DM Performance Update 2023-24 FQ3 Appendix 1

Argyll and Bute Council · 20 March 2024
Back to Planning, Protective Services and Licensing Committee — 20 March 2024 and its agenda

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Page 1

Volumes FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3 FQ4
Statutory 517 478 508 509 511 451 508 512 457 468 404 2012 75.9% 1982 76.1% 1329 74.9%
Non-Statutory 5 20 21 10 10 10 14 17 15 26 25 56 2.1% 51 2.0% 66 3.7%
PREAPP 136 158 122 166 153 146 121 150 122 138 120 582 22.0% 570 21.9% 380 21.4%
Totals 658 656 651 685 674 607 643 679 594 632 549 0 2650 2603 1775
This data is unfiltered - it shows all casework received. YTD = as at 31st December 2023
data source = UNIform (Access queries)
Commentary:
New Casework Received
FY21/22 FY22/23 FY23/24 (YTD)
Split of Casework Received
This tab provides information on the volume of DM case work received by financial quarter and includes a breakdown between statutory items (planning and related applications),
non-statutory items (consultations from other regulatory bodies), and pre-application enquiries.
The data set covers the last 11 financial quarters and confirms that demand for the determination of
planning applications and other statutory activity of the Council as the Planning Authority remains
high and relatively constant in its volume. The volume of new submissions for 2022/23 were up 5% on
pre-pandemic levels and appear likely to be sustained moving forward. End FQ3 2023/24: Receipts
during FQ3 have dipped from the previous period. Pre-app demand remains particularly high with
applicants interested in the potential implications of the impending LDP2.
517
478 508 509 511
451
508 512
457 468
404
5
20
21 10 10
10
14 17
15 26
25
136 158 122 166 153
146
121
150
122
138
120
0
100
200
300
400
500
600
700
FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3 FQ4
Volume of New Casework Received
PREAPP
Non-Statutory
Statutory
74.9%
3.7%
21.4%
Split of Casework Received: FY23/24 YTD
Statutory Non-Statutory PREAPP

Page 2

Volumes FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3 FQ4
Statutory 410 411 393 396 410 369 402 368 476 421 458 1610 72.5% 1549 77.9% 1355 76.4%
Non-Statutory 12 12 9 13 9 8 5 11 19 18 21 46 2.1% 33 1.7% 58 3.3%
PREAPP 133 172 115 145 148 118 40 101 139 103 119 565 25.4% 407 20.5% 361 20.3%
2221 1989 1774
This data is unfiltered - it shows all casework closed.
data source = UNIform (Access queries) YTD = as at 31st December 2023
This tab provides detail on the volume of DM casework that has been closed and includes a breakdown between statutory items (planning and related applications), non-statutory
items (consultations from other regulatory bodies), and pre-application enquiries.
The data set covers the last 11 financial quarters and demsonstrates that regardless of performance issues in respect of
timeliness output remains high. Output during both 2021/22 and 2022/23 output has however been down between 20-25%
as a result of interruption of workflow during Covid coupled with the constant stream of new casework and reduced
availability of officer resource which was in part a result of increased absence but also more significantly as a result of
difficulty in recruiting to vacant posts attributable to a national shortage of planning professionals.  FQ1 2023/24 has shown
a notable rise in output from previous quarters which is indicative of the increasing availability of officer resource and a
more settled position following the initial introduction of NPF4. End FQ3 2023/24: Productivity during  FQ3 has been very
goodand reflects the more settled period in terms of staff availability notwithstanding a significant absence within the OLI
team (ATL).
Commentary:
Split of Casework Closed
FY21/22 FY22/23 FY23/24 (YTD)
Casework Closed
410 411 393 396 410
369 402 368
476
421
458
12 12
9 13 9
8
5
11
19
18
21
133
172
115
145 148
118 40 101
139
103
119
0
100
200
300
400
500
600
700
FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3 FQ4
Volume of Casework Closed
PREAPP
Non-Statutory
Statutory
76.4%
3.3%
20.3%
Split of Casework Closed: FY23/24 YTD
Statutory Non-Statutory PREAPP

Page 3

Volumes FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3 FQ4
Closed 422 423 402 409 419 377 407 379 495 439 479 0
Validated 405 460 438 450 462 455 436 509 462 428 366 0
Difference (no) 17 -37 -36 -41 -43 -78 -29 -130 33 11 113 0
This data is unfiltered - it shows the number of cases closed vs number of cases validated.
data source = UNIform (Access queries)
Casework Turnover - Volume
Commentary:
The graph shows that after 7 financial quarters where
output has been lower than input a backlog of 375
casework items had been amassed since the start of
FY21/22. A strong performance during FQ1 2023/24
has reduced the backlog at the end of June 2023 to
344 applications. End FQ3 2023/24: The backlog of
casework has been reduced to 218 items. The FQ3
has seen a period of good productivity and slightly
reduced demand in respect of new casework. These
circumstances combined with the improving staff
resource have allowed significant inroads in the
casework backlog to be made. The scale of the task in
addressing the remaining backlog does however
highlights that current staff resource is adequate to
meet 'normal' demand however additional planning
officer resource is required on a short-term basis if
any meaningful impact on the backlog is to be
delivered.
This tab shows a comparison between the volume of new statutory and non-statutory casework and output per financial quarter. The Y axis has been formatted to track the
cumulative backlog of applications that have accrued since FQ1 2021/22.

