Best practices book - Flipbook - Page 62
People Helping People Build a Safer World
b. Plan reviewers can easily review and pull up plans quickly for each and every project. No longer
needing to walk to the log room and search for lost, misplaced, or already checked out plans by another
discipline. There is instant access by all teams and disciplines simultaneously. This is an incredible
amount of time that is recaptured for plan review.
c. By using different software programs plan reviewers can easily markup drawings for complex items to
clearly identify the required changes and code references. This has a win-win opportunity. If customers
can make fewer submittals due to clarity in the comments, then they receive permits sooner and plan
reviewers have fewer touches/resubmittals on the project which saves them time and energy.
3. Staffing & Budget Request:
There are incredible benefits when it comes to the practical aspects of staffing requests in a budget cycle. Most
systems create a database whereby every review can be captured and tracked. When was it logged in, how many
cycles did it take to log in? How many days did it take? How many projects can a login team member complete
in a day? How many projects on an annual basis does the architectural team complete? Structural team? And so
on? How many inspections can be expected by a single inspector? How many are each of the teams completing
in a given week/ Once the base appropriate analysis and benchmark targets are established (excluding, PTO,
training time, meetings, etc.) then a calculation can be made on annual expectations. This can show empirically
how many additional staff are needed based on trending economies.
4. Supervision:
The metrics mentioned above can be used by management and staff to monitor intake and make adjustments
when intake is trending upward. Supervisors can view vacation schedules, planned training events, code
amendment cycles, and other time intensive aspects of our world and determine ahead of time if overtime
is required or additional third part consulting will be required. There are also metrics that drill down to the
individual level where supervisors can see if a team member is struggling or needs help. They can also see very
easily those that are outperforming and deserve recognition and another acknowledgement.
5. Customer Service:
a. It is a tremendous benefit for customers to no longer have to wait in long lines to check in plans,
resubmit drawings, pick up permits, or come down to just review information. The functions all happen
without the need to ever enter into a municipal building again. They save a tremendous amount of staff
time and resources, while the jurisdiction staff savings goes towards quality control and other much
needed and under resourced aspects of the process.
b. The process for resubmittals and modifications is also made much easier and is able to be organized in
a much more efficient manner. These can all be done remotely as well, and login teams can relate these
records to earlier submissions. This necessary document management helps different workgroups keep
more organized and see all aspects of a project as each record that is linked to a project or a building are
all related in the system. This is automatically seen and coordinated with the inspection team to allow for
continuity of changes and simplifies change management.
6. Inspection Team benefits:
a. Inspectors have access to all plans and permits that are linked a specific address. They have hand held
devices that can access and view plans instantly, review permits, and reconcile inspections on the site.
Customers can have access to these inspection results real time and make adjustments in a much more
efficient manner.
b. Inspections are scheduled by contractors using their mobile phones or on the computer. No longer are
contractors required to call in to schedule an inspection. Significant savings in inspection administrative
time in answering phone calls. The inspectors can create route sheets that are now time specific and not
just indicating am or pm. Again, this saves significant calls from customers inquiring about inspection
times.
7. Metrics/Performance Measures
The following charts outline some of the views that can be presented to management, supervisors, and team
members. These metrics are an invaluable tool for everyone. There many other documents that can assist with
annual trending, peaks, valleys, and other important nuances that occur annually.
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