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Liz Aguiar Principal Planner / DRC Chair 954-973-6756
Amy Edwards Development Review Specialist 954-973-6756

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ePlan User Guide

Home / Sustainable Development / Urban Design and Development / Development Review / ePlan User Guide

e-Plan is an electronic service for projects requiring development review and is a major step toward streamlining the Planning Division’s review process. This new service saves time and money by submitting electronically, directly from your computer when it is most convenient for you. Staff will review and respond electronically to submittals, reducing paper waste. e-Plan will help reduce review times, reduce costs, improve energy efficiency through a greener business process, and create a high level of communication with the City during the development review process.

Reading and following these instructions will make the electronic plan distribution and review process more efficient for every participant. We have developed a specific process and file format for uploading documents into the e-Plan review process which is outlined in this document.

We hope that you find this User Guide to be beneficial in the e-Plan Submittal Process. We encourage your input on its usefulness and welcome any suggestions you may have to help make this process easier. Please send us your comments to drc@coconutcreek.net.

Helpful Links e-Plan Online Application

Minimum Requirements

To begin the review process, you must have basic internet navigation skills, the ability to create the necessary documents and drawings, and submit in the required formats. Design professionals will need basic computer hardware, software, and internet service to create and assemble documents.

Minimum requirements are:

  • Internet connection
  • Email
  • CAD program (creation of plans)
  • Adobe Acrobat (digitally sign documents)

File Type Standards

You must be ready to upload files after completing the online application. The following helps you prepare these files to meet the requirements for our e-Plan process. Failure to follow the standards and requirements will result in rejection of your application.

Required Files

All drawings and supporting documentation, as specified by the submittal type, must be submitted all at once. Applicant must refer to the checklist provided on the website, prior to submittal http://www.coconutcreek.net/sd/development-review.

File Standards

All submittal documents must meet the following standards:

  • Vector PDF
  • No password protection
  • Required Cover Sheet to allow for the City’s Approval Stamp
    • This Cover Sheet CANNOT be locked or digitally signed!
  • Layers must be merged or flattened
  • Single sheet per file (if you have a 15 page plan, you will need to upload 15 separate files)
  • File naming must be exactly as stated in “File Naming Requirements” section
    • 001-CS-1-Hotel California-Cover Sheet.pdf
  • No scanned drawings, only CAD generated PDF’s. If there shall be an instance where only a scanned image can be used, ensure the resolution is 300 DPI or higher. Documents must be legible on both a computer screen and/or printed. PDF documents produced by scanning paper documents are inherently inferior to those produced from an electronic source.
  • Minimum resolution of 300 DPI
  • Plans must be drawn to an appropriate scale to ensure legibility.
  • 24” x 36” plans, unless otherwise discussed in Pre-DRC meeting
  • Plans must be in the correct orientation so that the top of the page appears at the top of the computer screen when opened. Pages shall not require rotation in order to be read.
  • All plans shall be Digitally Signed and Sealed (refer to Digital Sign and Seal section)
  • Maximum file size of 5mb per page
  • Documents other than plans, such as supporting documents, traffic analysis, rezoning etc. shall be multiple-page pdf and named accordingly (PDF & Excel accepted)

File Naming Requirements

Naming requirements allow for easy identification of plans and supporting documents. Our e-Plan system will track documents, but only if the file naming structure remains consistent throughout. This is why we have strict requirements. Failure to follow these requirements will result in a rejected application.

Plan Naming Requirements

“Plan naming” refers to the name given to each individual electronic file which contains a drawing. As previously noted, each plan page shall be saved as a separate PDF. CAD drawings shall be saved into a PDF file formatted in a vector, single layer file (refer to File Type Standards for specifics).

Documents such as Traffic Study, Rezoning, etc. shall be provided as a single multiple-page PDF and named accordingly. See “Supporting Document Naming Requirements” for more information.

File names for plans submitted through e-Plan must include a Sequential Sort Order Number (dash), followed by an Alpha Numeric Sheet Number (which is the abbreviation for the Sheet ID and page number)(dash), followed by the Project Name (dash), and followed by the Sheet Title.

