Appendix 1 to DM Performance Update DM report to ELT End FQ2 23-24

Argyll and Bute Council · 20 December 2023
Back to Planning, Protective Services and Licensing Committee — 20 December 2023 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 2012 75.9% 1982 76.1% 925 75.4%
Non-Statutory 5 20 21 10 10 10 14 17 15 26 56 2.1% 51 2.0% 41 3.3%
PREAPP 136 158 122 166 153 146 121 150 122 138 582 22.0% 570 21.9% 260 21.2%
Totals 658 656 651 685 674 607 643 679 594 632 0 0 2650 2603 1226
This data is unfiltered - it shows all casework received.
data source = UNIform (Access queries)
Commentary:
New Casework Received
FY21/22 FY22/23 FY23/24: FQ1 & FQ2
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 9 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 Sept 23: receipts for FQ2 
maintain the high demand upon the resource of the DM Service
517
478 508 509 511
451
508 512
457 468
5
20
21 10 10
10
14 17
15 26
136 158 122 166 153
146
121
150
122
138
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
75.4%
3.3%
21.2%
Split of Casework Received: FY23/24 YTD
Statutory Non-Statutory PREAPP
Appendix 1

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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 1610 72.5% 1549 77.9% 897 76.3%
Non-Statutory 12 12 9 13 9 8 5 11 19 18 46 2.1% 33 1.7% 37 3.1%
PREAPP 133 172 115 145 148 118 40 101 139 103 565 25.4% 407 20.5% 242 20.6%
2221 1989 1176
This data is unfiltered - it shows all casework closed.
data source = UNIform (Access queries)
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 9 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 Sept 23: Whilst productivity has dipped from
FQ1, FQ2 output remains up from 2022/23 and is an acceptable position given reduced staff availability over the Summer
holiday period.
Commentary:
Split of Casework Closed
FY21/22 FY22/23 FY23/24: FQ1 & FQ2
Casework Closed
410 411 393 396 410
369 402 368
476
421
12 12
9 13 9
8
5
11
19
18
133
172
115
145 148
118 40 101
139
103
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
76.3%
3.1%
20.6%
Split of Casework Closed: FY23/24 YTD
Statutory Non-Statutory PREAPP

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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 0 0
Validated 405 460 438 450 462 455 436 509 462 428 0 0
Difference (no) 17 -37 -36 -41 -43 -78 -29 -130 33 11 0 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 Sept 2023: FQ2 has seen
officers again keeping pace with the rate of new
applications. Staff availability has been reduced over
the Summer period with increaed periods of planned
absence, the current position where a further albeit
dent in the casework backlog has been achieved is
considered to be a positive outcome. The limited
progress 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 0 0
Received 136 158 122 166 153 146 121 150 122 138 0 0
Difference (no) -3 14 -7 -21 -5 -28 -81 -49 17 -35 0 0
Number of PREAPP's closed vs number of PREAPP's validated. QTD = as at 31st August 2023
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 Sept 23: FQ2 has
seen an increase in the number of outstanding pre-
app enquiries - this is not unexpected given reduced
staffing levels over the Summer holiday period and
continued focus on clearing statutory casework but is
a matter of concern that requires to be monitored by
Team Leaders.
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 < 6 months 87 80 92 79 71 69 82 51 43 67
< 1 year 9.1 9.7 10.8 13.3 12.4 12.4 12.0 17.3 17.8 15.4 6 months - 1 year 2 0 1 8 5 6 4 11 13 12
< 2 years 9.1 9.7 11.8 13.8 12.4 13.1 12.0 17.3 18.5 18.1 1 - 2 years 0 0 0 1 0 1 0 0 1 4
All Determined 9.1 9.7 11.8 13.8 12.4 13.1 12.0 17.3 21.6 18.1 Over 2 years 0 0 1 0 0 0 0 0 2 0
Total 89 80 94 88 76 76 86 62 59 83 0 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 Sept 23: 4 legacy applications have been determined in FQ2 to date adding almost 3
weeks to the avg time measure. An increasing proportion of newer applications being determined
is also a positive outcome at this time. Excluding 'legacy' items householder applications were
determined in an average of 15.4 weeks during FQ2, 81% of all householder applications were
determined in 11.6 weeks
Commentary:
8.5
10.6 10.8 10.9 10.2 11.0
13.3
11.8 11.6
17.8 15.4
18.5
18.1
9.1 9.7
11.8
13.8
12.4 13.1
12.0
17.3
21.6
18.1
0
5
10
15
20
25
FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2
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
2
1
8
5
6
4
11
13
12
1
1
1
4
1
2
50% 60% 70% 80% 90% 100%
FY21/22 FQ1
FQ2
FQ3
FQ4
FY22/23 FQ1
FQ2
FQ3
FQ4
FY23/24 FQ1
FQ2
% 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 < 6 months 158 142 118 125 114 110 104 69 87 106
< 1 year 12.7 14.1 13.5 13.4 14.5 14.0 18.0 19.2 19.3 18.7 6 months - 1 year 12 20 13 11 14 19 43 25 31 27
< 2 years 14.6 15.3 13.9 14.2 15.7 16.1 19.9 23.6 21.9 25.0 1 - 2 years 6 3 1 2 3 6 6 10 7 20
All Determined 14.6 16.7 18.5 16.7 16.8 17.0 19.9 24.5 27.6 27.4 Over 2 years 0 2 4 3 1 1 0 1 4 3
Total 176 167 136 141 132 136 153 105 129 156 0 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 Sept 23: FQ2 has seen 23 legacy applications cleared with the effect of adding
13.4 weeks to the avg performance stats. FQ2 has however also seen an increasing proportion of
newer applications determined as well; excluding 'legacy' items local applications were
determined in an average of 18.7 weeks; 68% of all local applications were determined in an
average time of 14.4 weeks.
Commentary:
10.8 11.3 11.1 11.5 12.4
10.1 10.2
12.9 13.5 14.012.7
19.3 18.7
21.9
25.0
14.6
16.7
18.5
16.7 16.8 17.0
19.9
24.5
27.6 27.4
0
5
10
15
20
25
30
FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2
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
12
20
13
11
14
19
43
25
31
27
6
3
1
2
3
6
6
10
7
20
2
4
3
1
1
1
4
3
50% 60% 70% 80% 90% 100%
FY21/22 FQ1
FQ2
FQ3
FQ4
FY22/23 FQ1
FQ2
FQ3
FQ4
FY23/24 FQ1
FQ2
% Split: Local (excluding Householder)  
(<6 Month, <1 Year, <2 Year, All)
< 6 months 6 months - 1 year 1 - 2 years Over 2 years