Appendix 1 DM Performance Update FQ3 2425

Argyll and Bute Council · 22 January 2025
Back to Planning, Protective Services and Licensing Committee — 22 January 2025 and its agenda

Text extracted from the council's PDF. Layout and reading order may differ from the original.

Original council PDF · Download plain text

Page 1

Classification: OFFICIAL#
Volumes
FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1 FQ2 FQ3
Statutory 517 478 508 509 511 451 508 512 457 468 404 422 469 423 412 2012 75.9% 1982 76.1% 1751 74.3% 1304 77.0%
Non-Statutory 5 20 21 10 10 10 14 17 15 26 25 21 14 22 23 56 2.1% 51 2.0% 87 3.7% 59 3.5%
PREAPP 136 158 122 166 153 146 121 150 122 137 120 141 119 104 107 582 22.0% 570 21.9% 520 22.1% 330 19.5%
Totals 658 656 651 685 674 607 643 679 594 631 549 584 602 549 542 2650 2603 2358 1693
This data is unfiltered - it shows all casework received. YTD as at 31st December 2024
data source = UNIform (Access queries)
Commentary:
The data set covers the last 15 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. End Dec 2024: Submission rates remain within expected parameters at this time.
FY24/25 YTD
Split of Casework ReceivedNew Casework Received
FY21/22 FY22/23 FY23/24
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.
517
478 508 509 511
451
508 512
457 468
404 422
469
423 412
5
20
21 10 10
10
14 17
15 26
25 21
14
22 23
136 158 122 166 153
146
121
150
122
137
120
141
119
104 107
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 FY24/25
FQ1
FQ2 FQ3
Volume of New Casework Received
PREAPP
Non-Statutory
Statutory
77.0%
3.5%
19.5%
Split of Casework Received: FY24/25 YTD
Statutory Non-Statutory PREAPP
Appendix 1

Page 2

Classification: OFFICIAL#
Volumes
FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1 FQ2 FQ3
Statutory 410 411 393 396 410 369 402 368 476 421 458 423 464 464 427 1610 72.4% 1549 74.5% 1778 75.1% 1355 76.9%
Non-Statutory 12 12 9 13 9 8 5 11 19 18 21 17 17 31 15 46 2.1% 33 1.6% 75 3.2% 63 3.6%
PREAPP 134 172 117 145 149 119 124 104 150 109 121 133 106 122 115 568 25.5% 496 23.9% 513 21.7% 343 19.5%
2224 2078 2366 1761
This data is unfiltered - it shows all casework closed.
data source = UNIform (Access queries) YTD as at 31st December 2024
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 15 financial quarters and demsonstrates that regardless of performance issues in
respect of timeliness output remains high. There has been a notable improvement in productivity from FQ1
2023/24 which corresponds with the increasing availability of officer resource and a more settled position
following the significant disruption to workflow arising from NPF4 (FQ4 2022/23); this improving position has
continued into FQ1 2024/25.  End Dec 2024: Productivity during  FQ1 and FQ2 has been excellent and builds on
the improved performance seen across 2023/24. Output during FQ3 to date is also at an acceptable level.
Commentary:
FY21/22 FY22/23 FY23/24
Casework Closed
FY24/25 YTD
Split of Casework Closed
410 411 393 396 410
369 402 368
476
421 458 423
464 464 427
12 12
9 13 9
8
5
11
19
18
21
17
17 31
15
134
172
117
145 149
119
124
104
150
109
121
133
106
122
115
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 FY24/25
FQ1
FQ2 FQ3
Volume of Casework Closed
PREAPP
Non-Statutory
Statutory
76.9%
3.6%
19.5%
Split of Casework Closed: FY24/25 YTD
Statutory Non-Statutory PREAPP

Page 3

Classification: OFFICIAL#
Volumes
FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1 FQ2 FQ3
Closed 422 423 402 409 419 377 407 379 495 439 479 440 481 495 442
Validated 405 460 438 450 462 455 436 509 462 428 366 428 425 425 370
Difference (no) 17 -37 -36 -41 -43 -78 -29 -130 33 11 113 12 56 70 72
This data is unfiltered - it shows the number of cases closed vs number of cases validated.
data source = UNIform (Access queries)
Casework Turnover - Volume
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.
Commentary:
The graph shows that after 7 financial quarters (FQ2 2021/22 -
FQ4 2022/23) where output was lower than input, a backlog of
375 casework items were accumulated. During this period the
DM Service were impacted by Covid restrictions/recovery and
required to operate with a number of key vacancies due to a
national shortage of planning professionals. Improving
performance during 2023/24 has however reduced the backlog
at the end of that period to 206 items.   As significant
improvement in performance is evident from FQ1 2023/24
which corresponds with the resolution of key staffing issues
within the Service, this improving position has been maintained
moving forward from that point and throughout 2024/25 to
date. End Dec 2024: The backlog of casework has reduced
further during FQ3 to date by a further 30 items. The overall
scale of the task in addressing the casework backlog continues
to highlight that whilst the permanent staff resource is adequate
to meet 'normal' demand, additional professional officer
resource is required where this is exceeded.  The use of
additional temporary staff has supported a reduction in the 'live'
caselist from 852 items in Sept 2023 to 508 at the end of Dec.
2024 - this equates to a 40% reduction in 'live' applications and
is an indicator that caseload demands are now close to a level
which the the DM Service is ordinarily resourced to manage.
17
-37
-36
-41
-43
-78
-29
-130
33 11
113 12
56
70
72
FY21/22 FQ1
FQ2
FQ3
FQ4
FY22/23 FQ1
FQ2
FQ3
FQ4
FY23/24 FQ1
FQ2
FQ3
FQ4
FY24/25 FQ1
FQ2
FQ3
-400
-350
-300
-250
-200
-150
-100
-50
0
50
Casework Turnover Rate

