Attachment I Business Process Maps and Workflow Tasks · Workflow Task Description Team Assignment For many applications, intakes must be scheduled with applicable team. Intake/Routing

Attachment IBusiness Process Maps and Workflow Tasks

The following process maps represent the minimum steps and tasks required for an application. They also show the other tasks and applications that may intervene in the minimum processing of an application.

An intervening step can be invoked automatically. For example, a building permit application that is routed to the Planning Department would trigger a noticing process if the project site is in a residentially zoned area. This is shown as an Automatic Dependency.

Many other intervening steps—such as the requirement of a re-submittal or redesign--are invoked at the professional judgment of planners themselves. This is shown as a Discretionary Dependency.

Following the diagrams is a list describing further the tasks shown in the process maps.

I t k /R ti

Letter of Determination

Discretionary Dependency

Intake/Routing(ZA staff)

Process Fee

Team Assignment(ZA staff)

Planner Assignment

Document(s) AssemblyDocument(s) Assembly

Document Approval (ZA)

Completion Processing (Issue ZA Letter)

Department Response to Appeal Body

Project Review Meeting

I t k /R tiIntake/Routing(TAC staff)

Process Fee

Meeting Scheduling

Team Assignment (TAC Staff)

Planner(s) AssignmentPlanner(s) Assignment

Completion Processing(Project Review Notes

Recording)

Preliminary Project Assessment

Intake Routing

Planner Assignment

Planning Requirements AnalysisDiscretionary Dependency

UDARTCWNP (review previous encounters)

MEA

Document(s) Assembly (Draft Letter--copy to(Draft Letter copy to

sponsor)

Document(s) Approval (at Pre‐App Meeting)

Contact with

applicantCompletion Processing

(Issue Document)( )

Environmental Pre‐App

D t i A i tDetermine Appropriate Environmental Document

with Applicant(Informal discussion,

project review meeting or P A li ti P )Pre-Application Process)

This leads to the intake of the appropriate environmental

review application—CATEX, Community Plan ExemptionCommunity Plan Exemption,

Negative Declaration, EIR, etc.

Shadow Study

Team Assignment (and Intake Scheduling)

Intake Routing

Planner Assignment

Automatic

Process fee (intake)

Completeness ReviewAutomatic

DependencyDiscretionary Dependency

Planning Requirements Analysis(GIS Shadow Fan)

Special Studies Hold(Detailed shadow analysis)

Completion Processing

(Close case if no impact)

Meeting Scheduling (Rec Park)

Meeting Scheduling (CPC, jointly with Rec Park if changing “shadow budget”)

Document(s) Assembly

Document(s) Approval

Completion Processing (Hearing Results)


Time and Materials Billing

Categorical Exemption

Intake/Routingg


Automatic Dependency

Process Fee

Planner Assignment

Historical

Notice of Intake(Receiving

Environmental Review)

Planning Requirements

Analysis

Historical Resources

Review Hold

Completion

Revision/Re-submittal Review

Processing

Time andDepartment Response toTime and

Materials BillingResponse to Appeal body

Negative Declaration

Intake/Routing

Process Fee (Intake) Discretionary Dependency


Planner Assignment

Planning Requirements Analysis

Notice of Intake (Receiving E Review)


Review Hold


Special Studies Hold

Completion Processing(Preliminary Neg Dec)

Notice of Publication(public review period)

Completion pProcessing

(Final Neg Dec)

Time and


Materials BillingMitigation

Monitoring and Reporting

Environmental Impact Report

Intake/Routing

Process Fee (Intake) Discretionary Dependency


Planner Assignment

N ti f P ti


Notice of Preparation

Consultant Preparation

Historical Resources Review Hold

Revision/Re‐submittal Review (from consultants)

Special Studies Hold

Process Fee (EIR)

Completion Processing(Publish DEIR)

Meeting SchedulingMeeting Scheduling (Planning Commission)

Prepare Response to EIR comments

Notice of Hearing

Completion Processing(Publish FEIR)


