New Castle County Electronic Plan Review

Transcription

1 New Castle County Electronic Plan Review Applicant User Guide

2 Table of Contents Introduction to eplans...4 eplans Web Address...4 Electronic Plan Submission...5 eplans Review Invitation...5 Logging In - New Users...6 First time Login...6 Logging In - Existing Users...7 Plan Submittal Standards...8 Plan File Naming Standards...8 Plan Sheet Standards Design Professional Stamps and Signature Standards Graphic Scale Standards File Sheet Size and Orientation Standards Documents File Type Standards Folder Structure Standards Land Development Building Permits Uploading Plan Drawings and Documents Prescreening If the Prescreen Task Has Been Approved If Prescreening Has Been Returned Checklist Items and Plan Resubmit Markups and Change Marks How to open Files with Markups How to Open Existing Markup Uploading Corrections Approved Plans Land Development Page 2 of 27 Rev. December 2016

3 Building Permits Plan Revisions during Construction Adding a User to the Project/Permit Page 3 of 27 Rev. December 2016

4 Introduction to eplans Electronic plan review (eplans) is a web-based program that allows applications for Land Development and Building permits to be submitted electronically, replacing the typical paper-based review method. eplans will improve the plan review cycle, reduce costs associated with obtaining Development and Building permit APPROVALS as well as support the County Executive s green initiative. This manual provides basic documentation on the steps involved in the eplans process. It has been prepared as a general reference guide and is not designed to present every detail or situation on every element of the process. There are text descriptions and screen images of the step by step tasks necessary to complete the submittal and review using eplans. If at any time in the process you have questions or concerns, do not hesitate to call. Be sure to ask to speak to a System Administrator in one of the following divisions: Land Development Engineering Michael Clendaniel, P.E. Planning/Zoning Mark Wolanski Licensing/Permitting Permit Process Technicians eservices System Administrator Michele Davis eplans Web Address NOTE: In addition to this user manual, please reference the help documentation available within the eplans Review Web portal for further assistance. Figure 1: eservices webpage Page 4 of 27 Rev. December 2016

5 Electronic Plan Submission Please complete the following prior to getting started: 1. For Land Development and Building Permits please visit the webpage and the eplans Resource Center for instructions on submitting an application. 2. Review the standards for naming your drawing and document files, sheet sizes, file formats accepted, etc. (Review the entire Standards section of this guide.) eplans Review Invitation When your application for a Land Development or Building Permit is created an electronic plan review invitation will be sent to the eplans designated address provided within the initial application. The invitation will contain login information and information about the project, including a link to the eplans web portal. TIP! eplans is designed to function using Internet Explorer (IE). Limited functionality is available using Chrome, Firefox, Safari, etc. Users experiencing issues accepting tasks or viewing files in these browsers should log out and switch back to IE. Figure 2: eplans Electronic Plan Review Invitation Page 5 of 27 Rev. December 2016

6 Logging In - New Users First time Login 1. Prior to logging into eplans, your computer must be configured properly. For detailed configuration instructions, please visit: a. User Account Control (UAC) must be turned off initially for the eplans installation to occur correctly. It can be reset back to the previous setting following installation. b. If using a computer with IE 9, 10, or 11, you must enable Compatibility View. c. Pop-ups must be disabled in your browser or an exception added to allow pop-ups for eplans If you login to eplans and no eplans window appears, you probably have a pop-up blocker in use that is preventing the main project window from opening. d. For full functionality, also add eplans as a trusted site and confirm compatibility settings. For IE, add the eplans URL as a Trusted Site under Tools, Internet Options, Security and click the Sites button. For the Compatibly View, go to Tools and Compatibly View settings and add the eplans URL. e. The login page has an MSI (Microsoft Silent Install) component required to install Electronic Plan Review ActiveX controls when using IE (See Figure 3). This installation will only need to be done once; if you utilize a different computer, it will require another installation of the components for that computer. Figure 3: eservices Login Screen 2. To sign in initially, click the Create An Account button shown in the image of the login screen above. Page 6 of 27 Rev. December 2016

7 3. Enter your personal account information and new password. All fields with an asterisk are required. Click on the Create An Account button to save your profile. Figure 4: Create an Account Information Page 4. The next screen requests the verification code sent to your by the system. Input the verification code to complete your account. Logging In - Existing Users 1. If you are a returning user, login to eplans with your full address and password. 2. If you have forgotten your password, click on the Forgot Password? button and the system will send a verification code to your . Type this verification code on the webpage to access your account and reset the password. 3. Once you are logged in, the option to create an application (Currently only available for Building Permit Applications) or manage existing projects. TIP! Passwords are case-sensitive! Some eplans customers find that it is helpful to utilize a generic account that can be accessed by multiple designated staff within the company. Keep in mind that doing so limits New Castle s County ability to determine who may have taken certain actions within the customer s tasks in the eplans site. Page 7 of 27 Rev. December 2016

