"Business Plan The Planning Portal The Planning Portal in"
The Planning Portal Business Plan 2008 - 2011 The Planning Portal in context The Planning Portal is provided by the Department for Communities and Local Government (DCLG) to be the first port of call for planning and building information and services online. The Portal supports the Sustainable Communities agenda underpinned by The Royal Assent of the Planning and Compulsory Purchase Act 2004, which set out the Government’s commitment to modernising the planning system and improving service delivery. The Planning Portal operates at the centre of the planning process in England and Wales. Although funded in the main by Central Government it has distinguished itself as an authoritative yet balanced provider of information and services to all engaged in planning, lay-person or professional. The Portal provides services to citizens, business and all 398 English and 25 Welsh Local Planning Authorities (LPAs) delivering timely, accurate and accessible information and tools that are helping to demystify planning and building regulations. The Portal utilises technology and outreach to deliver tangible and meaningful benefits to all users of the planning system. In 2007/08 these benefits amounted to £25.6M 1. The Portal’s core aim is to help the system become more efficient and transparent using technology as the enabler. This is set against a background of a largely paper-based planning system currently processing some 650,000 planning applications a year. Since its inception in 2002 the Portal has played a key role in supporting LPAs move toward electronic working and in driving common standards and best practice. It works closely not only with individual Authorities, but with the sector as a whole, engaging with key bodies, including: the Local Government Association, the Planning Advisory Service and the Improvement & Development Agency. The Planning Portal received its first electronic planning application in April 2003. Today 20% of all applications pass through the Portal and it is possible to submit an electronic application to every authority in England and Wales using a standard national form. This is especially advantageous for businesses who submit applications to many authorities. The Planning Portal embodies the aims of Her Majesty’s Revenue and Customs’ (HMRC) Service Transformation Agreement, which sets out how public services must change to better meet the needs of citizens and businesses and has a key role in the delivery of Planning White Paper outcomes. The Portal has established a unique publishing relationship with DirectGov in support of the Varney recommendations and is responsible for £313M of DCLG’s commitment to reduce administrative burden set out in the document “Simplification Plan: The route to better regulation”. Looking forward, the Portal will continue to drive take-up of electronic services including developing an online hub that will enable authorities and consultees to share planning application information electronically; thereby completing the end-to-end process and leading to faster turnaround. The Planning Portal works in a fast-paced IT environment and strives to maintain its reputation as a front runner in the use of user-centric electronic services, that deliver real benefits to everyone engaged in planning. Over the period of the plan it is anticipated that this will include more integrated use of GIS mapping and Web 2.0 functionality to further improve the customer experience of planning in England and Wales. 1 www.planningportal.gov.uk KPMG Research showed every electronic application can deliver a potential minimum saving of £122 1 Business Plan 2008-2011 for LPAs and £120 for applicants, rising to £970 for larger applications. Foreword Over five years the Planning Portal has established itself as unquestionably the most comprehensive source of information and advice on planning and building control matters in the UK. This has been recognised by numerous awards and by specific inclusion within the 2006 CapGemini report for the European Union on European e-Government readiness. In the past year (2007/08) traffic has grown to unprecedented levels, including processing more than 100,000 planning applications. The Portal team have risen to the significant challenge of maintaining the momentum of electronic planning application take-up, while simultaneously delivering two nationally significant transformational projects; the National Standard Planning Application Form (1App) and the e-Consultation Hub. These tasks, shared with LPAs, have been challenging and have involved every member of the team working with colleagues in policy and with external partners. Despite this workload the Portal was short-listed once again for the E-Government National Awards in recognition of the Portal’s success in delivering a truly joined-up national planning application service. In the coming year the Portal will focus very carefully on consolidating the successful delivery of these services and on further cementing our role at the heart of a transformed planning system. As in previous years, this will include helping LPAs overcome the hurdles of transforming a paper-based system into a fully e-enabled and efficient planning process. Beyond 2008/09 we intend to lead the further e-enablement of planning towards a fully inclusive and accessible system that contributes to the Department’s vision of prosperous and cohesive communities, offering a safe, healthy and sustainable environment for all. It has been my privilege to lead the team through a time of enormous change and great challenge and I am thrilled and proud to have been part of this success. Chris Kendall Planning Portal Director 3 www.planningportal.gov.uk Business Plan 2008-2011 Content The Planning Portal in context 2 Performance Targets 24 Current position 24 Foreward 4 Core targets 24 The Purpose of the Business Plan 8 Planned Activity 25 Research note 8 Existing services 25 Executive Summary 9 Development activities 26 Customers 13 People and Structure 27 Citizens 13 Governance 27 Planning Professionals 13 Organisational structure 27 Local Planning Authorities 13 Central Government 13 Funding 29 Total Costs 29 Partners 14 Revenue 30 Local Government 14 Wales 14 Strategic Assumptions/Risks 31 DirectGov and Business Link 14 Appendix A – Project Development Activities 33 The Planning Inspectorate 14 Project briefs - approved 34 Successes to Date 15 Project briefs - yet to be approved 44 Benefits 15 Appendix B – Team definitions 47 Traffic and Usage 16 Product and Publishing team 48 Awards 16 Transformational Delivery team 49 Future Development 18 Regional Account Management team 50 Vision 18 Technical and Operations team 51 Commercial team 52 Goals 19 Marketing and Communications team 53 Establishing electronic planning as the norm 20 Administration and Finance team 54 Confirm our position as the authoritative online resource for planning 21 Supporting the modernisation of building control 22 Appendix C – Detailed resource costs 55 The e-Consultatation Hub 22 Appendix D – Detailed income projections by product 57 Delivering Departmental objectives 23 5 www.planningportal.gov.uk Business Plan 2008-2011 The Purpose of the Business Plan The purpose of this document is to present the proposed plan for the development of the Planning Portal in the period 2008 to 2011. The paper sets out: • The programme of developments for the next three years • The relative priorities of those developments • The requisite funding for the period • The proposed governance arrangements • The arrangements for delivery of core business Research note Throughout the document reference is made to research findings. Unless specified separately this refers to either independent research carried out by COI on behalf of the Portal during Oct – Dec 2007 or to findings from the Annual Planning Portal survey of 120,000 registered users, carried out in January and February 2008. 7 www.planningportal.gov.uk Business Plan 2008-2011 Executive Summary The Portal provides as its core business, online services to citizens, businesses and all 398 English and 25 Welsh LPAs. In doing so it interacts with the following customer groups: Development Programme The table below outlines approved development projects in addition to business as usual activity. Citizens: provides the authoritative resource for all aspects of planning and building control, making the system more transparent and easier to understand. Projects Planning Professionals: able to keep abreast of the latest planning news, make applications, 2008/09 2009/10 2010/11 appeals and inquiries from a single point and standardise their business processes on the Standard National Planning Application Form (1App). (£k) (£k) (£k) Local Planning Authorities: receive planning applications and payments electronically, publish development plans, link into policy content. Benefit from assistance driving transformation of E-consultation £914 £759k £751k planning services. e-Application Take-up £199k £186k £170k Enables planners to use their skills to add value to the planning process rather than simply Supplier Engagement £73k £88k £98k administer it. Building Control £403k £291k £179k Central Government: helps transform planning by providing a platform for electronic services, such as 1App, appeals administration and statutory consultation. 1App Development £854k £537k £437k Wales: provides a Welsh version of the Portal and services. Planning 360 £221k £208k £100k DirectGov and Business Link: provides tailored content for both websites and aims to deliver Commercial Proposition £46k deeper integration of content and services in support of Varney recommendations. Carbon Research £50k The Planning Inspectorate: provides the customer interface to the Planning Inspectorate’s Core IT Contract Re-let £67k Planning Casework Service and publishes Inspectorate content. Minor Developments £81k £83k £75k Successes to Date Total £2,908k £2,152k £1,810k From a standing start in 2002 the Portal has achieved the following key successes: • 20% of all planning applications in England and Wales processed online • £25.6M of financial benefits associated with the above for 2007/08 Governance • Projected benefits over the next three years of £202M Strategic oversight will be provided by a Governance Board made up of members of DCLG policy • National reduction of application form variations from 12,000 to 1 division. • 0.25M unique users, visiting 0.5M times, viewing 6M pages each month The Board will determine and advise the Planning Programme Board on the strategic direction of the • 40,000 professional subscribers to the weekly e-Newsletter Planning Portal within the context of overall CLG objectives. Objectives Organisational Structure The Portal will continue to drive improvements across the planning and building control systems, The Portal team is led by a Director with accountability to a Senior Responsible Owner from within focusing on three distinct goals as directed by the Chief Planner: DCLG. The Planning Portal links with policy colleagues on specific projects to