Attachment I Business Process Maps and Workflow Tasks
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1 Attachment I Business Process Maps and Workflow Tasks The following process maps represent the minimum steps and tasks required for an application. They also show the other tasks and applications that may intervene in the minimum processing of an application. An intervening step can be invoked automatically. For example, a building permit application that is routed to the Planning Department would trigger a noticing process if the project site is in a residentially zoned area. This is shown as an Automatic. Many other intervening steps such as the requirement of a re-submittal or redesign--are invoked at the professional judgment of planners themselves. This is shown as a. Following the diagrams is a list describing further the tasks shown in the process maps.
2 Letter of Determination Intake/Routing ti (ZA staff) Process Fee Team Assignment (ZA staff) Planner Assignment Document(s) Assembly Document Approval (ZA) (Issue ZA Letter) Department Response to Appeal Body
3 Project Review Meeting Intake/Routing ti (TAC staff) Process Fee Meeting Scheduling Team Assignment (TAC Staff) Planner(s) Assignment (Project Review Notes Recording)
4 Preliminary Project Assessment Planner Assignment Planning Requirements Analysis MEA NP (review previous encounters) CW UDART Document(s) Assembly (Draft Letter--copy to sponsor) Document(s) Approval (at Pre App Meeting) (Issue Document) Contact with applicant
5 Environmental Pre App Determine Appropriate Environmental Document with Applicant (Informal discussion, project review meeting or Pre-Application Process) This leads to the intake of the appropriate environmental review application CATEX, Community Plan Exemption, Negative Declaration, EIR, etc.
6 Shadow Study Team Assignment (and Intake Scheduling) Planner Assignment Automatic Completeness Review Process fee (intake) Planning Requirements Analysis (GIS Shadow Fan) Special Studies Hold (Detailed shadow analysis) Meeting Scheduling (Rec Park) Meeting Scheduling (CPC, jointly with Rec Park if changing shadow budget ) Completion Processing (Close case if no impact) Document(s) Assembly Document(s) Approval (Hearing Results) Time and Materials Billing Department Response to Appeal Body
7 Categorical Exemption Intake/Routing Automatic Process Fee Planner Assignment Historical Resources Review Hold Planning Requirements Analysis Notice of Intake (Receiving Environmental Review) Revision/Resubmittal Review Completion Processing Time and Materials Billing Department Response to Appeal body
8 Negative Declaration Intake/Routing Automatic Process Fee (Intake) Planner Assignment Notice of Intake (Receiving E Review) Planning Requirements Analysis Revision/Re-submittal Review Historical Resources Review Hold Special Studies Hold (Preliminary Neg Dec) Notice of Publication (public review period) Time and Materials Billing Completion Processing (Final Neg Dec) Mitigation Monitoring and Reporting Department Response to Appeal Body
9 Environmental Impact Report Intake/Routing Automatic Process Fee (Intake) Planner Assignment Notice of Preparation Consultant Preparation Planning Requirements Analysis Historical Resources Review Hold Special Studies Hold Revision/Re submittal Review (from consultants) Process Fee (EIR) (Publish DEIR) Meeting Scheduling (Planning Commission) Notice of Hearing Prepare Response to EIR comments (Publish FEIR) Department Response to Appeal Body Time and Materials Billing Mitigation Monitoring and Reporting
10 Community Plan Exemption Intake/Routing Automatic Process fee (intake) Planner Assignment Notice of Intake (Receiving Environmental Review) Planning Requirements Analysis Historical Resources Review Hold Special Studies Hold Revision/Re-submittal Review Process fee Approval Processing (publishing CPE) Department response to appeal body Completion processing (publish focused study) Completion processing (publish negative declaration) (publish focused EIR, and follow heairng comments and responses process) Set up Mitigation Monitoring & Reporting
11 Building Permit Intake/Routing Automatic Team Assignment Planner Assignment Completeness Review Revision/Resubmittal (RDTcould lead to DR) Planning Requirements Analysis Revision/Resubmittal Review Notice of Intake (311/312) (route to next DBI station) Environmental Review Hold Entitlement Hold (DR) Time and Materials Billing Planning becomes involved with impact fees and other compliance monitoring at various points later Department Response to Appeal Body
12 Generic Hearing Team Assignment (and Intake Scheduling) Automatic Planner Assignment Completeness Review Process fee (intake) Planning Requirements Analysis Environmental Review Hold Revision/Re- submittal Review Meeting Scheduling (CPC) Policy Meeting Notice of Hearing Document(s) Assembly Document(s) Approval Time and Materials Billing (Hearing Results) Register recording (NSR) Department Response to Appeal Body
13 Generic Hearing Variance Team Assignment (and Intake scheduling) Automatic Meeting Scheduling (ZA) Completeness Review Process Fee (Intake) Planner Assignment Planning Requirements Analysis Notice of Hearing Environmental Review Hold Revision/Resubmittal Review Policy Meeting (ZA) ZA Hearing Issue Decision Letter Time and Materials Billing Register recording (NSR) Department Response to Appeal Body
