um5jet.netlify.com

ePlan Users Guide
Applicant Guide Update V8.1
June 26, 2017
1
Introduction to ePlan Electronic Plan Review (ePlan) is a web-based solution that allows plans for Building Permits and Development Projects to be submitted electronically, replacing the traditional paper-based review method. ePlan will improve the plan review cycle, reduce costs associated with obtaining building permits and development approvals as well as support green initiatives. This manual provides basic documentation on the steps involved in the Electronic Plan Review (ePlan) process. It has been prepared as a general reference guide and is not designed to present every detail or situations on every element of the process. There are text descriptions and screen images of the step-by-step tasks necessary to complete a submittal and review using ePlan. If at any time in the process you have questions or concerns, do not hesitate to call. Be sure to ask to speak to a System Administrator. David Quercia
954 786 4673
[email protected]
Chris Feltgen
954 786 5592
[email protected]
Forms and Applications: Visit our website at www.pompanobeachfl.gov ePlan web site: http://epr.pompanobeachfl.gov To pay fees online go to https://c2g.pompanobeachfl.gov/Click2GovBP/index.html
Applicant Guide Update V8.1
June 26, 2017
2
Electronic Plan Submission • • • •
You must first obtain an application number before electronically uploading your drawings and documents. Please review the naming conventions for your drawings and documents. Verify that all drawings are saved in PDF vector file, single page landscape orientation. Verify that all documents are saved in PDF multi-page portrait orientation.
Standards
Plan File Naming Standards When preparing to upload your drawings / plan pages to the ePlan system, please follow the file naming structure shown below: 1. All file names will begin with an ePlan three digit number that flows in sequence. Example: 001, 002, 003 etc. IMPORTANT NOTE: The plan Cover Sheet must always begin with 001 and the Index TIP! Sheet must always begin with 002 (unless combined Use a decimal to insert a plan page into the existing plans in with the cover sheet). 2. The second part of the file name will be any alphanumeric number you have assigned to each page. Example: L1 Landscaping, E1 Electrical, etc. 3. The third part of the file name will be the title that you have given each sheet. Example: Building Elevation Detail, Electrical Riser, Site Lighting, Foundation, etc.
the order you wish it to appear. Example: 001 CS Cover Sheet and Index 001.5 C.5 Inserted Page 002 SP1 Site Plan
See below for a sample of sheet names using the requested ePlan numerical sequence with your individual alpha-numeric sheet # and sheet titles: ePlan sequence number
Your Alpha-Numeric Sheet #
Your Sheet Title
001 CS Cover Sheet and Index 002 C1 Site Plan
Applicant Guide Update V8.1
June 26, 2017
3
APPLICATIONS: EACH APPLICATION MUST BE SAVED AS MULTIPAGE PDF Building Application Roof Fence Electrical Application Low Voltage Phone Security Data Engineering App. Plumbing Application DOCUMENTS: Capitol Recovery Fee Fire Sprinkler Calcs Product Approvals
Truss Drawings Energy Calculations
APP BL APP BL ROOF APP BL FENCE APP EL APP EL PHONE APP EL SEC APP EL DATA APP ENG APP PL
Irrigation Fire Sprinkler Gas Site drainage Mechanical Hood Fire Plan Review
APP PL IRR APP PL FS APP PL GAS APP PL SITE DR APP MECH APP MECH HOOD APP FIRE
CRF FS CALCS NOA Shutters NOA Doors NOA Windows TRUSS EN CALCS
Notice of Commencement- NOC Survey SURVEY Fire Alarm FA CUT SHEETS cut sheets PEDDS PEDDS (Designer name)
Design Professional Stamps and Signature Standards •
Architects and Engineers need to use a Digital Signature in order to submit Signed and Sealed plans electronically. You can use a paid service like Verisign or Cosign to purchase a certificate, or use the Digital Signature Tool that is built into Adobe Acrobat.
•
(If you use Adobe Acrobat and don’t pay for a certificate, a Pompano Beach Signature Affidavit will need to be submitted. This can be found on our website, under Forms and Applications.)
Folder Structure Standards • •
•
All drawings must be uploaded to the Drawings folder. All Applications and supporting documents must be uploaded into the Documents folder. Sample document types would be truss engineering, energy calculations, product approval forms. o Written responses to comments may also be uploaded to the Documents folder. All approved drawings and documents will be found in the Approved folder. Approved documents will have a City of Pompano Beach stamp affixed to them.
