Speeding up Building Plans and Construction Permits Approval
Building and Construction Authority
Singapore

The Problem

Pro-enterprise initiatives that make it faster and easier for businesses to obtain building plans and construction permits approvals are critical in supporting the economic growth and national development. However, prior to the introduction of the One-Stop Online system, procedures to obtain building approvals in Singapore were rather time-consuming, complex and involved much paperwork.

Approval process involving multiple government regulatory authorities -
Before a building can be constructed in Singapore, it is mandatory to obtain the building plans (including structural plans) approval and the construction permit to carry out building works from the Building & Construction Authority (BCA) and, also many other building approvals from the other 15 government regulatory authorities (which regulate different aspects of the building construction, e.g. fire protection systems), i.e. up to a total of 16 government regulatory authorities are involved in the approval process. This was a very cumbersome process to meet the very stringent building safety requirements of the various agencies.

Hardcopy Submission System -
Prior to November 2001, building plan and construction permit applications were submitted in hardcopy separately to each of the 16 regulatory agencies. Building professionals had to produce multiple hard copies of application forms, building plans and design calculations for submission, one set or more, to the 16 regulatory agencies. Building professionals had to make frequent trips to the 16 regulatory agencies to submit their hardcopy applications and documents. It could be a long duration to process and approve these submissions. For example, each plan approval typically took BCA between 4 to 8 weeks then to process.

Once these documents are approved, the building professionals had to visit the 16 regulatory agencies again to collect the approved set of plans for their record. They also had to set aside significant office space for storage of these hard copy documents. A medium-sized building of about 50,000 m2 gross floor area would require on average 800 hard copies of building plans.

Multiple Construction Permits System -
For BCA, the building’s structural plans were allowed to be submitted in stages so that construction works could start quickly. A fresh construction permit was required for each stage of the submission after the respective plans have been approved. Hence, significant amount of unproductive time was spent on preparing the permit applications for each stage of the building works since all 5 parties of the building project (i.e. the owner/developer, architect, engineer, contractor and site supervisor) had to endorse on each of these permit applications. For example, in one of the large-scale projects in Singapore, The Esplanade – Theatres by the Bay, a total of 20 permits had to be applied and obtained for carrying out construction works.

Problems of Hardcopy Submission and Multiple Permits system -
Hardcopy submissions required physical travelling by the applicants to the 16 regulatory agencies, resulting in cumbersome paperwork which needed physical space for storage. Multiple Construction Permits system resulted in unproductive time spent for permit application, and could cause delays to the completion of buildings and infrastructures, and affect businesses. This was not pro-enterprise.

Solution and Key Benefits

 What is the initiative about? (the solution)
The Initiative
Taking into consideration the feedback from our stakeholders (including owners/developers and industry professionals), since end 2001, BCA started our continual strive to speed up building plans and construction permits approvals. First, BCA championed and introduced the One-Stop Online system for building professionals to submit building plans electronically to BCA and the other 15 government regulatory agencies at anywhere at any time (24/7). Upon BCA’s approval of their plans application, an email notification was sent to the project parties (instead of letters prior to that). Our One-Stop Online system involving the 16 regulatory authorities was the first of its kind in Singapore and probably first in the world at that time as internet technology was relatively new then.

Secondly, BCA replaced the Multiple Construction Permits system with a One-Permit system in 2002. The revamp aimed to streamline the permit procedures by doing away the multiple-permits process. Instead, BCA now only requires one permit for the project parties to commence work; i.e. upon approval of the first set of structural plans, only one permit would be granted which would remain valid for all subsequent submissions of project plans. Work for subsequent stages could now be carried out immediately after the plans were approved without having to apply for separate permits.

Solving the Problems
The Online system helps to cut down cumbersome paperwork in building plans submission. To date, the building industry has made almost 3 million online submissions. This has enabled the building industry to save more than SGD$30 million in printing and dispatch costs, just based on these submissions to BCA alone. The saving in time and cost will be multiplied taking into account the other 15 regulatory authorities involved.

With the One-Stop Online system, building professionals no longer need to make frequent trips to BCA and the other 15 regulatory agencies to make plan submissions. More importantly, it allows significant reduction in plan approval time. For example with the Online system, more than 98% of structural plan applications were responded within 10 days (for first submission) and 14 days (for other submissions) in 2011.

