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HomeMy WebLinkAbout09.b. Update on mentorship program project: Optimization of Data Transfer Between Environmental Compliance and Permit CounterPage 1 of 17 Item 9.b. AOL Central Contra Costa Sanitary District November 2, 2017 TO: HONORABLE BOARD OF DIRECTORS FROM: COLLEEN HENRY, SENIOR ENVIRONMENTAL COMPLIANCE INSPECTOR KIM STAHL, DEVELOPMENT SERVICES SUPERVISOR REVIEWED BY: TIM POTTER, ENVIRONMENTAL COMPLIANCE SUPERINTENDENT LORI SCHECTEL, ENVIRONMENTAL & REGULATORY COMPLIANCE DIVISION MANAGER JEAN -MARC PETIT, DIRECTOR OF ENGINEERINGAND TECHNICAL SERVICES ROGER S. BAILEY GENERAL MANAGER SUBJECT: UPDATE ON MENTORSHIP PROGRAM PROJECT: OPTIMIZATION OF DATA TRANSFER BETWEEN ENVIRONMENTAL COMPLIANCEAND PERMIT COUNTER On November 17, 2016, Rita Cheng and Ian Morales presented a report to the Board on their Mentorship Program project entitled Optimization of Data Transfer Between Environmental Compliance and Permit Counter. Upon conclusion of the report, General Manager Roger S. Bailey said staff would provide an update on how well the changes being implemented as a result of this project have worked. Attached is the presentation that will be given at the meeting. ATTACHMENTS: 1. Data Optimization Presentation November 2, 2017 Regular Board Meeting Agenda Packet - Page 253 of 303 OPTIMIZATION OF DATA TRANSFER BETWEEN ENVIRONMENTAL COMPLIANCE AND PERMIT COUNTER -UPDATE-- Colleen Henry enior Environmental Compliance Inspector November 2,2017 November 21 . Board McPtinn Ananrta Parket - PanP g54 of 3(13 ,. w A6dlk� MENTORSHIP PROGRAM PROJECT Conducted by: Ian Morales, GIS Analyst Rita Cheng, Associate Engineer Purpose: Understand and improve the data transfer between Environmental Compliance and Permit Counter THREE TOOLS TO OPTIMIZE DATA TRANSFER Provide Environmental Compliance access to mobile technology in the field Upgrade database to a more robust, multi- user, secure database (SQL Server) Development of database module to improve data transfer between Environmental Compliance and Permit Counter L-"Ndvem'b , 2 lar Bo d I"eeting MOBILE TECHN01 OGY IN THE FIELD Microsoft Surface Tablets Used by Environmental Compliance Inspectors in the field Allows real-time access to the Environmental Compliance database Immediately updates information from database to GeoPortal .1 .'"November 2, 2017 Regular Board Meeting DATABASE UPGRADE Upgraded the Environmental Compliance Database to store information in SQL Server Allows GeoPortal (GIS viewing tool) to access real-time data from the Environmental atabase �F GEOPORTAL MAP: ENVIRONMENTAL COMPLIANCE FACILITIES Eeretral Porta! -Google Chrome � � � � Secure I hups-.//geoappscentralsan.org/HtmiSViewer/Index.html?viewer=CentralPortal.CeptraJPoaal# �{ Apps ❑ New Tab Cther bookmarks Central Portal 4040 NELSON AVE Q Signout + Central San's Access to C—patlal tnf—I inn Navigation Tools Links Contact and Initial View Previous Extent Zoom In Zoom Out Pan Bookmarks Plot Coordinates Open Map Disdalmes Legend t 7-1 / / J Piny - Hgh School �] i JU 1 (PORTAL PERMIT COUNTER REPORT Information is available from Environmental Compliance "November 2, 20 1 GeoPorta! - Permit Counter Report - Goo91e Chrome JLEYJI E3 4 C Secure Ihttps://geofuslon.cent ral sen.org/reports/parcel/perm itCaunter/parcirhd/153230023?IayerN arae= Parcel &I ayerID=4&Ma pServlcel D=19&MapServfce Ll R L=http-.!!gee a... fj Apps F) New Tah Otherhookni Permit Counter Report Parcel Information APN: 1532331 Location lo: 58511 Subdivision Lot: ROne or mom_ husinesses on this parocl are monitored by the Environmental Compliance section. Glick here ter details. Legacy Permits and • P87-75206He • R19567 Si Applications/Permits 15-804, 09-1273, 03-1007 Application No. 15-604 Application Information Tenant (No.j: Description: Contractor: Sq. Footage: Date: Type: Status: Job: N otes There are no notes in Sungard for this pameL Return to Top Applicationn3ermit Notes Shovel 5 � entries Seamh_ Datei? Code Comments 517115 SORE NO PRE-TREATMENT REQUIRED PER JESSIE IF TIS: 05107/2015 0506 PM ............. . NSANCHF7-- 5;71115 BIN FEES PAID. PLANS SIGNEl7.CLOSE PERMIT T1S: 05111/201 5 1U 33 AM .