Page 4

Classification: OFFICIAL#
Volumes
FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1 FQ2 FQ3
Closed 134 172 117 145 149 119 124 104 150 109 121 133 106 122 115
Validated 129 162 118 153 159 137 117 140 117 132 120 130 115 92 103
Difference (no) 5 10 -1 -8 -10 -18 7 -36 33 -23 1 3 -9 30 12
Number of PREAPP's closed vs number of PREAPP's validated.
data source = UNIform (Access queries)
PREAPP Turnover - Volume
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.
Commentary:
The Graph shows the accumulation of a backlog of pre-
application enquiries over the period FQ3 2021/22 - FQ4
2022/23 during a period where the DM Service operated with a
number of key vacancies and has experienced significant
workflow disruption with the introduction of NPF4. It had
previously been identified that the backlog amounted to around
180 applications; however following a review of the data input
and accuracy of the data available (see detail of correction
below) it has become evident that earlier reports included cases
that were invalid and cases that had not been closed off
proprerly in the back office system. The updated report confirms
that the backlog of pre-application enquiries reached a
maximum of just over 50 items; this position has seen significant
improvement. End Dec 2024: The backlog of pre-apps is
currently neglibible with new submissions being turned over on
a regular and timely basis. Work remains ongoing to review and
improve the pre-application advice service.
5
10
-1
-8
-10
-18
7
-36
33
-23
1 3
-9
30
12
FY21/22 FQ1
FQ2
FQ3
FQ4
FY22/23 FQ1
FQ2
FQ3
FQ4
FY23/24 FQ1
FQ2
FQ3
FQ4
FY24/25 FQ1
FQ2
FQ3
-200
-150
-100
-50
0
50
PREAPP Turnover Rate

Page 5

Classification: OFFICIAL#
FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1 FQ2 FQ3
FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1 FQ2 FQ3
< 6 months 8.5 9.7 10.6 10.8 10.9 10.2 11.0 13.3 11.8 11.6 11.8 12.0 9.6 9.6 10.1 < 6 months 87 80 92 79 71 69 82 51 43 67 63 54 50 56 52
< 1 year 9.1 9.7 10.8 13.3 12.4 12.4 12.0 17.3 17.8 15.4 14.6 18.3 12.4 12.6 12.6 6 months - 1 year 2 0 1 8 5 6 4 11 13 12 9 19 6 8 5
< 2 years 9.1 9.7 11.8 13.8 12.4 13.1 12.0 17.3 18.5 18.1 16.8 20.0 16.1 19.0 13.5 1 - 2 years 0 0 0 1 0 1 0 0 1 4 3 2 4 7 1
All Determined 9.1 9.7 11.8 13.8 12.4 13.1 12.0 17.3 21.6 18.1 16.8 20.0 16.1 26.1 15.9 Over 2 years 0 0 1 0 0 0 0 0 2 0 0 0 0 4 1
Total 89 80 94 88 76 76 86 62 59 83 75 75 60 75 59
This data is filtered - as per Scottish Government statistical returns - to allow benchmarking. "Householder" = Development Type N01.
data source = UNIform (Access queries)
Commentary:
The line graph shows performance over time; the bar graph shows the proportionate split between 'legacy' casework and newer items. A comparison of the two demonstrates that 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 from FQ1 2023/24 to move from addressing the most urgent applications to also addressing the wider backlog of application casework. Increasing output does however mean that a
high volume of 'legacy' applications continue to be determined with significant deteriment to average time measures as is seen with the deterioration of performance across FQ4 2022/23 to FQ4 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. Peformance from FQ1 2024/25 has shown a marked improvement with the majority of householder applications now being determined in much shorter time periods.
End Dec 2024: During FQ3, 2 'legacy' items have been determined with a consequent adverse impact of 3.3 weeks on the headline KPI. It is noted that this outcome demonstrates the significant adverse impact that the determination of a small number of older items has had upon
average time reporting measures. At the time of writing only 3 'legacy' householder items remain to be determined. During FQ3 Householder Applications have been determined in an average of 15.9 weeks (improvement from 26.1 weeks in FQ2 24/25). The underlying performance
on the larger volume of newer applications determined is much healthier; in this respect it is highlighted that more applications are being determined at an early stage with 88% of all householder applications in FQ3 were newer items determined in an average time of 10.1 weeks
(previously 75% in 9.6 weeks during FQ2 24/25).
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.
8.5
9.7 10.6 10.8 10.9 10.2 11.0
13.3
11.8 11.6 11.8 12.0
9.6 9.6 10.1
12.6
13.5
9.1 9.7
11.8
13.8
12.4 13.1 12.0
17.3
21.6
18.1
16.8
20.0
16.1
26.1
15.9
0
5
10
15
20
25
30
FY21/22
FQ1
FQ2 FQ3 FQ4 FY22/23
FQ1
FQ2 FQ3 FQ4 FY23/24
FQ1
FQ2 FQ3 FQ4 FY24/25
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
54
50
56
52
2
1
8
5
6
4
11
13
12
9
19
6
8
5
1
1
1
4
3
2
4
7
1
1
2
4
1
50% 60% 70% 80% 90% 100%
FY21/22 FQ1
FQ2
FQ3
FQ4
FY22/23 FQ1
FQ2
FQ3
FQ4
FY23/24 FQ1
FQ2
FQ3
FQ4
FY24/25 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

