Directorate of Town Planning & Survey – Approvals Submission and

Follow up Procedures

Lunch Time Seminar

By: Omar Habouch13th of October, 2008

Contents

DTP&S OBS and the key departments/personnel.

DTP&S approval with respect to the project process stages.

What is preceding the DTP&S approval stage.

DTP&S approval letter formation.

Data required based on the type of approval submitted and its format.

Who is responsible for following up with DTP&S until approval is obtained.

Objectives

To establish submission and follow-up procedures

To identify the requirements for DTP&S approval request

To accelerate the approval process and minimize time wastage on follow-up activities (meetings and discussions)

Director General

CEO

Customer Service Centre

Land Allocation Office

Branches Affairs Office

Development & Follow-up Office

Director General’s Office

Planning Studies Office

CEO Assist. For Resources Affairs

CEO Assist. for Technical Affairs

Legal Affairs Office

PR Office

HR & Finance Department

IT DepartmentCompensation

Department

Public Services

Department

Geographical Information Department

Survey Department

HR Sec. E-GovernmentCompensation

Sec.

Financial Resources

Sec.

Technical Support &

Networks Sec.

Estimation Sec.

Admin Services Sec.

Programmes & Systems Sec.

Technical Sec.

Buildings Department

Roads & Transportation

Sec.

Geographical Information

Management Sec.

Basic Services Sec.

Data Treating & Developing

Sec.

Naming & Numbering Sec.

Geographical Data Exchange

Sec.

Survey Sec.

Drawing & Issue Sec.

Building License Sec.

Survey Projects Sec.

Building Inspection & Consultants’Qualification

Sec.

DTP&S OBS

DTP&S OBS – Key Dept. (s)

Director General

CEO

Customer Service Centre

Land Allocation Office

Branches Affairs Office

Development & Follow-up Office

Director General’s Office

Planning Studies Office

CEO Assist. For Resources Affairs

CEO Assist. for Technical Affairs

PR Office

HR & Finance Department

IT DepartmentCompensation

Department

Public Services

Department

Geographical Information Department

Survey Department

HR Sec. E-GovernmentCompensation

Sec.

Financial Resources

Sec.

Technical Support &

Networks Sec.

Estimation Sec.

Admin Services Sec.

Programmes & Systems Sec.

Technical Sec.

Buildings Department

Roads & Transportation

Sec.

Geographical Information

Management Sec.

Basic Services Sec.

Data Treating & Developing

Sec.

Naming & Numbering Sec.

Geographical Data Exchange

Sec.

Survey Sec.

Drawing & Issue Sec.

Building License Sec.

Survey Projects Sec.

Building Inspection & Consultants’Qualification

Sec.

DTP&S OBS – Key Personnel

Mr. Salah Bin Bitee – Director General

Eng. Hamdi Fareed – Acting Head of Public Services Department

Eng. Ali Shahin – Head of Basic Services Section

Eng. Akef Al Jamal – Head of Basic Services Division

DTP&S Approval With Respect To The Project Process Stages

PROSPECT STAGE

PROJECT INCEPTION REPORT

PRELIMINARY DESIGN

DTP&S APPROVAL

TENDER PERIOD

CONSTRUCTION CONTRACT

ESTABLISHMENT

DETAILED DESIGN

What Is Preceding The DTP&S Approval Stage?

PROSPECT STAGE

PROJECT INCEPTION REPORT

PRELIMINARY DESIGN

Prepare Preliminary Drawings

Issue RFI to Service Authorities

Submit to DTP&S for formal planning approval

Proceed to Detailed Design/Prepare & Submit Preliminary Design Report

Approved?