Applicant Guide Update V8.1
June 26, 2017
4
Graphic Scale Standards •
•
•
Each sheet should have a typical graphic scale as shown in the image to the right. When more than one scale is used on a sheet, an independent graphic scale must accompany the applicable detail. All plans must be drawn to scale.
File Printing Size Standards •
All drawing files must be drawn and formatted for a minimum horizontal 24” x 36” sheet file or horizontal 11” x 17” sheet file for smaller scale jobs (pool enclosures, pools, termite repairs, etc.)
Markup Name and Color Standards Standard markup names and colors will be used for each reviewing discipline for easy
TITLE ELECTRICAL FIRE PROTECTION PLUMBING MECHANICAL STRUCTURAL ZONING URBAN FORESTER ENGINEERING
MARKUP ELEC FP PLUM MECH STRU ZONING UF ENG
COLOR PURPLE RED DARK BLUE ORANGE LIGHT GREEN TEAL DARK GREEN LIGHT BLUE
identification. A markup can have one or more “changemarks.” A changemark is a plan callout created by Pompano Beach review staff to quickly identify a markup and associated comments.
Applicant Guide Update V8.1
June 26, 2017
5
Installing the ePlan software Setting up Internet Explorer 11 in Windows 7, 8, and 10 If you are using Microsoft Edge (Windows 10), Firefox, Chrome, or Safari, you DO NOT need to install these tools!
Installing the ‘Electronic Plan Review Components’ for the Document & Plan Viewer has become much similar with our most recent upgrade. To being, click the “Install Electronic Plan Review Components” link on the main login page, shown below:
Applicant Guide Update V8.1
June 26, 2017
6
You should then be asked if you want to run or save the installer. Click RUN.
Once the installer is done downloading, it will launch this welcome screen to begin the install process. Click ‘Next >’.
The installer will then ask where you want to install the Viewer Tools. The default location is recommended for most user, so just click ‘Next >’.
Applicant Guide Update V8.1
June 26, 2017
7
Now, click ‘Install’ to begin the install process. It may take a minute to complete depending on the speed of your computer.
After a few seconds, you may be asked if you want to allow this program to install to your computer. Select YES to complete the install.
That’s it! Click Finish to close the installer. (You no longer need to set any permissions, Compatibility Mode, or Popup Blocker settings to use the site in Internet Explorer as of the most recent upgrade.)
Applicant Guide Update V8.1
June 26, 2017
8
How to submit an application online. You can obtain an Application number online by following the steps. All you need to begin is the address of the job, the Application Type you will be applying for, who the General Contractor will be, and a Contact for uploading corrections and managing the Application.
To begin: Navigate to www.pompanobeachfl.gov
Click on E-Services…
…and scroll down until you find the “Apply for a New Permit” section, and click the button shown
Applicant Guide Update V8.1
June 26, 2017
9
Click on Submit Application
From here you can enter the address for the permit application. Please note that the street name uses a two letter abbreviation for the suffix. (See the Hint box for examples)
Applicant Guide Update V8.1
June 26, 2017
10
You should now see results for the address you searched for, along with any Units or additional buildings associated with it. You will also see the Owner we have on record, and the Parcel number.
Once you find the correct address, click the circle SELECT button and click Continue.
Click on the pull down men and choose the Application type. If you’re not sure what kind of application you’ll need, a full breakdown of each type is now available on top of the webpage.
Enter the entire job value here. (Materials & labor) Click the pull down menu and choose Contractor or Owner Builder. Type a brief description of the work here
Applicant Guide Update V8.1
June 26, 2017
11
Type in the Contractor Name. A partial name will return all contractors names which contain the input.
Click the button in front of the contractor that matches your search.
Fill in the Applicant information in the appropriate fields. This is the contact person for the permit. This does not need to be the Contractor.
Please be sure that the email address is correct before clicking continue. This is the email address you will use to login to ePlan!
Applicant Guide Update V8.1
June 26, 2017
12
Verify that all information is correct before clicking Finish
NOTE: Once you click FINISH, your initial application will be review by the permit team. If everything is all clear, you will receive an email inviting you to ePlan to upload your Drawings and Documents within 5 to 10 minutes. The email address that you provide on this page will become your login for ePlan. The owner of this email address will be the person responsible for uploading Documents, as well as responding to any comments that may need to be addressed.
