Building a Better Austin: Action Steps

Dataset

Name Value
Catalog Link
Metadata Link
Data: JSON 100 Rows
Data: CSV 100 Rows
Host data.austintexas.gov
Id 6s5y-evgf
Name Building a Better Austin: Action Steps
Attribution Development Services Department (DSD) and Planning and Zoning Department (PAZ)
Category Government
Tags zucker, action plan, dsd, paz, development, services, planning, zoning, permitting, building, permits, site plan, subdivision, historic, one stop shop, one texas center, land development code, pdr…
Created 2015-07-10T16:24:23Z
Publication Date 2017-01-30T14:14:44Z

Description

Action steps for Development Services Department (DSD) and Planning and Zoning Department (PAZ) to address the Zucker final report received in May 2015.

Additional information is located at www.austintexas.gov/roadmap.

Columns

| Included | Schema Type    | Field Name                                   | Name                                          | Data Type | Render Type |
| ======== | ============== | ============================================ | ============================================= | ========= | =========== |
| No       | time           | :updated_at                                  | updated_at                                    | meta_data | meta_data   |
| Yes      | series tag     | priority_area                                | Priority Area                                 | text      | text        |
| Yes      | series tag     | work_group                                   | Work Group                                    | text      | text        |
| Yes      | series tag     | contact_name                                 | Contact Name                                  | text      | text        |
| Yes      | numeric metric | rec                                          | Rec #                                         | number    | number      |
| Yes      | series tag     | zucker_recommendation                        | Zucker Recommendation                         | text      | text        |
| Yes      | series tag     | staff_feedback                               | Staff Feedback                                | text      | text        |
| Yes      | series tag     | department_recommendations_and_action_step_s | Department Recommendations and Action Step(s) | text      | text        |
| No       |                | start_date                                   | Start Date                                    | text      | text        |
| No       |                | end_date                                     | End Date                                      | text      | text        |
| Yes      | series tag     | financial_considerations                     | Financial Considerations                      | text      | text        |
| Yes      | series tag     | one_time_or_operating_cost                   | One-time or Operating Cost                    | text      | text        |
| Yes      | numeric metric | zucker_recommended_phase                     | Zucker Recommended Phase                      | number    | number      |
| Yes      | series tag     | status_as_of_september_10_2015               | Status as of September 10, 2015               | text      | text        |
| Yes      | series tag     | status_as_of_november_10_2015                | Status as of November 10, 2015                | text      | text        |
| Yes      | series tag     | status_as_of_january_10_2016                 | Status as of January 10, 2016                 | text      | text        |
| Yes      | series tag     | status_as_of_march_10_2016                   | Status as of March 10, 2016                   | text      | text        |
| Yes      | series tag     | status_as_of_july_10_2016                    | Status as of July 10, 2016                    | text      | text        |
| Yes      | series tag     | january_10_2017                              | Status as of January 10, 2017                 | text      | text        |

Time Field

Value = updated_at
Format & Zone = seconds

Series Fields

Excluded Fields = start_date,end_date

Data Commands

series e:6s5y-evgf d:2017-01-30T14:13:51.000Z t:status_as_of_march_10_2016="Qless software will have a soft launch on Monday, March 7, 2016. Supervisors and the manager received Qless usernames and passwords this week. JMM" t:status_as_of_july_10_2016="The launch in Residential Plan Review was delayed to change the interface to have the functionality to sign up for multiple work units at one kiosk. JMM" t:financial_considerations=None t:status_as_of_september_10_2015="The Development Services Department is currently evaluating QLess software in order to capture the customer's actual reason for visiting. It is imperative that one of the reason's be ""code violation"" in Residential Plan Review due to the impact ACD has on our process, which was never fully considered." t:department_recommendations_and_action_step_s="The recommendation stems from the programming used in the Customer Wait System. A drop down menu is used to select the purpose of a customer's visit. The Plan Review staff will work with the Information Technology staff to identify and implement programming changes." t:status_as_of_january_10_2016="Customer's reasons for visiting the Development Services Department web site using the QLess software have been identified for Residential Plan Review and employee accounts for the QLess software are being created. As of early January, 2016 a projected completion date is still pending." t:work_group="Residential
Plan Review" t:status_as_of_november_10_2015="New tracking tools were made available to DSD management during the late summer which has enhanced the ability of management to track and address staffing needs.  DSD is in the process of hiring a new division manager.  evelopmen of productivity measure and staffing needs assessments will be worked on by the AD and DM beginning in the second quarter of FY2016." t:zucker_recommendation="Counter staff should be more specific in identifying the purpose of a customer?s visit to the Department." t:priority_area=Technology t:staff_feedback="This item requires additional research." t:january_10_2017="The launch in Residential Plan Review was delayed due to an error in Qless reporting the wrong employee name.  The error has been corrected and the launch is scheduled to occur February 1, 2017.  BMC" t:contact_name="Beth Culver" t:one_time_or_operating_cost=0 m:rec=293 m:zucker_recommended_phase=1