ensure delivery maps to • Establishing electronic planning as the norm departmental objectives. • Confirmation as the authoritative online resource for planning The Portal team is divided into functional units led by Heads of Function, each of whom is responsible • Supporting the modernisation of building control for specific elements of business or performance against objectives, each working together to form the Portal management team. 9 www.planningportal.gov.uk Business Plan 2008-2011 Funding What success will look like The table below sets out the minimum funding necessary for the Portal to carry out the activities set out The Planning Portal will have succeeded in meeting its objectives if at the end of March 2011 it sits at in this plan. the centre of a transformed planning system. This will be characterised by the following quantitative achievements and by qualitative research that suggests excellent levels of customer satisfaction with a 2008/09 2009/10 2010/11 fully end-to-end electronic planning process, from application to appeal decision. (£k) (£k) (£k) 1App will have been further enhanced and improved to include a greater degree of automation and the Business as Usual 2,400 2,650 2,550 e-consultation hub will be transacting a significant percentage of consultation traffic, including passing electronic case files on appeals to the Planning Inspectorate. Technical Infrastructure 3,500 2,800 3,000 Planning customers will be better informed and more able to self-serve, leading to an increase in right- Developments 1,675 1,358 950 first-time applications. By March 2011: Costs TOTAL 7,575 6,750 6,500 • Deliver projected benefits of £202M. Demonstrates value for money Revenue 483 803 993 • 600,000 visits to the Planning Portal per month. Demonstrates usefulness Funding Requirement 7,092 5,947 5,507 • A minimum of 60% of applications processed via the Portal. Demonstrates effectiveness • 50,000 professional subscribers to the weekly e-Newsletter. Demonstrates relevance Revenue: The Planning Portal uses Wider Markets powers to generate revenues and act as a marker in • A significant number of LPAs and all major statutory consultees using the e-Consultation Hub by relation to the Portal’s potential to self-sustain. March 2009. Demonstrates engagement Risk The Planning Portal recognises that it is vital to accept and understand the risks facing delivery of key goals. A proactive risk strategy is maintained and regularly updated. Currently the following risks present the greatest threat to success and are consequently most closely monitored. Risk Probability Impact Mitigation The projected benefits Low Medium – Slow take-up. Ensure joined-up end-to- of e-Planning not Lack in confidence in new end system. Well thought realised by LPAs and services leads to failure and through take-up campaign. users reverting to paper Engagement with NPIP Continued prime focus on e-application take- Low High – Benefits not realised driving take-up and ensuring up progress not that product meets customer maintained needs Medium Slow take-up of High – Benefits not realised Well thought through and e-consultation by and efficiencies not delivered. resourced high-impact take-up LPAs campaign 11 www.planningportal.gov.uk Business Plan 2008-2011 Customers Partners Citizens Planning Professionals Aside from its own core activities Wales The Planning Portal provides an authoritative For professional planners, planning agents, resource for all aspects of planning and building architects, builders and others engaged in the Planning Portal’s success has The Planning Portal works in partnership with the Welsh Assembly Government and all 22 LPAs control, making the system more transparent the planning and building control systems, the been characterised by its work in and three National Parks in Wales. and easier to understand. Citizens may research Portal provides access to professional resources, support of strategic partners. planning constraints, complete planning online services, and reference material, such as The Planning Portal provides a separate Welsh applications, register appeals and access LPA local plans. Local Government site developed in both English and Welsh. information relevant to their locality. Using the Portal, planning professionals can The Planning Portal works closely not only The site has been developed in order to ensure Citizens will as a result be better informed, leading complete their work more quickly and more with individual LPAs but also with key national that the Planning Portal represents the individual to an increase in planning applications that are efficiently. They are able to keep abreast of the organisations representing both LPAs and their needs of Welsh LPAs within the wider planning right first time. latest planning news, make applications, appeals staff, such as the Planning Advisory Service, the context. This includes a fully operational Welsh and inquiries from a single point and standardise Improvement and Development Agency, Local language version of the online application their business processes on the 1App. Government Association, Planning Officers Society form and will, from Spring 2008, include a and others. These stakeholders play a crucial role Welsh version of the English Standard National As a result businesses will be better placed to in helping the Planning Portal develop and deliver Application Form. benefit from a more streamlined and efficient planning process. the best possible services for its customers. Local Planning Authorities (LPAs) Central Government DirectGov and Business Link The Planning Inspectorate For LPAs, the Portal provides a range of tools and The Planning Portal provides a single point through The Planning Portal plays a key role in supporting The Planning Portal acts as the customer interface services in support of local planning. LPAs receive which central Government and other Government external Government initiatives such as DirectGov to the Planning Inspectorate’s Planning Casework planning applications electronically, including (and non-Government) agencies can publish and and Businesslink, providing specifically tailored Service (PCS). This service facilitates the electronic transfer of payments, benefit from the maintain planning guidance and information, as content for the products and advice and guidance electronic document management, consultation tools and services to publish their development well as provide a platform for electronic services, to their steering groups. and delivery of planning appeals. plans, local planning guidance and links into policy such as 1App, appeals administration and In the longer term the Portal will investigate The Planning Portal will ensure that the content, reducing the burden on maintaining statutory consultation. opportunities for the deeper integration of PCS continues to receive a stable front end content locally. The Planning Portal team provide a wealth of content and services in support of Varney for its customers through an effective Service Additional support from the Portal marketing and knowledge and expertise on the take-up and recommendations. Level Agreement. communications team ensures that LPAs get the delivery of electronic services and serve as a In addition the Planning Portal will, from early benefit from their investment in e-planning. lynch-pin in the transformation of Government 2008, manage and publish via the Portal and services from paper to online delivery. The consequent reduction in the administration DirectGov and BusinessLink, the Inspectorate’s burden brought about as a result of end-to-end The Portal team provide a physical link between online content. electronic planning will enable planners to use central and local Government, enabling a seamless The Portal will also support the Inspectorates drive their skills to add value to the planning process transition from national policy to local delivery. to e-enable the fast-track appeals process. rather than simply administer it. 13 www.planningportal.gov.uk Business Plan 2008-2011 Successes to Date Benefits Traffic and Usage The Planning Portal delivers real and quantifiable benefits across the planning community and, in The Planning Portal is visited by more than 250,000 individuals every month; each of whom value the particular, efficiency and cost savings to all of the LPAs with which it works. Portal as the leading resource for information, advice and transactions in planning and building control. The Planning Portal introduced its first electronic planning application form in early 2003. Since Users, be they citizens, planning professionals from the private sector or Government officials, can be then it has succeeded in signing every LPA to the service, making possible the subsequent assured that the content and services they access are comprehensive, authoritative and fit for purpose. development of 1App. They know that the services have been developed with their specific needs in mind following extensive consultation and testing; that one size does not fit all and that the security of their data is assured. By 6 April 2008 every LPA in England will adopt 1App, significantly contributing to the efficient, transparent and speedy processing of planning applications. Traffic to the Portal continues the upward trend first established in 2002 to the point where more than 8M pages of content were viewed in March 2008 alone. Monitoring traffic growth enables the Portal to Independent research, carried out by KPMG on behalf of the e-Planning Programme, estimated ensure the content and services delivered are useful and appropriate to customer needs, and continuing that every planning application submitted online via the Portal can save an average of £122 per growth confirms that they are. applicant, £120 - £160 per minor application for LPAs and up to £970 for major applications. In the past year and a half the Planning Portal has taken on greater responsibility for publishing online In 2007/08 these benefits amounted to £25.6M. content for the Buildings Division of the Department. An initial migration of existing content to the The table below uses the figure of £122 per applicant and £120 per LPA to illustrate the Portal has now been enhanced by the deeper integration of building regulation content into the Portal’s savings that will be generated by the Portal over the next three years. service offering. The integration of Building Regulations advice into the Interactive House tool has been particularly successful and provides the user with a simple, seamless understanding of the implications of work on a property from both a planning and building regulations perspective. Illustrative benefits savings generated by Portal processed applications Date 2008/09 2009/10 2010/11 Projected total number of applications 177,013 294,300 364,000 Total saving to applicants £21.5M £35.9M £44.4M Total saving to LPAs £21.2M £35.3M £43.7M Gross saving £42.7M £71.2M £88.1M Awards We’re no longer producing masses of paperwork The Planning Portal has been nominated for, and won, several “Today, thanks to the introduction of the