlan Review and Field Performance Update3

Workload Summary/Performance4

No. of Reviews Year 201665%35%≈ 59 reviews/day5

Project Plan Review Data Analysis 2st Qtr. 201768% of the Plan Reviews are completed w/in 21 days or lessS=552 or 14% of All Projects92% of the PAD Reviews are completed w/in 21 days or lessOr 40% of Office Plan ApprovalReviews662%35%≈ 62 reviews/day

Number of Permits – 4th Qtr. 2010 thru 2nd Qtr. 20177Statewide combined Office and Field Number of Permits Issued by Quarter724582 With SB 1838 PermitsWithout SB 1838 Permits

Workload in Construction Values for projects in Construction - % Completion8%26%65%(1st Qtr. 2017 Numbers)866%28%9%

Number of SB 1838 Projects – 2nd Qtr. 2017Statewide Number of SB 1838 EXEMPT Projects Approved by Quarter11340 9

Workload in Construction Values for projects in Pending Construction State By Region10

Facilities Development DivisionCalifornia’s Building Department for HospitalsSeismic Compliance Update

Structure 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 constructionFor SPC - "Not Assigned" is for non-building structures such as equipment yards, cooling towers etc that are still under construction

Hospital Seismic Compliance to Date 217 7/28/17 1096 Buildings 83.5% < 2½ years left

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

2017 SB499 Report TimelineBuilding Inventory/SB499 Preparation Letter – 6/27/17Building Inventory/SB499 Preparation Reminder Letter – 7/25/17Building Inventory Revisions cutoff deadline – 7/28/17Release of Online Report with passwords – 8/21/17Online Report Reminder Letter – 9/25/17Online Report Warning Letter – 10/16/17Online Report submittal deadline – Wednesday, 11/1/17OSHPD Website Final Report posting deadline 2/1/18

Facilities Development DivisionCalifornia’s Building Department for HospitalsProject Closure and Invoicing

Projects Awaiting Final Costs from Clients; Number of Projects by OSHPD Region Projects waiting for final client costs The distribution of projects in the time waiting stays relatively consistent. Projects Awaiting Final Client Cost No. of Projects 5 Month Trend

As higher value projects move into the closure process, the time segments expand and contract as well as the duration of time spent in each time period. Projects Awaiting Final Client Cost$ Value5 Month Trend

The total number of outstanding invoices starting 7/1 and ending in 8/1 jumped 16%.Status of Accounts ReceivableNo. of Open Invoices

Total value of unpaid invoices ending in July is $13.5M. increase of 17% from June, but down 37% from one year ago at $21M and down 53% from a 2017 high in February of $29MStatus of Accounts Receivable $ Value Open Invoices

FDD Income and Expenses21

FDD Income and Expenses22

FDD Expenditures FY 2016/1723

Facilities Development DivisionCalifornia’s Building Department for HospitalseServices

eServices Update25This quarter the eSP Team has focused on improving the quality of data being entered into the eServices Portal.Many of the enhancements occur ‘behind the scenes’ or notify users when certain actions occur:

eServices Update26Automated Email NotificationsGeoTech report uploaded to eSPPlan approval notification to RCO for issuance of BPFinal payment received notification to PTeRAD notification to RCOFunctional Program notification to CDPH for pharmacy projects involving sterile or hazardous compounding

eServices Update27Automated LettersFor projects approved in the field, plan approval letters recognize whether the plan was electronic or paper and populates correct processing instructions.

eServices Update28Data Improvements and FixesBPs are automatically assigned to the RCO, not the ManagerProjects under an Annual Building Permit are automatically connected to the ABP Record.Project Closure Summary report displayed incorrect status when emailed to clients.

Project & Child Documents Report29A new report has been created that lists all documents associated with a project or any of its ‘child’ projects (BPs, ACDs, AMCs etc.). This can be very useful for completion of construction and project close-out.

Project & Child Documents Report30The report identifies the records where documents have been uploaded to avoid looking on records where no documents exist.

Project & Child Documents Report31Expanding the Record ID lists all documents that have been uploaded to the Attachments section of the record.

Project & Child Documents Report32Using this report you can quickly confirm if the required closure documents have been uploaded as well as who uploaded them, when they where uploaded and where they were uploaded.This report will eventually have hyperlinks to open the document by clicking on the document name. For security purposes, this feature will not be available to non-OSHPD staff.