8 User s Name will appear here Figure 5: Main Page of eservices Plan Submittal Standards When preparing to upload your drawings/plan pages to the eplans system, please follow the file naming conventions and submittal standards: Plan File Naming Standards Drawing file names will begin with an alpha-numeric number that is assigned for each page, followed by the page or sheet number and name (See Figure 6). Electronic plans that do not meet these requirements will fail our prescreen review. Resubmittals must use the EXACT same file name as the original. eplans will use the file name to create and track the version of each plan that is updated. 1. Plan Type or Discipline - The Sheet ID is the first set of characters representing the discipline area or plan type as defined by NCC Land Use in the Table of this document ( R01 for Record, S02 for Structural, etc.). Ensure all plans, including the associated details, are submitted under the correct discipline. 2. Sheet Number - The sheet number should be listed with two numerical places after the Sheet ID or Type ( R01.01 ). 3. Sheet Name - The sheet name must clearly indicate the information found on the page. 4. Adding a Page to Existing Plans - Use a decimal and lower case letter starting with (a) to insert a plan page into the existing plans in the order you wish it to appear. (i.e. R01.01.a.Record). Page 8 of 27 Rev. December 2016

9 Plan Type / Discipline Sheet ID Sheet Number & Name Example File Names Land Development Plans Subdivision R01.01.Record R01.01.Record Regulating Plan R02.01.Regulating R02.01.Regulating Previous Record Plan R03.01.PrevRecordPlan R03.01.PrevRecordPlan Lighting L01.01.Lighting L01.01.Lighting Landscaping L02.01.Landscape L02.01.Landscape Construction Overall -Index -PreBulk -PostBulk -SWM -Stormwater Asbuilt C03.01.Overall C03.01.Overall C03.01.Index C03.01.PreBulk C03.01.PostBulk C03.01.SWM C03.01.SWMasblt Grading G04.01.Grading G04.01.Grading Drainage Plans Overall -Pre Development -Post Development -Inundation -Watershed Plans D05.01.Overall D05.01.Overall D05.01.PreDP D05.01.PostDP D05.01.Inundation D05.01.Wtershed Storm Sewer S06.01.Strmswr S06.01.Strmswr Floodplain F07.01.Floodplain F07.01.Floodplain Sanitary Sewer S08.01.SanitarySewer S08.01.SanitarySewer DelDOT D09.01.DelDOT D09.01.DelDOT Utility U10.01.Utility U10.01.Utility Details D11.01.Details D11.01.Details Site Layout SL12.01.Sitelayout SL12.01.Sitelayout Private Streets S13.01.PrivateStreet S13.01.PrivateStreet Building Plans Architectural A01.01.Architectural A01.01.Architectural Page 9 of 27 Rev. December 2016

10 Structural S02.01.Structural S02.01.Structural Plumbing P03.01.Plumbing S03.01.Plumbing Mechanical M04.01.Mechanical M04.01.Mechanical Electrical E05.01.Electrical E05.01.Electrical Lines and Grades G06.01.Lines&Grades G06.01.Lines&Grades Life Safety LS07.01.LifeSafety LF07.01.LifeSafety Sanitary Sewer S08.01.SanitarySewer S08.01.SanitarySewer DelDOT S09.01.DelDOT S09.01.DelDOT Plan Sheet Standards Figure 6: Plan Naming Conventions Design Professional Stamps and Signature Standards Professional signature and seal shall be in accordance with the State of Delaware and professional board regulations and located on all plans and documents as required. Graphic Scale Standards 1. All pages should be properly oriented in landscape mode for efficient review. 2. Each sheet must have a typical graphic scale as shown in the image to the right. 3. When more than one scale is used on a sheet, an independent graphic scale must accompany the applicable detail. 4. All plans shall be drawn to scale. Figure 7: Graphical Scale Page 10 of 27 Rev. December 2016

