Facilities Development Division - CA OSHPD Meetings... · 06/12/2016 · Facilities Development...

transcript

Facilities Development DivisionCalifornia’s Building Department for Hospitals

Kerrilee Blunt, Executive AssistantPaul A. Coleman, Architect, Deputy Director

Gary Dunger, Fire Marshal, Manager eServicesMartin Fox, Associate Construction Analyst

Roy Lobo, Ph.D., S.E., Principal Structural EngineerGordon Oakley, Fire Marshal, Deputy Division Chief

Chris Tokas, S.E., Deputy Division ChiefKen Yu, Manager Division Support Section

HBSB UpdateDecember 07, 2016

Plan Review and Field Performance Update

$13.19

$3.43 $0.89

$10.00

$15.00

$20.00

$25.00

Totals In Review Pending Construction Start Under Construction In Closure

Workload in Construction Values 2012+57

Workload in Construction Values for projects in Collaborative Plan Review - Custody Status

1 B $0

B $0.4

$0.00 B

$0.50 B

$1.00 B

$1.50 B

$2.00 B

$2.50 B

CentralRegion

CoastalRegion

North Region Rapid ReviewUnit

North LosAngelesRegion

South LosAngelesRegion

South Region Sum

Workload Construction Values for projects in the Plan Review State - Custody Status

In Office

With designers

Total= $2,472,192,059

Not Including Collaborative Review Projects

History of Custody in Terms of Project Costs

No. of Reviews Year 2016-Dec

≈ 63 reviews/day

No. of Reviews Year 2015

2014 Numbers

≈ 64 reviews/day

≈ 61 reviews/day

Project Plan Review Data Analysis Year 2016-Dec

68% of the Plan Reviews are completed w/in 21 days or less

Σ=1872 or 13% of All Projects

92% of the PAD Reviews are completed w/in 21 days or lessOr 40% of Office Plan ApprovalReviews

Workload Summary/Performance

Workload in Construction Values for projects in the Plan Review State

Meeting with client required

471504 494 510

549586 595

512 500

601640

589630

694664

614 630

4thQtr '10 2ndQtr '11 4thQtr '11 2ndQtr '12 4thQtr '12 2ndQtr '13 4thQrt '13 2ndQtr '14 4thQtr '14 2ndQtr '15 4thQtr '15 2ndQtr '16 4thQtr'16

Quarter-Year

Number of Permits – 4th Qtr. 2010 thru 4th Qtr. 2016Statewide combined Office and Field Number of Permits Issued by Quarter

With SB 1838 Permits Without SB 1838 Permits

$4.6 B

$0.4 B $0.5 B $0.5 B$1.0 B

$0.8 B

$0.0 B

$0.5 B

$1.0 B

$1.5 B

$2.0 B

$2.5 B

$3.0 B

$3.5 B

$4.0 B

$4.5 B

$5.0 B

0%-10% 11%-30% 31%-50% 51%-70% 71%-90% 91%-100%

Construction Completion Status

Workload in Construction Values for projects in Construction

Workload in Construction Values for projects in Construction - % Completion

10%31%59%

(1st Qtr. 2016 Numbers)

50% 36% 14%

117107

74 7570

3022 22 19

Quarter-Year

Number of SB 1838 Projects – 4th Qtr. 2016

Statewide Number of SB 1838 EXEMPT Projects Approved by Quarter

Workload in Construction Values for projects in Pending Construction State By Region

$0.0B$0.1B$0.2B$0.3B$0.4B$0.5B$0.6B$0.7B$0.8B$0.9B

CentralRegion Coastal

Region North RegionRapid Review

Unit North LosAngelesRegion

South LosAngelesRegion

South RegionSum

$0.1B $0.2B $0.2B

$0.0B$0.2B

$0.1B $0.2B

Generated on 12/1/2016 Total = $13,189,550,324

≈$890,000,000

Accomplishments for 2016 to Date

FDD’s Top 3 Objectives for 2016

1. Electronic Document (Plans/Files) Storage

2. IT equipment refresh Office/Field

3. Office relocation and Smooth Transition to the New OSHPD Headquarters Building

Industry Seminars in 2016• CSHE Annual Meeting• California Hospital Association – Webinar on New ePC Process • HBSB Seminars: Lessons Learned During Construction *• IOR Recertification Training Seminar • Kaiser National Inspection • Accela Highlands• DPR Construction N. Cal.• SCDF – LA• CDPH Seminar

