eplan User Guide County of Santa Cruz Planning Department Revised

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1 eplan User Guide County of Santa Cruz Planning Department Revised

2 Contents Contents... 2 Part 1: eplan Overview... 3 Part 2: eplan Accounts & Information... 4 User Registration... 4 User Sign In... 4 Forgot Your Password?... 4 Payments... 5 Questions & Contacts... 5 Part 3: eplan Standards... 6 Format, Bookmarks, Flatten, Optimization, File Lock, Signatures, Stamps... 6 Adobe Acrobat DC... 7 Part 4: eplan Projects... 8 Project Folder... 9 Project File Types Project File Uploads Project Resubmittals Project Approval Project Change Orders eplan Contents 2

3 Part 1: eplan Overview As part of our commitment to conserving the environment, the County of Santa Cruz Planning Department has created an electronic submittal process called eplan. The process facilitates the online submission of PDF documents for building permit applications. The program is currently available for building permit applications with hopes of extending it to discretionary applications in the future. Requirements for printed and electronic submittals are similar and follow the same path for review. The primary differences are the conservation of resources, reduced printing costs, and reduced visits to the Planning Department. New eplan permit applications and payments can be made online from your office or may incorporate an appointment at the Planning Department. Whether online or by appointment, completed PDF application forms and project submittal documents must be uploaded to the eplan portal prior to initiating a new application. As with printed submittals, applicants will need to verify if clearances are required for the project and upload them prior to initiating a new application. Required clearances vary depending on the project and may include the Water Department, Environmental Health, Zoning, or otherwise. Step 1: eplan User Account Create and/or Sign at Step 2: Upload to eplan Portal Application (APP) Application Forms/Docs Plans (PLN) Complete Plan Set Supplemental (SUP) Index, Reports, Calcs, etc. Letter (LTR) Resubmittal Letter Step 3: Process Permit Applications Initiated online or at the Planning Department Resubmittals Online upload Permit Issuance Obtain in person at the Planning Department After all agencies have completed a review cycle, a printed correction letter or a printed approval letter will be mailed to the applicant and the property owner by the Planning Department. Once sent, the applicant may resubmit revisions online, or may complete the steps outlined in the approval letter. Approval letters may identify any Final Items needed including receipts or forms which must be added to Application (APP) file and then uploaded to the portal prior to permit issuance. Permit cards are issued in person at the Planning Department, and the final payment can be made in advance online or at the department. Shortly after permit issuance, a new download will be available in the applicant s eplan Project. This download will be a zip folder containing printable PDF documents that are stamped and locked by the Planning Department. One full size set of these documents are to be printed in color, and available at the construction site. The applicant is responsible for coordination of printed documents. eplan Part 1: eplan Overview 3

4 Part 2: eplan Accounts & Information User accounts are registered to one address and are password protected in the eplan Review Portal. User Registration To register a new User, click the Register as a new user link and complete all required fields. The registration information can be revised at any time by signing into the User account and clicking the Edit button displayed in the Projects screen. Account confirmations are ed to the registered User upon creation, editing, or deletion of a User account. The portal uses the registered User as the account identifier. The can be changed while keeping the projects tied to the account; however, projects cannot be migrated to a different account. An may only be registered to one account, and if an is already in use, an error message will be displayed if attempting to register it again. User Sign In Enter the registered User and password and click the Sign In button. Forgot Your Password? Enter a registered User and click the Link button and the Please check your to reset your password message will display whether you entered your correctly or incorrectly. eplan Part 2: eplan Accounts & Information 4

5 An is sent to the registered User. Click the link in the to open the Reset Password screen and enter the registered User and the new password. Payments Permit fees may be paid in cash, checks, electronic checks, or credit cards. Once applications are initiated, payments can be made at the Planning Department or online. To pay online, choose Pay Application Fees from the Planning Department Home Page at Questions & Contacts Direct questions to Building Information at or Once applications are initiated, a staff contact will be shown on the Projects page. eplan Part 2: eplan Accounts & Information 5