With the One-Permit system, building professionals can save considerable amount of time in preparing for the otherwise required multiple permits applications. This significantly shortened the critical path of a construction project.

Internationally, the One-Stop Online system and One-Permit system have contributed to Singapore being ranked the fastest in the world to issue construction permits in the World Bank’s Doing Business Report from 2010 to 2013 and the world’s most business-friendly economy in the World Bank’s Doing Business Report from 2007 to 2013.

In 2007, to further enhance the plan and permit application process, we have introduced an automated Short Message Service (SMS) notification system through mobile phone to the building professionals immediately after the building plan or permit is approved. The SMS notification service allows the contractors to carry out structural work more promptly, without having to go on-line to check the plans/permits application status.

Actors and Stakeholders

 Who proposed the solution, who implemented it and who were the stakeholders?
Feedback from industry stakeholders
BCA had earlier engaged the stakeholders, namely the public/private building owners and industry professionals (including architects, engineers and builders) for feedback, which the Hardcopy Submission and Multiple Permits system were very long application processes, leading to delays in completion of public infrastructures and businesses. This feedback helped BCA to identify the problems and to formulate the initiative to speed up building plans and construction permits approvals.

Proposer and Implementation
To speed up building plans and construction permits approval process, BCA proposed to develop the One-Stop Online system. BCA took the lead to setup the steering and working committees comprising BCA and the other 15 key stakeholders below:

Government agencies:
• Agri-Food & Veterinary Authority (AVA)
• Defence Science & Technology Agency (DSTA)
• Energy Market Authority (EMA)
• Fire Safety & Shelter Department (FSSD)
• Housing & Development Board (HDB)
• Infocomm Development Authority (IDA)
• JTC Corporation (JTC)
• Land Transport Authority (LTA)
• Maritime & Port Authority of Singapore (MPA)
• National Parks Board (NParks)
• National Environment Agency (NEA)
• Public Utilities Board (PUB)
• Singapore Land Authority (SLA)
• Standards, Productivity & Innovation Board (SPRING)
• Urban Redevelopment Authority (URA)

Industry professional associations:
• Singapore Institute of Architects (SIA)
• Institution of Engineers, Singapore (IES)
• Association of Consulting Engineers, Singapore (ACES)
• Real Estate Developers Association of Singapore (REDAS)
• Singapore Contractors Association Limited (SCAL)
• Singapore Institute of Surveyors & Valuers (SISV)

After the launch of the One-Stop Online system in 2001, the steering and working committees continued to work together to get industry buy-in, monitor submission volume and enhance the system.

To get industry buy-in, BCA worked with the committees to implement a comprehensive industry hand-holding programme covering mass briefings, hands-on training, comprehensive audio-visual user’s guides, phone and on-site technical support, setting up of e-kiosks, focus group feedback sessions, as well as the provision of incentives to ensure availability of assistance to overcome the learning curve. A survey in late 2003 indicated that building professionals who made online submissions enjoyed cost as well as time savings. However, there were more instances of difficulties in accessing the system due to the steady increase in the submission volume. As a result, the online system was enhanced to cater to the increased demand in December 2004 and again in August 2009.

These sustained efforts have resulted in a steady increase in the adoption of online submission in Singapore. The online submission volume increased steadily from 8000 transactions in 2002 to more than 450,000 transactions in 2010. To date, the building industry has saved more than SGD$30 million in printing and dispatch costs, just based on the online submission to BCA alone. The saving in time and cost will be multiplied taking into account the other 15 regulatory authorities involved. Also, there is a two-thirds reduction in the time taken to obtain construction permits.

(a) Strategies

 Describe how and when the initiative was implemented by answering these questions
 a.      What were the strategies used to implement the initiative? In no more than 500 words, provide a summary of the main objectives and strategies of the initiative, how they were established and by whom.
Main Objectives
The main objective was to transform a time-consuming and complex submission and permit application process into one which is faster, paperless, easily accessible and highly efficient.

Strategies

(A) Engaging industry for feedback
Feedback was solicited from the industry so that BCA could identify the problems and formulate the initiatives to address the problems.

(B) Forming steering and working committees
Taking into consideration the feedback from our stakeholders, BCA took the lead to set up the steering and working committees to develop and launch the One-stop Online system in 2001. The steering and working committees comprised key stakeholders: BCA, the other 15 government regulatory agencies (who regulate other aspects of the building construction) and 6 key building industry professional associations. This enabled key concerns from the key stakeholders to be directly addressed in designing the One-Stop Online system.