Page 4

Volumes FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3 FQ4
Closed 133 172 115 145 148 118 40 101 139 103 119 0
Received 136 158 122 166 153 146 121 150 122 138 120 0
Difference (no) -3 14 -7 -21 -5 -28 -81 -49 17 -35 -1 0
Number of PREAPP's closed vs number of PREAPP's validated.
data source = UNIform (Access queries)
PREAPP Turnover - Volume
Commentary:
The graph shows that after 6 financial quarters where
output has been lower than input a backlog of 180
pre-app casework items had been amassed since the
start of FY21/22. Improving performance during FQ1
2023/24 has reduced the backlog at the end of June
2023 to 163 pre-app enquiries. End FQ3 2023/24:
FQ3 has not seen any reduction in the backlog of pre-
apps. It is however noted that demand for pre-app
advice remains high and it is positive that FQ3 has
been a period where output has match new demand.
This tab shows a comparison between the volume of new pre-application casework and output per financial quarter. The Y axis has been formatted to track the cumulative backlog
of pre-application enquiries that have accrued since FQ1 2021/22.

Page 5

FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3 FQ4 FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3 FQ4
< 6 months 8.5 9.7 10.6 10.8 10.9 10.2 11.0 13.3 11.8 11.6 11.8 < 6 months 87 80 92 79 71 69 82 51 43 67 63
< 1 year 9.1 9.7 10.8 13.3 12.4 12.4 12.0 17.3 17.8 15.4 14.6 6 months - 1 year 2 0 1 8 5 6 4 11 13 12 9
< 2 years 9.1 9.7 11.8 13.8 12.4 13.1 12.0 17.3 18.5 18.1 16.8 1 - 2 years 0 0 0 1 0 1 0 0 1 4 3
All Determined 9.1 9.7 11.8 13.8 12.4 13.1 12.0 17.3 21.6 18.1 16.8 Over 2 years 0 0 1 0 0 0 0 0 2 0 0
Total 89 80 94 88 76 76 86 62 59 83 75 0
This data is filtered - as per Scottish Government statistical returns - to allow benchmarking. "Householder" = Development Type N01.
data source = UNIform (Access queries)
Average Time to Determine Applications: Householder ( <6 Month, <1 Year, <2 Year, All) Volume of Applications Determined: Householder - Time Taken
The Average Time Taken to Determine Householder Planning Applications
This tab provides detail on the average time taken to determine 'householder' planning applications, this is based on raw data which does not take into account any delays that might arise from matters outwith the control of the planning authority.
The line graph shows performance over time; the 'All Determined' average can be readily impacted
by the determination of a small number of 'legacy' applications. The improving resource availability
has allowed the focus of the DM Service to move from addressing the most urgent applications to
also addressing the wider backlog of application casework. Increasing output does however mean
that a higher volume of 'legacy' applications will be determined with significant deteriment to
average time measures as is seen with the deterioration of performance during FQ4 2022/23 and
FQ1 2023/24. In order to provide some context additional information is provided that
demonstrates the effect of removing older applications from reporting to provide a truer picture of
the time taken to deliver the larger proportion of casework. The bar graph provides this
breakdown in a format which shows the increasing volume of older applications currently being
determined but also confirms that a significant proportion of output is still undertaken in a timely
manner. End FQ3 2023/24: 3 householder legacy applications have been determined in FQ3 to
date with a consequent negative impact of 2.4 weeks upon overall determination time periods;
this is reflective of previous reports highlighting that  an increasing proportion of newer
applications are being determined. Householder applications were determined in an average of
16.8 weeks during FQ3, (improvement from 18.1 weeks in FQ2). It  is also highlighted that 84% of
all household applications were newer items determined in an average time of 11.8 weeks
Commentary:
8.5
10.6 10.8 10.9 10.2 11.0
13.3
11.8 11.6 11.8
14.6
16.8
9.1 9.7
11.8
13.8
12.4 13.1
12.0
17.3
21.6
18.1
16.8
0
5
10
15
20
25
FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3
Average no. of weeks to determine: Householder   (<6 Month, <1 Year, <2 Year, All)
< 6 months < 1 year < 2 years All Determined
87
80
92
79
71
69
82
51
43
67
63
2
1
8
5
6
4
11
13
12
9
1
1
1
4
3
1
2
50% 60% 70% 80% 90% 100%
FY21/22 FQ1
FQ2
FQ3
FQ4
FY22/23 FQ1
FQ2
FQ3
FQ4
FY23/24 FQ1
FQ2
FQ3
% Split: Householder  
(<6 Month, <1 Year, <2 Year, All)
< 6 months 6 months - 1 year 1 - 2 years Over 2 years