Example Breakdown:
001-CS-1.0-Hotel California-Cover Sheet.pdf

Sequential Sort Order:
Sequential sort order is the number of pages in your plans starting at 001. The plan Cover Sheet must always begin with 001. All plans must be in a specific order as listed in the tables below. Using a sequence range is suggested. This allows the applicant to add multiple sheets (if required) without affecting any other sheet numbers by not adding a sub number (xxx.1) to “squeeze” in any additional sheets. See below for an example guide.

001 Cover Sheet
002 Index Sheet
030 – 049 Site Plan
050 – 069 Geometric Control Plan
070 – 079 Survey
080 - 089 Recorded Plat
090 – 109 Architectural
110 – 129 Floor Plans
130 – 149 Elevations
150 – 169 Sign Plans
170 – 189 Tree Vegetative Survey
190 – 209 Landscape Plan
210 – 229 Photometric Plan
230 – 249 Civil

Alpha Numeric Sheet #

The Sheet ID abbreviation and the Sheet Number separated by a hyphen (-). It is ok to group the Sheet Numbers, for example; Architectural can use one group for all 5 sheets of floor plans (A-1.1, A-1.2, A-1.3, A-1.4, & A-1.5). Remember, these are saved individually.

Project Name

The name you are referring to as your project.

Sheet Description

The description of your sheet, such as: Partial Site Plan, Paving and Grading, etc. It’s considered to be the minimum naming convention as the description of the page.

Table 01
Use this table below to put your plans in the proper order. Again, it is suggested to use a range as stated above in the Sequential Sort Order description.

Sort OrderSheet TypeSheet ID Abbr.Sheet #Description
001Cover SheetCS1Cover (remember–do not lock/sign)
002Index SheetCS2Index of Drawings
030
Site PlanSP1Master Site Plan
050
Geometric Control PlanSP2 
070
SurveySURV1Boundary or Site Specific
080
Recorded PlatPLAT1Plat
090
ArchitecturalA1.0Partial Site Plan
110
*Floor PlansA2.1Unit Plan
130
*ElevationsA3.0Elevations Bldg. Type VI
150
Sign PlansA4.0Sign Details South Elevation
170
Tree Vegetative SurveyTS1Tree Survey
190
Landscape PlanLP1Landscape Plan
210
Photometric PlanPH1Electrical Site Plan
230
CivilC1Paving and Drainage

*Floor Plans and Elevations should be grouped together per building.

Example of a site plan first submittal:

001-CS-1-Hotel California-Cover Sheet.pdf
002-CS-2-Hotel California-Index of Sheets.pdf
030-SP-1-Hotel California-Site Data Info.pdf
031-SP-2-Hotel California-Master Site Plan.pdf
032-SP-3-Hotel California-Site Plan West.pdf
033-SP-4-Hotel California-Site Plan East.pdf
034-SP-5-Hotel California-Site Plan Details.pdf
035-SP-6-Hotel California-Site Plan Details.pdf
036-SP-7-Hotel California-Site Plan Details.pdf
070-SURV-1-Hotel California-Boundary Survey.pdf
071-SURV-2-Hotel California-Boundary Survey.pdf
090-A-3.1-Hotel California-Bldg Type 1 – Floor Plans.pdf
091-A-3.2-Hotel California-Bldg Type 1 – Elevations.pdf
092-A-3.3-Hotel California-Bldg Type 2 – Floor Plans.pdf
093-A-3.4-Hotel California-Bldg Type 2 – Elevations.pdf
094-A-3.5-Hotel California-Bldg Type 3 – Floor Plans.pdf
095-A-3.6-Hotel California-Bldg Type3 – Elevations.pdf
096-A-4.1-Hotel California-Clubhouse – Floor Plans.pdf
097-A-4.2_Hotel California-Clubhouse – Elevations.pdf
170-T-1-Hotel California-Clubhouse – Tree Disposition.pdf
171-TS-2-Hotel California-Clubhouse – Tree Disposition.pdf
172-TS-2-Hotel California-Clubhouse – Tree Disposition.pdf
190-LP-1-Hotel California-Clubhouse – Landscaping.pdf
191-LP-2-Hotel California-Clubhouse – Landscaping.pdf
192-LP-3-Hotel California-Clubhouse – Landscaping.pdf
193-LP-4-Hotel California-Clubhouse – Clubhouse & Pool Landscaping.pdf
210-PH-1.0-Hotel California-Clubhouse – Photometric Site Plan.pdf
211-PH-1.1-Hotel California-Clubhouse – Lighting Details.pdf
212-PH-1.2-Hotel California-Clubhouse – Lighting Details.pdf
230-C-1-Hotel California-Clubhouse – Master Paving & Drainage.pdf
231-C-2-Hotel California-Clubhouse – Paving & Drainage West.pdf
232-C-3-Hotel California-Clubhouse – Paving & Drainage East.pdf
233-C-4-Hotel California-Clubhouse – Paving & Drainage Details.pdf
234-C-5-Hotel California-Clubhouse – Master Water & Sewer.pdf
235-C-6-Hotel California-Clubhouse – Water & Sewer West.pdf
236-C-7-Hotel California-Clubhouse – Water & Sewer East.pdf