Applicant Guide Update V8.1
June 26, 2017
13
Logging In New Users 1. Prior to logging into the Electronic Plan Review web portal, the following actions must be completed: • Electronic Plan Review uses pop-up windows. You will need to disable pop-up blocking in order to utilize the ePlan application. (Pop-up blockers allow you to disable pop-up blocking for specified sites if you wish to leave it on and exclude ePlan.) Please note that Google toolbar and Yahoo toolbar have their own popup blockers that will also need to be disabled. • The login page has an MSI (Microsoft Silent Install) component required to install all necessary Electronic Plan Review ActiveX controls. This installation will only need to be done once; if you utilize a different computer it will require another installation for each unique computer. Window Vista users must disable User Account Control (UAC) prior to installing the Electronic Plan Review Components. 2. To sign in, enter your e-mail address and temporary password provided in your invitation email and click the “Login” button, as shown in the image below:
Applicant Guide Update V8.1
June 26, 2017
14
3. Enter your new password and personal account information. All fields in yellow are required. Click on the “Save” button to save your profile.
Existing Users If you are a returning user, login to ePlan with your full e-mail address and password. If you have forgotten your password, click on the “Forgot Password” button so that you can retrieve it through your security question. No one, including Pompano Beach System Administrators can see your password or security question answer. If you cannot access your account after trying to retrieve your account information, contact a Pompano Beach ePlan Administrator at 954 786 5592 to have your password reset.
Applicant Guide Update V8.1
June 26, 2017
15
Uploading Plan Drawings and Documents Please read this entire section before attempting to upload. Once all required items are uploaded, you must notify the Review Coordinator Group. 1. When you have successfully logged in to ePlan, the “Project” screen will display. Any projects you have recently worked in will display in this list. Any outstanding tasks that require your action are displayed in the “Active Task List” area below the project list. Select the specific project that corresponds to the plans you will be uploading by clicking on the project number. If you don’t see the project number you are looking for click the SHOW ALL MY PROJECTS button (circled). If you have a lot of projects associated with your account, you can click the black arrows in the lower left corner to change pages.
Applicant Guide Update V8.1
June 26, 2017
16
2. Click on the project number and you will see the project info screen
3.
Click the “Drawings” folder to upload your plans or the “Documents” folder to upload supporting documents related to the project application. Follow the prompts for uploading your plans and documents. 4. Click the “Upload Files” button.
5. Click Browse
Applicant Guide Update V8.1
June 26, 2017
17
Select or browse to the file location on your computer. Select or highlight the files you want to upload; multiple files can be selected by using your Shift or Ctrl keys. Click the “Open” button.
NOTE: Pompano Beach requires that all drawings be uploaded as single page PDF vector files. The plans must be in landscape format (horizontal orientation). Please see naming conventions on Pages 4 & 5 for how to name your files.
6. After reviewing the files, click the “Upload Files” button. The files will be copied to the upload window.
Applicant Guide Update V8.1
June 26, 2017
18
7. Once files are uploaded to the folder(s), the folder list is populated with thumbnail images of each file contained in the folder. Under each thumbnail, the file name, author, date, and any relevant file icons display.
8. Once all documents and drawings have been uploaded, the REVIEW COORDNATOR or SUBMISSIONS Group needs to know that you are ready to begin the Prescreening process. Do this by clicking the ePlan window.
icon near the top right corner of the
9. Enter a subject (such as ‘File Upload Complete’) and a brief description.
10. Select the ‘SUBMISSIONS’ OR ‘REVIEW COORDINATOR’ Group from the list of users you can email.
Applicant Guide Update V8.1
June 26, 2017
19
11. With the SUBMISSIONS OR ‘REVIEW COORDINATOR’ group selected, click the the bottom of the page.
button at
12. You have successfully finished part one of submitting your plans electronically. 13. Please logout after your session is complete.
Applicant Guide Update V8.1
June 26, 2017
20
Responding to Plan Reviewer Comments Once the Plan Reviewers have finished looking at your project, you should receive an email from ePlan notifying you if the plans have been Approved or Rejected. In the event that the plans need corrections to be submitted, you’ll need to login to ePlan to retrieve your comments.
Begin by logging into your ePlan account and open the project. In the upper-right hand corner, you will see a button called TASK LIST. Click this button to open your task list.