11 File Sheet Size and Orientation Standards 1. For Land Development Projects, all drawing files must be drawn and formatted for a minimum landscape 24 x 36 sheet file. Any exceptions must be approved by the Department. 2. For Building Permits, all drawing files must be drawn and formatted for a minimum landscape 24 x 36 sheet file. Exception: Small scale projects (pool enclosures, termite repairs, decks, etc.) may be landscape 11 x 17 sheet file plans. 3. Plan pages shall be saved and uploaded in landscape orientation as individual files. 4. Application documents shall be saved and uploaded in portrait orientation as complete files. If a document contains multiple pages, it shall be uploaded as a multipage file with the file name describing the type of document. Documents 1. Documents containing multiple pages such as truss engineering, energy calculations, product approval forms, geotechnical reports, stormwater reports, etc. must be uploaded to the Documents folder as multipage files and the file name shall indicate what the document is. 2. Separate document types shall be uploaded as separate files. File Type Standards 1. Searchable PDF files are preferred for calculations, reports, and other supporting plan documentation (non-drawing files). 2. Both vector PDF and non-vector PDF files will be accepted for drawing files. Since AutoCAD software is commonly used to create drawing files, converting a DWG to PDF file print ready is the preferred secured file format. 3. Converting your AutoCAD files to a Vector PDF is preferred to speed up the review process. It is recommended that drawings created in AutoCAD are converted to a Vector PDF within the AutoCAD program itself. In addition, the newest Adobe Acrobat (not the free version of Adobe Reader) will accommodate the creation of a Vector PDF. WHY VECTOR PDF? Vector based PDF s can be scaled by any amount without any degrading image quality. It allows the plans to be reviewed in a much higher level of clarity on a computer screen. Page 11 of 27 Rev. December 2016

12 4. Customers whose AutoCAD system does not have the capability to create Vector PDF files may upload standard PDF s generated directly from AutoCAD. Folder Structure Standards Land Development 1. All application forms, reports, etc. must be uploaded into the Supplemental Documents folder. 2. All plans shall be uploaded into the Construction Drawings and/or the Site Plans folders for each project. Building Permits Figure 8: Land Development Folders 1. Building Drawings folder uploads include architectural and structural construction plans. 2. Utility Drawings folder uploads include MEP sets for nonresidential building projects and HVACR and Plumbing permit drawings. 3. Land Development Drawings folder uploads include Record Plans, site plans, mortgage surveys, Lines and Grades, Lines and Grades checklists, etc. 4. Permit Documents folder uploads include documents related to the permit excluding all other department or agency documents and approvals. Figure 9: Building Permit Folders 5. Outside Agency Documents folder uploads include all documents supplied by entities other than the Department of Land Use. TIP! Please read the entire section before attempting to upload. Once all required items are uploaded, you MUST return to the eform and satisfy all check boxes and then click on resubmit. Page 12 of 27 Rev. December 2016

13 Uploading Plan Drawings and Documents 1. When you have successfully logged in to eplans the Project screen will display. Any recent projects for which you have access will display in this list. Any outstanding tasks that require your action are displayed in the Tasks area underneath the project list. Figure 10: eplans Project Screen 2. To access your project and upload your plans you will need to select the specific project that corresponds to the plan you will be uploading by clicking on the project number. The projects are listed in order by application number. 3. Click on the project number and the eplans Project Screen will display. 4. Click the specific project folder to upload your plans or documents for the project application. Follow the prompts for uploading your plans and documents. Click the Upload Files button. Figure 11: Upload Files Prompt 5. Select Browse For Files to browse the file location on your computer. Select or highlight the files you want to upload multiple files can be selected by using your Shift or Ctrl keys. Page 13 of 27 Rev. December 2016

14 Figure 12: Browse for Files and Upload Window 6. After receiving the files, click the Upload Files button. The files will be copied to the upload window. When the upload is complete, click on the Close button to close out the dialog box. On the Project screen, all new files will be listed next to the folder name. 7. Once files are uploaded to the folder(s), the folder list is populated with thumbnail images of each file contained in the folder. Under each thumbnail, the file name, author, date, and any relevant file icons displays. Figure 13: Folder View with New Files Figure 14: Plan Thumbnail View Page 14 of 27 Rev. December 2016

15 8. Once all documents and drawings have been uploaded, the Department needs to know that you are ready to begin the Prescreening process by returning to the eform and satisfying the check boxes and then clicking Upload Complete- Notify Jurisdiction. Figure 15: eform Acknowledgement 9. You have successfully finished uploading your plans and documents electronically. Page 15 of 27 Rev. December 2016