Supporting Document Naming Requirements

Supporting documents that contain multiple pages, such as justification statements, may be uploaded as multipage PDF files or Word and Excel Documents. The file name shall indicate the nature of the document.

THIS CAN NOT BE STRESSED ENOUGH, make sure you download the checklist for your type of submittal. Your submittal may require more supporting documentation than what is stated below!

Document RequiredFile To Be NamedSummary of Document
Letter of TransmittalTransmittalA brief summary of project and who the agent will be.
Agent AuthorizationAuthorizationA letter from the owner giving the agent the authorization acting on their behalf.
Justification StatementJustification
This justification must demonstrate that the proposed plan meets the criteria as established in the City’s Land Development Code. We have provided a checklist that can be downloaded from our website. The checklist is an interactive form where you will enter complete responses to all the justification questions. This must be done in complete detail. Yes or No are not acceptable responses.
Proof of OwnershipOwnershipProof of Ownership can be a contract of sale, a warranty deed, or BCPA print out.
Legal DescriptionLegalLegal description of property.

Digital Signed and Sealed Standards

e-Plan submissions must meet state law requirements as described in the Florida Statutes Chapter 471.025, 481.221, and 668.001-006. Specifically, with reference to Florida Statutes Chapter 481 and Florida Administrative Rule 61G1-16.005 for Architects, or Florida Statutes Chapter 471 and Florida Administrative Code Rule 61G15-23.003 for Engineers.

Definitions

Digital Signature
A digital signature takes the concept of traditional paper-based signing and turns it into an electronic “fingerprint.” This “fingerprint,” or coded message, is unique to both the document and the signer and binds them together. Digital signatures ensure the authenticity of the signer. Any changes made to the document after it has been signed invalidate the signature, thereby protecting against signature forgery and information tampering. As such, digital signatures help sustain signer authenticity, accountability, data integrity and the non-repudiation of signed electronic documents and forms.

Electronic (scanned) Signature
An electronic signature can be as basic as a typed name or a digitized image of a handwritten signature. Consequently, e-signatures are very problematic when it comes to maintaining integrity and security, as nothing prevents one individual from typing another individual’s name. Due to this reality, an electronic signature that does not incorporate additional measures of security (the way digital signatures do, as described above) is considered an insecure way of signing documentation and therefore are not accepted.

Signing and Sealing Plans

All plan sheets excluding the cover sheet, must be digitally signed and sealed. We are using Adobe Acrobat for the digital signature process. Learn how to create an Adobe signature.

IMPORTANT: All plans must be signed by the creator of the files. If you use an Architect, Landscape Architect, and an Engineer for the creation of your plans, each professional will need to sign ONLY the pages they create.

How to Submit

Allow at least one (1) business day after you submit your application to receive a response. (Submittals are reviewed during normal business hours. Monday through Thursday, from 7 am to 6 pm. Submittals after business hours will be reviewed the next business day.)