Planning Portal, a simple online process for applying for planning permission, using a single national application form, companies like Mitchell Taylor can submit awards since its inception in 2003, including: all their planning applications online. Now we can make a planning application in about half an hour. Previously, it would have taken us half a day or more. And we’re no longer producing masses of • e-Government National Awards 2004 – Central e-Government excellence paperwork.” Rob Mitchell, Mitchell Taylor Workshop, Bath • RTPI Planning Awards 2005 – joint overall winner What used to take a day now takes two hours • e-Government National Awards 2005 – Central e-Government excellence “We submit around 500 planning applications a year and it used to be very time consuming and costly. • Government Computing BT Syntegra Awards – Best ‘Government to But now, thanks to the introduction of the Planning Portal, the planning permission paperwork burden Business’ project has been eliminated and admin costs have been reduced.” As a time-saving tool, Martin says the new online system makes a huge difference. “Before it could take a whole day to submit an application. • Good Communications – Central Government website of the year 2006 Now that process can be completed in a matter of two hours. The portal is a real boon to our business. • e-Government National Awards 2007 – Central e-Government, take-up There’s no paper shuffling time at all. And we’ve probably saved several forests!” Martin Stephens, Head of Planning, JCDecaux and usage (nomination) • Government Computing Awards 2008 – Winner ‘The best project - delivering efficiency’ • RTPI Planning Awards 2008 – Short listed for ‘Unlawful Advertising and Fly-Postering Database’ 15 www.planningportal.gov.uk Business Plan 2008-2011 Our Vision: Future Development “The Planning Portal is the Vision Our customers tell us that they highly value both our services and our people for their dedication, pride and professionalism. indispensable resource for As we move forward we will continue to deliver against the commitments we have already made, and before the end of the lifetime of this plan the Planning Portal will have achieved its vision: authoritative advice & services “The Planning Portal is the indispensable resource for authoritative advice & services at the heart of a transformed local & national planning & building regulations system.” In order to achieve this goal the Planning Portal will lead the continued transformation of planning and at the heart of a transformed building regulations regimes by exemplifying the following characteristics: local & national planning & building regulations system.” Innovation – Developing innovative services that utilise technology to meet the evolving needs of citizens, businesses & Government. Excellence – Building on experience and a thorough understanding of customer requirements to deliver a world-class service. Inclusion – Enabling and empowering the public & planning professionals to have greater access & involvement in the planning process. Efficiency – Driving take-up of electronic planning services, in particular applications and consultations. Accountability – Ensuring services meet policy objectives, and benefits and efficiencies are realised and measured throughout the planning process. 17 www.planningportal.gov.uk Business Plan 2008-2011 Goals • Establishing electronic planning as the norm Priorities • Continuing to drive take-up of electronic planning applications • Further developing and enhancing 1App • Rolling out the e-Consultation Hub and driving usage The Portal will continue to drive improvements across the planning and • Identifying and responding to policy-led initiatives building control system focusing on three distinct goals as directed by the • Support the Inspectorates drive to e-enable the fast track appeals process Chief Planner: In order to ensure that the potentially significant cost savings to both applicant and LPA are achieved • Establishing electronic planning as the norm the Planning Portal will continue to listen to customer feedback and respond with enhancements designed to improve the usability of the solution. • Confirm our position as an authoritative online resource for planning. In the short term this will mean continuing to focus on assisting LPAs to work with their planning agents • Supporting the modernisation of building control and customers to embed e-planning as the norm. Specifically the Portal will provide support via marketing materials, training sessions and workshops for LPA operational and administrative staff throughout England and Wales. In addition national business users of Portal services will be offered bespoke training that will ensure they are able to make best use of e-planning facilities. Regional workshops will continue to be provided for smaller organisations and businesses who wish to be kept abreast of the opportunities presented by e-planning. We will continue to invite into this programme representatives from related initiatives such as The Planning Inspectorate, Planning Casework Service and the Planning Advisory Service. These activities enable us to maintain the momentum of take-up and create regular opportunities to consult with engaged users of e-planning, gathering valuable feedback on the quality and direction of our service. This will be particularly useful in the coming year for gauging the impact of the e-Consultation Hub, which will facilitate much more rapid and efficient exchange of planning applications and responses between LPAs and consultees. As in previous years we will retain focus on increasing the number of planning applications processed electronically via the Planning Portal. In this way we can ensure best use of our resources to focus on a key lever for realising efficiencies. We aim to be processing 60% of all planning applications in England and Wales by March 2011. We will continue to develop and derive value from our Regional Account Management (RAM) team. In 2008/09 this will mean that in addition to planning application take-up there will be a strong focus on rolling out the e-Consultation Hub to LPAs and consultees. The RAM team will also be invaluable in gathering live feedback on the use of 1App and Planning Application Requirements (PAR) by LPAs, informing further development and enhancement of the solution over time. They will support the Planning Inspectorate’s drive to e-enable the fast track appeals process by communicating the benefits of a joined-up process to LPAs and by promoting take-up of the e-consultation hub as a means of transacting with the Inspectorate. On the technical front work will continue throughout the year to enhance and improve 1App, PAR and the e-Consultation Hub. This will include the roll out of 1App to Wales starting in April 2008, as well as business as usual product development (including Building Control functionality) and flexibility to respond to White Paper commitments if required. All of this will be achieved whilst negotiating and subsequently migrating to new IT services under a re-let core IT contract. Beyond pure service delivery the Portal will seek to play a greater role in the development of initiatives in support of policy by ensuring Communities and Local Government takes advantage of our experience and understanding of market needs at an early stage. Beyond 2008/09 through to 2011 the focus will remain on normalising e-Planning and in the further development of self-service planning tools for citizens and businesses. This will include the development of tools in support of White Paper objectives and in particular commitments relating to the re-assessment of householder planning consents. The roll out of the e-Consultation Hub to non-statutory consultees and parishes will be a continuing focus not least because of their sheer number of participants and their varying technical capability. The further development of tools for the publication, consultation and utilisation of spatial planning, including online Local Development Frameworks, is likely 19 www.planningportal.gov.uk Business Plan 2008-2011 and the expansion of pre-application services possible. • Confirm our position as an authoritative online • Supporting the modernisation of building control resource for planning Priorities • e-enabling the modernising of Building Control Priorities • Consolidating our position as the authoritative one-stop-shop for planning information • Disseminating information on policy and its implications for citizens • Embedding e-Consultation in the Portal service offering Lately, a number of illustrative case studies based on actual projects have been launched. In 2008/09 we plan to further develop these content strands to ensure that they remain relevant and useful in a In 2008/09 the Portal will seek to increase the marketing of our services directly to citizens for the first changing policy environment. time in any great depth. Currently 40% of traffic to Portal services is accessed via the general public pages; this occurs largely as a result of referrals from the major search engines, individual LPA websites At the same time we are working with colleagues within Buildings Division to understand how the and increasingly from links on building-related websites. lessons of e-Planning can be applied to Buildings. As part of a comprehensive marketing campaign, tools and content will be developed specifically to A review of the feasibility of an electronic Building Regulations form along the lines of 1App is already attract even greater linking to our content from LPA websites. This will include further developing the under way as are negotiations with suppliers around the provision of services to customers and LPAs. interactive house tool. An imminent review will be commissioned to understand the implications and potential opportunities Increasing traffic enables the Portal to offer a more comprehensive channel for policy dissemination, presented by the greater integration of buildings content on the Portal. The review will seek to ensuring a far greater awareness among citizens and businesses of the Government’s priorities understand who the potential customers for services are, what their needs might be and where the and the methods of compliance. It ensures that the money spent on modernising the planning system Portal sits within the wider information marketplace. At the same time an assessment of the impact of is not wasted due to a lack of awareness among users and creates an effective knowledge base for this expansion on the Portal’s core activities, branding and naming will be an essential component of the future consultations. Portal’s longer-term planning. Providing users with simple yet effective tools to understand the planning implications of, for example, The e- Consultation Hub small-scale renewable energy solutions, serves the wider agenda while making the practicalities The Planning Portal is building a computer system, connected to the internet that will manage the understandable to the lay person. interchange of planning information between LPAs and consultees. The