When corrections are needed for your project, you’ll see a Task is assigned to you called ApplicantResubmit. Clicking on the ApplicantResubmit link will allow you to accept the task, and begin reviewing the comments you have.
A new window will open up and begin to load all of your comments and resources. (See next page…)
Applicant Guide Update V8.1
June 26, 2017
21
1
2
3
4
1. Menu Tabs - Lets you switch views to see information from the main review screen, the routing history for the project, Resource Links, and any Checklist items than a reviewer may have left for you. 2. Task Information - General instructions for your task, including information about the person in charge of managing your permit (The Plan Expeditor) 3. Changemark List (a.k.a. Markups) - Individual notes a plan reviewer may have left on a specific document or drawing. You can directly respond to these notes in the boxes to the right of each item. 4. Department Review Comments - This section contains the overall comments from each disciple, including the name for the person who performed the review, the status, and their feedback.
Applicant Guide Update V8.1
June 26, 2017
22
In order to upload corrections, you can return to the DRAWINGS and DOCUMENTS folders. If you need to replace an older drawing with a new one, all you need to do is give your new file the same exact name as the old one. When you try to upload this new file, the system will automatically detect that the names are the same, and VERSION the documents.
For example, this user has uploaded a corrected Foundation Plan, and has uploaded a corrected Roof Framing Plan twice. When a file has been versioned, you will see a red V2, or whichever version number you’re on.
Once you have submitted all of your corrections, you’ll need to complete your Task. This signals us that your application is ready to be reviewed again. Please note that you can’t upload any additional items while your permit is in review! To complete your ApplicantResubmit Task, scroll to the very bottom of the review page, and check the 3 boxes at the bottom. With all 3 of them checked, click the COMPLETE button. The window should close, and you will no longer see any tasks on your TASK LIST page.
Applicant Guide Update V8.1
June 26, 2017
23
Paying for your Permit Online You can pay for your permit online with Credit Card or eCheck. To begin, head to the Pompano Beach website and click on the E-Services button at the top. Then scroll down until you see the Building Inspections: Pay Fees button.
-------------------------------------------------------------------------------------------------------------------
You’ll be taken to the same portal you used to submit your initial application online…. Click the Select Permit link on the left hand side of the page. Then, type in the permit number that you want to pay for and hit Continue.
Click Application Fees on the left hand side of the page….
Applicant Guide Update V8.1
June 26, 2017
24
You will be taken to a breakdown of all of the fees associated with the project, and what is currently due. Check which fees you’re ready to pay for, and click the orange PAY NOW button at the bottom. You will be asked to enter your payment information on the next page.
Once we have received your payment, it may take up to 1 business day for your permit to be released. If you don’t wish to wait, you can call customer service at 954.786.4670 and hit ‘0’, or email the Review Coordinator asking for your payment to be pushed through.
DOWNLOADING APPROVED DRAWINGS, DOCUMENTS AND PERMIT CARD Once your permit application had been Approved and released, you can print out your Permit Card, as well as all of your supporting documents (Drawings and product approvals) from ePlan.
Applicant Guide Update V8.1
June 26, 2017
25
To begin, login to ePlan and open the project you want to print. Then, locate the APPROVED folder. If you don’t see the Approved folder in your project, then your permit hasn’t been released yet. It may be waiting for payment, or there is an issue with the Contractors information (registration/insurance). Please call 954.786.4670 if you have already paid but don’t see this folder
Once inside the APPROVED folder, you will see a button next to each file. Clicking this button will let you open or save the file to your computer as a PDF, so you can print it or email it.
NOTE: You will need to print EVERYTHING inside of this folder so it is of legible size, and have it available on the job site for your inspectors.
Applicant Guide Update V8.1
June 26, 2017
26
Plan Revisions after the permit is issued After the plans have been approved and construction has begun, sometimes changes arise that require revisions to the approved plans or documents.
1. The applicant will notify the “submissions group” by e-mail that they would like a revision by putting “Plan Revision Requested” in the subject line and in the body of the email indicate what trades they need a revision for.
Once you send the email, we will need a day or so to process it, and prepare your project for uploading.
2. You will be notified via email to go ahead and upload your revisions once we are ready. 3. When you are done with your upload, complete the ‘CorrectionComplete’ task, this will begin the new workflow for the revision.
Applicant Guide Update V8.1
June 26, 2017
27