DM Performance Update FQ1 23-24 Appendix 1

Argyll and Bute Council · 23 August 2023
Back to Planning, Protective Services and Licensing Committee — 23 August 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 2012 75.9% 1982 76.1% 457 76.9%
Non-Statutory 5 20 21 10 10 10 14 17 15 56 2.1% 51 2.0% 15 2.5%
PREAPP 136 158 122 166 153 146 121 150 122 582 22.0% 570 21.9% 122 20.5%
Totals 658 656 651 685 674 607 643 679 594 0 0 0 2650 2603 594
This data is unfiltered - it shows all casework received.
data source = UNIform (Access queries)
Commentary:
New Casework Received
FY21/22 FY22/23 FQ1
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.
517
478 508 509 511
451
508 512
457
5
20
21 10 10
10
14 17
15
136 158 122 166 153
146
121
150
122
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
76.1%
2.0%
21.9%
Split of Casework Received: FY22/23
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
Statutory 410 411 393 396 410 369 402 368 476 1610 72.5% 1549 77.9% 476 75.1%
Non-Statutory 12 12 9 13 9 8 5 11 19 46 2.1% 33 1.7% 19 3.0%
PREAPP 133 172 115 145 148 118 40 101 139 565 25.4% 407 20.5% 139 21.9%
2221 1989 634
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. Recent success in recruitment along with the creation
of additional posts has gone a large way toward addressing staff resourcing issues although two vacancies still remain. The
introduction of new legislation and/or policy also has potential to impact significantly on output as current working practices and
guidance require to be reviewed and updated and officer training provided - the Scottish Government's decision to adopt
National Planning Framework 4 (NPF4) in Feb 2023 was identified as giving rise to a significant drop in output during FQ4
2022/23. 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.
Commentary:
Split of Casework Closed
FY21/22 FY22/23 FQ1
Casework Closed
410 411 393 396 410
369 402 368
476
12 12
9 13 9
8
5
11
19133
172
115
145 148
118 40 101
139
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
77.9%
1.7%
20.5%
Split of Casework Closed: FY22/23
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 0 0 0
Validated 405 460 438 450 462 455 436 509 462 0 0 0
Difference (no) 17 -37 -36 -41 -43 -78 -29 -130 33 0 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.
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 0 0 0
Received 136 158 122 166 153 146 121 150 122 0 0 0
Difference (no) -3 14 -7 -21 -5 -28 -81 -49 17 0 0 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.
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 < 6 months 87 80 92 79 71 69 82 51 43
< 1 year 9.1 9.7 10.8 13.3 12.4 12.4 12.0 17.3 17.8 < 1 year 2 0 1 8 5 6 4 11 13
< 2 years 9.1 9.7 11.8 13.8 12.4 13.1 12.0 17.3 18.5 < 2 years 0 0 0 1 0 1 0 0 1
All Determined 9.1 9.7 11.8 13.8 12.4 13.1 12.0 17.3 21.6 Over 2 years 0 0 1 0 0 0 0 0 2
Total 89 80 94 88 76 76 86 62 59 0 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 ( <6 Month, <1 Year, <2 Year, All)
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.
Commentary:
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 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
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.
8.5
10.6 10.8 10.9 10.2 11.0
13.3
11.8
17.8
18.5
9.1 9.7
11.8
13.8
12.4 13.1
12.0
17.3
21.6
0
5
10
15
20
25
FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1
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
2
1
8
5
6
4
11
13
1
1
1
1
2
50% 60% 70% 80% 90% 100%
FY21/22 FQ1
FQ2
FQ3
FQ4
FY22/23 FQ1
FQ2
FQ3
FQ4
FY23/24 FQ1
% Split: Householder  
(<6 Month, <1 Year, <2 Year, All)
< 6 months < 1 year < 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 < 6 months 158 142 118 125 114 110 104 69 87
< 1 year 12.7 14.1 13.5 13.4 14.5 14.0 18.0 19.2 19.3 < 1 year 12 20 13 11 14 19 43 25 31
< 2 years 14.6 15.3 13.9 14.2 15.7 16.1 19.9 23.6 21.9 < 2 years 6 3 1 2 3 6 6 10 7
All Determined 14.6 16.7 18.5 16.7 16.8 17.0 19.9 24.5 27.6 Over 2 years 0 2 4 3 1 1 0 1 4
Total 176 167 136 141 132 136 153 105 129 0 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)
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.
Average Time to Determine Applications: Local (Excluding Householder) ( <6 Month, <1 Year, <2 Year, All) Volume of Applications Determined: Local (Excluding Householder) ( <6 Month, <1 Year, <2 Year, All)
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.
Commentary:
10.8 11.3 11.1 11.5 12.4
10.1 10.2
12.9 13.512.7
19.3
21.9
14.6
16.7
18.5
16.7 16.8 17.0
19.9
24.5
27.6
0
5
10
15
20
25
30
FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1
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
12
20
13
11
14
19
43
25
31
6
3
1
2
3
6
6
10
7
2
4
3
1
1
1
4
50% 60% 70% 80% 90% 100%
FY21/22 FQ1
FQ2
FQ3
FQ4
FY22/23 FQ1
FQ2
FQ3
FQ4
FY23/24 FQ1
% Split: Local (excluding Householder)  
(<6 Month, <1 Year, <2 Year, All)
< 6 months < 1 year < 2 years Over 2 years