Portal will not forget its commitment to planning professionals, who also form around 40% of our The Planning White Paper states: customers. We will continue to interpret changing policy and present it in a manner suitable for business use. Our weekly Newsletter, which attracts more than 38,000 subscribers, will be developed and refined In 2007-08 we are planning to build a major new e-Consultation Hub which will facilitate much more in 2008 to ensure it remains a useful service as will our ‘In a Nutshell’ series which seeks to encapsulate rapid and efficient exchange of planning applications and responses between Local Planning Authorities the key points of policy developments for speedy reference by business users. and consultees. It also has the potential to improve information flows and generate a much greater degree of participation by individual citizens and others potentially affected by the planning process. Early in 2008 the Portal will undertake an audit to review the usefulness of service offerings and determine future short-term development needs and we will be delivering ‘Planning 360’, a service that There were 680,000 planning applications submitted to LPAs in England and Wales in 2006 resulting will enable users to see what is going on in their area and what constraints might apply to any selected in approximately 1M consultations by statutory and non-statutory bodies. Traditionally, applicants location via a ‘Google Earth’ type interface. Containing more than 25 datasets including flood plain submitted multiple copies of their paper applications with LPAs forwarding them to consultees. However, data, it is anticipated that this service will eventually interface with 1App and the e-Consultation Hub to the advent of online planning means a rapidly increasing number are now held electronically. provide a truly intelligent planning application process. The Portal is working with LPAs and consultees to ensure the system integrates with existing IT systems In April 2008 live operation of the e-Consultation Hub begins, putting in place the final piece of the and adds value to existing processes. Consultees such as English Heritage and The Environment Agency e-Planning jigsaw envisaged in the Office of the Deputy Prime Minister (ODPM) e-Planning Blueprint. are making significant financial investments in support of integration with the Hub. Once operational, the Hub will enable the end-to-end processing of a planning application for the A successful project will deliver: first time, releasing the true benefits of paperless planning and generating quantifiable efficiencies • A more efficient and speedy consulting process throughout the process. • Wider and better consultation The successful delivery of the e-Consultation Hub will be measured by the number of LPAs and consultees utilising the system and the number of transactions passing through it. Current projections • Better information gathering about consultation envisage that 15% of LPAs and 10 major consultees will be using the system nationally by March 2009. • Improved compliance with the statutory requirement to consult In the longer term it is anticipated that the e-Consultation Hub will be taken up by the majority of The system will also add value to the appeals process in that it will enable the efficient transfer LPAs in response to the demands of consultees for greater standardisation and efficiency of planning of an application case file or relevant information electronically. applications and responses between LPAs and consultees. Once fully delivered and rolled out the Hub will release the latent benefit of e-planning by vastly reducing the existing LPA preference for paper applications. This will result in a paradigm shift in LPAs’ willingness to fully support and promote end-to-end e-planning. 21 www.planningportal.gov.uk Business Plan 2008-2011 Performance Targets Delivering departmental objectives The Planning Portal is a delivery-focussed team that has, since its inception, responded positively to a The following table details the Portal’s service offerings set against the challenges set out within DCLG’s target-focussed culture, keeping at the forefront a quality-first approach. key document, Planning for a Sustainable Future, White Paper, Summary. In keeping with previous plans the targets set out below are designed to be stretching but achievable. Current position Key Challenges Key Deliverable to the Portal Service Offering The Planning Portal is currently receiving more than 0.5M visits each month from 0.25M visitors, who are Delivering Sustainable Planning System A national e-planning reading more than 6M pages of information. Communities More responsive and application service. representative planning system At the end of March 2008 the Portal processed around 20% of all planning applications submitted in “A planning system that better A national e-consultation in key development areas taking England and Wales. serves individuals, communities system linking LPAs with and businesses; providing for a sub-regional approach. citizens, statutory and non- Circa 40,000 planning professionals subscribe to the Portal’s weekly e-Newsletter. There are 120,000 better public consultation and Less time spent on processing statutory consultees. registered users. engagement in the planning planning applications and more All planning and building process.” time spent on evaluating their information under one roof, Core targets impact and decisions. making it easier for citizens By March 2011: A more efficient consultation and businesses to access and • 600,000 visits to the Planning Portal per month processes. understand. • 60% planning applications processed via the Portal Rapid turnaround of interactive (currently equivalent to 30,000 applications per month) tools making green planning Delivering the Planning Reform Faster dissemination of key and micro-generation, • 50,000 subscribers to the weekly e-Newsletter Agenda policy documents and guidance. understandable. • 60 LPAs, 10 consultees using the e-Consultation Hub by March 2009 “A planning system that better More consistent and informative Joined-up planning and building In addition, the Management Team monitor a series of key performance indicators that enables us all to meet the planning advice and guidance. regulations content and underpin these targets to ensure that we are on track to meet them. These indicators are: challenge of climate change.” Better informed community processes. • Successful delivery of major projects planning. End-to-end e-planning • Costs and income against budget and forecast Better linking between planning application processing – pre-app and building regimes. to appeal. • Successful take-up of key services Targeted sub-regional planning • Customer satisfaction agent events. Delivering real and tangible More effective use of planning Electronic Planning Application take-up resources. National Online Planning efficiency savings to the planning Application search. community Cheaper planning system to administrate. 100% linkage to online Local “A planning system that enables Plan Services and contact sustainable development Fewer appeals, more informed, 50,000 information. including economic growth.” consistent and transparent 45,000 application process. Cohesive publication of planning information via the Portal, 40,000 DirectGov, Business Link and Delivering more effective local Centrally devised locally beneficial LPA websites. 35,000 60% of applications Government ‘pay once, use many services and Unlawful advertising database – tools many times’. helps enforcement officers share 30,000 “A planning system that better supports local authorities’ roles, Cohesive planning delivery. information, reducing illegal 25,000 improving their ability to shape roadside advertising and fly- Increased automation of their local communities.” posting. processes frees planners to plan 20,000 30% of applications rather than administrate. 15,000 20% of applications More accessible local information. 10,000 Trend Actual 5,000 Target 23 www.planningportal.gov.uk Business Plan 2008-2011 0 Apr 06 Apr 07 Apr 08 Apr 09 Apr 10 Planned Activity Development activities The table below outlines existing projects outside business as usual activity. Full details of project deliverables, stages, and costs can be found at Appendix A. Projects 2008/09 2009/10 2010/11 The Planning Portal provides an end-to-end solution for engaging with the planning and building control (Quarters) 1 2 3 4 1 2 3 4 1 2 3 4 system. It aggregates content by user types (defined as General Public, Planning Professional or Government User). E-Consultation £914k £759k £751k In 2007 the Portal expanded its remit to include Building Control; as a result many of the web-delivered Development services now cater for both planning and buildings information. Roll-out/Take-up Enables LPAs to realise the benefits of their investment in e-planning by delivering end-to-end e-planning and Existing services speeding up the consultation process. Delivers national significant c02 reduction by removing paper planning. The Planning Portal’s existing key web-delivered services include: e-Application Take-up £199k £186k £170k Comprehensive information on all aspects of Contact database – The Portal enables users Take-up planning and building control. From basic advice to access contact information for all LPAs and a Ensures that available cost-savings to both applicant and LPA of £202M over three years are achieved on planning permission to the latest policy and broad range of regional and national planning and maintains the momentum and direction of travel for all e-planning services. research. This includes accessible guidance on organisations. common household, business and agricultural Supplier Engagement £73k £88k £98k Commercial services – including the sale of developments using everyday language including a Planning/Engage maps for planning applications. glossary of planning terms. Engages the private sector in providing useful services in support of the Government’s agenda to an The Unauthorised Advertising Useful tools, a set of easy-to-use graphic tools accredited standard and shares the burden and reward of service development. and Fly-posting database – a collaborative that enable a user to calculate factors pertaining workspace and database of convictions that to a planning application such as the volume of a Building Control £403k £291k £179k enables LPA enforcement officers to communicate loft space, planning application fees or the siting Review/Development and share experience and information. of a satellite dish. Take-up The Planning Casework Service, a Planning Interactive development plans allowing users Reduced costs for the delivery and modernisation of building control. Joining up services and increasing Inspectorate system that allows users to submit to discover how development is managed in their clarity for users on the related disciplines of planning and building. and track planning appeals electronically. area for themselves. To date more than 100 development plans are published