series e:6s5y-evgf d:2017-01-30T14:13:51.000Z t:status_as_of_march_10_2016="Work is ongoing related to the development of checklists for the various types of plan review performed by the Residential Plan Review staff. The checklists will be one of the audit tools for supervisors to evaluate the quality of our plan review activities. JMM" t:status_as_of_july_10_2016="Work is ongoing related to the development of checklists for the various types of plan review performed by the Residential Plan Review staff. The checklists will be one of the audit tools for supervisors to evaluate the quality of our plan review activities. JMM" t:financial_considerations=None t:status_as_of_september_10_2015="Formal checklists have been made for technical plan review. Zoning review checklists still need to be made. Frequency and type of applications to audit are still under review." t:department_recommendations_and_action_step_s="Manager will conduct periodic audits and develop formal checklists, use checklists to audit completed plan reviews by staff. Criteria will be established for quality assurance testing that will include random sampling of completed Residential Review cases for completeness, accuracy and service delivery." t:status_as_of_january_10_2016="Work is ongoing related to the development of checklists for the various types of plan reivew performed by the Residential Plan Review staff.  The checklists will be one of the audit tools for supervisors to evaluate the quality of our plan reivew activities." t:work_group="Residential
Plan Review" t:status_as_of_november_10_2015="Plan review staff has begun weekly staff meetings to address consistency and training needs.  All residential staff attended between 1 and 3 days of training in the last week of September.  The Building Official is meeting bi-weekly with division managers and monthly with all supervisors.  Training needs will be an ongoing topic for these meetings." t:zucker_recommendation="The supervisors for the zoning reviewers and technical building code reviewers should implement a comprehensive audit program to confirm that high quality services are being consistently being provided." t:priority_area="Management/ Communication" t:staff_feedback=Concur t:january_10_2017="Work is ongoing related to the development of checklists for the various types of plan review performed by the Residential Plan Review staff. The checklists will be one of the audit tools for supervisors to evaluate the quality of our plan review activities. Audit program to be developed using checklists and existing comment library. BMC" t:contact_name="Beth Culver" t:one_time_or_operating_cost=N/A m:rec=301 m:zucker_recommended_phase=2

series e:6s5y-evgf d:2017-01-30T14:13:51.000Z t:status_as_of_march_10_2016="Same as above. Due to start on May 2016. JMM" t:status_as_of_july_10_2016="Zoning checklists have been delayed by Development Services Manager. Checklists will be operational before next status update. JMM" t:financial_considerations=None t:status_as_of_september_10_2015="Formal checklists have been made for technical plan review. Zoning review checklists still need to be made. Frequency and type of applications to audit are still under review." t:department_recommendations_and_action_step_s="This recommendation is similar to #301. Manager will develop formal checklists, use checklists to audit completed plan reviews by staff." t:status_as_of_january_10_2016="Managers and supervisors are still working with DSD IT personnel to refine including methods for exporting and presenting data according to individual performance measures. Zoning checklists are still pending.  JMM" t:work_group="Residential
Plan Review" t:status_as_of_november_10_2015="Ride outs have been in progress for residential plans review staff since the start of the 2016 fiscal year.  The buidling official will be working with the new division manager starting in January, 2016 to extend this process to the commercial plan reivew staff." t:zucker_recommendation="The Building Official should direct the Residential Services Manager to implement a comprehensive audit program for the work performed by the Zoning Plan Review and Technical Plan Review staff." t:priority_area="Performance Standards" t:staff_feedback=Concur t:january_10_2017="Zoning checklists were delayed by previous Development Services Manager.  Division Manager will work with supervisors for develping Zoning checklist as the vacant position is filled.  BMC" t:contact_name="Beth Culver" t:one_time_or_operating_cost=N/A m:rec=307 m:zucker_recommended_phase=1

