HomeMy WebLinkAboutAgenda - 02-02-2016 - 6-h - Request for a 1.0 FTE Time Limited Position to Assist in the New Land Management Central Permitting Software Implementation Program (LMCP) 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 2, 2016
Action Agenda
Item No. 6-h
SUBJECT: Request for a 1.0 FTE Time Limited Position to Assist in the New Land
Management Central Permitting Software Implementation Program (LMCP)
DEPARTMENT: Planning & Inspections, Health PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
1. Job Description for Property Craig Benedict, Planning and
Development Technician Inspections Director, 919-245-2592
Colleen Bridger, Health Director, 919-
2. LMCP Contract Stages Matrix 245-2412
Dwane Brinson, Tax Administrator, 919-
245-2726
Jim Northrup, Chief Information Officer,
919-245-2276
Brenda Bartholomew, Human Resources
Director, 919-245-2552
Travis Myren, Deputy County Manager,
919-245-2308
PURPOSE: To create a new 1.0 FTE (full time equivalent) time limited position in the Health
Department and to transfer an existing 0.5 FTE position from Health to Planning and
Inspections, thereby these positons to backfill the duties of existing staff who will be involved in
implementing the new Land Management Central Permitting (LMCP) Software.
BACKGROUND: The County will be implementing a new Land Management Central Permitting
software which is expected to last fifteen (15) to eighteen (18) months and will require County
staff to work with software consultants to create business rules and processes unique to Orange
County. In some cases, over 80 hours per month for key County personnel are necessary
through the different phases of the project. (See the matrix in Attachment 2).
In order to accommodate this added responsibility, several personnel in each functional area will
have to reassign duties to other staff. Although this reassignment will have the benefit of
broadening the overall knowledge base of existing staff, it will also require supplemental staffing
during the implementation period. This proposal creates capacity at the introductory level of the
organization where training can be accomplished quickly and direct customer service can be
retained.
The Health Department and Planning Department have agreed to create time limited position
authority in the Health Department and to transfer existing part time position authority to
Planning and Inspections to supplement staffing resources dedicated to the software
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implementation. The new time limited position in Health would be classified as Property
Development Technician.
FINANCIAL IMPACT: The permitting software implementation project budget will fund the time
limited position. For this fiscal year, the time limited position is expected to cost $30,000. The
position would continue as time limited in FY 2016/17 until approximately June 30, 2017 for an
additional $60,000. Since the position transfer does not create new position authority, funding is
already included in the department's appropriation.
SOCIAL JUSTICE GOAL: The following two Orange County Social Justice Goals are
applicable to this agenda item:
• GOAL: CREATING A SAFE COMMUNITY
The reduction of risks from vehicle/traffic accidents, childhood and senior injuries, gang
activity, substance abuse and domestic violence.
• GOAL: ENABLING FULL CIVIC PARTICIPATION
Ensure that Orange County residents are able to engage government through voting and
volunteering by eliminating disparities in participation and barriers to participation.
RECOMMENDATION(S): The Manager recommends that the Board approve the creation of a
1.0 FTE time limited position in Health to be funded from the central permitting software project
and to transfer a 0.5 FTE permanent position and associated funding from Health to Planning
and Inspections.
Attachment 1
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Property Development Technician
Orange County
Classification Specification
Property Development Technician
Job Class Code: 1309
FLSA Status: Non-Exempt
General Description
Under general supervision, provide information to the general public about
Orange County permit applications and inspection process and procedures; acts
as initial contact to help citizen through the complex process of rules, regulations
and processes for planning, building, and environmental health project
applications that require approvals from multiple departments or agencies acting
as central permitting receptionist and initializing permit applications.
Examples of Essential Functions
o Assists general public in completion of forms and documents related to
permit process; provides technical assistance via phone calls and counter
contact regarding the application process and county development codes;
process information related to both administrative and construction codes.
o Provides, accepts and processes permit applications and related
documents from the public pertaining to well, septic, electrical, building,
and development projects; reviews documents to ensure accuracy and
completeness of the permit application; determines the correct permit type
needed and processes applications received by fax, mail, online via email
and the customer service counter.
o Assists field inspectors, plans examiners, planners, other County
departments, other agencies and the public with research of permit
records in the computer tracking database, project files, chronological log
books, or permit cards.
o Accurately enters data into the automated permit software database
system
o Updates and submits requests for new addresses and zoning review site
plans for permit applications
o Assists in issuing electrical, plumbing and mechanical permits
o Receives inspection requests and distributes to inspector.