electronically Careers Zone – the existing online job board for 1App Development £854k £537k £437k on the Planning Portal and the remainder are planning will be reviewed and potentially out- Development accessible from the Portal. sourced following research on its viability early in 2008. The solution is more user-friendly, comprehensive, integrated and efficient. Subsequently take-up improves. An online planning application system enabling users to apply for permission from any Ongoing support of the above can be considered Planning 360 £221k £208k £100k online computer by sending their application to be business as usual. Phase 2-Phase 3 directly into the back-office system of LPAs. Interfaces with the e-Consultation Hub and 1App to provide enhanced functionality, particularly for citizens, Planning policy and reform – the site provides hence improving the engagement of the community in the planning process. a window into Government policy and research One in five Government users visit and tracks the key developments in the planning the Portal every day. Commercial Proposition £46k reform process. Carbon Research £50k Planning news – 38,000 subscribers receive the Planning Portal’s weekly e-Newsletter featuring Core IT Contract Re-let £67k national, regional and local news. Timely analysis articles on the latest developments help put the Minor Developments £81k £83k £75k planning reform process in context. Proposed Projects – yet to be approved Planning Register £720k £527k £135k Approv/dev. Nationally consolidated real-time information on the planning pipeline for policy makers includes data in greater detail than is currently possible. Automating LPAs quarterly statistical reports to DCLG. Expert System £415k £214k £95k Phase 1 Assists LPAs to meet National Indicator 14 by reducing customer contacts. Builds on existing services and joins up with 1App – e-Consultation – appeals, to create true end-to-end e-planning system. 25 www.planningportal.gov.uk Business Plan 2008-2011 People and Structure Governance Staff costs by activity and project Strategic oversight will be provided by a Governance Board made up of members of DCLG policy division. Staffing costs by post and activity are detailed in Appendix C and are summarised in the following table. The Board will determine and advise the Planning Programme Board on the strategic direction of the Planning These are based on the 2008/09 profile. Portal within the context of overall DCLG objectives. It will advise on the development of and approve the Activity Cost (£s) Planning Portal’s annual Business Plan and through that proposals for new activities or projects. Administration and Management 274,686 The Board will monitor progress on key projects and initiatives designed to promote take-up of e-planning and ensure that the Planning Portal is appropriately resourced and managed to discharge its functions, including Publishing and Design 143,223 the provision of appropriate IT services and other technical support. It will also oversee further work to Product Development 42,458 determine the Portal’s long-term future. The Planning Portal team is led by a Director with accountability to the Senior Responsible Owner within the Planning System Improvement Division. Stakeholder Management 129,635 The Planning Portal links with policy colleagues on specific projects and to ensure delivery maps to Business Intelligence 74,895 departmental objectives. Development projects are managed using Prince2, ITIL and OGC Gateway processes. Change Control 21,657 The Portal team have the relevant qualifications to administer these processes professionally. Project Management (consultancy) 231,457 (reducing to £70k in 2009/10) Organisational structure LPA Account Management 123,887 The Portal team is divided into functional units led by Heads of Function, each of whom is responsible for LPA Staff Training 14,070 specific elements of business or performance against objectives, each working together to form the Portal Agent Workshops 42,904 management team. Full details of which are available in Appendix B. e-Consultation Take-up 144,901 Exhibitions and Events 24,806 Delivery Marketing Products and Technical and Commercial Service Management 70,597 Team and Comm’s Publishing Operations Team Team Team Team (G7, AO x 1) Technical Support 150,563 (G7, SEO x 8, EO x 1) (G7, HEO x 3, (G7, HEO x 3, EO) (G7, SEO x 6, Supplier Total 1,716,750 Regional Account EO x 1) EO x 7) Accreditation and Product and Management Quality Assurance Electronic Service Content IT Hosting Electronic service take-up and development and and service Partner take-up support management management identification LPA and Agent LPA collateral Customer Service Service Staff costs by project outreach and and engagement development (Detailed project costs can be found in Appendix A) Tech Project training support Business management Revenue Date 2008/09 2009/10 2010/11 Service roll-out PR and advertising generation Information Service and Events delivery Events planning Team product delivery Projects E-consultation £314k £309k £301k Design & branding (SEO x 1, EO x 1) IT supplier management e-Application Take-up £199k £186k £170k Stats, reporting, research, Supplier Engagement £53k £58k £58k monitoring Building Control £98k £71k £59k 1App Development £254k £137k £137k Project support team Commercial Proposition £6k (SEO x 1, EO x 1) Minor Developments £31k £33k £25k Project Management, Quality assurance, Benefits realisation Planning 360 – Phase 2 £21k £28k Administration Team Core IT contract re-let £67k (SEO x 1, EO x 1) Sub-total £1,043k £822k £750k H.R., T and S, accounting, training, procurement Business as usual £673k £642k £1,050 27 www.planningportal.gov.uk Business Plan 2008-2011 Total staff cost £1,716k £1,800k £1,800k Funding Total Costs Revenue The table below sets out the minimum funding necessary for the Portal to carry out all the activities set The Planning Portal uses Wider Markets powers to generate revenues and stimulate the private sector to out in this plan. support the aims of the e-planning programme. In addition to making a financial contribution, revenue development acts as a marker in relation to the Portal’s potential to self-sustain should DCLG choose this route for future operation. This activity does 2008/09 2009/10 2010/11 not impinge in any way on the Portal’s ability to serve its core aims. TOTAL TOTAL TOTAL Current sales activity is focussed on the delivery of site location plan maps to accompany planning (£k) (£k) (£k)) applications. This service will be expanded to include a standalone purchase option (without an application) and will, from early 2008, include additional third-party suppliers. Business as usual Staff and Expenses 1,716 1,800 1,800 Content 110 110 110 Marketing 350 500 400 The following table details the map sales revenue contribution based on projected growth in Business support 240 240 240 take-up of planning applications and a conservative improvement in the ratio of maps sold to Sub- total 2,400 2,650 2,550 applications made; from the current 1:8 to 1:6. Technical Infrastructure 2008/09 2009/10 20010/11 Research and Innovation 300 300 300 Gross Revenues £553,166 £919,688 £1,137,500 Technical/hosting 2,400 2,400 2,400 Net Revenues £482,950 £802,949 £993,113 IT re-let/Technical upgrade 700 200 Contingency 100 100 100 Full detail behind this summary can be found in Appendix D of this document. The differential between Sub- total 3,500 2,800 3,000 gross and net income refers to the commission paid to Ordnance Map Survey. Developments e-Consultation Hub 600 550 450 Planning 360 200 150 100 1App 600 400 300 Building control 275 200 100 Sub-total 1,675 1,300 950 Further investigation of short to mid-term commercial opportunities will be carried out in conjunction with an Costs TOTAL 7,575 6,750 6,500 overall review of the Portal service offering pending Revenue (483) (803) (993) guidance from DCLG Planning Board with regard to Funding Requirement 7,092 5,947 5,507 future ownership and governance model. 29 www.planningportal.gov.uk Business Plan 2008-2011 Strategic Assumptions/Risks Strategic Assumptions Strategic Risks Risk Probability Impact Mitigation Assumption Evidence Mitigation if assumption fails The projected benefits Low Medium – Slow take-up. Ensure joined-up end-to-end Funding requirement Sound Business Plan. Greater focus on revenue generation and/or of e-Planning not Lack in confidence in new system. met in full for csr07. reduction in project activity. realised by LPAs and services leads to failure and users. reverting to paper. Regulatory regime Planning White Paper. Engagement with policy colleagues, creation of remains constant. tools to meet changing policy. e-application take- Low High – Benefits not realised. Well thought through take-up up progress not campaign. maintained. Commercial remit Contribution to costs and Reduce costs and projects retained. future ownership. Serious technical Low High – Confidence lost, market Engagement with National failure. reverts to paper. Process Improvement Project. Major projects supported Individual business cases Projects cancelled re-prioritise activities. by board. i.e for e-Consultation and National Planning Slow take-up of Medium High – Benefits not realised Register. e-consultation by and efficiencies not delivered. Continued prime focus on LPAs. driving take-up and ensuring that product meets customer e-application growth Consistent trajectories Prime focus on driving take-up. Well thought- needs. continues. for take-up by LPAs and through campaign. users. Integration of building Low Medium – Confusion in market control harms brand. over Portal’s remit causes loss Managed service delivers to of marketing impact. agreed SLA and continued Traffic growth continues. Consistent trajectories Constant feedback monitoring and response to focus on excellence in delivery. for take-up by users. that feedback. Uncertainty over Medium Medium – Slow take-up Portal future harms of services particularly Well thought through and take-up confidence. e-consultation. resourced high-impact take-up campaign. Uncertainty over Medium Medium – Staff losses and de- Portal future harms motivation harm take-up. Clear strategy for integration team motivation. and development. Clear and well communicated strategy. Well communicated strategy. 