(C) Revamping plans/permits approval process
The plan/permit approval process was revamped to eliminate avoidable hard copy plans/permits application. BCA improved public service delivery and made it faster and easier for businesses to obtain plans and construction permits approval by leveraging on technology and cutting out the need for stacks of hardcopy submissions and multiple visits to BCA and the other 15 government regulatory agencies.

(D) Building-up capability
A realistic 3-year transition period was given to the industry to adapt to the new One-Stop Online system before mandatory online submission requirements kicked in. A comprehensive capability-building programme which includes training, hand-holding, site and phone support and financial incentives to prepare over 6000 construction professionals for the online submission. The One-Stop Online system was recently enhanced to even allow 3-D Building Information Modelling (BIM) submissions.

BCA staff was also briefed and trained so that they have the competency to use the One-Stop Online system.

(E) Promoting
Notification circulars were sent to all industry and mass briefings were conducted to get buy-in from construction professionals on the new One-Stop Online system. BCA officers also provide good public service by making personal calls to architects and professional engineers to explain the SMS notification service, and encourage them to sign up because many architects and professional engineers were not aware or suspicious of this service.

(b) Implementation

 b.      What were the key development and implementation steps and the chronology? No more than 500 words
Key Development and Implementation steps

1995: A steering committee and a working committee led by BCA were formed to oversee the One-Stop Online system. The committee members included BCA and the other 15 government regulatory agencies (who regulate other aspects of the building construction) and 6 key building industry professional associations. The committee carried out a comprehensive review of the construction life-cycle processes to identify areas where IT can be a key enabler for improvements. Based on this study, the committees defined clear visions, goals, key performance indicators, deliverables, action plans and key success factors.

September 1998: BCA through the parent Ministry of National Development (MND) submitted the proposal to justify resources and secure funding from the Ministry of Finance.

June 2000: BCA took the lead with all participating agencies and building industry professional association to carry out the procurement, requirement study, design, quick prototype, development, testing and commissioning of the One-Stop Online system.

January 2001: BCA enhanced the back-end data management system to support the One-Stop Online system.

November 2001: BCA launched the One-Stop Online system during BAUCON Asia 2001 (international industry trade show).

September 2002: BCA launched the One-Permit system to improve its services by streamlining construction permit procedures.

July 2004: BCA progressively phased in mandatory online electronic submissions for different types of projects over a 6-month period.

December 2004: The One-Stop Online system was enhanced to cater to the steady increase in the number of transactions.

July 2007: The SMS notification service was rolled out in Jul 2007.

August 2009: The One-Stop Online system went through a technology refresh and user interface revamp to cater to the growing demands of the system.

January 2010: The One-Stop Online system was enhanced to allow for 3-D Building Information Modelling (BIM) online submissions. BCA again implemented a comprehensive hand-holding programme that included briefings, hands-on training, focus group feedback sessions as well as the provision of incentives to upgrade industry capability in adopting 3-D BIM technologies.

September 2011: The One-Stop Online system was enhanced to allow an automated SMS notification to the construction professionals immediately after the building plan or permit is approved.

(c) Overcoming Obstacles

 c.      What were the main obstacles encountered? How were they overcome? No more than 500 words
As with most new systems launched, there were issues regarding the acceptability of the One-Stop Online system. In particular, the One-Stop Online system was launched at a very early stage of the internet era when many were still unfamiliar with this new technology. Though the system was launched in end 2001, the number of users embracing the system was not very high and there was a level of scepticism and lack of confidence.

To remove these barriers, a comprehensive hand-holding programme that included mass briefing, class-room hands-on training, comprehensive audio-visual user’s guides, phone and on-site technical support, setting up of e-kiosks, focus group feedback sessions, as well as the provision of incentives to ensure availability of assistance to overcome the learning curve.

BCA officers make personal calls to architects and professional engineers to explain the SMS notification service, and encourage them to sign up.

Training for all construction professionals/firms involved in online submissions were provided to ensure capability building and embracing of key CAD technology that would give our building & construction industry the competitive edge and productivity improvement.