Meta Commands

metric m:rec p:integer l:"Rec #" t:dataTypeName=number

metric m:zucker_recommended_phase p:integer l:"Zucker Recommended Phase" t:dataTypeName=number

entity e:6s5y-evgf l:"Building a Better Austin: Action Steps" t:attribution="Development Services Department (DSD) and  Planning and Zoning Department (PAZ)" t:url=https://data.austintexas.gov/api/views/6s5y-evgf

property e:6s5y-evgf t:meta.view v:id=6s5y-evgf v:category=Government v:attributionLink=http://www.austintexas.gov/roadmap v:averageRating=0 v:name="Building a Better Austin: Action Steps" v:attribution="Development Services Department (DSD) and  Planning and Zoning Department (PAZ)"

property e:6s5y-evgf t:meta.view.license v:name="Public Domain"

property e:6s5y-evgf t:meta.view.owner v:id=g2b7-fzfu v:screenName=Julia v:displayName=Julia

property e:6s5y-evgf t:meta.view.tableauthor v:id=g2b7-fzfu v:screenName=Julia v:roleName=publisher v:displayName=Julia

Top Records

| :updated_at | priority_area               | work_group                                      | contact_name                    | rec | zucker_recommendation                                                                                                                                                                                                                                                                           | staff_feedback                          | department_recommendations_and_action_step_s                                                                                                                                                                                                                                                                     | start_date | end_date | financial_considerations | one_time_or_operating_cost | zucker_recommended_phase | status_as_of_september_10_2015                                                                                                                                                                                                                                                                                 | status_as_of_november_10_2015                                                                                                                                                                                                                                                                                                                                              | status_as_of_january_10_2016                                                                                                                                                                                                                                                                   | status_as_of_march_10_2016                                                                                                                                                                                                                                             | status_as_of_july_10_2016                                                                                                                                                                                                                                              | january_10_2017                                                                                                                                                                                                                                                                                                                                                                                                             | 
| =========== | =========================== | =============================================== | =============================== | === | =============================================================================================================================================================================================================================================================================================== | ======================================= | ================================================================================================================================================================================================================================================================================================================ | ========== | ======== | ======================== | ========================== | ======================== | ============================================================================================================================================================================================================================================================================================================== | ========================================================================================================================================================================================================================================================================================================================================================================== | ============================================================================================================================================================================================================================================================================================== | ====================================================================================================================================================================================================================================================================== | ====================================================================================================================================================================================================================================================================== | =========================================================================================================================================================================================================================================================================================================================================================================================================================== | 
| 1485785631  | Technology                  | Residential Plan Review                         | Beth Culver                     | 293 | Counter staff should be more specific in identifying the purpose of a customer?s visit to the Department.                                                                                                                                                                                       | This item requires additional research. | The recommendation stems from the programming used in the Customer Wait System. A drop down menu is used to select the purpose of a customer's visit. The Plan Review staff will work with the Information Technology staff to identify and implement programming changes.                                       | Nov-2015   | Mar-2016 | None                     | 0                          | 1                        | The Development Services Department is currently evaluating QLess software in order to capture the customer's actual reason for visiting. It is imperative that one of the reason's be "code violation" in Residential Plan Review due to the impact ACD has on our process, which was never fully considered. | New tracking tools were made available to DSD management during the late summer which has enhanced the ability of management to track and address staffing needs.  DSD is in the process of hiring a new division manager.  evelopmen of productivity measure and staffing needs assessments will be worked on by the AD and DM beginning in the second quarter of FY2016. | Customer's reasons for visiting the Development Services Department web site using the QLess software have been identified for Residential Plan Review and employee accounts for the QLess software are being created. As of early January, 2016 a projected completion date is still pending. | Qless software will have a soft launch on Monday, March 7, 2016. Supervisors and the manager received Qless usernames and passwords this week. JMM                                                                                                                     | The launch in Residential Plan Review was delayed to change the interface to have the functionality to sign up for multiple work units at one kiosk. JMM                                                                                                               | The launch in Residential Plan Review was delayed due to an error in Qless reporting the wrong employee name. The error has been corrected and the launch is scheduled to occur February 1, 2017. BMC                                                                                                                                                                                                                       | 
