Process Name: Building Development Plan Process Flow
Parent Process Name: : Approval Process
Responsible Person: Hester Hutchinson
Date : 17 July 2006 Updated: May 2008
Page 1
YES
If Heritage/Environment assessment is required
owner to be referred to applicable department
City Competent or Not Competent to accept
application
Approved
END
Verify Erf information,Notices
served Heritage – follow
procedure XXX
XXX
No
CUSTOMER INTERFACE
Plan
Received
at Counter
Assess submission requirements of
plan. REG A5 of NBR SABS 04001990 (FORM BDM 05 )
Check if all the required information
has been provided on the Application
Form (FORM BDM 02)
Verify Erf information , Notices,
Heritage: Competent to Env City
Not Competent : Env City and
HWC
Can Plan be
accepted
Create and print a Tax
Invoice/ Quotation
Create Doc-in number
Customer Interface
CUSTOMER
INTERFACE
Captures owner erf number
System provides an Search Fee
Number.
Capture Arch as per SACAP
requirements
Yes
Assess building plan fee
A
Income Module
No
Land Use
Owner referred to Land
Use Management
Department for
assessment of application
Can Application
be accepted
XXX
NO
Does City have
competence to grant
S34 permit
No
Refer applicant to Env to
collect permit form and
City comment sheet to
take to HWC
Search LIS for
owners information
Captures owner
application
YES
System provides an
application number .
Create and print a Tax
Invoice/Quotation
Create Doc-in number
Planning Module
YES
END
Owner supplied with all
the relevant
documentation and
information
Yes
Owner
complies
NO
END
Refer applicant to Env Planning
to collect permit
Permit granted
Yes
Plan submitted and processed
by BDM and Circulated to
Environment for sign off
Follow Plan Approval Process
END
No
COMPETENCE IF:
Area was surveyed and 60 years old buildings identified
Site is vacant
Application does not trigger an HIA
Section 38 (1)
Request HIA from applicant
Receive HIA Permit
granted
BDM
No
LUMS
Refer applicant to HWC
via City Env
HERITAGE
Yes
Plan submitted and processed
by BDM and Circulated to
Environment for sign off
EXIT BDM
Follow Plan Approval Process
END
S38(1) OF NHRA (PLANS EXAMINER TO NOTE)
Construction of a road, wall, power line, pipe line, canal or similar from of linear development or barrier
exceeding 300m in length
Construction of a bridge or similar structure exceeding 50m in length
Development involves three or more erven
Development involves properties which have been formed through the consolidation of three or more
properties in the last five years
Rezoning of a property of more than 10 000m²
B
Process Name: Building Development Plan Process Flow
Parent Process Name: : Approval Process
Responsible Person: Hester Hutchinson
Date : 17 July 2006 Updated: May 2008
Page 2
Submission Module
CUSTOMER INTERFACE
Hands Tax Invoice,
Four (stamped) building plan
copies to applicant for payment
A
Customer Interface
CUSTOMER INTERFACE
Owner pays
account
YES
Captures doc-out number
Create unique Card/Plan/Record
number
Capture Date Paid as per Receipt
Capture Submission date
Checks plan
Check if all relevant
documentation is attached
30 day for <500m
60 day for >500m
Clock starts
Income Module
NO
END
LUM Official
LUM Official
Hands Tax Invoice to owner for
payment with all relevant
documenation
B
Owner pays
account
YES
Completed LUMS
approval handed to
owner
Captures doc out
(payment) in system
Owner to hand
in plan and
relevant LUMS
documentation
to BDM / As per
start of process
LUMS
NO
END
Customer Interface
CUSTOMER INTERFACE
Prepares plan for circulation
Hands prepared documentation
to Circulation Clerk
C
CUSTOMER INTERFACE
Populate Submission Module
capturing Statistical data
Circulate plan to responsible
official whom assesses the
Circulation requireme
SACAP Architect requirement as
per Income Module
Prepares file cover
Endorses the plan/record/card
number on all relevant
documentation
Responsible BDM Official
Scrutinise and indicate plan
circulation requirements on file
cover as per Department drop
down on Circulation Tab within
Submission Module
D
Submission Module
Key:
Trigger
Decision
Manual Task
System Task
Business Event
Input/ Output
Documents
Database
Connector
Interface
Process
Terminator
Flow Arrow Responsible Bus.
