Process Name: Building Development Plan Process Flow
Parent Process Name: : Building Inspectors Process
Responsible Person: Hester Hutchinson
Date : 2006-04-17 Updated: August 2007
Page 1
BI : Building Inspector
Approved
Building Plan
record to BI
Module via
Submission
Module
Admin Support
Admin Support
A) Supplies Copy of
Approved Building Plan to BI
B) Diary item discussed with
BI and amended if required
C) Plan copy filed in BI
Cabinet
Log In to system activating daily diary
Print Diary for day or period required
Log and organise inspection slips
received
Amend and organise diary items as
required
Log and diarise SMS No Access
Inspections
Admin Support
Building Inspector
leave office with
documents (files)
and PDA
for daily inspections
Admin Support
Retrieve BI file for:
Daily diary schedule
Inspection slips received
Synchronize PDA
A
B I Module
Admin Support
Building Inspector
A
On Site Inspection PDA Log:
A) Work in Progress Inspections - See B
B) Commencements - See B
C) Completions – See E
D) Unauthorised, Notices,
Complaints – See F
Return to office to Synch PDA
Receive files and PDA from
Bi and sort Files into:
Work in Progress
Completions
Printing
New Work
No Access SMS
Admin Support
Admin Support
Check diary updates
Print certificates
Activate SMS:No Access Inspections
Synchronize PDA
B
B I Module
Reason to be supplied
Diary item to automate
and amended if
required
Admin Support
B
WORK
COMMENCED
YES
C
Admin Support
NO
Check inspection for:
Work Commenced date populated
(Date reflects in Submission
Module)
Amend diary date if required
C
Work in Progress inspections to be
logged
After 3rd and every consecutive
Progress Inspection the system
automates the Ready for Valuation
prompt
Ready for
Valuation
YES
Ready for Valuation Date automates
in system
Update diary and progress inspection
B I Module
NO
E
B I Module
YES
Owner pays fee.
PX updates extension
Which flags in BI Module
WORK COMMENCED
YES
YES
Admin Support
NO
Check for:
Progress Inspection diary item
update
Amend diary date if required
WORK COMMENCED
After 11 Months
NO
Warning SMS to
owner : Plans about
to Lapse
Ext of Validity
Requested
After 13 months
NO
Warning: SMS to
owner: Plan Lapsed
D
B I Module
System Task
Key
Trigger
Decision
Manual Task
Responsible Bus
Business Event
Output
Input
Documents
Database
Connector
Interface
Process
Terminator
Flow Arrow
Unit Handover
Process Name: Building Development Plan Process Flow
nt Process Name: : Building Inspectors Process
Responsible Person: Hester Hutchinson
Date : 2006-04-17 Updated: August 2007
Page 2
Admin Support
Building Inspector to do
on site inspection to
verify unauthorised
building work
D
WORK
COMMENCED
YES
Update Extension of
Validity in Submission
Module activating same
date in BI Module
C
Submission Module
NO
Admin Support
Update Tracker:
Plans Lapse Date
Activating date in
Submission Module
Print Lapse Letter
Post letter and
plan to owner
END
BI Module
BI : PDA
E
WORK
COMPLETED
YES
Admin Support
Completes Completion Box in PDA:
Ready for Valuations
Work Completed
Can Occupancy Certificate be
issued
Is land use legal
Has building been occupied
Admin Support
Ensure that Completion date has
been populated
Ensure that Ready for Valuation date
(if not complied with earlier) has been
validated / populated
Ensure that Diary date de-activates
BI Module
PRINT
CERTIFICATE
YES
Print Certificate in Back end
system for Building
Inspector to verify and sign
BI Module
BI Module
NO
EITHER
OR
BI to serve NOTICE If in
contravention of the NBR and
Building Standards Act 103 of
1977
C
COMPLIED
YES
BI to sign
Certificate
A/B
NO
Admin Support
FINAL NOTICE
TO BE SERVED
Capture
HAND OVER DATE
Flag of Record
Number and details
BI Module
System Task
Key
Trigger
Decision
Manual Task
END
Legal Module
END
Compliance
in Legal
Module
Business Event
Output
Input
Documents
Database
Connector
Interface
Process
Flow Arrow
Unit Handover
Process Name: Building Development Plan Process Flow
Parent Process Name: : Building Inspectors Process
Responsible Person: Hester Hutchinson
Date : 2006-04-17 Updated: August 2007
Page 3
Search LIS & LUM:GIS Database for Erf
number & owner information and Zoning
& Zoning Scheme
Building Inspector
Receives:
Written/
telephone
Complaint
Or by routine
inspection
F
Admin Support
Create New Record
Search for Erf details
Select as Type of Application:
Contravention
Capture date and description
of complaint that was received
Building Inspector:
Performs a site inspection to
verify the complaint
Synchronize PDA
Completes Yes /No tick box
indicating if Notice is to be
served.
Yes: Creates Notice Number
YES
Notice generated
G
BI Module
BI Module / PDA
NO
Admin Support
Income Module
On requirements met BI signs
off item as Complied With
Consults with Building
Inspector and attaches
the correspondence to
the new application
BI / Admin Clerk
Notice flags via LIS
Captures outcome of inspection as
well as date complied
Admin Support
Check and arrange diary
date follow up
Inspection
Send sms for no access if
required
G
Letter (when required) to
complainant
(Letter to print via system)
END
Admin Support
BI does follow
up inspection
INCOME MODULE
COMPLIED
NO
YES
Complied with Date
captured
END
BI Module /PDA
H
Key:
Trigger
Decision
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: : Building Inspectors Process
BI TO CONTACT
OWNER VIA:
SMS : NO ACCESS
E-MAIL
CARD IN POST BOX
Responsible Person: Hester Hutchinson
Date : 2006-04-17 Updated: August 2007
REFER TO CITY
POLICE
NO
Response
Page 4
YES
NO
BI/Admin Clerk
BI/ADMIN SUPPORT
Building Inspector:
to Serve Notice
H
NOTICE
SERVED
XXX
Diary Item
Captures date of Contravention
Notice
BI Carries out
Inspection /
Desktop Enquiry
Captures Outcome of
Inspection
Enters Hand Over Date in
System
COMPLIED
BI Module
I
BI Module
(Legal Module)
Process office
takes over
Option 1
(Legal Module)
BI/ADMIN SUPPORT
Building Inspector completes
docket folder with supporting
document (affidavits/statements)
I
BI Performs site
inspection to verify status
Verify information in Tracker
Update/organise diary if
required
Legal Module
Option 2
Letter to complainant
BI Module
Record no and details
flag
Create Ref/Case No
(Legal Module)
BI/ADMIN SUPPORT
END
Capture Date and outcome of Site
Inspection
Diarise item for follow up
xxx
BI Module / PDA
Key:
Trigger
Decision
Manual Task
System Task
Business Event
Input/Output Documents
Database
Connector
Interface
Process Terminator
Flow Arrow
Responsible Bus. Unit/
Handover