| 1485785631  | Management/ Communication   | Residential Plan Review                         | Beth Culver                     | 301 | The supervisors for the zoning reviewers and technical building code reviewers should implement a comprehensive audit program to confirm that high quality services are being consistently being provided.                                                                                      | Concur                                  | Manager will conduct periodic audits and develop formal checklists, use checklists to audit completed plan reviews by staff. Criteria will be established for quality assurance testing that will include random sampling of completed Residential Review cases for completeness, accuracy and service delivery. | Oct-2016   | May-2017 | None                     | N/A                        | 2                        | Formal checklists have been made for technical plan review. Zoning review checklists still need to be made. Frequency and type of applications to audit are still under review.                                                                                                                                | Plan review staff has begun weekly staff meetings to address consistency and training needs.  All residential staff attended between 1 and 3 days of training in the last week of September.  The Building Official is meeting bi-weekly with division managers and monthly with all supervisors.  Training needs will be an ongoing topic for these meetings.             | Work is ongoing related to the development of checklists for the various types of plan reivew performed by the Residential Plan Review staff. The checklists will be one of the audit tools for supervisors to evaluate the quality of our plan reivew activities.                             | Work is ongoing related to the development of checklists for the various types of plan review performed by the Residential Plan Review staff. The checklists will be one of the audit tools for supervisors to evaluate the quality of our plan review activities. JMM | Work is ongoing related to the development of checklists for the various types of plan review performed by the Residential Plan Review staff. The checklists will be one of the audit tools for supervisors to evaluate the quality of our plan review activities. JMM | Work is ongoing related to the development of checklists for the various types of plan review performed by the Residential Plan Review staff. The checklists will be one of the audit tools for supervisors to evaluate the quality of our plan review activities. Audit program to be developed using checklists and existing comment library. BMC                                                                         | 
| 1485785631  | Performance Standards       | Residential Plan Review                         | Beth Culver                     | 307 | The Building Official should direct the Residential Services Manager to implement a comprehensive audit program for the work performed by the Zoning Plan Review and Technical Plan Review staff.                                                                                               | Concur                                  | This recommendation is similar to #301. Manager will develop formal checklists, use checklists to audit completed plan reviews by staff.                                                                                                                                                                         | Sep-2016   | May-2016 | None                     | N/A                        | 1                        | Formal checklists have been made for technical plan review. Zoning review checklists still need to be made. Frequency and type of applications to audit are still under review.                                                                                                                                | Ride outs have been in progress for residential plans review staff since the start of the 2016 fiscal year. The buidling official will be working with the new division manager starting in January, 2016 to extend this process to the commercial plan reivew staff.                                                                                                      | Managers and supervisors are still working with DSD IT personnel to refine including methods for exporting and presenting data according to individual performance measures. Zoning checklists are still pending. JMM                                                                          | Same as above. Due to start on May 2016. JMM                                                                                                                                                                                                                           | Zoning checklists have been delayed by Development Services Manager. Checklists will be operational before next status update. JMM                                                                                                                                     | Zoning checklists were delayed by previous Development Services Manager. Division Manager will work with supervisors for develping Zoning checklist as the vacant position is filled. BMC                                                                                                                                                                                                                                   | 
| 1485785631  | Performance Standards       | Residential Plan Review                         | Beth Culver                     | 308 | The work performed by the intake staff should be audited periodically to confirm completeness checks are comprehensive and consistent.                                                                                                                                                          | Concur                                  | Periodic audits of work by the intake staff will be conducted. This step will require the development of formal procedures to audit completed intake documentation by staff.                                                                                                                                     | Oct-2016   | May-2017 | None                     | N/A                        | 2                        | The intake process is under review.                                                                                                                                                                                                                                                                            | This item or activities related to this item will begin on the start date indicated.                                                                                                                                                                                                                                                                                       | The intake process is under review. JMM                                                                                                                                                                                                                                                        | ePLan will require a more thorough level of completeness check once it is implemented. JMM                                                                                                                                                                             | As ePLAN progresses there will be a more thorough idea of what is needed on completeness checklist for Intake staff. Intake guidance documents for the paper process are under review for revisions to them. JMM                                                       | ePlan business processes are in development. Audit program will be developed in conjunction with ePlan business process. BMC                                                                                                                                                                                                                                                                                                | 