The effect of these programmes moved the submission volume up steadily from 8000 transactions in 2002 to more than 450,000 transactions in 2010. To date, the building industry has made almost 3 million online submissions. This has enabled the building industry to saved more than SGD$30 million in printing and dispatch costs, just based on these submissions to BCA alone. The saving in time and cost will be multiplied taking into account the other 15 regulatory authorities involved. Also, there is a two-thirds reduction in the time taken to obtain construction permits.

(d) Use of Resources

 d.      What resources were used for the initiative and what were its key benefits? In no more than 500 words, specify what were the financial, technical and human resources’ costs associated with this initiative. Describe how resources were mobilized
Resources used

(A) Financial Resources
The One-Stop Online system development was started in June 2000 at a capital cost of SGD$1.65 million.

(B) Human resources
Steering and working committees: BCA took the lead to set up these committees, comprising government regulatory agencies and industry associations, to develop One-Stop Online system.

Training: A team of facilitators was formed to train the construction professionals on online submission.

Service desk: A service desk was setup to provide phone and on-site support for online submission.

Informing the industry: Some manpower was needed for the issuing of circulars and conducting briefings to the industry.

(C) Technical resources
e-kiosks setup: Kiosks were setup at BCA to allow construction professionals making online submissions.

IT system: Some resource was required for making modifications to the IT processing system and application form for the One-Permit system.

Key Benefits to Industry and Public
The One-Stop Online system is so much more time-saving and convenient than to hand-deliver the hardcopy document for building plans submission. In addition, it allows significant reduction of processing time on plans approval, shortening the construction process. For example, before the initiative, each plan approval took BCA typically between 4 to 8 weeks. Due to the initiative, more than 95% of structural plan applications were responded within 10 days (for first submission) and 14 days (for other submissions).

The One-Permit system shortens the critical path of construction projects, and eliminates the unproductive time spent in applying permits under previous Multiple-Permits system. The initiative shortens the project cycle, which also benefits the public as they can faster enjoy the completed public infrastructures.

To date, the building industry has made almost 3 million online submissions to BCA alone. This has enabled the building industry to save rental cost of physical space to store the building plans/permits hardcopy and, more than SGD$30 million in printing and dispatch costs, just based on these submissions to BCA alone. The saving in time and cost will be multiplied taking into account the other 15 regulatory authorities involved. Also, there is a two-thirds reduction in the time taken to obtain construction permits.

Consistent Worldwide Recognition
The One-Stop Online system and One-Permit system are pro-enterprise initiatives which have transformed a time-consuming and complex building approval process into one which is faster, cheaper, paperless, easily accessible and highly efficient. Internationally, the One-Stop Online system and One-Permit system have contributed to Singapore being ranked the fastest in the world to issue construction permits in the World Bank’s Doing Business Report from 2010 to 2013 and the world’s most business-friendly economy in the World Bank’s Doing Business Report from 2007 to 2013.

Reaping benefits of going digital
The One-Stop Online system has made the construction industry, which is traditionally a “brick-and-mortar” trade, embrace digital technology. The industry is now able to reap the benefits of going digital, for example, enabling easy project collaboration between project parties, allowing industry to adopt BIM, and opening up new areas of development such as development of code checking tools.

Sustainability and Transferability

  Is the initiative sustainable and transferable?
One-Stop Online system
Since the launch of the One-Stop Online system, we saw a steady increase in the adoption rate in Singapore. The online submission volume increased steadily from 8000 transactions in 2002 to more than 450,000 transactions in 2010. Over the years, BCA has closely monitored the performance of the One-Stop Online system to ensure that the system remains adequate and relevant. BCA has taken the lead in making enhancements to ensure that the online system remains adequate and relevant. These enhancements include upgrades to major hardware and software in 2008 as well as an upgrade to storage solutions in 2010. As a result, the One-Stop Online system has been able to cope with a steady increase in the e-submission rate in Singapore. To date, the building industry has made almost 3 million online submissions. This has enabled the building industry to save more than SGD$30 million in printing and dispatch costs, just based on these submissions to BCA alone. The saving in time and cost will be multiplied taking into account the other 15 regulatory authorities involved.

At the time of its implementation in 2001, the One-Stop Online system was the first of its kind in Singapore and the world. It allowed virtually every building submission type to be made electronically via the internet from businesses to government agencies. As a result, there was significant savings in terms of materials and time as public need not make multiple hardcopies of drawings and need not make frequent trips to agencies for submission. These factors have contributed to Singapore being ranked the fastest in the world to issue construction permits in the World Bank’s Doing Business Report from 2010 to 2013 and the world’s most business-friendly economy in the World Bank’s Doing Business Report from 2007 to 2013.

