4.18.01 Case Study – A Synchronized Building Permit Application cum CLUP Dataset

Mon, 11/26/2007 - 17:00
Once the CLUP and the Zoning Ordinance have been approved, they constitute the basis for a number of different permits, such as the Locational Clearance, Subdivision Development Permit, Plan Approval, Building Permit and Business Permit. In the period before a revision of the CLUP is needed or decided on, these permits form a useful source of information and serves as a barometer for the land use development/changes in the respective municipality. The situation in Ormoc City regarding Building Permits is as follows: Situation Today The Building Permit is issued by the City Engineering Department, which also acts as the Office of the Building Official. There is a special Building Permit Section assigned for the task. The Building Permit, which actually consists of six licenses: line and grade / geodetic / tax-mapping (mandatory); architectural (mandatory); structural (mandatory); electrical (mandatory); sanitary / plumbing (mandatory); mechanical (optional), is recorded by hand in a ‘log book.’ Aside from the signed rubber stamp marks on the building plans the logbook is the only documentation. The following records are captured for each Building Permit and comments are also made in case a digital (GIS) database system will be introduced:
Recorded Today: GIS Harmonization: ‘Building Permit #’, for example 2K504124-B which is a unique ID number with the coding ‘2K5’ refers to year 2005; 04 refers to the month of April; 124 refers to a serial number of 3 alphanumeric (which means that maximum 999 permits can be issued per month); ‘-B’ refers to type of permit, which is Building Permit or it could also be O(ccupancy); F(encing); R(enovation) or D(emolition). In a table object context proposed for a GIS, the unique number should be simplified to ‘2005 (year) 04 (month) 124 (serial number). The date recorded refers to when the application is forwarded (logged) to the Building Permit Section. The time for the approval process can obviously be measured by comparing with the ‘Date Issued’ data below. ‘Type of permit’ should be in a separate column. Likewise, as in most cases, a Locational Clearance has to secured before the Building Permit and it is therefore useful to include that Unique ID into the dataset for easy reference. It was not clear how the licenses were recorded, so maybe a special column is needed. ‘Date Issued’, for example September 10, 2005 If the existing Building Permit # (which also has a time annotation in the existing Logbook) indicates that there is a time gap between when the application was received and the permit granted, ‘Date Issued’ is justified. ‘’Name of Owner’ which also include an address (always the barangay, sometimes a street name) of the location of the building site (and not necessarily where the owner is residing) The data should be separated to be clear: the ‘Name of Owner’ (which is actually the name of the Applicant) in one column and the ‘site address’ in another column. At the moment, Ormoc City has no functioning digital cadastre, which, aside from the Barangay would be a good address. Currently a name of the street/road will help to define the location. In the GIS it is always possible to retrieve latitude and longitude if the location has been recorded by a GPS. ‘Payment #’, which is the number of the receipt when the permit fee was paid   ‘Amount Paid and ‘Date of Receipt’ Needs to be divided in two columns, one for ‘Amount Paid’ and another column for ‘Date of Receipt.’ The date of the receipt must always precede the release of the Building Permit. ‘Floor Area’ (in Sq. M) which is the component the fee is calculated from   ‘Estimated project cost’ which is the component the fee is calculated from in case the Floor Area is not possible to define   ‘Type of Building’ (and also the number of floors) which could be Residential, Apartment, Commercial, Institutional, Industrial. It is not clarified if these ‘types’ are the same as the zoning classifications. Needs to be divided in two columns, one for ‘Type of Building’ and another column for ‘Number of Storeys’ ‘Signature of the Applicant’ It is not clear what the purpose of the signature is. It cannot be encoded in a GIS without the ‘digital signature’ process, which would be quite superfluous, as some kind of notification will be given to the Applicant in any case.
Attempts have been made by the staff to organize the data in a digital format but malfunctioning hardware has restricted the efforts. Proposal The proposal presents a very simplistic system based on the current ‘computer appreciation level’ in Ormoc City. The system can in the future be developed into a more sophisticated method such as a network corporate solution. 1 The Building Permit Logbook is translated into a digital format with the adjustments noted above. MS Excel is used and the spreadsheet will have the following content: (Sample Records Here!) 2 A date for the change of mode is decided on, which will give enough time for preparation such as procuring hardware, installing software and conduct of the necessary training. (1 January 2006?) 3 From the agreed date onwards, building permit applications will be encoded in a digital format using MS Excel. Eventually double entry bookkeeping must be done until the staff feel confident with the new system. 4 At the first inspection / visit, staff from the Engineering Office brings a handheld GPS and takes a reading of the building site. Depending on the staff’s skills and experience, the capturing of each location will be done using the same methodology as detailed in Chapter… or more sophisticated recording will be made. 5 The GPS recordings from building sites will be handed over to the planning unit at regular intervals. The planning staff will translate the GPS readings into locations on the digital map of Ormoc City.
Distribution of Responsibilities The Building Permit Unit under Engineering will be the prime user of the Municipal Building Permit GIS and consequently be the ‘caretaker’ or custodian of the table objects of the Excel spreadsheets. The Planning Unit, which has the overall responsibility of spatial data in Ormoc City, will handle the task of keeping the building permit site map layer up to date. Hardware Requirements An up to date computer, an A3 printer and a GPS are needed for the GIS. The GPS and the printer can be used by other units within the Engineering Department. The cost for the hardware will be about ???? Pesos. Software MS Office with Excel is needed to manage the table object database. The Planning Unit will need GIS software such as Arc View and Arc Reader to provide the GIS to the Building Permit Unit. A freeware browser can be used by the Building Permit Unit in the beginning and later on ArcIMS can be used. The initial cost will be Pesos? however, the cost can be shared as the system will be used to serve all other municipal offices. Training Basic training in Windows and MS Office is needed (2-3 days?), including instructions on how to browse and print information from the GIS (1 day). Training on how to use a GPS is also needed (half day). The Planning Unit has skills in all operations needed to manage the GIS. Advantages The data is secure provided that regular backups of the ‘digital logbook’ are done. What will happen today if the existing hardcopy logbook is stolen or if there is a fire destroying the logbook? There is a great advantage for a digital archiving because it is easier to search, analyze and reproduce. The Building Permit Unit will have a comprehensive and transparent documentation of its tasks and will be able to analyze, monitor, make projections, and present the essentials. If the data is properly encoded in the system it can answer questions such as:
  1. ‘Show me the different types of building permits for 2006 and the distribution over the City’;
  2. ‘Show me which Barangay has the most intensive building activity in 2006’;
  3. ‘Show me if there are Building Permits in 2006, which have not been proceeded by a Locational Permit
  4. ‘Show me (on a map) projects which permits have not been paid’;
  5. ‘Show me how much revenue can be collected for 2006’;
  6. ‘Give me the names of all the applicants who have not paid their fees’.
The Planning Unit will have a good picture of what’s going on in the municipality with regard to land use changes, and this is very useful information in the next revision of the CLUP. Similar GIS application can be made for the Locational Clearance documentation, at it will be easier to start with this one since the Planning Unit is in charge of issuing these. Getting a building permit is a long way from a one-stop-shop process as it is now. It is a tedious exercise for the applicant to get all the signatures for the permit. Nine signatures are needed today from different persons whose availability might be restricted and lengthen the process. Digital archiving will definitely facilitate a transition to a more client friendly system.,
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04.18.01_BuildingPermit.pdf533.41 KB
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