Compliance Online Permitting Working Group

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Working Group Description/Mission:

The issue of permitting and code compliance for Heating, Ventilating and Air Conditioning (HVAC) systems has been the subject of discussion within the regulatory policy arena for many years. In 2015, the WHPA Compliance Committee developed a roadmap through a collaborative process with California Building Officials (CALBO), contractors, city and county representatives, County Building Officials Association of California (CBOAC), Contractors State License Board (CSLB), the California Energy Commission (CEC), California State Association of Counties (CSAC), and other relevant stakeholders for web-based permitting of mechanical change-outs. The roadmap was approved in January 2016 and called for the development of this Working Group to develop an online permitting framework overseeing four distinct project phases: Plan, Define, Pilot, and Deploy. The roadmap detailed the action items necessary for each of these four project phases and their suggested timeframes, including 2017 milestones as well as additional mid-term and long-term milestones beyond 2017.

PDF of Implementation Plan

Goal #1: Launch 2017 Working Group and Develop 2017 Implementation Plan
Milestone Owner Deliverable Due Date Dependencies
  1. Develop 2017 Implementation Plan
WHPA Staff and Chair Implementation Plan 1/31/17
  • Availability of WHPA Staff and Chair
  • Willingness of members to participate in Working Group
  1. Review and Finalize Working Group Roster
WHPA Staff and Chairs 2017 Working Group Roster 2/8/17
  • Availability of WHPA Staff and Chairs
  • Willingness of members to participate in Working Group
  1. Identify new Co-Chair
WHPA Staff and Chair Compliance Chair
Approved Co-Chair
2/15/17
  • Availability of WHPA Staff and Chair
  • Willingness of member to act as Co-Chair
Goal #2: Conduct and Analyze Surveys of Building Departments by August 31, 2017
Milestone Owner Deliverable Due Date Dependencies
  1. Draft Jurisdictional Survey with Building Departments 
Chair, Working Group Members, and WHPA Staff Draft Survey 1/31/17
  • Availability of Chair, Working Group Members, and WHPA Staff
  1. Develop Sample Frame for Jurisdictional Survey
Chair, Working Group Members, and WHPA Staff Sample Frame 1/31/17
  • Availability of Chair, Working Group Members, and WHPA Staff
  1. Pretest Jurisdictional Survey with 5 Building Departments and Develop Memo of Results
Chair, Working Group Members, and WHPA Staff Pretest Results 1/31/17
  • Availability of Chairs and Working Group Members
  • Availability of Building Departments
  1. Finalize Jurisdictional Survey
Chair, Working Group Members, and WHPA Staff Final Survey 3/31/17
  • Availability of Chairs, WHPA Staff, and Working Group Members
  1. Field Survey
Chair, Working Group Members, and WHPA Staff Online Survey Fielded 5/31/17
  • Availability of Chairs, WHPA Staff, and Working Group Members
  • Willingness of Building Departments to Complete Survey
  1. Develop Results Memo
Chair, Working Group Members, and WHPA Staff Memo Developed 8/31/17
  • Availability of Chairs, WHPA Staff, and Working Group Members
  1. Compliance Committee Approves Memo
Chair and Committee Members Committee-Approved Memo 9/30/17
  • Availability of Chair and Committee Members
  • Affirmative Committee Vote to Approve
  1. EC Adopts Memo
EC, Chairs, and WHPA Staff EC Vote 10/31/17
  • Time on July EC Agenda
  • Affirmative EC Vote to Approve
  1. Post Interim Memo to WHPA Website
WHPA Staff Memo Posted 10/31/17
  • Availability of WHPA Staff
Goal #3: Conduct and Analyze Surveys of Contractors by August 31, 2017.
Milestone Owner Deliverable Due Date Dependencies
  1. Draft Contractor Survey with Contractors 
Chair, Working Group Members, and WHPA Staff Draft Survey 1/31/17
  • Availability of Chair, Working Group Members, and WHPA Staff
  1. Develop Sample Frame for Contractor Survey
Chair, Working Group Members, and WHPA Staff Sample Frame 1/31/17
  • Availability of Chair, Working Group Members, and WHPA Staff
  1. Pretest Contractor Survey with 5 Contractors and Develop Memo of Results
Chair, Working Group Members, and WHPA Staff Pretest Results 2/24/17
  • Availability of Chairs and Working Group Members
  • Availability of Building Departments
  1. Finalize Contractor Survey
Chair, Working Group Members, and WHPA Staff Final Survey 3/10/17
  • Availability of Chairs, WHPA Staff, and Working Group Members
  1. Field Survey
Chair, Working Group Members, and WHPA Staff Online Survey Fielded 4/10/17
  • Availability of Chairs, WHPA Staff, and Working Group Members
  • Willingness of Building Departments to Complete Survey
  1. Develop Results Memo
Chair, Working Group Members, and WHPA Staff Memo Developed 8/31/17
  • Availability of Chairs, WHPA Staff, and Working Group Members