Page 6

FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3 FQ4 FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3 FQ4
< 6 months 10.8 11.3 11.1 11.5 12.4 10.1 10.2 12.9 13.5 14.0 12.7 < 6 months 158 142 118 125 114 110 104 69 87 106 95
< 1 year 12.7 14.1 13.5 13.4 14.5 14.0 18.0 19.2 19.3 18.7 18.8 6 months - 1 year 12 20 13 11 14 19 43 25 31 27 32
< 2 years 14.6 15.3 13.9 14.2 15.7 16.1 19.9 23.6 21.9 25.0 25.8 1 - 2 years 6 3 1 2 3 6 6 10 7 20 22
All Determined 14.6 16.7 18.5 16.7 16.8 17.0 19.9 24.5 27.6 27.4 30.2 Over 2 years 0 2 4 3 1 1 0 1 4 3 6
Total 176 167 136 141 132 136 153 105 129 156 155 0
This data is filtered - as per Scottish Government statistical returns - to allow benchmarking. "Local (excluding Householder)" = Development Types N02B/C, N03B/C, N04B/C, N05B/C, N06B/C, N07B/C, N08B/C, N09B/C, N10B/C.
data source = UNIform (Access queries)
Average Time to Determine Applications: Local (Excluding Householder) ( <6 Month, <1 Year, <2 Year, All) Volume of Applications Determined: Local (Excluding Householder) - Time Taken
The Average Time Taken to Determine Local (excluding Householder) Planning Applications
This tab provides detail on the average time taken to determine 'local' planning applications, this is based on raw data which does not take into account any delays that might arise from matters outwith the control of the planning authority.
The line graph shows performance over time; the 'All Determined' average can be readily impacted
by the determination of a small number of 'legacy' applications. The improving resource availability
has allowed the focus of the DM Service is to move from addressing the most urgent applications
to also addressing the wider backlog of application casework. Increasing output does however
mean that a higher volume of 'legacy' applications will be determined with significant deteriment
to average time measures as is seen with the deterioration of performance during FQ3 & FQ4
2022/23 and FQ1 2023/24. In order to provide some context additional information is provided
that demsonstrates the effect of removing older applications from considerations to provide a
truer picture of the time taken to deliver a larger proportion of casework. The bar graph provides
this breakdown in a format which shows the increasing volume of older applications currently
being determined but also confirms that a significant proportion of output is still undertaken in a
timely manner. End FQ3 2023/24: FQ3 has seen 28 legacy applications cleared with the effect of
adding 11.4 weeks to the overall average time measure which now sits at 30.2 weeks (increased
from 27.4 weeks in FQ2) although it is noted that much if this impact is attributed to delays to
determination whcih were outwith the control of the planning authority and which will be adjusted
in statutory reporting by the Scottish Government. During FQ3 a large volume of newer
applications were determined as well; excluding 'legacy' items local applications were determined
in an average of 18.8 weeks; 61% of all local applications were newer items that were determined
in an average time of 12.7 weeks.
Commentary:
10.8 11.3 11.1 11.5 12.4
10.1 10.2
12.9 13.5 14.0 12.7
12.7
18.7 18.8
25.0 25.8
14.6
16.7
18.5
16.7 16.8 17.0
19.9
24.5
27.6 27.4
30.2
0
5
10
15
20
25
30
35
FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3
Ave no. of weeks to determine: Local (Excluding Householder)   (<6 Month, <1 Year, <2
Year, All)
158
142
118
125
114
110
104
69
87
106
95
12
20
13
11
14
19
43
25
31
27
32
6
3
1
2
3
6
6
10
7
20
22
2
4
3
1
1
1
4
3
6
50% 60% 70% 80% 90% 100%
FY21/22 FQ1
FQ2
FQ3
FQ4
FY22/23 FQ1
FQ2
FQ3
FQ4
FY23/24 FQ1
FQ2
FQ3
% Split: Local (excluding Householder)  
(<6 Month, <1 Year, <2 Year, All)
< 6 months 6 months - 1 year 1 - 2 years Over 2 years