Prepare Response to EIR comments


Mitigation Monitoring and

Reporting

Community Plan Exemption

Intake/Routing

Planner Assignment




Notice of Intake(Receiving Environmental Review)



Review Hold


Special Process fee


Review Hold

Approval Processing(publishing CPE)

Studies Hold

Department response to l b d

Process fee

l

Completion processing(publish focused study)

appeal body

Completion Processing(publish focused EIR, and follow heairng

comments and responses process)

Completion processing(publish negative declaration)

Set up Mitigation Monitoring & Reporting

comments and responses process)

Building Permit

Intake/Routing

Team AssignmentAutomatic Dependency


Planner Assignment

CompletenessCompleteness Review



Revision/Re-submittal

(RDT-could lead to DR)

Requirements Analysis

Entitlement Hold (DR)

Environmental Review Hold

Notice of Intake(311/312)

Hold (DR)

Completion Processing(route to next DBI station)

Time andDepartment Response toPl i b i l dTime and

Materials BillingResponse to Appeal BodyPlanning becomes involved

with impact fees and other compliance monitoring at

various points later

Generic Hearing

Team Assignment(and Intake Scheduling)

Intake Routing Discretionary Dependency

Pl A i t


P f (i t k )

Planner Assignment

Completeness Review



Revision/Re-


Revision/Resubmittal Review

Policy MeetingMeeting Scheduling (CPC)

Notice of Hearing



Completion Processing (Hearing Results)


Time and Materials Billing Register recording

(NSR)

Generic Hearing‐Variance

Team Assignment(and Intake scheduling)(and Intake scheduling)



Completeness Review

Meeting Scheduling (ZA)


Planner Assignment

Process Fee (Intake)



Policy Meeting (ZA)Notice of Hearing

Completion Processing‐ZA Hearing

Issue Decision Letter



Register recording (NSR)

Discretionary Review

Team Assignment (and Intake scheduling)(and Intake scheduling)



Intake Routing

Planner Assignment

Process fee (Intake)

Completeness Review

Completion of this application type leads back to

Meeting scheduling (RDT)

Completion processing‐

Time and Materials Billing Meeting Scheduling

(Planning Commission)

leads back to building permit

p p gmeeting results

( g )

Notice of Hearing

Document(s) assembly

Completion of this


Document(s) approval

Completion processing


Completion of this application type leads back to

building permit

Completion processing (hearing results)

Certificate of Appropriateness

Team Assignment(Intake Scheduling)

Intake RoutingDiscretionary Dependency

Automatic Dependency Process fee (Intake)

Planner assignment

Completeness review

Environmental Review




Architectural Review Committee

Meeting scheduling

Notice of Hearing



Department Response to

Completion processing (CPC Hearing)

Completion processing (HPC hearing)

Response to Appeal Body

(CPC Hearing)


Planning Code Amendment‐External

Intake Routing (or transmittal from Clerk of Board‐‐90 days to

act)

Environmental Review HoldPlanning


Process Fee


gRequirements

AnalysisRevision/Re-submittal

Review(with City

Attorney/sponsor)

Process Fee

Meeting scheduling(CPC or HPC)

Attorney/sponsor)

Policy Meeting

Notice of Hearingg



Completion processing (can be recommendation only‐hearing results)

Department Response to Board of Supervisors

Publish approved version

Planning Code Amendment‐Internal

Intake Routing

Meeting scheduling (CPC Resolution of

intent)

Completion processing (CPC adopts resolution of

intent)

Meeting scheduling(CPC or HPC)

Notice of Hearingg



Completion processing (can be recommendation only‐transmit

hearing results to BOS)

Publish approved versionpp

General Plan Referral

Completeness Review

Intake Routing

Process intake feeDiscretionary DependencyPlanner

Assignment


E i t l





Completion Processing‐Issue Letter

Policy Meeting

Time and Materials

Billing

Condos and Subdivisions

Team Assignment

Intake Routing



Planner Assignment

Completeness review


AnalysisRevision/Re-

submittal Review

Policy Meeting

Entitlement Hold

Building Permit Hold

Completion Processing(Return to DPW)

