Facilities Development Division Californias Building Department for Hospitals Paul A Coleman Architect Deputy Director Chris Tokas SE Deputy Division Chief Gordon Oakley Fire Marshal Deputy Division Chief ID: 764126
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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 AssociationFebruary 21, 2017 1
Facilities Development DivisionCalifornia’s Building Department for HospitalsPlan Review and Field Performance Update2
Workload in Construction Values 2012+54%3
Plan Review Workload465%35%95%5%
Yearly Average Review Days5
Percentage of Projects Meeting Goals6
Performance Index7Index Year
Paper vs. Electronic Reviews8
No. of Reviews Year 201665%35%≈ 59 reviews/day9
No. of Reviews Year 201563%37%64.6%35.4%2014 Numbers ≈ 64 reviews/day ≈ 61 reviews/day 10
Project Plan Review Data Analysis Year 201668% of the Plan Reviews are completed w/in 21 days or lessS=1872 or 13% of All Projects92% of the PAD Reviews are completed w/in 21 days or lessOr 40% of Office Plan ApprovalReviews11
Workload Summary/Performance12
Number of Permits – 4th Qtr. 2010 thru 4th Qtr. 2016Statewide combined Office and Field Number of Permits Issued by QuarterWith SB 1838 PermitsWithout SB 1838 Permits13 724 581
Workload in Construction Values for projects in Construction - % Completion9.2%28.8%62%(1st Qtr. 2016 Numbers)1450%36%14%
Number of SB 1838 Projects – 4th Qtr. 2016Statewide Number of SB 1838 EXEMPT Projects Approved by Quarter11342 15
Workload in Construction Values for projects in Pending Construction State By Region16$994,000,000
Facilities Development DivisionCalifornia’s Building Department for HospitalsePC – Plan Review
ePC Update18On June 27, 2016, FDD began accepting electronic plans for all New Projects and PADs on existing project where Construction Costs were $500,000 or less.
ePC Update19Submittal TypeNumberNew Projects1,142Amended Construction Documents3,524Deferred Submittal Items271Total4,937Since the June 27th Go-Live date there have been 4,937 plans submitted for review and approval that were eligible for electronic plan check.
ePC Update20Submittal TypeNumberPaperElectronicNew Projects1,142805 (70%)337 (30%)Amended Construction Documents3,5243,207 (91%)317 (9%)Deferred Submittal Items271231 (85%)40 (15%)Total4,9374,243 (86%)694 (14%)Submittals on paper continue to be more prevalent than electronic plan submittal
ePC Update21Several design firms were contacted to determine the reason they continue to submit projects on paper rather than electronic; responses included:This is the way they’re used to doing itThey’re not comfortable with the new processThey’re waiting for ‘bugs’ to be worked outField reviews on paper can facilitate simple corrections to the plansSome field staff refuse to do electronic review in the fieldThe eOTC process is still foreign to OSHPD office staff
OSHPD Report Center22Report.OSHPD.ca.gov
Report CenterLocated at http://report.oshpd.ca.gov/23For FDD, list of reports available
Report Center - Example24Additional reports on projects
Open Project Status & Review Comments25
Review Comments26
Review Comments for PADs27
Review Comments for PADs28
Facilities Development DivisionCalifornia’s Building Department for HospitalsUnauthorized Construction Investigations
Unauthorized Construction Investigations30In 2015 there were 124 investigations of unauthorized construction; in 2016 there 89.79 investigations were in Hospitals136 investigations were in Skilled Nursing FacilitiesThere has been more than 210 staff hours spent investigating these projects.$34,145.14 in fees have been assessed for these projects.