-.........-. NSANCHF-Z — GEOPORTAL ENVIRONMENTAL COMPLIANCE REPORT GeoPortal-EnvironmentalCompliance Report -Google Chrome O®® F (�' o Secure I https://geofusion.central.a Drg/reports/parcel/enviroCompliance/parcelid/153230023?IayerID=4&layerName=Parcel&MapSer%iceID=19&MapServiceURL=https://ge.. Apps ❑ New Tab I D Otherhookmarks Environmental Compliance Report Parcel: 153-230-023 Facility Return to Top Facility Information Address: Types): Food ServirQ Inspection History Search: Type Date j= Inspector{s} Pretreatment Enforcement Stormwater Enforcement Inspection 8124115 J. T. .,i.. None None Inspection 12128109 J. Talarico None None Inspection 1191119 J. Talarico None None Inspection 11/25108 J. Talarico WN 2614 None Inspection 10/28105 J Talarico None None Inspection 101271[75 J. Talarico None None Inspeolion 10/27105 J. Talarico None None Inspection 101251[]5 J. Talarico None None Inspection 10/24/05 J. Talarico None None Inspection 10111!05 J_ Talarico None None Showing 1 to 10 of 10entries ENVIRONMENTAL COMPLIANCE INSPECTOR OBSERVATIONS AND COMMUNICATION WITH HERMIT COUNTER Created a database module to communicate information to Permit Counter Identified typical situations that Environmental Compliance Inspectors observe in the field: Change in use Expansion of space Patio addition No Central San Plan Review "Other" "Nov 64r 2, 2017 Regular Board Meeting DATA TRANSFER WORKFLOW Geoportal provides access to permit information Mobile Tablets access information during site inspection Change of Use observations automatically forwarded • Staff review permit and capacity fee status • Research historical permit records • Mail collection letters • Coordinate collection of fees and payments ENVIRONMENTAL COMPLIANCE WORKFLOW o.r� r a ms sewn t.eea�l _ mm�m.ee�rn.r�d.1 Time and date stamped JeHw............. tal un acwrnpanled �..... forth 1. In.pedti Data Fedliry operali.ns ere unchangetl. SM1.p fb. rnodeacM1week- er tlis eM1.rged t, e shop slnk Ep,11—,d with rags-Mleei.n ovides p linenserviw. Noloor T" Spill kit(b.o pads, granular TotelMofMeterial.:p0 absorbent)is avalable. Wa. d—,, 11 no c.n�einment-n.e dence.t spill.. PeM1a waahermeintanetlquerierlV bVSefeNKleen_contra Coeta P2—d—dd.? none ©]158 1. Observation entered into database 2. E-mail sent to Permit Counter 3. Time and date stamped 4. Data available in a report Observations for Permi w_ EC Gbservatians EC Notes - Date Sent - PC Start Date - PC Complete Da, - PC Notes Send _ F--] Expanded into 1/24/2017 8:03:3 1 A M 5/8/2017 5/8/2017 PARCEL ISAUTOMI Email w PERMIT COUNTER WORKFLOW 1. Permit Counter runs report in Environmental Compliance database to see all observations 2. Permit Counter starts research • Determines type of potential issue: permits, billing, etc. If no action required: • Document status • Reconcile information in Environmental Compliance database (e.g. parcel #, address, billing type) Mark Complete "November 2, 2017 Regular Board I If further action required: • If necessary, forward to proper group (e.g. Rates and Fees) • Add "Land Note" in Permit Counter software so that nothing can happen at site until issue resolved • Reconcile information in Environmental Compliance database (e.g. parcel #, address, billing type) • Follow-up as required KAnriz ('nrmr.lo+o OBSERVATIONS MADS " 0 DAT Database Module started in November 2016 Out of ~1,200 inspections completed by Environmental Compliance Inspectors: 28 observations reported at 22 facilities At this time, 4 observations require additional research "Nov 64r 2, 2017 Regular Board Meeting POSITIVE r)UTCOMEwg Environmental Compliance Inspectors have access to data while in the field Real -times updates of data, which can be viewed by Permit Counter Formalized communications between Environmental Compliance and Permit Counter Observations are date stamped so that a point in time is established for potential collection issues I ACKNOWLEDGEMENTS • Environmental Compliance • Permit Counter • Rates and Fees ship Program QUESTIONS?