* Co-sponsored by the HBSB Education and Outreach Committee

Industry Seminars in 2016

• California Automatic Fire Alarm Association – Electronic Plan Submittal Process

• DPR Construction Company Southern California Healthcare Summit – OSHPD Update and Future of Healthcare in California

• Kaiser Preferred Provider Seminar – New ePC Process • Cambridge Healthcare System – OSHPD Process • California Automatic Fire Alarm Association – State Agency

Meeting • AIA Healthcare Committee – OSHPD Update and New ePC

Process

Industry Seminars in 2016

• Society of Fire Protection Engineers – 2016 SFPE Fire Protection Engineering Forum

• California Society of Healthcare Engineers, Central Valley Chapter – OSHPD Update and the New ePC Process

• Stantec Architects – New ePC Process• Sutter Health – Project Closure Process

Quarterly Meetings with Industry in 2016

• Adventist Health• CAHF Quarterly Meetings• CHA Quarterly Task Force Committee• CDPH L&C• CPMC• LLUMC• St. Joseph Health System• UC Health Systems• Prime Healthcare• LPCH

FDD’s Achievements in 20161. Propose and submit cost effective building codes & standards that better align with

national standards to the Building Standards Commission for adoption for the 2016 Intervening Cycle of the California Building Standards Code

2. New regulations pertaining to Locked I-2 occupancies for CBC mid-cycle3. Published the FDD app for android & IOS phones on Google and Apple Store4. Published 3 datasets for the CHHS OpenData Portal5. Published new webpage California Hospital & SNF Data (searchable)6. Reduced SPC-1 building count from 256 (8.6%) to 226 (7.5%). Therefore, collapse

risk SPC-1 buildings now constitute less than 8% of the General Acute Care Hospital Building Inventory

7. Reduced NPC-1 building count from 236 (7.7%) to 211 (6.7%)8. Developed an automated process to notify CDPH and Hospital representatives of

the 95% Construction project completion milestone to Plan for CDPH L+C survey9. Started a new FLSO Academy10.New HBSB Committee: Energy Conservation & Management Committee

FDD’s Achievements in 201611. SB 499, all reports filed timely and met the deadline due to OSHPD &CHA efforts12. Deployed integrated electronic plan check program for projects < $500k 13. Organizational Change Management Training (ePC)14. eSP Electronic Plan Review Deployment Celebration with Industry – July 19 and 20 in

Sac and L.A.15. Instituted Over the Computer Reviews whenever possible16. IT equipment refresh Office/Field17. Adopted ShakeCast Platform for automatic notification of shaking levels at FDD

facilities for seismic events with ranked inspection priorities. ShakeCast Servers now run under the OSHPD account on Amazon Web Services

18. Developed additional tools and processes to improve staff plan review efficiencies24. Maintained plan review goals above 95%25. Start of Enterprise Data Warehouse, EDW project (FDD being the first OSHPD division

to participate) to improve archiving and cross-division sharing of data. This will replace current use of Access databases of Accela data

FDD’s Achievements in 201626. Developed template project platform for 18 N. Cal. Kaiser Hospital patient lift w/standard

details & procedures27. Maintained plan review goals above 95%28. Start of Enterprise Data Warehouse, EDW project (FDD being the first OSHPD division to

participate) to improve archiving and cross-division sharing of data. This will replace current use of Access databases of Accela data

29. Developed template project platform for 18 N. Cal. Kaiser Hospital patient lift w/standard details & procedures

30. XPB - companion to FREER projects, intended to facilitate repair, maintenance, minor renovation/remodeling, or installation of certain equipment projects in SNFs.