Unauthorized Construction Investigations31Type of WorkNumber of ProjectsType of WorkNumber of ProjectsEquipment Replacement/Installation18HVAC/AHU Replacement/Modification30Water Heater Replacement31Roof Repair/Reroof6Fire-Resistive Assembly Modification9Boiler/Chiller Replacement7Change of Use29Fire Alarm/Fire Protection System14Electrical Modification36Plumbing Modification11Emergency Generator Replacement10Miscellaneous/Unclassified Construction43
Facilities Development DivisionCalifornia’s Building Department for HospitalsLooking Ahead
FDD 2015/16 Operational Plan33
FDD 2017 - 2020 Operational Plan34
FDD’s Top 3 Objectives for 201735Expand Electronic Plan ReviewReevaluate FDD’s Plan Review Performance Goals Develop an IOR Trainee/Apprentice Program
Trends We Are Seeing in WorkloadThere will be more than 700 SPC-2 buildings to deal with between now and 2030SPC–4D projectsReplacement buildings Continuation of small renovation projects Repurposing of SPC-1 buildings36
Upcoming Programs/ProcessesFDD will continue transitioning to Electronic Plan/Archive storage – eliminate paper plan archivesContinued development of manners in which clients may interact with FDD, such as Virtual OTCs, GO To Meeting, etc. – may eliminate need for off-site OTCs, such as San DiegoDevelopment of a web-based training program for Inspectors of RecordContinuing trend to move closer to model codes with fewer amendments
eCheck List 38
eTIO39
eOTC40
eOTC41
eOTC42
eCPRAuto Codes e43
eRAD44
Facilities Development DivisionCalifornia’s Building Department for HospitalsOSHPD Enterprise Data Warehouse Project
Why Enterprise Data Warehouse?OSHPD data is stored in at least 9 different systems, including Facilities Development Division (FDD). Even FDD’s data has a lot of fragmentation over our systems.
Advantages of EDW to OSHPDLeverage information as an assetRelieve pressure to streamline costs, and increase the return on investmentEliminate manually intensive data gathering and reporting processes.Build the foundation for a fully integrated reporting platform across all OSHPD. Provide relevant, accurate and timely information to the program areas.Enable data trending over timeDaily automatic key performance indicators (KPIs) available for management and public.
Advantages of EDW to FDDVarious dashboards and report cards that will based on data stored in the EDW.Storage of data history, so that trends can be drawn over time.Connection of OSHPD/FDD website to EDW data (read only) so updates on seismic compliance are automatic and near real time.Connection of CHHS Open data portal to EDW data (read only) so updates on seismic compliance are automatic and near real time.Custom queries can reference EDW data (including other OSHPD divisions) for responses to public records request.
Tools Used/ScheduleDatabase: SQL Server 2012 Data Modeling: SparxExtract Transform Load: InformaticaTeam Environment: Team Foundation ServerVisualization: Tableau Reporting: SSRSStatistics: SAS Year 1 Year 2 Year 3 Activity Infrastructure Plans, Schedule, Resources Communications Project Management Scope & Charter Vision/Mission/Goals Planning Execution Enterprise Data Modeling 6 Months Phase 1 (FDD/HWDD C4O) Assessment/Lessons Learned Phase 2 – (Clearinghouse/UDM) Assessment/Lessons Learned Phase 3 – (MIRCal IP/ED/AS) Future Phases Build & Maintain On-going activities 3 Mon 6-7 Mon 6 Months Maintenance & Operations Requirements Design (ETL) Database Build Testing User Acceptance Production Release TBD Software, Services Procurement Organizational Alignment BI Training Adopt/Develop BI Standards Governance/Stewardship Establish BI Competency Center
Dashboards in Test Phase – Projects by Geographic RegionsFilters for customization – can select region, status, date range
Dashboards in Test Phase – Projects by Assigned RegionsView customized to “In construction” and “In Closure”
Dashboards in Test Phase – Backcheck KPIKey Performance Indicator: Number of Projects ≥ Backcheck 3
Future Dashboards in DevelopmentProject Assessment (formerly known as Report Card)Compare a given project to “similar” projects in terms KPIs such as number of backchecks, total time from project submittal to approval, possession of the project during the review (time project was with OSHPD/FDD vs time with design time)KPIs are presented as averages and 95% confidence limitsFacility Assessment ReportCompare all projects at a facility to state averages (with 95% confidence limits)Design Professional Assessment ReportCompare all projects for a design professional to state averages for “similar” projectsVarious trend dashboards and staff KPIs – time permitting…
Facilities Development DivisionCalifornia’s Building Department for HospitalsUpcoming Educational Opportunities
Webinars55New Pharmacy Standards/RegulationsCHA Sponsored, including Board of Pharmacy, CDPH, and FDD2016 California Building Standards CodeIn conjunction with the HBSBAdministrative Regulations and ArchitecturalFire/life SafetyStructuralMechanical and Electrical
Facilities Development DivisionCalifornia’s Building Department for HospitalsLA Office Relocation Update
LA Office Relocations Update57Los Angeles OfficeWells Fargo Center Downtown Los Angeles on Bunker Hill, in Los Angeles, California. Target move date unknown at this timeDGS currently negotiating with building owners/managers
LA Office Relocation Update58
LA Office Relocation Update59
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