6 Part 3: eplan Standards Use the eplan portal to upload all required permit forms and submittal documents. For security reasons, data devices such as compact disks and USB drives will not be accepted. Hybrid mixes of electronic and paper media will not be accepted. Some eplan standards may necessitate using Adobe Acrobat DC, Bluebeam Revu, or similar. Format, Bookmarks, Flatten, Optimization, File Lock, Signatures, Stamps 1. Approval Stamp: Once approved, the Planning Department will electronically stamp documents. Please insure that no aspect of any file is locked or they cannot be approved. The approval stamp is 2.5 inches wide and 1.5 inches high. To assist with this procedure, a designated stamp area in the title block would be appreciated as it reduces time needed to process your permit. 2. Professional Stamps & Signatures: Include stamps and signatures of licensed professionals (architects and engineers) on each plan sheet and the first page of each type of supplemental document. This can be done using images and/or CAD methods in accordance with State licensing requirements. The use of digital signatures are not allowed due to problems associated with document control. 3. PDF Format: Vector based PDF files directly converted from AutoCAD, ArchiCAD, MS Word, etc. Scans used within a CAD drawing are acceptable; however, scans of complete plan sets are not allowed. 4. Flatten: Flatten PDF files to remove layers and optimize file size. Because the example below has layers, they must be removed by flattening the PDF file prior to uploading to the portal. If this file had been flattened, then the layer names would not exist. Layers increase file size and can be turned off/on leading to problems with approving your project, so are not allowed. 5. Bookmarks: PDF files must have bookmarks grouped, numbered, and named. The below images show bookmarks that are grouped (e.g. Architectural, Civil), have numbered sheets (e.g. C1.0, C2.0), and have sheet names (e.g. Grading Plan). Similarly the supplemental documents file requires a completed Supplemental Documents PLG235 form as the first page and each document type and key sections of each document must be bookmarked. Group bookmarks for ease of navigation and document control Bookmarks must have sheet numbers and names to locate content and navigate documents easily eplan Part 3: eplan Standards 6

7 Adobe Acrobat DC The following information is provided as a courtesy, illustrates an Adobe product available at the time of writing, does not reflect a product endorsement, and will not receive technical support from the Planning Department. Consult your software product manuals for assistance on bookmarking, file optimization, and removing layers. Add a bookmark. Navigate to the plan sheet requiring a bookmark and set the view option to Fit in Window. Bookmarks locate sheets and display them based on the current view option, so please insure Fit in Window has been selected before bookmarking, otherwise it can make it difficult to review your project. To add a bookmark, click the bookmark icon (left) to show the Bookmarks panel, and then click the add Bookmark(+) icon. Provide a sheet number and sheet name for each bookmark. Please see Bookmarks above. Click the bookmark icon to open the bookmarks panel Insure view option is Fit in Window and then click add bookmark(+) Provide sheet number & name for each bookmark Flatten and Optimize. Open the Optimize PDF tool, click Advanced Optimization, click Discard User Data, and checkmark Discard hidden content and flatten visible layers. Then click OK and save the file. eplan Part 3: eplan Standards 7

8 Part 4: eplan Projects Project application forms and submittals are uploaded to the eplan portal. When a public user signs in, the Project Folder screen opens giving access to their projects, the ability to create/delete projects, and the ability to edit the User account. Once a project is created, click the project s Open button to view/upload files. Click the project s Delete button to permanently remove a project (locked projects/files cannot be deleted). To begin a new project, click Create New Project (see image above), enter a name (see image below), and click Create. A confirmation will be sent to the User at the creation, editing or deletion of a project. eplan Part 4: eplan Projects 8