| 1485785631  | Management/ Communication   | Residential Plan Review                         | Beth Culver                     | 309 | Express Plan Reviews should not be assigned to senior level Plans Examiners.                                                                                                                                                                                                                    | Concur                                  | The current practice is that Express Plan Reviews are not assigned to senior level Plans Examiners, but rather, Express Plan Reviews are assigned to a Planner I.                                                                                                                                                | Complete   | Complete | None                     | 0                          | 2                        | Completed.                                                                                                                                                                                                                                                                                                     | The Assistant Director has completed a third draft of the career progression and credentialling recommendation for consideration by HR.                                                                                                                                                                                                                                    | Completed.                                                                                                                                                                                                                                                                                     | Completed.                                                                                                                                                                                                                                                             | Completed.                                                                                                                                                                                                                                                             | Completed.                                                                                                                                                                                                                                                                                                                                                                                                                  | 
| 1485785631  | Project Managers/ Processes | Residential Plan Review                         | Beth Culver                     | 310 | The Residential Review Section should prepare a very simplistic flow chart as an introduction to the more detailed requirements of the permit submittal process.                                                                                                                                | Concur                                  | A simplified flow chart with clearly stated notes on limitations will be created for customers who are not design professionals. The staff will need to determine how much information on such a chart is essential for the customer's success.                                                                  | Complete   | Complete | None                     | N/A                        | 1                        | Completed.                                                                                                                                                                                                                                                                                                     | Microstrategy dashboards have been created now to measure individual performance measures as well as a comparison of the groups performance standards. This dashboard was released on November 4, 2015 and we are working on  tweaks to the data. JMM                                                                                                                      | Completed.                                                                                                                                                                                                                                                                                     | Completed.                                                                                                                                                                                                                                                             | Completed.                                                                                                                                                                                                                                                             | Completed. Webpage redevelopment underway, including proposed videos, which will include improved guidance for customers. BMC                                                                                                                                                                                                                                                                                               | 
| 1485785631  | Technology                  | Residential Plan Review                         | Beth Culver                     | 311 | Staff from the Residential Intake counter should work with Plans Examiners to confirm all required information has been entered into AMANDA and there are no outstanding expired permits for the property before they advise the applicant that their permit application is ready to be issued. | Concur                                  | Development Services Information Technology Staff will work with the Permit Center Manager to ensure that plan review staff know what information is required for permits to be issued and ensure that staff enter required information.                                                                         | Jul-2015   | Dec-2015 | None                     | N/A                        | 1                        | Residential Plan Review staff is waiting on the Permit Center for a detailed list of deficiencies related to issuing a building permit.                                                                                                                                                                        | The intake process is under review.                                                                                                                                                                                                                                                                                                                                        | Residential Plan Review staff needs information from the Permit Center including a detailed list of deficiencies in plan reivew output that are related to issuing a building permit.                                                                                                          | Residential Plan Review staff needs information from the Permit Center including a detailed list of deficiencies in plan review output that are related to issuing a building permit.                                                                                  | Residential Plan Review staff needs information from the Service Center (formerly Permit Center) including a detailed list of deficiencies in plan review output that are related to issuing a building permit. JMM                                                    | Deputy Building Official clarified requirements for issuance of permit when an expired permit exists on the property 7/13/2016. Information requested from Service Center manager if additional deficiencies are still outstanding. BMC                                                                                                                                                                                     | 