16 Prescreening Once the applicant completes the upload task, a notification is sent to Land Use staff alerting them of a prescreen task assignment. During this review, the project submission will be reviewed for completeness. If the Prescreen Task Has Been Approved If your submittal is approved, your plans and documents will continue through the eplans system for review by New Castle County. For Land Development projects, this step of the process includes payment of plan review fees. For Building projects, fees will be paid in the next task assignment. If Prescreening Has Been Returned If your submittal requirements were not complete, you will receive an notification that prescreening has been denied and corrections are needed. Figure 16: PreScreen Resubmit Task Assignment 1. Login to eplans review. Find the project and associated task in the Task list, click on the resubmission task and accept it. Page 16 of 27 Rev. December 2016

17 Figure 17: Active Task List on Project Page 2. Review the correction items by clicking on View Intake Checklist link at the bottom of the eform. This checklist will defines what submittal items have met requirements and what items have not met the minimum requirements. As you review the checklist items, the applicant may insert a comment in the Response column of the checklist. Additionally, comments may be located in the comment box on the front tab. Click the Save and Close button at the bottom of the screen until you are ready to upload missing or corrected drawings and/or documents.\ Figure 18: eform Resubmit Task Page 3. After you have identified the missing or corrected drawings and/or documents to upload, click on the project from the eplans main page to open the project page. 4. Upload the drawings and/or documents as instructed on page 9 of this guide. 5. After you have uploaded drawings and/or documents and are satisfied that all the requirements have been met, go to the eform and select the I have uploaded the corrected drawings and/or documents as indicated box and click the Corrections Complete button at the bottom of the form. This will notify the eplans Group that you are ready for a Prescreen Review again. Status of Plan Review for Your Project To view the status of the project when the applicant does not have an assigned task or at any time in the process, click on Project Reports from the Project Screen. Page 17 of 27 Rev. December 2016

18 Figure 19: eplans Project Screen A report window will popup. Select Workflow Routing Slip from the list of reports to see the project history and the current status. Checklist Items and Plan Resubmit After plan review for your project is completed, correction items and/or review comments may require plan corrections or changes. 1. You will receive an notification from the Department requesting corrected plans and/or documents. (The Department does recommend logging into eplans daily to keep track of all active tasks.) Page 18 of 27 Rev. December 2016

19 Figure 21: Applicant Review Resubmit Task 2. Click the link provided in the to access your projects. 3. Once logged in, select the Applicant Resubmit task for the project requiring corrections to accept it and open the eform to access the corrections requested. Figure 22: Active Task List on Project Screen 4. The eform has four sections that provide you with corrections information: a. Review Status b. Review Group (Who requested the corrections) c. Comments/Markups (Clink link to access markups) d. Checklist Items (Located on the Checklist Items tab at the top of the eform) 5. In the Department Review section, the group requesting the corrections is displayed. If there are markups attached, you will see the markup links in the comments/markup section at the bottom of the eform. Page 19 of 27 Rev. December 2016

20 Figure 23: eform view of Review Changemarks and Notes TIP! Make sure to scroll down through the entire eform once open to view all items. 6. Click on the Save and Close button to exit the eform. Figure 23: eform view of Review Changemarks and Notes Cont d. 7. Correct the plan drawings and/or documents as requested. Page 20 of 27 Rev. December 2016

21 Markups and Change Marks Color Standards for Reviews REVIEW GROUP MARKUP NAME MARKUP COLOR Planning PLAN-Initials Teal Engineering ENG-Initials BLUE Building BLDG-Initials Orange Sewer SEW-Initials Brown Plumbing PLBG-Initials Red Mechanical MECH-Initials Green Mapping Map-Initials Purple 1. Standard markup names and colors will be used for each reviewing group for easy identification 2. A markup can have one or more changemarks. 3. A changemark is a plan callout created by review staff to quickly identify a markup and associated comments. 4. Each group changemark will be titled with an issue name for each sheet/file. Figure 24: Plan Markups How to open Files with Markups 1. Click the task link Applicant Resubmit. Click the review link in the markup section to open the file that contains markups for your review and correction. Page 21 of 27 Rev. December 2016

22 Figure 25: Markup List on Plan Sheet 2. Also from the task list click the application/permit number to open the folder view. Select your project number and left click any folder with a markup icon. If markups exist on the file a markup icon ( ) will be displayed. Figure 26: Plan Thumbnail with Markup Icon How to Open Existing Markup Double click the markups icon to open the list of markups attached to the file. To view the markups on the file, check the View box beside the markup name(s) and then click the View button. If there are multiple markups check all of the view boxes and click the Select All for View. This opens the markup window. Click Review: and if applicable, you can select any additional markups open for review. Selecting any of the agencies moves the screen to that changemark and displays the comments. The arrow keys will also take you to the next comment/markup. Click on Publish to save markup as a PDF. (This option also allows you to save the markup as a file or attachment.) Page 22 of 27 Rev. December 2016