Before you Begin the e Plan Process

Before you begin the process, you must already have completed the following:

  1. Pre-DRC meeting
  2. Downloaded the Checklist
  3. Gathered all documents and plans needed
  4. Confirmed file types, file size, and file naming

Failure to follow the above steps will result in a rejected submittal and delay of your application.

On-Line Application Part 1

The online application has the same information required as the previous paper application. If the online application section is depicted with an asterisk (*), the information is mandatory and must be completed. You will not be able to proceed if you skip over these requirements. See below for general information asked on the online application:

 Application DetailsInvolved Parties (name, address, email, phone #) 
Project NameAgent Information
Project LocationOwner Information
Plat NameDeveloper Information
Folio NumberAttorney Information
Plat RestrictionArchitect Information
Current ZoningEngineer Information
Proposed ZoningLandscape Architect Information
Future Land UseSurveyor Information
Summary of RequestOther Information

Uploading Files - Part 2

Make sure that you have all your documents ready (supporting and plans) and double check that they meet all criteria.

  • File Standards
  • File size does not exceed 5 MB (per individual sheet)
  • File Naming
  • Sort Order
  • Digital Sign and Seal

1. Click on Upload Files: You can select multiple files and upload at once. See screen shot below.

2. Once you have reviewed that all supporting documents and plans are uploaded, click the button “All Documents have been attached”.

3. The project coordinator or administrator will review you submittal and either accept or reject. Please refer to Pre-Screening for the next step.

Pre-Screening

Allow at least one (1) business day after you submit your application for pre-screening to receive a response. (Submittals are reviewed during normal business hours. Monday through Thursday, from 7 am to 6 pm. Submittals after business hours will be reviewed the next business day.)

The Project Coordinator or Administrator will begin the formal review stage of the application process after confirming the submittal documents have met the standards and the application has been paid in full. Failure to meet the requirements will result in a rejected submittal.

Rejected Submittals

If there are questions or missing items from your submittal, you will receive a “Pre-Screen Rejected” email (SAVE THIS EMAIL!). This email will state what is missing and/or what needs to be corrected. It will also provide a link to the folder in which you will re-upload your submittal. Be aware that corrective action must be taken within 2 weeks of this notice or the project will be automatically deleted from the system. Once corrections have been uploaded, be sure to email drc@coconutcreek.net and inform them that your corrections are now complete. Note: No further uploads will be possible until further notice.

Example of Email:

Your submittal, Project <Name> has failed to meet the minimum pre-screening requirements for acceptance into formal e-Plan review. You will not be scheduled for DRC until the application is completed, accepted, and paid in full. (Remember: It’s not just about you meeting a deadline to submit on time, its meeting a deadline with a COMPLETE and PAID application! ) Correct the following changes and upload to the link provided.

  • Missing Agent Authorization
  • Missing Signed and Sealed Survey
  • Files are not named properly

Refer to <link to e-Plan user guide here> for detailed instructions and proper naming requirements. Refer to <link to checklist> for required documents associated with this application. When you have made the appropriate changes, upload to this link <link to folder> and email drc@coconutcreek.net.

Please be aware that corrective actions must be taken within 2 weeks of this notice or the project will be deleted from the system. Once corrections have been uploaded and the email sent notifying us that your corrections are ready (very important step), you will no longer be able to upload until further notice.

Accepted Submittals

If you have met all the submittal requirements, you will receive a “Pre-Screen Accepted” email with the calculated fees and instructions for making payment. The official review will not begin until all the application fees have been paid in full.

IMPORTANT: DRC submittal deadlines are the 4th Tuesday of each month. It is the applicant’s responsibility to ensure that applications are complete and payments have been made prior to the deadline. NOTE: The application payment date shall be considered the actual submittal date.

Included in this email will be the PZ number and anticipated DRC meeting date, which will be based on payment. It is your responsibility to make a prompt payment. If payment is not received in a timely manner, your anticipated DRC meeting date will be delayed to the following month. The PZ number will be the reference number for your project. SAVE THIS EMAIL.

Remember: It’s not just about you meeting a deadline to submit on time, its meeting a deadline with a COMPLETE and PAID application!

Example of email:

PLEASE SAVE THIS EMAIL!

