MODEL #99-16
EFFECTIVE USE OF COMPUTERS
FAIRFAX COUNTY, VIRGINIA

EXECUTIVE SUMMARY

Jurisdiction Statistics (FY ‘97):

Regulatory Areas:

PROBLEM:

Fairfax County’s Department of Environmental Management (DEM)* wanted to implement an automated system to complement and improve the efficiency of their entire building regulatory process.

*(DEM now operates as the Department of Public Works and Environmental Services in Fairfax County)

SOLUTION:

DEM implemented a comprehensive computerized plan review, inspections, and permitting system centered around specialized databases and an automated telephone system.

DESCRIPTION:

Within the fiscal constraints of the County and under the strategic direction of the governing body, DEM continues to avail itself of state-of-the-art technology to increase its operations efficiency and responsiveness to the public for service and information.

There are three mainframe computer systems supporting the County’s land development process:

The land development regulatory review process often begins with rezoning a parcel or obtaining a special permit or special exception to enable a proposed structure or subdivision to comply with zoning requirements. The Office of Comprehensive Planning uses the RAPS computer system to track data related to rezonings, special permits, and special exceptions. RAPS maintains information about a site by parcel number, address, owner, type of zoning action requested, and the status of the request. RAPS files are available to other involved in the subsequent steps of the development process.

After zoning issues have been resolved, the developer submits a site plan or subdivision plan to the Division of Design Review of DEM. The plan will show the location of the structure(s); the grading, sewer, and water locations; parking lots; streets; sidewalks; and other improvements associated with the proposed project as well as features of the site such as problem soils and easements. The Division of Design Review uses the PAMS computer system to create a tracking number for the plan, record plan review and inspection fees, and track the plan through the necessary review agencies (Department of Transportation, Park Authority, Department of Public Works, etc.). Important features on the plan such as problem soils, easement requirements, number of structures, and parking spaces are also recorded into PAMS. The PAMS system also maintains information on the status of bonds which guarantee the construction of public improvements and records the number and type of site inspections performed as construction continues.

As soon as a site or subdivision plan is submitted and logged in to the PAMS system, the building permit application and associated structural plans can be submitted to DEM’s Permit Application Center. From this point, code enforcement activities related to the construction of buildings and structures are handled by ISIS. The Permit Application Center, which is part of the Division of Inspection Services (DIS), uses the ISIS Permit Module to create a permit record, calculate the permit fee in accordance with a county fee schedule, and record pertinent data about the proposed project– location, owner, contractor, contractor licensing information, and project work description. The ISIS Permit Module maintains plan approval information as well as the approvals and comments of other permit review agencies such as the Health Department, Department of Public Works, and Zoning.

The ISIS Permit Module assigns a plan tracking number to each plan accepted for review. This plan number forms a link to the ISIS Building Plan Review Module, which tracks each building plan as to where it is in the queue, i.e., under review (and by which reviewing entity), awaiting correction, or returned to the submitting engineer. The Module also tracks plan approval status and relevant information about the structure, e.g., use group, fire rating, and type of construction.

Once the permits are issued, the ISIS Inspections Module records both requests for inspections and inspection results. Inspections can be scheduled by calling the inspection request center, where operators access the computer records for an approved permit and schedule the inspection for the requested date. Inspections can also be scheduled 24 hours a day, seven days a week by accessing the Automated Voice Response Inspection Request System via touch tone telephone. Each evening, a batch program is run against the file to produce a printout of inspections requested for the next day. The inspections are sorted by the inspection branch and inspector for distribution the next morning.

Inspection results are recorded by each inspector using a hand-held computer terminal that accompanies the inspector into the field. The inspection results recorded are then downloaded via a built-in modem into the ISIS Inspections Module on the mainframe at the end of the business day. Overnight, the mainframe system is updated with the inspection results. Any inspection which was requested but not performed will again be printed in the overnight batch processing and will appear in the inspector’s workload for the next day.

The Automated Voice Response System also allows the public 24-hour a day access to plan, permit, and inspection status information. The system is particularly useful for builders scheduling inspections.

DEM has also developed and continues to develop computer applications on personal computers to supplement data maintained on the mainframe systems. Applications include support for the Special Inspections program, sanitary sewer tracking, cross-connection of water lines, storm water management, contractor licensing, and many others. An indexed DIS Policy Manual has also been established on a database. A correspondence tracking system handles the numerous inquiries requiring rapid response to citizens, industry, and contractors as well as the governing body and County staff.

Computers also form the foundation of DEM’s communication efforts. DEM uses Computer Aided Design software to create technical drawings for inclusion in regulatory documents such as the Public Facilities Manual (which provides guidance to developers on the requirements for design and construction of public facilities) and handouts for typical homeowner construction projects (see Model # 99-13, Use of Handouts in Lieu of Plan Review). A departmental internet vial built-in model website posts important departmental announcements such as upcoming training sessions for industry, departmental phone numbers, directions to County offices, and handouts for typical construction projects that can be downloaded.

DEM has also installed a Local Area Network (LAN) that makes many of the personal-computer based applications available throughout the department. The LAN makes data available to staff members that need it, improving customer service while providing physical security of data. The LAN has a backup system to ensure continuous, uninterrupted service.

 

RESULTS:

Also under construction is a land development system designed to replace the current stand-alone RAPS, PAMS, and ISIS systems. The RAPS portion of LDS is currently operational. The new system will serve as a single repository for all land development data. While the current systems have served well in supporting departmental functions, they are not interactive. In some instances, approvals must be obtained directly from review entities located outside of the Community Development Center, so that applicants must visit more than one location to obtain a permit. In addition, the same data must be entered separately into each system. The new integrated system will store and share data, thus precluding duplicative input. The new system will have a relational database which will accommodate changes much more easily than the current systems. This is particularly important when changes in laws and regulations dictate process changes within short time frames.

 

EVALUATION BY STREAMLINING COMMITTEES:

Advantages

Drawbacks

 

IMPLEMENTATION:

This program was implemented by administrative action of DEM. The implementation costs for the mainframe systems were as follows: RAPS-- $100,000; PAMS-- $500,000; ISIS-- $800,000 - $1 million.

Monetary savings accrued by the land development automated systems are best considered in terms of cost avoidance. If the RAPS, PAMS, and ISIS systems were to fail, additional personnel and the space to support them would be required at an estimated cost of $6.5 million annually.

Pages 4 & 5 of the program report discusses the management reports produced to quantify the effectiveness of these automation tools.

 

FOR MORE INFORMATION OR ASSISTANCE IN CONSIDERING THE USE OF THIS MODEL, PLEASE CONTACT:

Zofia A. Zager

Or NCSBCS STAFF:
Carolyn Fitch
National Conference of States on Building Codes and Standards
505 Huntmar Park Drive, Suite 210
Herndon, VA 20170
Phone: (703) 437-0100
FAX:    (703) 481-3596
Email: cfitch@ncsbcs.org