Miscellaneous Permits


Intake Routing

Discretionary DependencyPlanner

Assignment

Completeness review


Analysis

p

Entitlement Hold

Completion Processing

Building Permit Hold

p g(Return to Referring

Agency)

TDR Statement of Eligibility

Team Assignmentg(Intake

scheduling)



Planner Assignment

Planning

Completeness review

Revision/Re-submittal Reviewg


Document(s) Assembly (St t t f Eli ibilit )(Statement of Eligibility)

Document(s) Approval (ZA signs Statement)


Completion Processing (Issue letter)

Register recording (Statement of Eligibility)(Statement of Eligibility)

Update Inventory(TDR database)

TDR Certificate of Transfer

Team Assignment(Intake(Intake

Scheduling)

Intake Routing


Planner Assignment


Completeness review

Revision/Re-submittal Reviewg q

Analysis

Document(s) Assembly (Certificate of Transfer)

Document(s) Approval (ZA signs Certificate)

Document(s) Approval(Grantor and Grantee sign)

(ZA signs Certificate)

Register recorded Certificate of Transfer

Update inventory(TDR database)

TDR Notice of Use

Team Assignment(Intake(Intake

Scheduling)

Intake Routing


Planner Assignmentg

Completeness review

Revision/Re-submittal ReviewPlanning Requirements

Analysis


submittal Review

Referral to other (Notice of Use)

Document(s) Approval(ZA signs Certificate)

agency(City Attorney)

Register recording(Notice of Use)

Update inventory(TDR database)

Coastal Zone Permit

Team Assignment(Intake Scheduling)(Intake Scheduling)



Intake Routing

Planner AssignmentPlanner Assignment

Completeness Review


Planning Requirements Analysis Revision/Re-submittalsubmittal Review

Notice of intake (Coastal

Meeting scheduling-CPC

Commission)


Notice of Hearing


Completion processing‐ZA signs determination


Completion processing‐hearing results


Appeal Body(s)


Appeal Body(s)

Time and Materials Billing Time and

Materials Billing

Institutional Master Plan

Intake Scheduling/Team Assignment

Planner AssignmentDiscretionary Dependency

Intake Routing


Completeness review


Referral to other



Completeness reviewagency

(Medical IMPs to Public Health)

submittal Review

Policy MeetingDocument Assembly(IMP)

D t( ) A l

For full IMPs or abbreviated IMPs that Planning


Meeting Scheduling(CPC)

gCommission wishes to

review.

Completion Processing(Hearing Results if applicable)

Notice of Hearing


g

Code Enforcement

Intake Routing

Discretionary

Preliminary research/Docket generation


Assigns priority

Planner Assignment

Notice of complaint

Site inspection


Document(s) Assembly(Notice of Violation and Penalty)


( ) pp(ZA signs)

Completion Processing(Issue NOV)

Response to Appeal Body

Enforcement referral(City Attorney)

Close case upon

abatement

Enforcement referral(unpaid penalties to Office

of Delinquency)

Workflow Task DescriptionTeam Assignment For many applications, intakes must be scheduled with applicable team.Intake/Routing Receives application materials from sponsor, DBI or referring agency. In some cases, reviews

application with sponsor.Process fee Calculate the application fee, collect and record.Completeness Review Planner reviews application forms, photos, plans and other materials to endure that all required

materials have been submitted.Team Assignment Manager or support staff assigns to team based on type of application or project location.

Planner Assignment Supervisor assigns application to planner based on workload, skills, experience, knowledge of project.

Notification of Intake Notify the public and interested parties that an application has been accepted. Used for building permit applications in residential and neighborhood commercial districts (311, 312), and is also mandated for certain types of environmental review.

Referral to other agency Processing of application can be suspended while City Attorney, Public Health or another agency reviews it.