23 Figure 27: View of Markup Plan Window Correction items can be exported to Excel by selecting the Correction Items tab and selecting the Export to Excel link. Uploading Corrections 1. When corrections have been made to the Plans and/or documents you are ready to upload again. 2. Corrected plans and/or documents MUST be re-submitted with the EXACT file name as the original submitted file. The system will automatically add a version number to the resubmitted plans and/or documents. If no changes were made to the file a new version will not be created. 3. Verify all corrected plans and documents that have markups or comments have been corrected. Failure to submit corrected plans will result in your re-submittal being returned for corrections again. 4. Applicant comments may be added in the Applicant Response box located in the changemark section of the eform. A narrative explaining the plan corrections it shall be provided with each submission and placed in the document folder and labeled as Plan Corrections Narrative. Page 23 of 27 Rev. December 2016

24 5. Once you have successfully uploaded plans and documents into the correct folders, click on the Applicant Resubmit task. If navigating from the eform you can be in any of the following tabs Review Information, Correction Item, or Folder List. 6. Scroll down and confirm you have completed all tasks by reading and checking each box. Click the Complete button to move your application forward in the review process. Figure 28: eform Acknowledgement for Applicant Resubmit Task TIP! For Land Development Projects the eplans workflow will repeat the review cycle as required to achieve Exploratory, Construction, and Record reviews as applicable for your project. The system will generate a cycle notification for each review within the eplans project. Approved Plans Land Development 1. When the plan review is approved by the review group, you will receive an approval letter in writing via If a Pre-construction meeting is required for your project, scheduling instructions for this meeting will be included in the approval letter. You Approved drawings and/or Approved Documents will not be made available to you until the Application has been signed by the General Manager. 3. When you receive the system generated shown below, this is an indication that you have access to the Approved Drawings and/or Documents in the Agency Approval Folder. 4. Click on Approved Drawings and/or Documents folder to view/download/print the files. Page 24 of 27 Rev. December 2016

25 5. For Recordation Projects: After project approval, the applicant submits mylars and ROD fees to Land Use for project recordation. Figure 29: Approved Plans Notification Building Permits Final Prescreen and Fees When the plan review is approved, staff will perform a final screening of the project for outstanding requirements and fees. You will be sent an if any additional tasks are required to approve the project and issue the permits. Download Plans Applicants can download approved plans and permit documents after the project passes Final Prescreen and Fees. You will be sent an notification. The approved plans and documents need to be present on the jobsite. You can print the files by opening them and clicking on the printer icon as shown to the lower right. Page 25 of 27 Rev. December 2016

26 TIP! The files are large scale plans. If you desire and do not have the ability to print large scale plans you will need to have them printed at a local print shop. You can download all the files using the download icon in the project window. Plan Revisions during Construction After your plans have been approved, sometimes changes arise that require revisions to your approved plans or documents. Building Permit revisions are to be submitted directly to the Land Use Department office as only Land Development plan revisions may be processed in eplans. 1. To do so, login to eplans and enter the project for which you wish to submit a revision. 2. Click the icon near the top right corner of the eplans window. In the subject line put Plan Revisions Requested and in the body of the indicate what items require a revision. 3. Select the submissions group and click Send Once the Submission Group reviews the request, the project will be re-opened and returned to the applicant. Accept the Correction Complete task to open the eform. Revision fees will need to be paid. For Land Development, full payment shall be provided prior to the submission being routed for review through the workflow. 4. After uploading any requested form(s) and all revised plans and/or documents, check the box acknowledging the upload and click Corrections Complete. 5. The review process for the plan revision will begin and the approval process as previously outlined will begin again. Adding a User to the Project/Permit The Department request that the adding of users be done through the eform page once a task has been accepted. Figure 30: eform Screen Add People to Project Section Once the information has been filled in click on invite and you should receive a confirmation on the page that the user was invited into the application. Page 26 of 27 Rev. December 2016

27 In the event another user needs to be added when the applicant does not have a task the following shall be followed to request an authorized user have access to your plans and documents and any other requested corrections, follow the steps outlined below. 1. The Submissions Group needs to know that you would like to add a user to the project for viewing access only. Do this by clicking the eplans window under the application. icon near the top right corner of the Figure 31: Notes View Topics Screen 2. A window will pop up; click the Add Topic button. 3. Select the Add a User to Project category from the dropdown menu. 4. Once the category is selected, provide the subject new user and then provide a description with persons association to the project, their name, and address. Page 27 of 27 Rev. December 2016