| 1485785631  | None listed                 | Residential Design and Compatibility Commission | Beth Culver                     | 456 | Revise the Land Development Code (LDC) Subchapter F provisions now to reassign the responsibilities of the Residential Design and Compatibility Commission (RDCC) to the Zoning Board of Adjustment.                                                                                            | Concur                                  | On May 7, 2015, the City Council dissolved the Residential Design and Compatibility Commission (RDCC). All former site development regulations such as Subchapter F are now required to be heard by the BOA.                                                                                                     | Complete   | Complete | None                     | N/A                        | 1                        | Completed.                                                                                                                                                                                                                                                                                                     |                                                                                                                                                                                                                                                                                                                                                                            | Completed.                                                                                                                                                                                                                                                                                     | Completed.                                                                                                                                                                                                                                                             | Completed.                                                                                                                                                                                                                                                             | Completed                                                                                                                                                                                                                                                                                                                                                                                                                   | 
| 1485785631  | None listed                 | Residential Design and Compatibility Commission | Beth Culver                     | 457 | Encourage that individual Residential Design and Compatibility Commission (RDCC) members, if desired, be appointed to the CodeNEXT Steering Committee, Planning Commission, Design Commission, or Zoning Board of Adjustment.                                                                   | Concur                                  | On May 7, 2015, the City Council dissolved the Residential Design and Compatibility Commission (RDCC). William Burkhart, formerly with RDCC, now sits on the Board of Adjustment as appointed by Council Member Kitchen's office.                                                                                | Complete   | Complete | None                     | N/A                        | 2                        | Completed.                                                                                                                                                                                                                                                                                                     |                                                                                                                                                                                                                                                                                                                                                                            | Completed.                                                                                                                                                                                                                                                                                     | Completed.                                                                                                                                                                                                                                                             | Completed. Update one RDCC member is the Chair of the Board of Adjustment and one other has been appointed to the Planning Commission. No other former RDCC members have been appointed to any board or commission. JMM                                                | Completed.                                                                                                                                                                                                                                                                                                                                                                                                                  | 
| 1485785631  | Project Managers/ Processes | Residential Plan Review                         | Beth Culver and Jerry Rusthoven | 313 | The Director should instruct management staff to prepare a comprehensive Zoning Interpretations Manual which should be available to both staff and the public.                                                                                                                                  | Concur                                  | Management will develop a Zoning Manual for use by Planning and Zoning and Development Services personnel and the public.                                                                                                                                                                                        | Jan-2016   | May-2016 | None                     | N/A                        | 1                        | This item or activities related to this item will begin on the start date indicated.                                                                                                                                                                                                                           | Completed.                                                                                                                                                                                                                                                                                                                                                                 | This item or activity related to this item will being on the start date indicated.                                                                                                                                                                                                             | The Development Services Manager of Residential Plan Review will be meeting with the Development Services Manager of Planning and Zoning to develop a comprehensive approach to a Zoning Interpretation Manual. JMM                                                    | Zoning Interpretation Manual has been delayed by Development Services Manager and PAZ. Zoning Interpretation Manual will be operational and subject to open appeals before next status update. JMM                                                                     | Delayed by Development Services Division Manager. PAZ has elected to not be involved in the manual development. In September 2016 the Law department advised DSD to adopt the manual by rule or clearly posted guideline. CodeNEXT may eliminate the need for many current interpretations. DSD to work on establishing the format for the manual but may hold on interpretations until the CodeNEXT draft is released. BMC |