Planning Requirements Analysis(m) Planner reviews, analyzes and evaluates application or design using Planning Code, General Plan, Zoning Interpretations, guidelines and an array of analytical tools. Planner may require that applicant submit more or revised materials and plans.

RDT Requirements Analysis Similar to Planning Requirements Analysis but focused on Residential Design Guidelines.

Environmental Review Hold Depending on a planner's review of potential impacts of the project, the department can suspend processing while MEA launches an environmental review application process.

Historic Resource Review Hold Depending on the age of the building or on previous evaluations of the building's importance, the department will suspend processing of an application until preservation staff complete review.

Shadow Analysis Hold Preliminary shadow analysis can determine that the new project could add shadow to Rec and Park Dept open space. Processing of application is suspended while shadow study application process is launched.

Transportation Study Hold Environmental review planners may determine that the traffic, parking and or other transportation impacts bear more thorough study. Other environmental review may proceed but cannot be completed until this is done.

Special Studies Hold Environmental review study other than Transportation, historical review' and Shadow

Workflow Task DescriptionBuilding Permit Hold Project may trigger requirement of building permit before approval or abatementEntitlement Hold During processing of building permit application or miscellaneous permit, planner may

determine that project requires another application and hearing before the Planning Commission, Zoning Administor or Historic Preservation Commission.

Design Review Can be formal review against guidelines through Residential Design Team, UDART or ad hoc‐‐at many points in process.

Architectural Review Committee This panel may review alterations of historic buildings.Revision/Re‐submittal Review Companion of Planning Requirements Analysis. Depending on the analysis, planner may seek

revision to the project or submittal of design changes.Multi‐disciplinary Input Neighborhood Planning, MEA, Citywide Policy review and analyze a project in parallel at pre‐

application stage.Policy meeting Application can be brought before regularly scheduled meeting of senior planners to review

issues and make department recommendations.Determine appropriate environmental document Preliminary discussion with applicant. A step often required as a prelude to filing environmental

application.Publish Notice of Preparation Formally notify interested parties that an EIR is being prepared, usually happens after initial

study (similar to environmental evaluation).Consultant Preparation Process EIR Notice of Preparation written by consultant instead of in houseComments and Responses Planner reviews comments from letters, emails and DEIR hearingNotification of Publication Send notification that document, such as EIR, has been publishedMeeting Scheduling Scheduling is needed for variety of meetings and hearings.Notice of Hearing Send notification that a hearing on an application has been calendaredContacts with Applicant Manage and track contacts with applicant about projectContacts with Public/Other Parties Manage and track contacts with other interested partiesApproval Checklist Check that the application has been changed and various items have been created for approval

Document Assembly Writing/compiling the decision document or commission packetDocument Approval Review of decision document/packet by supervising plannersCompletion Processing Process approval or disapproval of application by filling out checklist, issuing and filing decision

document, subject to checking for time and materials billingHearing Results Recording Formalize in minutes and update project tracking database with results of hearingRegister recording Notice of Special Restriction and other property restrictions must be recorded with the

Recorder

Workflow Task DescriptionUpdate Inventory Update databases tracking land use and blocs of TDRPublish Approved Version Amendments to the code are published on paper and on the webMitigation Monitoring and Reporting Set up program for monitoring project's environmental impact mitigation measures.Preliminary Research/Docket Creation Research on zoning, permit history and other aspects of a propertyAssign Priority Based on details of case, prioritize processingNotice of complaint Send notice that a complaint has been lodgedSite inspection Inspect to determine violationEnforcement referral Can be to City Attorney for abatement or to other agency to collect fees and penaltiesClose case upon abatement Complaint or violation abatedDepartment Response to Appeal Body Prepare written response to Board of Appeals, Board of Supervisors; appear at hearing.Time and Materials Billing Bill and collect fee for cost of processing where it exceeds filing fee

Documents

Attachment I Business Process Maps and Workflow Tasks · Workflow Task Description Team Assignment For many applications, intakes must be scheduled with applicable team. Intake/Routing