Over the years, BCA has also been invited to share on the development, implementation and benefits of the One-Stop Online system with overseas delegates such as Brunei, Malaysia, New Zealand, Taiwan, Russia, Finland, Norway, Nigeria, Denmark, Abu Dhabi, Saudi Arabia, China, Thailand, Belgium, Dubai and Indonesia.

In October 2010, BCA also conducted a workshop for Asia-Pacific Economic Cooperation (APEC) delegates who were keen to learn how BCA reformed the building regulatory system through the One-Stop Online system.

One-Permit system
One-Permit system can be transferred to countries which practise Multiple Permit system. For example in Hong Kong, a multiple permit system is adopted whereby permit application (consent) is required for each plan approval. A permit is required for the carrying out of works under each major and minor amendment plan approval.

The One Permit System won a POWER award in April 2003, which was given to BCA’s parent ministry (Ministry of National Development). POWER is the acronym for Public Officers Working to Eliminate Red Tape. The award was given by the Public Service (PS) 21 Organisation Review Committee, commissioned by Singapore’s Prime Minister’s Office, in recognition for the effort in reducing or simplifying rules and regulations in government agencies.

Lessons Learned

 What are the impact of your initiative and the lessons learned?
The One-Stop Online system and One-Permit system have transformed a time-consuming and complex building approval process into one which is faster, cheaper, paperless, easily accessible and highly efficient. To date, BCA has helped the building industry to save more than SGD$30 million in printing and dispatch costs (only based on the submissions to BCA). The saving in time and cost will be multiplied taking into account the other 15 regulatory authorities involved. Also, there is a reduction in the time taken to obtain the various building approvals.

Today, the industry is so used to the One-Stop Online submission and One-Permit system, it cannot do without it. The following are the key elements that have made these systems successful in Singapore:

Lessons
(A) Getting buy-in from key stakeholders:
• The committees which were initially set up to develop the One-Stop Online system comprised key stakeholders who included BCA and the other 15 government regulatory authorities and the 6 key building industry professional associations. This enabled concerns from the key stakeholders to be directly addressed.

• To facilitate further buy-in from building industry professionals, a comprehensive hand-holding programme was implemented. This included mass briefing, class-room hands-on training, comprehensive audio-visual user’s guides, phone/on-site technical support, e-kiosks, focus group feedback sessions and incentives to overcome the learning curve.

• Promoting the SMS notification service is important, as the architects/professional engineers may be suspicious or not aware of the new technological service. By calling architects/professional engineers, BCA helps to assure and get the buy-in from them.

(B) Building industry capability:
• After the implementation of the One-Stop Online system, a 3-year transition period was introduced before online submission was mandated. This realistic transition period allowed the building industry professionals adequate time to build up their capability. More importantly, this transition period allowed the building industry professionals to experience and be convinced of the benefits of the online submission, which is so much faster and easier in obtaining building plans and construction permits approval.

(C) Sustaining the One-Stop Online system and One-Permit system
• Over the years, BCA has closely monitored the performance of the One-Stop Online system and One-Permit system, to ensure adequate accessibility of these systems. Due to the steady increase in the submission volume, the One-Stop Online system was enhanced to cater to the increased demand in December 2004 and again in August 2009.

Regular dialogues with key stakeholders to address further concerns as well as seminars for adopters to share their best practices. BCA has also continued to take the lead in making enhancements to ensure that the One-Stop Online system remains adequate and relevant eg. recent enhancement to allow 3-D Building Information Modelling (BIM) electronic submissions of plans. These sustained efforts ensure that the One-Stop Online system remains adequate and relevant.

Contact Information

Institution Name:   Building and Construction Authority
Institution Type:   Government Agency  
Contact Person:   Hui Chun Phua
Title:   Deputy Director for Managing for Excellence Office  
Telephone/ Fax:   65-6325-5024
Institution's / Project's Website:   www.bca.gov.sg
E-mail:   phua_hui_chun@bca.gov.sg  
Address:   5 Maxwell Road #17-00 Tower Block MND Complex
Postal Code:   069110
City:   Singapore
State/Province:   Singapore
Country:   Singapore

          Go Back

Print friendly Page