Appendix 1 DM report to ELT FQ1 2024-25 performance report

Argyll and Bute Council · 21 August 2024
Back to Planning, Protective Services and Licensing Committee — 21 August 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
FY24/25
FQ1
Statutory 517 478 508 509 511 451 508 512 457 468 404 422 469 2012 75.9% 1982 76.1% 2220 75.0% 469 77.9%
Non-Statutory 5 20 21 10 10 10 14 17 15 26 25 21 14 56 2.1% 51 2.0% 101 3.4% 14 2.3%
PREAPP 136 158 122 166 153 146 121 150 122 138 120 141 119 582 22.0% 570 21.9% 640 21.6% 119 19.8%
Totals 658 656 651 685 674 607 643 679 594 632 549 584 602 2650 2603 2961 602
This data is unfiltered - it shows all casework received. YTD: as at 30/06/24
data source = UNIform (Access queries)
Commentary:
The data set covers the last 13 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 June 2024: Receipts of new applications during FQ1 2024/25 have increased slightly
from the previous reporting period, and are above average when compared to 2023/24.
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
5
20
21 10 10
10
14 17
15 26
25 21
14
136 158 122 166 153
146
121
150
122
138
120
141
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 FY24/25
FQ1
Volume of New Casework Received
PREAPP
Non-Statutory
Statutory
75.0%
3.4%
21.6%
Split of Casework Received: FY24/25 YTD
Statutory Non-Statutory PREAPP
Appendix  1

Page 2

Volumes
FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1
Statutory 410 411 393 396 410 369 402 368 476 421 458 423 464 1610 72.5% 1549 77.9% 2242 76.8% 464 79.9%
Non-Statutory 12 12 9 13 9 8 5 11 19 18 21 17 17 46 2.1% 33 1.7% 92 3.2% 17 2.9%
PREAPP 133 172 115 145 148 118 40 101 139 103 119 124 100 565 25.4% 407 20.5% 585 20.0% 100 17.2%
2221 1989 2919 581
This data is unfiltered - it shows all casework closed.
data source = UNIform (Access queries) YTD: as at 30/06/24
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 13 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. 2023/24 has seen a notable improvement in productivity which corresponds with the
increasing availability of officer resource and a more settled position following the introduction of NPF4.  End June
2024: Productivity during  FQ1 has been excellent and is currently on par with 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
12 12
9 13 9
8
5
11
19
18
21
17
17133
172
115
145 148
118 40 101
139
103
119
124
100
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
Volume of Casework Closed
PREAPP
Non-Statutory
Statutory
76.8%
3.2%
20.0%
Split of Casework Closed: FY24/25 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
FY24/25
FQ1
Closed 422 423 402 409 419 377 407 379 495 439 479 440 481
Validated 405 460 438 450 462 455 436 509 462 428 366 428 425
Difference (no) 17 -37 -36 -41 -43 -78 -29 -130 33 11 113 12 56
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.  End June 2024: The
backlog of casework has reduced further during FQ1 and now
sits at just over 150 items. Productivity during FQ1 has been
strong and remains comparable with 2023/24. However, the
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.

Page 4

Volumes
FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1
Closed 133 172 115 145 148 118 40 101 139 103 119 124 100
Received 136 158 122 166 153 146 121 150 122 138 120 141 119
Difference (no) -3 14 -7 -21 -5 -28 -81 -49 17 -35 -1 -17 -19
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 that after 6 financial quarters (FQ3 2021/22 -
FQ4 2022/23) where output was lower than input, a backlog of
180 pre-app casework items were accumulated during a period
where 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. Performance on pre-application enquiries has
been variable during 2023/24 as staff resource has been
focussed on the clearance of statutory casework and as a result
the backlog has increased and stood at just over 200 items at
the end of 2023/24.  End June 2024: FQ1 has seen the backlog of
pre-apps increase further as statutory casework continues to be
prioritised and coupled with increased demand for pre-app
engagement over recent months following the adoption of
LDP2. It is identified that the failure to provide timely responses
to pre-app enquiries will not only give rise to increased customer
dissatisfaction but also has potential to delay new development
being brought forward. Work is currently ongoing to review the
pre-application service; this will involve a holistic review of
customer requirements and expectations, the level of service
and performance targets that the Council is able to provide, how
this will be resourced, and how current processes can be
improved or adapted to reduce the resource implications to the
Council in delivering the service.

Page 5

FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1
FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1
< 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 < 6 months 87 80 92 79 71 69 82 51 43 67 63 54 50
< 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 6 months - 1 year 2 0 1 8 5 6 4 11 13 12 9 19 6
< 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 1 - 2 years 0 0 0 1 0 1 0 0 1 4 3 2 4
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 Over 2 years 0 0 1 0 0 0 0 0 2 0 0 0 0
Total 89 80 94 88 76 76 86 62 59 83 75 75 60
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 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 across
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. End June 2024:
During FQ1, four 'legacy items have been determined with a consequent  impact of 3.7 weeks on
average time measures.   Householder applications have been determined in an average of 16.1
weeks during FQ1 to date, (decrease from 20.0 weeks in FQ4 23/24). It is also highlighted that 83%
of all householder applications in FQ1 were newer items determined in an average time of 9.6
weeks.
Commentary:
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
12.4
16.1
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
0
5
10
15
20
25
FY21/22
FQ1
FQ2 FQ3 FQ4 FY22/23
FQ1
FQ2 FQ3 FQ4 FY23/24
FQ1
FQ2 FQ3 FQ4 FY24/25
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
67
63
54
50
2
1
8
5
6
4
11
13
12
9
19
6
1
1
1
4
3
2
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
FQ3
FQ4
FY24/25 FQ1
% 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
FY24/25
FQ1
FY21/22
FQ1 FQ2 FQ3 FQ4
FY22/23
FQ1 FQ2 FQ3 FQ4
FY23/24
FQ1 FQ2 FQ3 FQ4
FY24/25
FQ1
< 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 < 6 months 158 142 118 125 114 110 104 69 87 106 95 79 97
< 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 6 months - 1 year 12 20 13 11 14 19 43 25 31 27 32 40 39
< 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 1 - 2 years 6 3 1 2 3 6 6 10 7 20 22 19 23
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 Over 2 years 0 2 4 3 1 1 0 1 4 3 6 6 4
Total 176 167 136 141 132 136 153 105 129 156 155 144 163
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 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. End June 2024: FQ1 has seen 27 legacy applications cleared
with the effect of adding 11.0 weeks to the overall average time measure which now sits at 30
weeks (improvement from 33.4 weeks in FQ4 2023/24) although it is 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. 
Excluding 'legacy' items, local applications in FQ1 to date were determined in an average of 19.0
weeks; furthermore, 59% of all local applications are newer items which were determined in an
average time of 11.6 weeks.
Commentary:
10.8 11.3 11.1 11.5 12.4
10.1 10.2
12.9 13.5 14.0 12.7 12.1 11.6
12.7
19.0
14.6
26.1
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
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
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
12
20
13
11
14
19
43
25
31
27
32
40
39
6
3
1
2
3
6
6
10
7
20
22
19
23
2
4
3
1
1
1
4
3
6
6
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
% Split: Local (excluding Householder)  
(<6 Month, <1 Year, <2 Year, All)
< 6 months 6 months - 1 year 1 - 2 years Over 2 years