Project & Child Documents Report33This report is currently available in the OSHPD Report Center.

Project List by Region, County, Facility Report34Clients have also requested access to the OSHPD Field Staff “Quarterly Report”. This report is very useful and lists all projects at a facility based on the search criteria entered. The report is currently available in the OSHPD Report Center.

Project List by Region, County, Facility Report35The report can be all inclusive or customized to a single facility based on the values selected.Once generated, the report gives an excellent snapshot of the status of all projects in the search criteria.

eCPRAuto Codes e36

eCPR37eCPR was deployed on August 1, 2017.This new process and record type is used for formal appeals to OSHPD using the Comment and Process Review currently codified in CAC Section 7-161.

eCPR38Any person associated with the project may request an appeal using the eCPR. Upon successful completion of the application, the eCPR is automatically routed to the correct reviewer or field staff.The time limitations specified in CAC 7-161 are tracked by eSP; if the first level reviewer does not reply within 10 calendar days, the CPR is automatically escalated to the Supervisor or RCO.

eCPR39Acceptance or denial of the appeal is documented with an email 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.

eCPR40Example of CPR Results Letter

eServices Update41Next steps:Field Operations improvements & enhancementsePC improvementsUpdated rendering engineAbility to render-on-demand to create overlay pages for backcheck reviews

Tableau Reports – Report Card

Tableau Reports – Timely Review

Tableau – Timely Traige

Tableau – Workload Analysis by Regions

Tableau – Workload Analysis by Counties

Facilities Development DivisionCalifornia’s Building Department for HospitalsEducational Opportunities

Webinars48New Pharmacy Standards/RegulationsCHA Sponsored, including Board of Pharmacy, CDPH, and FDD2016 California Building Standards CodeIn conjunction with the HBSBFire/life SafetyAdministrative Regulations and Architectural, Mechanical and ElectricalStructural

Webinar on Sterile Compounding Pharmacies49# of connections = 231# of participants = 693-924

Webinar on 2016 CBSC Fire and Life Safety Provisions50# of connections = 80# of participants = 240-320

Webinar on 2016 CBSC Administrative, Architectural, MEP Systems and Pharmacy Provisions51# of connections = 78# of participants = 234-312

Webinar on 2016 CBSC Structural Provisions52# of connections = 76# of participants = 228-304

Upcoming Webinars/SeminarsProposed Energy Standards (webinar): late August/early September 2017PINs and CANs (webinar): November 2017 ?Mid-Term Code Changes (webinar): February 2018Repurposing Hospital Buildings (seminar): April 2018Final Energy Standards (webinar): February 201953

Upcoming Webinars/Seminars

Facilities Development DivisionCalifornia’s Building Department for HospitalsOther Stuff

FDD’s Top 3 Objectives for 201756Expand Electronic Plan ReviewReevaluate FDD’s Plan Review Performance Goals Develop an IOR Trainee/Apprentice Program

HBSB StuffDATEMEETINGAugust 9, 2017Technology CommitteeAugust 23, 2017Energy Conservation and Management CommitteeSeptember 14, 2017Administrative Processes, Code Changes and Standard Details Committee October 12, 2017Energy Conservation and Management Committee

California Building Standards Code Changes58

2019 CBC Structural RegulationsStarted preparing for the 2019 Code Adoption processASCE 7-16, TMS-402/602-16, AISC-360/341-16 are all publishedIBC 2018 slated for publication September, 2017ASCE 41-17 not included in the IBC/IEBC 2018OSHPD plans to incorporate it in 2019 CBC, provided it’s published and available to meet 2019 CBSC adoption Schedule59

Facilities Development DivisionCalifornia’s Building Department for Hospitals2016 Intervening Code Adoption Cycle

California Building Code Changes61××6/20/178/14/17

California Building Code Changes62

California Building Code ChangesCAC, CBC, CEC, CMC and CPC proposed code changes submitted and processed through the code advisory committees and subsequent public comment periodsProposals  Psychiatric Functional Program ElementAlignment of Fees with StatuteTechnology and Medical CommunicationsAcute Psychiatric HospitalsAdoption of ASHRAE 17063