31 www.planningportal.gov.uk Business Plan 2008-2011 Project briefs - approved Appendix A E-consultation roll-out and development A transformation programme to e-enable the one million consultations per year on planning Project Development Activities applications, replacing an inefficient and fractured paper process with a system that ensures all consultees, parishes and citizens are better able to comment on planning applications that matter to them. Phase 1 of the roll-out begins in April 2008 with the launch of the Hub, followed by a managed take-up strategy that encompasses not only 425 LPAs and all statutory consultees but 10,000 Parish councils, a scale of delivery not previously attempted. Benefits • Speeds up the consultation process • Delivers the critical missing link in the end-to-end e-planning process • Enables LPAs to realise the benefits of their investment in e-planning • Removes the final blocker to proactive marketing of e-planning by LPAs • Delivers national significant c02 reduction by removing paper planning Costs 2008/09 2009/10 2010/11 Hosting/Management £200k £200k £200k Development/Licenses £400k £250k £250k Portal Staff/Resources £314k £309k £301k Total £914k £759k £751k Assumptions • That major statutory consultees support and take up local engagement • That significant numbers of LPAS take up the service Risks • Slower than anticipated take-up by LPAs • That the service does not deliver the promised efficiency gains Timing 2008/09 2009/10 2010/11 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Development Roll-out Take-up 33 www.planningportal.gov.uk Business Plan 2008-2011 Project briefs - approved Project briefs - approved Driving take-up of electronic applications Supplier engagement Ensuring continued growth in usage of e-planning tools, particularly 1App. In order to meet the Portal’s vision we engage with suppliers of products and services that might contribute assistance to users of Portal services, be they LPAS, citizens or businesses. Working with LPAs and with planning agents who submit 80% of applications to understand and satisfy their business needs in relation to service delivery. The Planning Portal makes access to its services available to all third-party suppliers on an equal basis, accrediting all suppliers that adopt the Portal’s schema, can demonstrate a product development and Building on previously successful strategies that include regional and local training and workshops, customer adoption roadmap and offer support services to our customers. marketing and also investigating the potential that technology offers to deliver bespoke solutions to national businesses. The benefits to manufacturers in obtaining accreditation are: • The Portal schema represents the industry standard Benefits • Ensures that available cost savings to both applicant and LPA of £202M over three years are achieved • Accreditation certificate differentiates on capability • Maintains the momentum and direction of travel for all e-planning services • Pre-sales and sales support from the Portal marketing team • Retains the link between national drive and local accountability driving service transformation • Channel to LPA IT and planning teams Costs Benefits 2008/09 2009/10 2010/11 • Engages the private sector in providing useful services in support of the Government’s agenda to an accredited standard Staff £199k £186k £170k • Shares the burden and reward of service development • Influences all the channels involved in e-planning to standardise and benefit from joined-up working, Assumptions leading to compounded benefits for all • Continued central investment in marketing and support for LPAS Costs • Further investment in the development of the 1App solution 2008/09 2009/10 2010/11 • DCLG agreement to this activity remaining as the Key Performance Indicator Staff £53k £58k £58k Risks Commercial £20k £30k £40k • Take-up is left to LPAs to promote, leading to slow transformation Total £73k £88k £98k • Reduction in supporting resources leads to unwillingness to promote locally • Momentum on service transformation is lost leading to service degradation and non-realisation of benefits Assumptions • That the one-stop-shop approach is continued and developed Timing • That the Portal retains wider markets powers 2008/09 2009/10 2010/11 • That commercial services continue to play a part in the future programme Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Risks Take-up • Increased expansion requires more resources to manage effectively • Over expansion detracts from the core aims Timing 2008/09 2009/10 2010/11 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Strategy/ planning Engagement 35 www.planningportal.gov.uk Business Plan 2008-2011 Project briefs - approved Project briefs - approved Building Control 1App – Phase 2 Continuing to contribute to the e-enabling and modernising of Building Control. The continuing development and enhancement of 1App and associated validation regime, including the roll-out of Welsh 1App. Including a review in quarter 2 2008 to understand the implications and potential opportunities presented by the greater integration of buildings content on the Portal. The review will seek to Changes to the standard question set reflecting policy changes. understand who the potential customers for services are, what their needs might be and where the Welsh and English language content for Wales. Portal sits within the wider information marketplace. Further work on delivering an e-building control form and integrating with LPA and third party Building Benefits Control service providers. Subsequently driving take-up of services. • The solution is more user-friendly and efficient and subsequently take-up improves • The solution is more comprehensive and therefore more widely used Benefits • Increased clarity for users on the related disciplines of planning and building as it relates to • Better services and integration around validation improve the usability development of properties • Joined-up services that simplify, automate and correlate both regimes Costs 2008/09 2009/10 2010/11 • Reduced costs for the delivery and modernisation of Building Control 1App Technical £600k £400k £300k • Increased realisation of benefits from the Portal infrastructure and services Staff £254k £137k £137k Costs Total £854k £537k £437k 2008/09 2009/10 2010/11 Technical Development £275k £200k £100k Staff £98k £71k £59k Assumptions • That the Planning Portal continues as the custodian and delivery channel for 1App Research £30k £20k £20k • That DCLG is willing to invest in additional development around the integration of supporting services Total £403k £291k £179k for validation • Welsh Assembly Government continues to fund maintenance and development of Welsh 1App Assumptions Risks • That Sustainable Buildings division supports further development of their content and services via the • That lack of investment damages the Portal’s ability to maintain and develop 1App leading to failing Portal service and functionality • That sufficient funding is made available to support increased marketing and product development • That user feedback is not listened to and reacted to leading to diminishing use of the electronic system • That branding conflict is successfully overcome Timing Risks 2008/09 2009/10 2010/11 • Insufficient pro-active engagement by sponsoring division harms ability to sufficiently drive modernisation Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 • Conflicting brand harms market take-up Welsh 1App • Unwillingness of marketplace to embrace e-enabling Content development Timing 2008/09 2009/10 2010/11 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Review Development Take-up 37 www.planningportal.gov.uk Business Plan 2008-2011 Project briefs - approved Project briefs - approved Commercial proposition Carbon research A research project to evaluate and prioritise commercial options in support of future self financing of the A project to consider and apply to the Portal and its deliverables the findings of the DCLG funded Portal. report – “An e-Government Truth: Potential CO2 efficiencies from online provision of local government services”. Looking in more detail at potential revenue-bearing services, their impact on statutory delivery and their potential to support the ongoing funding of the Portal. Benefits Looking at the role of third-party suppliers in service delivery to Portal customers. • A thorough understanding of the carbon benefits of the various e-planning services, including Assessing the value of the Portal’s market share. a timetable of delivery mapped to existing take-up projections for electronic applications and e-Consultations. Benefits • A clearer understanding of the future ownership options Costs 2008/09 2009/10 2010/11 • Short-term revenue gains Consultancy £50k • Better understanding of the market value of the Portal Costs 2008/09 2009/10 2010/11 Assumptions • That the department agrees with the value of this information in support of take-up of e-planning Staff £6k Consultancy £40k Risks • None Total £46k Timing 2008/09 2009/10 2010/11 Assumptions • That finding supporting funding for the Portal’s future is considered desirable Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 4 Qtr 3 Qtr 1 Qtr 2 Qtr 3 Qtr 4 • That the work does not impinge on existing projects and aims or conflict with the vision or corporate Research and ethos reporting Risks • Continued uncertainty over the Portal’s future harms confidence Timing 2008/09 2009/10 2010/11 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 4 Qtr 3 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Research Reporting 39 www.planningportal.gov.uk Business Plan 2008-2011 Project briefs - approved Project briefs - approved Minor developments Infrastructure contract re-let Ongoing small-scale development in response to business and policy need, i.e. enhancements to the The Planning Portal’s core IT contract expires in February 2008 (extended to January 2009). This Unauthorised Advertising and Fly-posting database. Creation of interpretive policy tools such as the project will manage the tendering, evaluation and re-letting of the primary infrastructure contract. Interactive House. Support environment for the Matthew Taylor review. Benefits Benefits • Meets procurement guidelines for contracting • Maintains a resource available to respond to developing policy and business need • Ensures value for money provision is re-tested • Ability to respond quickly and cheaply to Ministerial requests ie Unauthorised Advertising • Improves, updates and refreshes the infrastructure • Maintains and develops existing and new content ensuring accessibility and usability i.e Building Control Costs 2008/09 2009/10 2010/11 Costs Staff £67k 2008/09 2009/10 2010/11 Technical £50k £50k £50k Staff £31k £33k £25k Assumptions Total £81k £83k £75k • Business as usual service delivery will be unaffected • Selected options will be within existing financial parameters • Service delivery and capacity will improve Assumptions • A continuing and growing need to respond to policy and business need Risks • Uncertainty over Portal’s future harms ability to secure best value provision Risks • Technical migration to a new platform is complex and requires exceptionally thorough testing • None Timing Timing 2008/09 2009/10 2010/11 2008/09 2009/10 2010/11 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 4 Qtr 3 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 4 Qtr 3 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Procurement Development Migration/ go-live 41 www.planningportal.gov.uk Business Plan 2008-2011 Project briefs - approved Project briefs - yet to be approved Planning 360 – Phase 2 National Planning Register A comprehensive research tool with a single interface to Portal services and data on ‘Google Earth’ The Register will deliver a public interface onto the