9 Project Folder The Project Folder screen lists all projects in the User account, shows basic project information, and provides access to the projects. Once files are uploaded and an application number is assigned, it will look similar to the image below (the User screen will not show the edit button which is for staff use). Project Name The user creates and names each Project. The Project Name may not contain any of the following characters: \ / : *? < >. The portal appends project names with a tracking ID number. Application Number The Application Number will be assigned by staff once an application is created. Status Initially displays file upload or notification information. Once an application is created, the application status and review agency determination/comments can be accessed from the Click to View button. For more information, see Part 1: eplan Overview. Comments Shows the latest posted and/or ed application processing comment. These are not review agency comments, for review agency comments see Status. Project Locked A locked project will show True and files cannot be uploaded/deleted. An unlocked project will show False and files can be uploaded/deleted. A project will be locked when files are accepted for review. A project will be unlocked to allow resubmittal uploads after all reviews are complete and the correction letters are sent. Project Cycle Indicates the current review cycle. Date Created The date the project was created. Date Modified The latest date that files were uploaded or deleted. Assign To Shows who created the permit application. eplan Part 4: eplan Projects 9

10 Project File Types To view, upload, or delete files, click a project s Open button to access the project file screen. A project file screen is shown below. Once an application number is assigned (e.g. B ), the files will be renamed with the application number. File names are also appended with a prefix and a suffix indicating the file type (APP, PLN, SUP, LTR) and version (V1, V2, etc.). Files showing checkmarks for File Locked or File Incomplete cannot be deleted. Submittal File Types & Information For the initial submittal, applicants are required to upload an Application (APP) file along with a Plans (PLN) and/or Supplemental (SUP) file. During each review cycle, one PDF of each file type may be uploaded. Uploaded files must be complete and ready for final approval. For example, when uploading a revised supplemental document, it must contain all supplemental items, not simply revised or new items. A fourth file type is the Letter (LTR), which must be uploaded with each resubmittal. Application (APP) One PDF containing all application documents. Application documents must be complete, bookmarked, include signatures, etc. and must have (complete all forms using the fillable PDF capabilities, scans not accepted): 1) A completed PDF eplan Submittal Checklist PLG230 form as the first page; 2) A completed Building Permit Application Form PLG200 form as the second page; 3) Include the Application (APP) intake and/or final items shown in the eplan Submittal Checklist PLG230 form. Plans (PLN) One PDF containing all plan documents. Plan documents include: architectural, civil, survey, structural, electrical, plumbing, mechanical, landscape, etc. Plan sheets must be orientated in landscape view, unlocked, layers flattened, include stamps/signatures of licensed professionals, and be bookmarked to enable navigation. See eplan Standards. eplan Part 4: eplan Projects 10

11 Supplemental (SUP) One PDF containing all supplemental documents. Common document types are shown below. Supplemental documents must have a completed Supplemental Documents Index PLG235 form as the first page, be unlocked, layers flattened, include stamps/signatures of licensed professionals, and be bookmarked to enable navigation. See Part 3: eplan Standards. See the Supplemental Documents Index PLG235 for a complete list of common items including: Transfer(s) of Responsibility - Form Modification Worksheet - Form Substantial Improvement Forms - Form Geotechnical Investigation Geotechnical Addendum(s) Geotechnical Engineer Plan Review - Form Geotechnical County Acceptance Letter Geological Investigation Geological Addendum(s) Geological Engineer Plan Review - Form Geological County Acceptance Letter Arborist Report Arborist Plan Review Drainage Calculations Special Inspections Testing Agreement - PLG240 Statement of Special Inspections - PLG245 Structural Calculations Structural Calculations Addendum(s) Truss Shop Drawing Truss Shop Drawing Review (Project Engineer) HVAC System & Duct Sizing Energy Compliance Documents Technical Specifications Book Products/Other Letter (LTR) One PDF containing all review agency correction comments along with written responses to each comment. Required for resubmittals. Other (OTH) There is a unique file type used upon special request of a review agency. Instructions will be provided if used. eplan Part 4: eplan Projects 11