Subsequent Actions/Comments ReceivedCBC provisions 1224.39 Outpatient Observation UnitsOSHPD withdrawal of the originally proposed provisions regarding outpatient observation units for further study1228 Acute Psychiatric Hospital provisions Positive comments receivedResulted in an additional 15 day change for two clarifications to the original proposal. 64

Subsequent Actions/Comments ReceivedCMC provisionsIntegrated previously adopted California provisions into the newly adopted model code - ASHRAE 170. Majority of comments, while numerous, were on previously adopted and substantiated language solely brought forward and reformatted into ASHRAE 170 including the ventilation table.These comments are considered "outside of the rule making” and resulted in no change to the original proposal65

Outpatient Observation Unit661253.7. (a) For purposes of this chapter, “observation services” means outpatient services provided by a general acute care hospital and that have been ordered by a provider, to those patients who have unstable or uncertain conditions potentially serious enough to warrant close observation, but not so serious as to warrant inpatient admission to the hospital.

Outpatient Observation UnitOriginal Proposed Language - Withdrawn67✔✔These requirements fall under the 2016 CBC section: 1224.33 EMERGENCY SERVICES - 1224.33.5 Other Space Considerations - 1224.3.5.1 Observation Units

Outpatient Observation UnitOriginal Proposed Language – Referenced Requirements68✔✔1224.33.5 Other space considerations.1224.33.5.1 Observation units. Observation rooms for the monitoring of patients up to 24 hours may be provided as a distinct unit within the emergency department. If provided the unit shall have the following:Handwashing stations shall be provided in each patient room or for each four treatment stations or major fraction thereof Each patient station shall have a minimum of 120 square feet (11.15 m2) of clear floor areaOne toilet room shall be provided for each six treatment stations or major fraction thereofAn administrative center/nurse stationA nourishment area✔✔

Outpatient Observation UnitSB 1076 Intent69Definition and Purpose:SB 1076 defines “observation services” as “outpatient services… to those patient who have unstable or uncertain conditions potentially serious enough to warrant close observation, but not so serious as to warrant inpatient admission to the hospital.” Observed acuity should be less than what would be readily apparent for immediate inpatient admission.Potential Use:Patient Type 1 - New patient:Outpatient Observation only (with no admission)Outpatient Pre-Admission Patient Type 2 - Existing patient: Outpatient Post-Discharge

Outpatient Observation UnitSB 1076 Intent70Required Services – may include the use of:A bedMonitoring by nursing and other staffAny other services that are reasonable and necessary to safely evaluate a patient’s condition or determine the need for a possible inpatient admission to the hospitalQuestion: What is implied by “reasonable and necessary” for patients currently at an outpatient status with the potential for inpatient admission? 

Outpatient Observation UnitSB 1076 Intent71Analysis - Patient Station:1988 - 2001 CBC 2016 CBC (effective thru 12/31/2006) Nursing Unit       Single Patient Room 110 sf 120 sf (3 feet clear @ sides and foot of bed) (3 feet clear @ sides and foot of bed) Mullti-Patient Room 80 sf / bed 100 sf / bed (3 feet clear between beds & 4 feet @ foot of bed) (3 feet clear between beds & 4 feet @ foot of bed) Emergency Services       Treatment Room 80 sf 120 sf single or 80 sf/multi-gurney (the least dimension shall be 8') (3 feet clear @ sides and foot of bed/gurney) Observation Room No Stated Size 120 sf

Outpatient Observation UnitProposed Language Revisions72Patient Care Space:120 sf per patient 110 sf single or 80 sf multiple patientsNegative Pressure Isolation:Optional patient isolation provisions definedTime Limitation:Reference to 24 hour maximum not includedLocation:Corridor systems shall connect unit to all Basic and Supplemental ServicesUtility Services Infrastructure:Nurse call, emergency power, and portable oxygen

Outpatient Observation UnitProposed Language Revisions73Defined Service Areas to Support a Stand-Alone Unit:Supervisor OfficeStaff Toilet(s)Multipurpose Room(s)ConferencesReportsTrainingConsultationExamination or Treatment RoomsMedication Stations Nourishment Areas and Ice Machine(s)Clean and Soiled Utility Support Spaces General and Emergency Equipment Storage / Gurney & Wheelchair Storage

Next StepsNext StepsClient ReviewComment PeriodPIN DevelopmentHBSB CommitteeCBSC Adoption74

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