31. eCheckList for Fluoroscopy Equipment Replacement in Hospitals32. Virtual technical staff training meetings33. Established task force to look at repurposing existing buildings34. Developed the OPAA program to substitute the OPL program35. 70 OPM’s approved

FDD’s Achievements in 201636. New templated SNF Plan Review Program 37. Software and Hardware upgrades to facilitate and support Electronic Plan Check:

– Accela Version 8 for Windows 10 compatibility– Laptop replacement with 15.6” UHD touchscreen– Interactive drafting boards– Large format touch displays for eOTC– Electronic Document Storage/Cloud Storage

FDD 2015/16 Operational Plan

FDD 2017 - 2020 Operational Plan

Invoicing and Project Closure

Number of Open Invoices

Invoicing and Project Closure

Value of Open Invoices

FDD Income and Expenses

$5,000

$10,000

$15,000

$20,000

$25,000

$23,015

$16,547

s Income

Expenses

FDD Income and Expenses

$60.61M

$16.55M

$39.41M

$11.16M

$21.21M

$5.39M

$22.86M

Jul 01 Jul 31 Aug 31 Sep 30 Oct 31 Nov 30 Dec 31 Jan 31 Feb 29 Mar 31 Apr 30 May 31 Jun 30

Target Budgeted $

Y-T-D Expenditures

Target Budgeted Salariesand Benefits $

Y-T-D Salaries & BenefitsExpenditures

Target OE/E Budgeted $

Y-T-D Expenditures &Encumbrances *

Y-T-D Cash Income

FDD Expenditures FY 2016/17

67.42%13.14%

19.44%

FDD 2016/17 Expenditures thru 10/31/16

Personal Services

General Expenses, I.T./Equipment & Purchases in Process

OSHPD Overhead - Admin. & I.T.

Total Reimbursements - IOR/Seminars

FDD Org Chart

Method of Submittal

65%71%

75%76%

78%81%

81%83%

85%85%

85%86%

84%87%

85%89%

88%87%

89%91%

92%92%

93%93%

Year-Month

Count of Records By Submission Method

AA Submitted Created by eCA

ePC Update

On June 27, 2016, FDD began accepting electronic plans for all New Projects and PADs on existing project where Construction Costs were $500,000 or less.

ePC Update

Submittal Type Number

New Projects 1,142

Amended Construction Documents 3,524

Deferred Submittal Items 271

Total 4,937

Since the June 27th Go-Live date there have been 4,937 plans submitted for review and approval that were eligible or electronic plan check.

ePC Update

Submittal Type Number Paper Electronic

New Projects 1,142 805 (70%) 337 (30%)

Amended Construction Documents 3,524 3,207 (91%) 317 (9%)

Deferred Submittal Items 271 231 (85%) 40 (15%)

Total 4,937 4,243 (86%) 694 (14%)

Submittals on paper continue to be more prevalent than electronic plan submittal

ePC Update

Several design firms were contacted to determine the reason they continue to submit projects on paper rather than electronic; responses included:

– This is the way they’re used to doing it– They’re not comfortable with the new process– They’re waiting for ‘bugs’ to be worked out– Field reviews on paper can facilitate simple

corrections to the plans– Some field staff refuse to do electronic review in the

field– The eOTC process is still foreign to OSHPD office

Unauthorized Construction Investigations

• In 2015 there were 124 investigations of unauthorized construction; in 2016 there 89.o 79 investigations were in Hospitalso 136 investigations were in Skilled Nursing Facilities

• There has been more than 210 staff hours spent investigating these projects.

• $34,145.14 in fees have been assessed for these projects.

Unauthorized Construction Investigations

Type of Work

Number of

Projects

Type of Work

Number of Proje

ctsEquipment

Replacement/Installation 18 HVAC/AHU Replacement/Modification 30

Water Heater Replacement 31 Roof Repair/Reroof 6

Fire-Resistive Assembly Modification 9 Boiler/Chiller Replacement 7

Change of Use 29 Fire Alarm/Fire Protection System 14

Electrical Modification 36 Plumbing Modification 11

Emergency GeneratorReplacement 10 Miscellaneous/Unclassified

Construction 43

Expedited Building Permits

• In January, 2016, OSHPD expanded the How-To Guide Series of projects and created the Expedited Building Permit, or XBP.

• Expedited Building Permits are companion the FREER project and are intended to facilitate repair, maintenance, minor renovation/remodeling, or installation of certain equipment projects.