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Property Development Technician
o Closes - out completed building, electrical, plumbing and mechanical
permits when all inspections have been completed.
o Organizes, updates, re-indexes hardcopy filing system. Retrieves files as
requested and distributes to clients or staff as needed.
o Performs file maintenance, parcel maintenance, and address maintenance
in both electronic and hardcopy format.
o Provides verbal and written information and education about the County
building permit processes and procedures to ensure they have thorough
knowledge and understanding of the building and inspection permit
process.
o Determines that permit is ready to be archived and archives all completed
permits.
o Assists in preparation of the Certificate of Occupancy for appropriate
signatures.
o Serves as intake receptionist for all Central Permitting clients and directs
clients to appropriate services.
o Answers inquiries regarding central permitting projects, applications, and
permits by phone and when citizens come into the office
o Works with clients in the resolution of problems.
o Copies archive information and mails to the requester
o Operates a variety of office equipment and machinery such as adding
machine, printer, fax machine, copy machine, computer, etc.
o Interacts and communicates with various groups and individuals such as
Chief Building Official, contractors, realtors, architects, Permit
Technicians, Plan Examiners, Inspectors, County departments, State
agencies, other municipal offices, Town of Hillsborough — Zoning/Fire
Marshal/Engineer, and the general public.
o Processes payments and receipts for fees, prepares daily reconciliation
report and deposits. Completes requisitions for purchases and
expenditures, tracks payments, and resolves issues with accounts
payable.
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Property Development Technician
o Processes billing statements for annual invoices sent to pools, mobile
home parks, etc.
o Tracks and processes bills, notices, and payments for WTMP program.
o Receives and documents complaints from the public, refers clients to the
appropriate persons or agencies.
o Faxes Utility numbers to the correct power company for temporary power
saw services, miscellaneous electrical inspections, and conditional power.
o Faxes power authorizations for residential and commercial after all
approvals have been met, impact fees have been paid and all other fees
have been collected.
o Scans all documents and store files in appropriate software location
o Manages faxes, answers the telephone, establishes and maintains filing
systems, etc.
o Performs other related duties as required.
Knowledge, Skills and Abilities
o Skill in using a variety of supplies such as general office supplies, etc.;
and a variety of computer software such as Permit Plus, Inspect Plus,
Microsoft Outlook, Microsoft Word, Adobe Reader and Writer, Permunis,
Munis, CDP, etc.
o Ability to understand, explain and consistently and fairly apply policies,
laws, codes and regulations
o Ability review permit applications for completeness and correctness
o Ability to provide information to the general public regarding the permit
process, requirements, codes and inspection procedures
o Ability to coordinate permit process for projects of larger scope and
complexity and provide assistance and guidance related to building permit
intake and processing to other staff
o Ability to establish and maintain an effective working relationship with
property owners, developers, building contractors and general public
• learn and apply the permit process, requirements, codes, and ordinances
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Property Development Technician
• read and interpret building plans and specifications
• locate property on an assessor's parcel map and from property
descriptions
• input and access data using a computer
• perform research of permit records
Supervision
Assignments are provided by indicating generally what is to be done. Quality
and quantity expectations are provided. Additional details are provided for new,
difficult, or unusual problems. Position may serve as a lead worker or supervise
non permanent staff.
Distinguishing Factors
This is an entry-level class in the Property Development Classification Series and
performs more routine and back up duties in the series. This classification is
distinguished from the Property Development Specialist I by the advanced
knowledge required of the PDS 1 and the level of building permit processing
according to building codes authority and statues.
Physical Activities
(N = Never; R = Rarely (Less than 25%); 0 = Often (25% - 75%); A = Always
(More than 75%))
Walking 0 Sitting 0 tting O
Bending 0
Stooping 0 Kneeling 0
Crawling O Climbing R
Typing 0 Grasping 0
Talking A Hearing A
Repetitive motions of Handing
hands/wrists 0 A
Repetitive motions of feet 0 Reaching A
Average number of pounds through a normal day that are pushed, pulled, etc.
and the distance over which the weight is moved:
Activity Average Number of Distance Weight is Moved
Pounds
Pushing 10 1 ft
Pulling 5 1 ft
Lifting 10 1 ft
Carrying 5 1 ft
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Property Development Technician
Examples of physical activities required in this position:
Sitting at a computer for many hours per day
Filing papers
Walking to work station
Possible Hazards (chemicals, dangerous machinery, etc.)
None Known
MINIMUM TRAINING AND EXPERIENCE
Requires any combination of education and experience equivalent to high school
diploma and four years of related experience. Prefer to have working knowledge
of the construction industry.
