Appendix 1 DM Performance Update FQ2 24-25 (1)
Argyll and Bute Council · 20 November 2024
Back to Planning, Protective Services and Licensing Committee — 20 November 2024 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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 Statutory 517 478 508 509 511 451 508 512 457 468 404 422 469 423 2012 75.9% 1982 76.1% 1751 74.3% 892 77.5% Non-Statutory 5 20 21 10 10 10 14 17 15 26 25 21 14 22 56 2.1% 51 2.0% 87 3.7% 36 3.1% PREAPP 136 158 122 166 153 146 121 150 122 137 120 141 119 104 582 22.0% 570 21.9% 520 22.1% 223 19.4% Totals 658 656 651 685 674 607 643 679 594 631 549 584 602 549 2650 2603 2358 1151 This data is unfiltered - it shows all casework received. YTD as at 30th September 2024 data source = UNIform (Access queries) Commentary: The data set covers the last 14 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 FQ 2024/25: Receipts of new applications during FQ1 2024/25 have increased slightly from the previous reporting period, and were above average when compared to 2023/24. Submission rates for FQ2 are down on the previous reporting period but remain within expected levels. 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 5 20 21 10 10 10 14 17 15 26 25 21 14 22 136 158 122 166 153 146 121 150 122 137 120 141 119 104 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 Volume of New Casework Received PREAPP Non-Statutory Statutory 77.5% 3.1% 19.4% 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 Statutory 410 411 393 396 410 369 402 368 476 421 458 423 464 464 1610 72.4% 1549 74.5% 1778 75.1% 928 77.1% Non-Statutory 12 12 9 13 9 8 5 11 19 18 21 17 17 31 46 2.1% 33 1.6% 75 3.2% 48 4.0% PREAPP 134 172 117 145 149 119 124 104 150 109 121 133 106 122 568 25.5% 496 23.9% 513 21.7% 228 18.9% 2224 2078 2366 1204 This data is unfiltered - it shows all casework closed. data source = UNIform (Access queries) YTD as at 30th September 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 14 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 FQ2 2024/25: Productivity during FQ1 and FQ2 has been excellent and builds on the improved performance seen across 2023/24. It is noted that the adoption of LDP2 in late Feb 2024 did not give rise to the same level of disruption to output as the introduction of NPF4 in FQ4 2022/23. The continutiy of output across this period of policy change is a very positive outcome. 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 12 12 9 13 9 8 5 11 19 18 21 17 17 31134 172 117 145 149 119 124 104 150 109 121 133 106 122 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 FY24/25 FQ1 FQ2 Volume of Casework Closed PREAPP Non-Statutory Statutory 77.1% 4.0% 18.9% 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 Closed 422 423 402 409 419 377 407 379 495 439 479 440 481 495 Validated 405 460 438 450 462 455 436 509 462 428 366 428 425 425 Difference (no) 17 -37 -36 -41 -43 -78 -29 -130 33 11 113 12 56 70 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. End FQ2 2024/25: The backlog of casework was reduced further during FQ1 2024/25 to just over 150 items. Productivity during FQ2 has been excellent and the backlog has been reduced by a further 70 items (80 remaning). The overall scale of the task in addressing the remaining casework backlog continues to highlight that whilst the permanent staff resource is adequate to meet 'normal' demand, additional professional officer resource continues to be required on a temporary basis in the short/medium term in order to achieve the output required to return workflow and performance expectations to 'normal' levels. 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 Closed 134 172 117 145 149 119 124 104 150 109 121 133 106 122 Validated 129 162 118 153 159 137 117 140 117 132 120 130 115 92 Difference (no) 5 10 -1 -8 -10 -18 7 -36 33 -23 1 3 -9 30 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 FQ2 2024/25: The backlog of pre-apps is currently 14 items over and above 'normal' workflow. Work remains ongoing to review and improve the pre-application advice service. Correction August 2024: This graph has been revised and updated. The previous version measured closed PREAPP's against those received. This has been revised to measure against those validated - in the same way as we measure planning applications. (Numerous PREAPP's never become valid). We also took the opportunity to scrutinise the data further. Some Officer's had not been completing all necessary fields in our Uniform back office system accurately, which has now been addressed. In addition, there had been an error with the data entered against FY22/23 FQ3, which has now been corrected. The result of the above updates is that the true picture for PREAPP turnover volume is actually healthier than previosuly reported. 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 FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3 FQ4 FY24/25 FQ1 FQ2 < 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 < 6 months 87 80 92 79 71 69 82 51 43 67 63 54 50 56 < 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 6 months - 1 year 2 0 1 8 5 6 4 11 13 12 9 19 6 8 < 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 1 - 2 years 0 0 0 1 0 1 0 0 1 4 3 2 4 7 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 Over 2 years 0 0 1 0 0 0 0 0 2 0 0 0 0 4 Total 89 80 94 88 76 76 86 62 59 83 75 75 60 75 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 during FQ1 2024/25 has shown a marked improvement which demonstrates that the majority of householder applications are now being determined in much shorter time periods. End FQ2 2024/25: During FQ2 to date, eleven 'legacy' items have been determined with a consequent impact of 13.5 weeks on average time measures. It is noted that this outcome demonstrates the significant adverse impact that the determination of a small number of older items has upon average time reporting measures. During FQ2 Local applications (excluding householder) have been determined in an average of 26.1 weeks (increase from 16.1 weeks in FQ1 24/25). Discounting the effect of those 11 legacy cases it is however evident that underlying performance on the larger volume of applications determined is much healthier. During FQ2 the determination of non-legacy householder applications were undertaken in an average of 12.6 weeks (slight increase from 12.4 weeks in FQ1 24/25). It is also highlighted that 75% of all householder applications in FQ2 were newer items determined in an average time of 9.6 weeks (no change from 9.6 weeks in FQ1 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 12.6 19.0 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 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 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 2 1 8 5 6 4 11 13 12 9 19 6 8 1 1 1 4 3 2 4 7 1 2 4 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 % 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 FY21/22 FQ1 FQ2 FQ3 FQ4 FY22/23 FQ1 FQ2 FQ3 FQ4 FY23/24 FQ1 FQ2 FQ3 FQ4 FY24/25 FQ1 FQ2 < 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 < 6 months 158 142 118 125 114 110 104 69 87 106 95 79 97 106 < 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 6 months - 1 year 12 20 13 11 14 19 43 25 31 27 32 40 39 26 < 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 1 - 2 years 6 3 1 2 3 6 6 10 7 20 22 19 23 25 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 Over 2 years 0 2 4 3 1 1 0 1 4 3 6 6 4 19 Total 176 167 136 141 132 136 153 105 129 156 155 144 163 176 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 FQ2 2024/25: FQ2 has seen 44 legacy applications cleared with the effect of adding 21.5 weeks to the overall average time measure which now sits at 37.8 weeks (increase from 30 weeks in FQ1 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 those 44 legacy cases it is however evident that performance overall is continuing to show improvement. During FQ2 the determination of non-legacy local applications were undertaken in an average of 16.3 weeks (decrease from 19 weeks in FQ1 24/25). It is also highlighted that 60% of all local applications in FQ2 were newer items determined in an average time of 11.5 weeks (decrease from 11.6 weeks in FQ1 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 16.314.6 24.5 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 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 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 12 20 13 11 14 19 43 25 31 27 32 40 39 26 6 3 1 2 3 6 6 10 7 20 22 19 23 25 2 4 3 1 1 1 4 3 6 6 4 19 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 % Split: Local (excluding Householder) (<6 Month, <1 Year, <2 Year, All) < 6 months 6 months - 1 year 1 - 2 years Over 2 years