• The Expedited Building Permit Guides are intended only for single-story OSHPD 2 Skilled Nursing Facilities (SNFs) and Intermediate Care Facilities (ICFs)

• Since California Health & Safety Code Section 129875 exempts certain projects from plan review, Expedited Building Permits include a compliance checklist that, when completed, immediately indicates if the project is eligible for an XBP.

• The RCO is immediately notified when an eligible XBP is submitted. If the application is complete, the XBP is issued within 1 or 2 days.

In 2016, OSHPD issued 54 Expedited Building Permits

o Handrail Replacement XBPs: 9o TV/Monitor Bracket Installation XBPs: 6o Water Heater Replacement XBPs: 38

eCheck List

Auto Codes

OSHPD Enterprise Data Warehouse Project

Overview12/2016

Why Enterprise Data Warehouse?OSHPD data is stored in at least 9 different systems, including Facilities Development Division (FDD). Even FDD’s data has a lot of fragmentation over our systems.

Patient Data(IP, ED, AS)

AnnualUtilization Data

ALIRTS

Healthcare Information Division (HID)

MIRCal

Patient Data Section (PDS)

Facilities Development Division (FDD)

ApplicationsBuilding Permits

InspectionsSeismic Compliance

Invoicing

Grant Applicants (Individual, Facility)

Grant AwardeesPractice Locations

Monitoring

CalREACH

HWDD, HPEF

LicenseeEducation

Employment

Clearinghouse

Healthcare Workforce Development Division

(HWDD)

Cal-Mortgage

Cal-Mortgage Loan Insurance Division

Health Facility Construction Loans

Annual and Quarterly Financial Reports

Hospitals Home Health & Hospice

Long-Term CarePrimary Care Clinics

Specialty Clinics

HospitalsEmergency

DepartmentsAmbulatory Surgery

Centers

Hospitals (General Acute, Acute Psych., Chemical

Dependency)Licensed Clinic

Skilled Nursing & Interm.Correctional Treatment

Facilities Applying/Awarded Grants

Grantee’s Practice Facility

Licensee’s Facility Practice Location

Eligible Health Care Facilities

Hospitals Long-Term Care

Healthcare Information Division (HID)

SOURCESYSTEM

FACILITIES

DATA TYPE

SAMPLING OF DATA

COLLECTED

FacilityFacility Location

Patient Patient Location

SSNAge

Race/EthnicityGender

LanguageMedical Procedure

Codes Service Dates

Provider ID...

Facility Location

Status Applicant NameAddress/Location

Race/EthnicityAge

GenderDL Number

Award AmountEducation

EmploymentBudgets

Survey Data...

FacilityLocation

Contact InformationFinancial Data

Loan TermsDatesStatus

…......

FacilityLocationProjects

ApplicationsBuilding Permits

Construction Costs (e.g., planned, updated, final)

Seismic StatusInvoicing

InspectorsField Visits

...……

License NumberLicense Type

License StatusLicensee Location

Race/EthnicityAge

GenderEffective Date

Expiration DataStudent

Student LocationMajor/Degree

Planned Graduation Date…..

FacilityLocation

Patients AdmittedPatients by Pymt Source

Discharge by LOSRace/Ethnicity

AgeEquipment Detail

Capital Expenditures# by Health Services

# by Community ServiceRural Health Clinic

# in Fed. Poverty Level# Encounters by Service

FacilityLocation

Annual FinancialsQuarterly Financial &

UtilizationSubmission Status

Contact InfoReport Submission Data

Advantages of EDW to OSHPD

• Leverage information as an asset• Relieve pressure to streamline costs, and

increase the return on investment• Eliminate manually intensive data gathering

and reporting processes.• Build the foundation for a fully integrated

reporting platform across all OSHPD. • Provide relevant, accurate and timely

information to the program areas.• Enable data trending over time

Advantages of EDW to FDD

• Daily automatic key performance indicators (KPIs) available for management and public.

• Various dashboards and report cards that will based on data stored in the EDW.