e-Consultation Hub, massively improving citizens’ style maps. Enabling users to easily identify what development is being planned in their area or what ability to track development in their area and simplifying the consultation process for them, enabling constraints apply to a selected location. alerting and facilitating community engagement in local planning decisions. This is the first step in a programme that offers the potential for personalisation of the services we The register will provide a searchable database of planning applications, the production of real-time deliver and underpins automated solutions for the initial validation of planning applications. statistics and information on the ‘planning application pipeline’ and a planning application dataset of enormous value to policy makers. Following phase 1 of implementation we will build on the project to incorporate development plan data; and subsequently National Planning Application Register and appeals information. A business case estimating development costs of around £1M has been completed. However, in order to proceed internal support is sought to legislate LPAs’ engagement, without this it is likely the service Benefits would fail. • It will, over time, interface with the e-Consultation Hub and 1App to provide enhanced functionality, particularly for citizens Benefits • Real-time information on the planning pipeline for policy makers (rather than thecurrent three months • It will improve the engagement of the community in the planning process, delivering a cohesive view in arrears) including nationally consolidated data (with as a result of 1App far greater detail than is on planning for a specified location currently possible) • It will provide efficiency savings for all users, reduce costs and speed up the application process by • Automation removes the burden on LPAs to produce quarterly statistical reports for DCLG identifying potential constraint and policy issues at an earlier stage • Improved service for citizens and businesses (application tracking) Costs 2008/09 2009/10 2010/11 Costs 2008/09 2009/10 2010/11 Phase 2 Technical £600k £400k £100k Tech/Development £200k Staff £120k £127k £35k Staff £21k Total £720k £527k £135k Phase 3 Development £180k £100k Staff £28k Assumptions Total £221k £208k £100k • Policy colleagues understand and agree with the benefits and support the business case • A mandate legislating LPAs to enable technical linking is approved Risks • The project has been under consideration for a long time, further delay risks de-prioritisation Timing 2008/09 2009/10 2010/11 Timing Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 2008/09 2009/10 2010/11 Phase 2 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Phase 3 Development approval Policy Commencement Development 43 www.planningportal.gov.uk Business Plan 2008-2011 Project briefs - yet to be approved Planning Expert System A national self-service tool that will enable applicants to answer the question “Do I need Planning Permission?” reducing the need to contact their LPA and serving National Indicator 14. Users would move from the Portal pages or links on LPA pages to the guidance section and/or the Interactive House tool. If as a result of a query a planning application is required, the user would be taken into the 1App solution. User details such as, local and national constraints would be parsed through the process into the 1App form to enable a seamless transaction. Phase 1 – Service based on national constraints linked to/from every LPA. Phase 2 – addition of local constraints data. Phase 3 – Integration with local historical planning information Benefits • Contributes to efficiency goals and builds on existing services set in the context of ongoing planning reform and joined-up system/processes • Assists LPAs in meeting National Indicator 14 by reducing contacts • Joins up with 1App – e-Consultation – appeals, to create true end-to-end e-planning system • Significantly reduced cost of implementation Costs 2008/09 2009/10 2010/11 Technical £370k £180k £50k Staff £45k £34k £45k Total £415k £214k £95k Assumptions • Agreement to delivery of the system via the Portal rather than locally Risks • Will not in the first phase provide comprehensive answers • Internal indecision over delivery mechanism delays implementation Timing 2008/09 2009/10 2010/11 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Phase 1 Phase 2 Phase 3 45 www.planningportal.gov.uk Business Plan 2008-2011 Aled Herbert Appendix B Product and Publishing team The Planning Portal Product and Publishing team ensures the Team definitions continuing development of innovative content and services that improve the ease of use and transparency of the planning and building regulations systems. We work with internal and external partners to identify new content and to influence the way DCLG interacts with users of policy. The team is responsible for ensuring that content and the way it is delivered is up-to-the-minute, authoritative and fit for purpose whether the user is an experienced professional or a novice citizen. Moving forward, we will continue to interpret regulations in a dynamic and interactive way whenever possible. We will enable users to input information and access answers to Planning and Building questions using tools that are familiar and accessible. In the short term this will include guidance and content delivered via the Interactive House, including new advice covering household permitted development and green energy rules. Early in 2008, the Planning Portal will begin to deliver content on ‘Google Earth’ style maps. With the working title ‘Planning 360’ users will be able to easily identify what is being planned in their area or what constraints apply to a selected location. This is the first step in a programme that will offer the potential for personalisation of the services we deliver and will underpin automated solutions for the initial validation of planning applications. We have learned that all successful product and content development is based on a foundation of robust and inclusive user research. To this end the recently established Business Information team will support the Portal Management team with relevant and insightful research into customer behaviour, traffic and information requirements. The team will plot trends and report progress across the Portal’s business areas providing intelligence in support of decision making, ensuring we deliver services that customers want and need. The Products and Publishing team is leading the integration of Building Control information on the Portal. Throughout 2008 and beyond we will work with DCLG’s Sustainable Buildings Division and our research team to understand user needs to ensure buildings content benefits from lessons learned in the planning context, with the aim being to deliver improvements in citizens’ understanding of these parallel regimes. We are constantly evaluating novel communication methods and by the end of the period covered by this plan we will aim to be utilising the tools most useful to our users, including Web 2.0 and social networking sites, where appropriate. We will also explore ways to improve the Portal’s ground-breaking news service, which has been and remains a phenomenal success with over 38,000 subscribers. Our vision is to build the Planning Portal into a rich focal point for everyone’s interaction with planning and building. To ensure the Portal is developed to appropriate standards, our programme support team ensure all development adheres to project and programme management disciplines including MSP, Prince 2 and OGC Gateway reviews. Working closely with the Technical team enables a smooth transition to delivery and beyond that to measurement of the benefits delivered. We will measure the success of our work by regular surveys of customer satisfaction and by the take-up of new and existing services. We anticipate growing traffic to the Planning Portal by 30% over the lifetime of this plan. 47 www.planningportal.gov.uk Business Plan 2008-2011 Stuart Mockford Scott Alford Planning Portal Deputy Director Transformational Delivery team Regional Account The Transformational Delivery team headed by Planning Portal Deputy Management team Director Stuart Mockford includes the Regional Account Management team and is responsible for working with LPAs and Planning Agents to The Regional Account Management team headed by Scott Alford, is drive forward the transformation of the planning system in England and Wales. responsible for working with LPAs to help them meet the challenges of transformation. Over the last five years this team has been responsible for delivering complete national take- up of The Planning Portal’s electronic planning application form. This success led directly to the Taking a consultative approach and bridging the gap between national ambition and local development and delivery of The Standard National Planning Application Form (1App). delivery, the team has been instrumental in realising the substantial successes of the e-planning programme. The focus in 2008 will be on realising the benefits of the Government’s investment in the e-Planning programme by ensuring continued growth in usage of e-Planning tools, particularly 1App. This team understands the local issues affecting the delivery of the Government’s transformation agenda and works regionally to help LPAs overcome the challenges and At the commencement of this plan approximately 20% of all planning applications pass through the realise the benefits available. Portal, and by 2011 that will have risen to at least 60%. In 2008 and beyond the team will focus on roll-out of the e-Consultation Hub to LPAs and In order to achieve this ambitious target we will re-focus our efforts on working with planning consultees and in addition support the work of the Marketing and Transformation teams to agents who submit 80% of applications to understand and satisfy their business needs in relation to continue growth in planning application take-up. service delivery. Phase 1 of the roll-out begins in April 2008 with the launch of the Hub, followed by We will build on previously successful strategies that include regional and local training and a managed take-up strategy that encompasses not only 424 LPAs and all statutory workshops and also investigate the potential that technology offers to deliver bespoke solutions to consultees but 10,000 parish councils, a scale of delivery not previously attempted. national businesses. Research on both the cashable and ecological benefits of e-planning will enable the development of robust business cases that will support the continued widespread use of Portal The team will continue to support LPAs to get the full benefit from 1App and will act as the tools. Department’s delivery mechanism for the introduction of subsequent developments and enhancements to the service; these will include supporting the Planning Inspectorate’s drive to e-enable the fast-track appeals process. Using their unrivalled knowledge the team will help LPAs understand the benefits of joined-up electronic processing specifically overcoming barriers to the successful use of the e-Consultation Hub as a means of transacting with the Inspectorate. 