14 Review Team Assignment (and Intake scheduling) Automatic Planner Assignment Completeness Review Process fee (Intake) Meeting scheduling (RDT) Completion processing meeting results Completion of this application type leads back to building permit Time and Materials Billing Meeting Scheduling (Planning Commission) Notice of Hearing Document(s) assembly Document(s) approval Time and Materials Billing Completion processing (hearing results) Completion of this application type leads back to building permit
15 Certificate of Appropriateness Team Assignment (Intake Scheduling) Automatic Process fee (Intake) Planner assignment Completeness review Planning Requirements Analysis Environmental Review Hold Revision/Resubmittal Review Meeting scheduling Notice of Hearing Architectural Review Committee Document(s) assembly Document(s) approval Completion processing (HPC hearing) Completion processing (CPC Hearing) Department Response to Appeal Body Time and Materials Billing
16 Planning Code Amendment External Automatic Process Fee (or transmittal from Clerk of Board 90 days to act) Planning Requirements Analysis Meeting scheduling (CPC or HPC) Environmental Review Hold Revision/Re-submittal Review (with City Attorney/sponsor) Policy Meeting Notice of Hearing Document(s) assembly Document(s) approval Completion processing (can be recommendation only hearing results) Department Response to Board of Supervisors Publish approved version
17 Planning Code Amendment Internal Meeting scheduling (CPC Resolution of intent) Completion processing (CPC adopts resolution of intent) Meeting scheduling (CPC or HPC) Notice of Hearing Document(s) assembly Document(s) approval Completion processing (can be recommendation only transmit hearing results to BOS) Publish approved version
18 General Plan Referral Completeness Review Automatic Process intake fee Planner Assignment Environmental Review Hold Planning Requirements Analysis Revision/Resubmittal Review Issue Letter Policy Meeting Time and Materials Billing
19 Condos and Subdivisions Team Assignment (Intake Scheduling) Planner Assignment Completeness review Planning Requirements Analysis Revision/Resubmittal Review Policy Meeting Entitlement Hold Building Permit Hold (Return to DPW)
20 Miscellaneous Permits Team Assignment (Intake Scheduling) Planner Assignment Completeness review Planning Requirements Analysis Entitlement Hold (Return to Referring Agency) Building Permit Hold
21 TDR Statement of Eligibility Team Assignment (Intake scheduling) Process fee (intake) Planner Assignment Completeness review Planning Requirements Analysis Revision/Resubmittal Review Document(s) Assembly (Statement t t of Eligibility) ibilit Document(s) Approval (ZA signs Statement) (Issue letter) Register recording (Statement of Eligibility) Department Response to Appeal Body Update Inventory (TDR database)
22 TDR Certificate of Transfer Team Assignment (Intake Scheduling) Process fee (intake) Planner Assignment Completeness review Planning Requirements Analysis Revision/Resubmittal Review Document(s) Assembly (Certificate of Transfer) Document(s) Approval (Grantor and Grantee sign) Document(s) Approval (ZAsigns Certificate) Register recorded Certificate of Transfer Update inventory (TDR database)
23 TDR Notice of Use Team Assignment (Intake Scheduling) Process fee (intake) Planner Assignment Completeness review Planning Requirements Analysis Revision/Re- submittal Review Document(s) Assembly (Notice of Use) Referral to other agency (City Attorney) Document(s) Approval (ZA signs Certificate) Register recording (Notice of Use) Update inventory (TDR database)
24 Coastal Zone Permit Team Assignment (Intake Scheduling) Automatic Planner Assignment Completeness Review Process fee (intake) Planning Requirements Analysis Revision/Re- submittal Review Meeting scheduling-cpc Notice of intake (Coastal Commission) Document(s) assembly Notice of Hearing Document(s) assembly Time and Materials Billing Completion processing ZA signs determination Department Response to Appeal Body(s) Document(s) approval Completion processinghearing results Time and Materials Billing Department Response to Appeal Body(s)
25 Institutional Master Plan Intake Scheduling/Team Assignment Automatic Planner Assignment Process fee (intake) Referral to other agency (Medical IMPs to Public Health) Completeness review Planning Requirements Analysis Document Assembly (IMP) Document(s) )Approval Revision/Re- submittal Review Policy Meeting For full IMPs or abbreviated IMPs that Planning Commission wishes to review. Meeting Scheduling (CPC) (Hearing Results if applicable) Notice of Hearing Time and Materials Billing
26 Code Enforcement Preliminary research/docket generation Planner Assignment Assigns priority Notice of complaint Site inspection Document(s) Assembly (Notice of Violation and Penalty) Document(s) () Approval (ZA signs) (Issue NOV) Department Response to Appeal Body Enforcement referral (City Attorney) Close case upon abatement Enforcement referral (unpaid penalties to Office of Delinquency)