12 Project File Uploads Open a project and click the Upload File(s) button to access the Upload File screen. The green buttons will not function until the files have be properly uploaded for initial submittals or resubmittals. In the Upload File screen (see below), select the Application, Plan, or Supplemental file type by clicking its radio button and then click Browse to locate and open a file to place it into the upload list. File names are appended with a prefix related to the file type (APP, PLN, SUP, LTR). In the image below, three files are in the upload list. Click the green Upload the Files button to upload the files to the project. Click the X at the right of a file progress bar to remove the file from the list. When the green Upload the Files button is clicked, progress bars will show the upload status. Once complete, you are returned to the project showing your uploads and presenting instructions (see image below). To process a new permit application, either make an appointment at the Planning Department or click the green Send New Permit Notification button and a technician will contact you. Please choose one method or additional fees will be added to your permit. Once staff enters an application number for the project, all existing and future file uploads will automatically be renamed with the application number (see image below). As such, it is essential to associate the correct document to the file type: Application (APP), Plans (PLN), Supplemental (SUP), or Letter (LTR). eplan Part 4: eplan Projects 12

13 Please note the locked file status in the image above indicating that these files were accepted for review. Files that have been accepted for review cannot be deleted and remain part of the project history and backup. Upload error messages: 1. Why did I get an upload error message? Only 1 file of each type (APP, PLN or SUP) may be uploaded, see Project File Types. 2. Why can t I upload a revised file? Prior to having an application number, delete the original file upload(s) prior to uploading the revision(s). For revisions based on plan check review comments, see below. Project Resubmittals Once all agencies have completed a review cycle, a printed correction letter will be mailed to the applicant and property owner by the Planning Department and the project will be unlocked by staff. If you received a correction letter and the project was not unlocked, please contact a Building Permit Technician or Technician Supervisor. A resubmittal Letter (LTR) must be uploaded with each resubmittal. This is a single PDF containing all agency review comments along with written responses to each comment. File types available during resubmittal: Application (APP), Plans (PLN), Supplemental (SUP), and Letter (LTR). Each file must be ready for approval (containing all documents not just revised portions) and include a resubmittal Letter (LTR). Projects will not be routed for review until all files are complete. File Types Resubmittals are verified for completeness. If complete, the Project is locked by staff and routed for review. If incomplete, an will be sent to the applicant indicating the reason(s) and the Project will remain unlocked to allow uploads of revised files. Files with incomplete checkmarks cannot be deleted. eplan Part 4: eplan Projects 13

14 As shown in the image below, a revised Plan (PLN) and a resubmittal Letter (LTR) file have been uploaded. Clicking the Send Submittal Notification button will inform staff by that the project is ready for the next review. Only click the send button after all files are uploaded and the project is ready for review. After clicking the send notification button a green confirmation message appears (see image below). Project Approval After all agencies have approved a project, a printed approval letter containing instructions will be mailed to the applicant and the property owner by the Planning Department and then a revised Final Application (APP) files must be uploaded by the applicant. When sending the approval letter, the Building Technician sets a special portal setting that allows the upload of the final Application (APP) file while keeping the project in a locked state. If you received an approval letter and the project does not allow this type of upload, please contact a Building Permit Technician or Technician Supervisor. Approval letters will identify the Final Items needed including receipts or forms which must be added to Application (APP) file and then uploaded to the portal prior to permit issuance. Permit cards are issued in person at the Planning Department, and the final payment can be made in advance online or at the department. Shortly after permit issuance, a new download will be available in the applicant s eplan Project. This download will be a zip folder containing printable PDF documents that are stamped and locked by the Planning Department. One full size set of these documents are to be printed in color, and available at the construction site. The applicant is responsible for coordination of printed documents. eplan Part 4: eplan Projects 14

15 Project Change Orders Change orders to approved projects are processed in the same manner as new applications, except only revised aspects of Plan (PLN) and Supplemental (SUP) files are uploaded to the eplan portal. Only projects approved using eplan, may process eplan change orders. 1. Create a new project in the eplan portal (see Project File Uploads), for example, Smith Residence Change Order 01. Follow the new application steps except as noted above. Appointments are not necessary. 2. The Building Technicians will provide the review agencies the originally approved eplan documents for comparison. eplan Part 4: eplan Projects 15

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