• Storage of data history, so that trends can be drawn over time.• Connection of OSHPD/FDD website to EDW data (read only) so

updates on seismic compliance are automatic and near real time.• Connection of CHHS Opendata portal to EDW data (read only) so

updates on seismic compliance are automatic and near real time.• Custom queries can reference EDW data (including other OSHPD

divisions) for responses to public records request.

Tools Used/Schedule• Database: SQL

Server 2012 • Data Modeling:

Sparx• Extract

Transform Load: Informatica

• Team Environment: Team Foundation Server

• Visualization: Tableau

• Reporting: SSRS

• Statistics: SAS

Year 1 Year 2 Year 3Activity

▪ Infrastructure

– Plans, Schedule, Resources– Communications

▪ Project Management

▪ Scope & Charter▪ Vision/Mission/GoalsPlanning

Execution▪ Enterprise Data Modeling

6 Months– Phase 1 (FDD/HWDD C4O)

– Assessment/Lessons Learned

– Phase 2 – (Clearinghouse/UDM)

– Assessment/Lessons Learned

– Phase 3 – (MIRCal IP/ED/AS)

– Future Phases

▪ Build & Maintain

On-going activities

6-7 Mon

6 Months

– Maintenance & Operations

RequirementsDesign (ETL)

Database BuildTesting

User AcceptanceProduction

ReleaseTBD

– Software, Services▪ Procurement

– Organizational Alignment– BI Training– Adopt/Develop BI Standards– Governance/Stewardship

▪ Establish BI Competency Center

Dashboards in test phase – Projects by Geographic Regions

Filters for customization – can select region, status, date range

Dashboards in test phase – Projects by Assigned Regions

View customized to “In construction” and “In Closure”

Dashboards in test phase – BackcheckKPI

Key Performance Indicator: Number of Projects ≥

Backcheck 3

Future Dashboards in Development• Project Assessment (formerly known as Report Card)

– Compare a given project to “similar” projects in terms KPIs such as number of backchecks, total time from project submittal to approval, possession of the project during the review (time project was with OSHPD/FDD vs time with design time)

– KPIs are presented as averages and 95% confidence limits• Facility report card

– Compare all projects at a facility to state averages (with 95% confidence limits)

• Design professional review card– Compare all projects for a design professional to state averages for

“similar” projects• Various trend dashboards and staff KPIs – time permitting…

Data for Hospital Facilities

• Located at: https://www.oshpd.ca.gov/FDD/Forms/keyplans/index.html

Search using any parameter

Example Hospital

Links to electronic Services Portal

Links for license information

Data for Skilled Nursing Facilities

• Located at: https://www.oshpd.ca.gov/FDD/Forms/Keyplans/indexSNFs.html

Search using any parameter

Example Skilled Nursing Facilities

Links to electronic Services Portal

Links for license information

Report Center

• Located at http://report.oshpd.ca.gov/

For FDD, list of reports available

Report Center - Example

Additional reports on projects

Report Center - Example

Additional reports on projects

IPhone App

Relocations Update

Sacramento Warehouse• Target move date late 2016 or early 2017• Lease signed • TI work in progress

• Electrical and data• Additional racks• Electrical connection for fork lift charger• 3 – 16,000 cfm min. evaporative coolers for warehouse• 2 – 100,000 btuh min. space heaters for warehouse• Supervisor space in office

Relocations Update

Los Angeles Office• Wells Fargo Center

• Downtown Los Angeles on Bunker Hill, in Los Angeles, California. It comprises

• Target move date unknown at this time• DGS currently negotiating with building

owners/managers

Relocations Update

Looking Ahead

Trends We Are Seeing in Workload

There will be more than 700 SPC-2 buildings to deal with between now and 2030• SPC–4D projects• Replacement buildings • Continuation of small renovation projects • Repurposing of SPC-1 buildings

Upcoming Programs/Processes

• FDD will continue transitioning to Electronic Plan/Archive storage –eliminate paper plan archives

• Continued development of manners in which clients may interact with FDD, such as Virtual OTCs, GO To Meeting, etc. – may eliminate need for off-site OTCs, such as San Diego

• Development of a web-based training program for Inspectors of Record

• Continuing trend to move closer to model codes with fewer amendments