Classification: OFFICIAL#
FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1 FQ2 FQ3
FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1 FQ2 FQ3
< 6 months 10.8 11.3 11.1 11.5 12.4 10.1 10.2 12.9 13.5 14.0 12.7 12.1 11.6 11.5 12.7 < 6 months 158 142 118 125 114 110 104 69 87 106 95 79 97 106 104
< 1 year 12.7 14.1 13.5 13.4 14.5 14.0 18.0 19.2 19.3 18.7 18.8 21.0 19.0 16.3 17.0 6 months - 1 year 12 20 13 11 14 19 43 25 31 27 32 40 39 26 22
< 2 years 14.6 15.3 13.9 14.2 15.7 16.1 19.9 23.6 21.9 25.0 25.8 29.3 26.1 24.5 25.6 1 - 2 years 6 3 1 2 3 6 6 10 7 20 22 19 23 25 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 33.4 30.0 37.8 31.2 Over 2 years 0 2 4 3 1 1 0 1 4 3 6 6 4 19 7
Total 176 167 136 141 132 136 153 105 129 156 155 144 163 176 155
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)
Commentary:
The line graph shows performance over time; the bar graph shows the proportionate split between 'legacy' and newer items. A comparison of the two demonstrates that 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 during 2023/24 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 overall average time performance measures from FQ2 2022/23 to FQ4 2023/24. In order to provide some context additional information is
provided that demonstrates the effect of removing older applications from considerations to provide a truer picture of the time taken to deliver the larger proportion of casework that has been determined. 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. Performance during FQ1 2024/25 has markedly improved and appears to indicate the start of an improving trend with
decreasing time periods. End Dec 2024: FQ3  has seen 29 legacy applications cleared with the effect of adding 14.2 weeks to the overall average time measure which now sits at 31.2 weeks (improvement from 37.8 weeks in FQ2 2024/25). It is highlighted that the volume of legacy
determinations has come as a result of significant progress in clearing the backlog of applications and, depist the significant adverse impact on average time measures, is a noteable achievement. It is also noted that some of the negative impact is attributed to delays to
determination which were outwith the control of the planning authority and which will be adjusted in statutory reporting by the Scottish Government. Discounting the effect of  legacy cases it is however evident that performance overall is continuing to show improvement. During
FQ3 the determination of non-legacy local applications were undertaken in an average of 17.0 weeks (slight increase from 16.3 weeks in FQ2 24/25). It is also highlighted that more applications are being determined at an early stage with 67% of all local applications in FQ3 were
newer items determined in an average time of 12.7 weeks (previously 60% in 11.5 weeks in FQ2 2024/25).
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.
10.8 11.3 11.1 11.5 12.4
10.1 10.2
12.9 13.5 14.0 12.7 12.1 11.6 11.5 12.7
12.7
17.014.6
25.6
14.6
16.7
18.5
16.7 16.8 17.0
19.9
24.5
27.6 27.4
30.2
33.4
30.0
37.8
31.2
0
5
10
15
20
25
30
35
40
FY21/22
FQ1
FQ2 FQ3 FQ4 FY22/23
FQ1
FQ2 FQ3 FQ4 FY23/24
FQ1
FQ2 FQ3 FQ4 FY24/25
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
79
97
106
104
12
20
13
11
14
19
43
25
31
27
32
40
39
26
22
6
3
1
2
3
6
6
10
7
20
22
19
23
25
22
2
4
3
1
1
1
4
3
6
6
4
19
7
50% 60% 70% 80% 90% 100%
FY21/22 FQ1
FQ2
FQ3
FQ4
FY22/23 FQ1
FQ2
FQ3
FQ4
FY23/24 FQ1
FQ2
FQ3
FQ4
FY24/25 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