Yes

No

DTP&S Approval Letter Formation

FAO (Service approval,

Data inquiry, etc)

The subject first and

then the name of the

project (not doing this

increase the possibility

of getting the letter

missed in DTP&S)

Arabic spelling and

translation check

Cc to SMDD, DPW,

DTP&S Coordinator and

optional to SM

Data Required –Pumping Station Location Approval

Location Plan

Three Proposed Locations (If possible)

Setting Out Plan

Elevations

Cross Sections

Two Sets of All Drawings

Location Plan

PS Location

Three Proposed Locations

PS Options

Nominate three locations and

prioritize them

Draw a selection zone

Take photos on site for the

proposed options (optional)

Identify the Plot No. for each

option (if possible) or show and

designate the surrounding

facilities (e.g. parks, mosques, etc)

Setting Out Plan

Odour Control Unit

Elevations

Maximum Height

Cross Sections

Data Required –Rising Main Route Approval

Location Plan

Layout Plans

Services Cross Sections

Two Sets of All Drawings

Location Plan

Layout Plans

Show the offset from building line at:

RM pends

Constant offset

Every change in the offset

Services Cross Sections

Typical Services Corridor

Utility All Road Corridor WidthsOffset from Building Line

(m)

Electricity 1.22

Water 2.14

Etisalat 3.35 (2.75 for all road corridor less than 18m width)

Natural Gas 5.0 ± 0.5 m

Foul and Surface Water Drainage

7.00 m

UAE Armed Forces Telecom System

To be agreed on project by project basis

Overhead Pylons, Others To be agreed on project by project basis

Source: Internal Memo Ref. PGS 400 and dated 19/11/2003

Typical Services Corridor

Data Required –Lifting Station Location Approval

Services Layout

Three Proposed Locations (If possible)

Cross Sections

Two Sets of All Drawings

Services Layout

LS in the parking or the verge of road

General Arrangement - Layout

Overall Width

Overall Length

General Arrangement - Cross Section

Data Required –Temporary Stormwater Storage Ponds

Location Plan

Services Layout

Temporary SWD PS Plan

Temporary SWD PS Cross Section

Two Sets of All Drawings

Services Layout

Pond Cross Section

Pond Layout Plan

Temp. Facilities

Temporary SWD PS Plan

Temporary SWD PS Cross Section

Who is Responsible?

Project Manager Responsibility:

• The drawings are clear, complete, and follows the DTP&S

restrictions and limitations.

• The Approval Letter issued with the required details,

justifications, enclosure, etc.

• Provide the DTP&S Coordinator with the required details

and explanations at the follow-up stage.

• PM to provide the coordinator with a realistic deadlines to

priorities the coordinator efforts.

• Single point of contact with the coordinator within Halcrow

to avoid conflicting messages from different members of the

project team.

Who is Responsible?

DTP&S Coordinator Responsibility:

• Liaise between the project manager and

the DTP&S engineer since DTP&S

requires a single representative to deal

with them on all projects.

Recommended Procedure

Current Procedure

HalcrowSM DTP&S

Recommended Procedure (not yet approved)

SMHalcrow DTP&S

Process Direction

DTP&S Coordinator

SM Coordinator

SM Coordinator

Recommended Procedure - Form

Guidelines Summary

Clear location plan to be provided for all types of

approvals.

Setting out and services layouts should be detailed and

includes plots numbers.

The proposed or existing services to be colored with

different colors in order to make them easily identified by

the DTP&S engineer.

Photos to be taken for proposed PS, LS, etc locations

Approval Letters have to be directed to the appropriate

DTP&S department.

Guidelines Summary

Lifting stations to be in the internal roads’ parking areas or

the verges.

The proposed pumping mains or gravity sewers to be

allocated at 7 to 9m offset from the building line.

Offset from building line has to be shown on the layouts at

RM pends, constant offset, and every change in the offset.

Services cross sections have to be provided at corridors

with congested existing and proposed services as well as

for every type of corridor width is being identified along

the RM route.

Guidelines Summary

Don’t Send more than one approval in one Letter. For

example, if you need to approve location for a pumping

station and its rising main route. It would be better to

approve the location of the pumping station and based on

that you apply for the approval of the rising main since the

location of the PS might change from the proposed one.