27 Workflow Task Team Assignment Intake/Routing Process fee Completeness Review Team Assignment Planner Assignment Notification of Intake Referral to other agency Planning Requirements Analysis(m) RDT Requirements Analysis Environmental Review Hold Historic Resource Review Hold Shadow Analysis Hold Transportation Study Hold Special Studies Hold Description For many applications, intakes must be scheduled with applicable team. Receives application materials from sponsor, DBI or referring agency. In some cases, reviews application with sponsor. Calculate the application fee, collect and record. Planner reviews application forms, photos, plans and other materials to endure that all required materials have been submitted. Manager or support staff assigns to team based on type of application or project location. Supervisor assigns application to planner based on workload, skills, experience, knowledge of project. Notify the public and interested parties that an application has been accepted. Used for building permit applications in residential and neighborhood commercial districts (311, 312), and is also mandated for certain types of environmental review. Processing of application can be suspended while City Attorney, Public Health or another agency reviews it. Planner reviews, analyzes and evaluates application or design using Planning Code, General Plan, Zoning Interpretations, guidelines and an array of analytical tools. Planner may require that applicant submit more or revised materials and plans. Similar to Planning Requirements Analysis but focused on Residential Design Guidelines. Depending on a planner's review of potential impacts of the project, the department can suspend processing while MEA launches an environmental review application process. Depending on the age of the building or on previous evaluations of the building's importance, the department will suspend processing of an application until preservation staff complete review. Preliminary shadow analysis can determine that the new project could add shadow to Rec and Park Dept open space. Processing of application is suspended while shadow study application process is launched. Environmental review planners may determine that the traffic, parking and or other transportation impacts bear more thorough study. Other environmental review may proceed but cannot be completed until this is done. Environmental review study other than Transportation, historical review' and Shadow
28 Workflow Task Building Permit Hold Entitlement Hold Design Review Architectural Review Committee Revision/Re submittal Review Multi disciplinary Input Policy meeting Determine appropriate environmental document Publish Notice of Preparation Consultant Preparation Comments and Responses Notification of Publication Meeting Scheduling Notice of Hearing Contacts with Applicant Contacts with Public/Other Parties Approval Checklist Document Assembly Document Approval Hearing Results Recording Register recording Description Project may trigger requirement of building permit before approval or abatement During processing of building permit application or miscellaneous permit, planner may determine that project requires another application and hearing before the Planning Commission, Zoning Administor or Historic Preservation Commission. Can be formal review against guidelines through Residential Design Team, UDART or ad hoc at many points in process. This panel may review alterations of historic buildings. Companion of Planning Requirements Analysis. Depending on the analysis, planner may seek revision to the project or submittal of design changes. Neighborhood Planning, MEA, Citywide Policy review and analyze a project in parallel at preapplication stage. Application can be brought before regularly scheduled meeting of senior planners to review issues and make department recommendations. Preliminary discussion with applicant. A step often required as a prelude to filing environmental application. Formally notify interested parties that an EIR is being prepared, usually happens after initial study (similar to environmental evaluation). Process EIR Notice of Preparation written by consultant instead of in house Planner reviews comments from letters, s and DEIR hearing Send notification that document, such as EIR, has been published Scheduling is needed for variety of meetings and hearings. Send notification that a hearing on an application has been calendared Manage and track contacts with applicant about project Manage and track contacts with other interested parties Check that the application has been changed and various items have been created for approval Writing/compiling the decision document or commission packet Review of decision document/packet by supervising planners Process approval or disapproval of application by filling out checklist, issuing and filing decision document, subject to checking for time and materials billing Formalize in minutes and update project tracking database with results of hearing Notice of Special Restriction and other property restrictions must be recorded with the Recorder
29 Workflow Task Update Inventory Publish Approved Version Mitigation Monitoring and Reporting Preliminary Research/Docket Creation Assign Priority Notice of complaint Site inspection Enforcement referral Close case upon abatement Department Response to Appeal Body Time and Materials Billing Description Update databases tracking land use and blocs of TDR Amendments to the code are published on paper and on the web Set up program for monitoring project's environmental impact mitigation measures. Research on zoning, permit history and other aspects of a property Based on details of case, prioritize processing Send notice that a complaint has been lodged Inspect to determine violation Can be to City Attorney for abatement or to other agency to collect fees and penalties Complaint or violation abated Prepare written response to Board of Appeals, Board of Supervisors; appear at hearing. Bill and collect fee for cost of processing where it exceeds filing fee
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