Unit/ Handover
C
Process Name: Building Development Plan Process Flow
Parent Process Name: : Approval Process
Responsible Person: Hester Hutchinson
Date : 17 July 2006 Updated: May 2008
BDM Admin Official
Plans Examiner
Plans Examiner (PX)
Scrutinise plan for approval (as
per delegation)
or
recommendation of approval
Captures plan circulation
to/from departments/
officials as indicated
D
As per Section 71(b) of Act
103,1977 indicates refusal of
approval.
Hands plan to Circulation Clerk/or
updates system
YES
Plans Examiner
BDM Official / Plans Examiner
Updates Approval date in
“Date box”
Activates SMS
NO
Can Plan be approved
Submission Module
BDM Official/ PX
Page 3
Admin Official/ Plans
Examiner
A) Checks if all documentation
complies and all relevant
certification is received
B) Checks fee assessment and
payment - receipt and tracker
information to correspond
C) Prepares plan for approval /
recommendation of approval.
D) Provide applicable stamping
of plan.
A ) Update the Value Calculator Box
for statistical information
B ) Updates Circulation Tab
C) Prints approval letter BDM 07
Prepares plan for:
Collection
Council copy for filing
Building Inspectors copy
Valuation copy
Submission Module
Submission Module
BDM Official/ PX
Updates tracker by
populating the:
Plan Circulation Tab
Printing the required
Letter BDM 08
Activating SMS
Submission Module
File Council copy after
plan collection/rejection
YES
SMS -Approval
Clock stops for:
30 day <500 m
60 day >500 m
SMS Non-Approval
Clock stops for:
30 day <500 m
60 day >500 m
Plan collected
NO
Phone owner if
sms unsuccessful
Or post plan
File Council copy after
plan collection/rejection
BDM Admin Official
File Council copy after
plan collection/rejection
Follow process
as from
D
Owner returns
plan
YES
CUSTOMER INTERFACE
Updates tracker entry from
Amendment Drawer to
Amendment Client
Prepares plan for collection
YES
Plan collected
Submission Module
Key :
Trigger
Decision
NO
NO
Plan submission to lapse
after 12 months
E
Manual Task
System Task
Business Event
Input
Output
Documents
Database
Connector
Interface
Process
Terminator
Flow Arrow
Responsible Bus .
Unit
Handover
Process Name: Building Development Plan Process Flow
Parent Process Name: : Approval Process
E
System to provide a report
on Plans about to Lapse
triggered by Amendment
date + 11 months
Responsible Person: Hester Hutchinson
Date : 17 July 2006 Updated: May 2008
Owner collects and
resubmits plan
SMS to owner : Plan to
lapse within 30 days
Page 4
YES
D
NO
Building Inspector to do on
site inspection to identify if
any building work has been
commenced or competed
Customer Interface
Customer Interface
Update outcome of
inspection
Update Plans Lapsed date
as per “Dates”activating
preset letter to owner
Activate SMS
SMS to owner : Plan to
lapsed and is invalid
NO
Work commenced/
completed
Submission Module
YES
Update outcome of
inspection
Activate link to legal
module
As per Legal Module
Submission Module
Post non approval
plan and relating
letter to owner
BDM 11
END
Key:
Trigger
Decision
Manual Task
System Task
Business Event
Input/ Output
Documents
Database
Connector
Interface
Process
Terminator
Flow Arrow Responsible Bus.
Unit/ Handover