  1. Compliance Committee Approves Memo
Chair and Committee Members Committee-Approved Memo 9/30/17
  • Availability of Chair and Committee Members
  • Affirmative Committee Vote to Approve
  1. EC Adopts Memo
EC, Chairs, and WHPA Staff EC Vote 10/31/17
  • Time on July EC Agenda
  • Affirmative EC Vote to Approve
  1. Post Interim Memo to WHPA Website
WHPA Staff Memo Posted 10/31/17
  • Availability of WHPA Staff
Goal #4: Confirm Minimum Legal Requirements for Mechanical Permits and Document in an Interim Memo Posted to the WHPA Website by September 30, 2017
Milestone Owner Deliverable Due Date Dependencies
  1. Research and Document Existing Information on Statewide Legal Requirements for Mechanical Permits 
Chair and Working Group Members Data Documented 1/31/17
  • Availability of Chairs and Working Group Members
  1. Interview Appropriate Stakeholders/SMEs to Clarify and Verify Understanding of Legal Requirements and the Basis for Those Legal Requirements
Chair and Working Group Members Data Documented 4/29/17
  • Availability of Chairs and Working Group Members
  • Availability of Stakeholders/SMEs
  1. Develop Draft Interim Memo and Present to Working Group
WHPA Staff, Chairs, and Working Group Members Draft Memo Developed 6/30/17
  • Availability of Chairs, WHPA Staff, and Working Group Members
  1. Finalize Interim Memo
WHPA Staff, Chairs, and Working Group Members Final Memo Developed 8/31/17
  • Availability of Chairs, WHPA Staff, and Working Group Members
  1. Compliance Committee Approves Memo
Chair and Committee Members Committee-Approved Memo 9/30/17
  • Availability of Chair and Committee Members
  • Affirmative Committee Vote to Approve
  1. EC Adopts Memo
EC, Chairs, and WHPA Staff EC Vote 10/31/17
  • Time on Dec EC Agenda
  • Affirmative EC Vote to Approve
  1. Post Interim Memo to WHPA Website
WHPA Staff Memo Posted 11/30/17
  • Availability of WHPA Staff
Goal #5: Identify Legislative and Regulatory Policy Issues Related to Online Permitting and Document in an Interim Memo posted to the WHPA website September 30, 2017
Milestone Owner Deliverable Due Date Dependencies
  1. Research and Document Existing Information on Legislative and Regulatory Policy Issues Related to Online Permitting 
Chair and Working Group Members Data Documented 1/31/17
  • Availability of Chairs and Working Group Members
  1. Interview Appropriate Stakeholders/SMEs to Clarify and Verify Understanding of Policy Issues Related to Online Permitting
Chair and Working Group Members Data Documented 4/29/17
  • Availability of Chairs and Working Group Members
  • Availability of Stakeholders/SMEs
  1. Develop Draft Interim Memo and Present to Working Group
WHPA Staff, Chairs, and Working Group Members Draft Memo Developed 6/30/17
  • Availability of Chairs, WHPA Staff, and Working Group Members
  1. Finalize Interim Memo
WHPA Staff, Chairs, and Working Group Members Final Memo Developed 8/31/17
  • Availability of Chairs, WHPA Staff, and Working Group Members
  1. Compliance Committee Approves Memo
Chair and Committee Members Committee-Approved Memo 9/30/17
  • Availability of Chair and Committee Members
  • Affirmative Committee Vote to Approve
  1. EC Adopts Memo
EC, Chairs, and WHPA Staff EC Vote 10/31/17
  • Time on April EC Agenda
  • Affirmative EC Vote to Approve
  1. Post Interim Memo to WHPA Website
WHPA Staff Memo Posted 11/30/17
  • Availability of WHPA Staff
Goal #6: Research Best Practices in Online Permitting and Document in a Memo Posted to the WHPA Website by December 31, 2017
Milestone Owner Deliverable Due Date Dependencies
  1. Research and Document Best Practices in Online Permitting 
Chair and Working Group Members Data Documented 6/30/17
  • Availability of Chairs and Working Group Members
  1. Interview Appropriate Stakeholders/SMEs to Clarify and Verify Understanding of Best Practices in Online Permitting
Chair and Working Group Members Data Documented 8/31 /17
  • Availability of Chairs and Working Group Members
  • Availability of Stakeholders/SMEs
  1. Develop Draft Interim Memo and Present to Working Group
WHPA Staff, Chairs, and Working Group Members Draft Memo Developed 9/30/17
  • Availability of Chairs, WHPA Staff, and Working Group Members
  1. Finalize Interim Memo
WHPA Staff, Chairs, and Working Group Members Final Memo Developed 10/31/17
  • Availability of Chairs, WHPA Staff, and Working Group Members
  1. Compliance Committee Approves Memo
Chair and Committee Members Committee-Approved Memo 11/30/17
  • Availability of Chair and Committee Members
  • Affirmative Committee Vote to Approve
  1. EC Adopts Memo
EC, Chairs, and WHPA Staff EC Vote 12/31/17
  • Time on December EC Agenda
  • Affirmative EC Vote to Approve
  1. Post Interim Memo to WHPA Website
WHPA Staff Memo Posted 1/31/18
  • Availability of WHPA Staff
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