Your submittal, Project <Name> PZ#1500000 has met the pre-screening requirements for acceptance into formal e-Plan review.

An application fee in the amount of <$3,000.00> must be paid in full to the City of Coconut Creek, located at 4800 W. Copans Road prior to a formal review of your project.

Please print this notification to accompany your cash or check payment. If your payment is not received within 2 weeks of this notice, your project will be withdrawn from the system.

Once the payment has been processed, your project will be reviewed by the appropriate reviewers.

The review of your application will take approximately 2 weeks. We will email you any DRC comments and a link for your resubmittal. If your application has been approved, you will receive an approval letter, conditions, and an approved stamped cover sheet that was submitted with your application.

Your applications anticipated steps and dates are as follows:

  • Anticipated DRC Date: <date>
  • Planning & Zoning Meeting Date: To Be Determined or Not Applicable
  • Commission Dates: To Be Determined or Not Applicable

Fees to be Paid

After acceptance of submittal, you will be emailed the total fees owed for your application. Once fees are received by the City, the formal plan review can proceed.

Print the email notification to accompany your cash or check payment. Bring in or mail to the City of Coconut Creek, 4800 West Copans Road, Coconut Creek, Florida 33063. If your payment is not received within 2 weeks of this notice, your project will be withdrawn from the system.

IMPORTANT: Reference your PZ# on your check. Checks not referenced will not be processed in a timely manner and can result in improper placement of funds, and delay of your application review.

Once the payment has been processed, your project will be reviewed by the appropriate reviewers.

Resubmittals

Resubmittals must consist of a complete set of plans, responses to each DRC comment, and any additional reference documents requested from City staff. An email will be sent to the applicant, with the DRC comments, and a link that directs them where to upload their next submittal. SAVE THIS EMAIL!

Original file name and extensions are required for all resubmittals. Plan corrections should be made by the originator of the document and resubmitted using the original file name.

Example of email:

SAVE THIS EMAIL!

Your application PZ#15000000 has been reviewed and placed on HOLD. Attached, please find the DRC comments for the first submittal of the <name of application>.

To resubmit follow the below steps:

  1. Respond in writing to EACH comment on the word document provided
  2. Revise plans accordingly
  3. Upload your resubmittal to:
    Insert Link here
  4. Enter the following information exactly how it is (if you do not enter exactly you will not have access):
    Enter your PZ#:
    Application Date:
    Application Type:
  5. Upload files (The files must be uploaded using the same naming convention as the original submittal)
  6. Send email to DRC@coconutcreek.net notifying us that the resubmittal is ready. (very important step, no email, no resubmittal)

Frequently Asked Questions

Why do we only accept a specific type of PDF?
Electronic permit plans are maintained by the City’s Document Management System for access by the public which must be compatible with a wide range of computer software. The size must be manageable for transfer and use through network and Internet.

My plans are paper form. How do I process them electronically?
The goal of e-Plan is to reduce the time, effort and costs associated with producing paper plans. A common misunderstanding is that paper plans have to be scanned in order to be made electronic. However, the majority of construction plans are created digitally using programs like AutoCad and are then printed. Our e-Plan system eliminates the need to print plans by allowing them to be converted to PDF format and submitted electronically without ever being printed to paper. The best way to process your plans electronically is to obtain them in electronic format directly from the source that created them.

How do I get started?
In order to use e-Plan, your first step is to schedule a Pre-DRC meeting by calling the Planning Division at 954-973-6756. This allows you to meet with a planner to discuss your project. They will inform you of our process and the steps you need to make the process easy and smooth. After the Pre-DRC meeting you will then need to download the appropriate checklists for your project and gather all the required documents in the format discussed in this guide. Once everything is ready to submit, you can then proceed to the online application.

If I have multiple applications can I submit it under one application?
No! You need to have an application for each action you take on your project. For example, if you have a site plan that needs three (3) variances, you will need to have a total of four (4) applications. One for the site plan, and three (3) separate variances.

Why Vector PDF’s?
Vector based PDF’s can be scaled by any amount without any degrading image quality. It allows the plans to be reviewed in a much higher level of clarity on a computer screen.

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