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Attachment 2
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Esimated
Duration per
LMCPS Contract Stages;est.Number of Hours per during the stage Stage Stage(Days)
Estimated Duration by Stage(months) 1.5 3.3 4.0 4.2 3.2 0.7 0.5 Contract Sign 0
Staff Planning& Assess& Config- Build Acceptance& User
Initiation Define uration Specs Test Training Production Stage 0 Software Delivery* 14
Manager's Office* 2 2 2 2 2 2 2 Stage 1 Planning&Initiation 45
Est.FTE/month 0.01 0.01 0.01 0.01 0.01 0.01 0.01!°Stage 2 Assess&Define 100
Planning&Inspections-Craig 8 8 8 8 8 8 8?Payment of 1st ASM Original 111
Building Inspections-Dan 40 56 56 56 88 88 40 Stage 3 System Configuration 9
Planning-Michael 40 50 50 50 88 88 40 Payment of 1st ASM Negotiated 87
Planning-Patrick Mallet 0 32 32 32 32 0 0 i Stage 4 Build Specifications 38
Erosion Control-Howard 40 50 50 50 88 88 40 r Stage 5 Acceptance Planning&Test 95
Erosion Control-Wesley 0 32 32 32 32 0 0 1.Stage 6 User Training 21
Planning&Inspections-Josh 0 32 32 32 32 0 20 i Stage 7 Production and Support 15
EH and Planning-Jennifer 0 32 32 32 32 0 201
Planning&Inspections Est.hrs/mo' 128 292 292 292 400 272 168 Final Payment 5
Est.FTE/month 0.80 1.83 1.83 1.83 2.50 1.70 1.05 TOTAL Days 540
Health-Colleen 8 8 8 8 8 8 8=; TOTAL Months 18
Health-Alan 40 50 50 50 88 88 401
Health-John Kase 0 32 32 32 32 0 0 EnerGov Resource Allocation Matrix by Stage from the SOW below:
Health(Jennifer counted in P&I)Est. RESOURCE ALLOCATION I\'• ITRLX BY STAG
hrs/mo 48 90 90 90 128 96 48
Est.FTE/month 0.30 0.56 0.56 0.56 0.80 0.60 0.30 By Stage,we expect to allocate the resources identified above as follows:
IT-Jim 8 8 8 8 8 8 8 Stage O-SoftwareDeEvery Est.Hours per Stage
IT APPS-Rich Wilson 10 10 10 10 10 10 10
Stage 1-Planning&Initiation 205
IT OPs-Jason Hendren 30 30 30 30 30 30 30
IT-SoniaEnsenat 120 120 120 120 120 120 120 Stage 2 Assess&Define 625
IT-Connie Shiplett 32 84 84 84 128 96 72 Sage 3A-System Configuration 750
IT Est.hrs/mo 200 252 252 252 296 264 240 Stage 38-Configuration Internal Test 250
Est.FTE/month' 1.25. 1.58 1.58 1.58 1.85 1.65 1.50 Stage 4A-Build Spec 220
Tax-Hank 0 10 10 10 0 0 0 Stage4B-Build 660
Tax Administration-Dwane 0 0 0 0 0 0 0 Stage Stage
SA-Acceptance Planning 250
Tax/Land Records/GIS-Michael B. 0 32 32 32 32 0 0
Tax/Land Records/GIS-Tammy 16 16 16 16 32 32 16 StageSB-Verifiption&Acceptance 500
Tax/Land Records/GIS-Chris D.and Stage 6-User Training 160
Michael B. 35 35 35 35 35 0 0 Stage 7-Production 80
Tax Administration Est.hrs/mo 51 93 93 93 99 32 16 Total Hours 3700
Est.FTE/month] 0.32 •;0.58 0.58 0.58 0.62 0.20 0.10
Solid Waste-JeffScouten 16 50 50 50 66 40 16
Solid Waste Est.hrs/mo 16 50 50 50 66 40 16
Est.FTE/month! 0.10 0.31 0.31 0.31 0.41 0.25 0.10 t
ES-Elizabeth Gregory 0 16 16 16 16 0 0,
ES-Jason Shepherd 16 24 24 24 32 32 16
Services,Est.hrs/mo 16 40 40 40 48 32 16
Est.FTE/month 0.10 0.25 0.25 0.25 0.30 0.20 0.10
TOTAL Est.Hrs/Mo 461 819 819 819 1039 738 5061,
TOTAL Est.FTE/Mo 2.881 5.121 5.12 ? 5.121 ; 6.49 4.61 3.16,
Compare EnerGov Est.Service Hrs/Mo 205 625 1000 880 750 160 80 1
Compare EnerGov Est.FTE/Mo 1.28 3.91 6.251 5.50 4.69 1.00 0.50<j