49 www.planningportal.gov.uk Business Plan 2008-2011 Chris Jones Tammy Ardron Technical and Operations team Commercial team The Technical and Operations team headed by Chris Jones is The Commercial team is responsible for utilising Wider Markets responsible for ensuring that the Planning Portal is delivered on a powers to engage the private sector in the support and stable and scalable technical infrastructure that supports and enhances encouragement of take-up of e-planning. the business vision, particularly by developing innovative services that utilise In order to meet the Portal’s vision it is necessary to fully engage technology to meet the evolving needs of citizens, businesses and Government. with suppliers of products and services that might contribute The Technical and Operations team work with the Portal’s prime IT contractor to ensure the business assistance to users of Portal services, be they LPAs, citizens or meets SLAs for performance, usability and for specifying and prioritising development needs. businesses. In addition the team provide first-line customer service and support, using embedded Service Led by Tammy Ardron, this recently established team works closely with senior colleagues Management competencies, answering service and technical queries from customers and LPA partners and stakeholders to support the Portal’s core objectives with regard to selecting and targeting as well as managing the day-to-day operation of a busy website. suppliers to fulfil the vision by contributing services, revenue or traffic. 2008 is a pivotal year for the Planning Portal. At a time when the Portal becomes responsible for the The Planning Portal makes access to its services available to all third-party suppliers on an implementation and hosting of two national services (1App and the e-Consultation Hub) it is also equal basis. XML schemas that enable any software providers to build interfaces between their engaged in the first full-scale re-let of its core IT contract. own proprietary systems and the Portal’s are available free through the GovTalk website. The contract provides hosting, ongoing service management and development facilities. The Portal accredits all suppliers that adopt the Portal’s schema, can demonstrate a product development and customer adoption roadmap and offer support services to the customer. Although this is an excellent oportunity to ensure that the Portal is built on an infrastructure ready for Web 2.0 and the challenges borne of greater user expectation, it comes at a time where absolute The benefits to manufacturers in obtaining accreditation are: stability is essential to customer confidence. • The Portal schema represents the industry standard Time and Government do not stand still and the technical team will continue to support business-driven • Accreditation certificate differentiates on capability development and service requests arising from customer feedback or Government policy. • Pre-sales and sales support from the Portal marketing team In addition to this small-scale, reactionary development, significant projects already in progress include further enhancements and additions to 1App, including 1App Wales, the e-Consultation Hub, work on • Government credibility in talking to other departments and agencies e-enabling Building Control, Planning 360 and enhancements to mapping functionality. • Channel to LPA IT and planning teams The team is flexibly structured to allow for rapid scaling up, should approval be granted for other All existing accredited partners are regularly reviewed against delivery criteria, thereafter pipeline projects such as the proposed National Planning Register and Planning Expert System. developing and enhancing the existing accreditation scheme to ensure continued excellence is Operationally, the team work closely with the Product and Project support teams to ensure best delivered by all. practice is maintained and all development activity is delivering to Government standards for coding In the short term the team will conclude a review into the Portal’s current service offering, and security. The team also provides expertise contributing widely to an understanding of what can be making recommendations for future product/service development, leading to a strategy achieved by the Government by the thoughtful application of technology. providing longer-term strategic direction and immediate tactical delivery. Success will be measured by customer satisfaction, stability and managed growth over the term of the Early in 2008 the team will begin the introduction of alternative mapping suppliers to plan. Our aim is to achieve a service that is embedded in the working lives of planners and citizens with complement the Portal’s own commercial solution. This will offer customers choice and tools that ease the burden of regulation speedily and efficiently. provide for a wider range of service without distracting the Portal technical team from its core responsibilities. It is envisaged that over the lifetime of the plan this team will be developed to provide a full commercial function capable of negotiating and managing significant business relationships that will contribute significantly to the Portal’s ability to self-sustain. 51 www.planningportal.gov.uk Business Plan 2008-2011 Adam Telford Neil Davis Marketing and Communications team Administration and Finance team Led by Adam Telford, the Marketing and Communications Led by Neil Davies, the Administration and Finance team provide a team ensure that the Planning Portal is a widely known and full suite of administrative and financial services to the Portal team. respected service amongst all user groups. Encompassing PR, Acting as the liaison between the Portal and central functions events, branding, design and marketing, the team work closely such as the Local Management Accounts Team for accounting, with colleagues in the Directorate of Communication and with LPAs central procurement and HR, the team ensure that Portal staff are not to ensure all communications and external promotional activity meet disadvantaged by their remote location. Government guidelines without limiting the Portal’s ability to innovate. As in previous years the team will continue to ensure that allocated funds are appropriately As in previous years the Marketing and Communications team will continue to work with a wide range managed and that the overall budget is balanced and within DCLG tolerances and that the of stakeholders and partners to maximise understanding of e-Planning, wider Government planning and management team can call on accurate financial information at all times. Building Control policies and the Portal’s work. As the Planning Portal seeks to develop new services and deliver national transformation it In 2007/08 this included more than 500 events and workshops across England and Wales. is essential that staff have the skills and resources to deliver excellence. Underpinning the Recognising that it is not sufficient to simply build solutions and expect take-up to occur, the team work Portal’s commitment to its staff, the administration team ensure the Department’s performance with LPAs to create co-branded events and marketing materials for LPA customers. Working in this management regime is applied rigorously and that training and development opportunities joined-up way re-inforces the efforts LPAs make to engage with their users and ensures the e-planning remain constantly available and taken up. message is consistent and effective. 2008/09 will see the Marketing and Communications team begin to focus more acutely on marketing to citizens. Currently 40% of visitors enter the website via the General Public pages largely as a result of links from LPA websites or search engine listings. Once on the Portal it is clear much could be done to improve the sign-posting and accessibility of content, particularly in relation to Building Control. We will work with the Products and Publishing Team to inform the development of content, services and the way they are presented to ensure delivery meets our audiences’ expectations. This is especially important at a time when the launch of the e-Consultation Hub and further integration of Building Control content are changing our position in the market and consequently our audiences. In early 2008 the Marketing and Communications team will assume lead responsibility for achieving continuing growth in the take-up of online applications. This reflects changes brought about by the national shift to 1App and will enable the Transformational Delivery team to concentrate on rolling out the e-Consultation Hub. This approach will allow us to build a complete, co-ordinated training program, including e-Learning tools particularly aimed at regular users i.e. planning agents. The integration of Building Control poses important questions about our branding and our ability to market our services effectively to two currently divergent audiences. As a first step in meeting this challenge we are replacing our current strapline “The one-stop-shop for planning information and services online” with “Under one roof”. Research leads us to conclude that this is more citizen-friendly and will better enable us to incorporate the full range of our current and upcoming services, such as Building Control, which do not fit neatly under our current strap line. This campaign will be further developed for all of our audiences and communications activity for 2008/09 and beyond. Further research is currently being specified to better understand the building marketplace and the Portal’s role in serving its needs. We will continue to build on recent PR successes by working with specialist press and media channels to further establish the Portal as the authoritative source for planning and building content. The Portal is regularly linked to from leading publications and is also quoted within sector-leading television programmes and their websites. 53 www.planningportal.gov.uk Business Plan 2008-2011 Appendix C Detailed resource costs The Planning Portal resource profile by activity and function for 2008/09. Admin & Publishing Product Stakeholder Business Change Project LPA Staff Agent eConsultation Exhibitions Service Technical % total management & Design Development mgmt Intelligence control Management Training/ Workshops take-up & Events Management Support account management Product & Publishing team Total 45122 133488 35258 27110 45935 4964 10617 0 0 0 0 0 0 302494 Transformational Delivery team Total 71683 0 0 27372 0 10736 9672 117754 31252 137776 10736 0 0 416981 Technical & Operations Team Total 12562 0 0 0 0 5957 193505 6922 0 0 0 70597 150563 440106 Commercial Team Total 7500 0 1500 42280 0 0 0 0 0 0 0 0 0 51280 Marketing & Communications Team Total 31753 2850 5700 21073 23060 0 17663 20203 11652 7125 14070 0 0 155149 Management & Admin Total 106066 0 0 11800 5900 0 0 0 0 0 0 0 0 123766 Consultants Total 226974 226974 TOTAL £1,716,750 N.B Consultants: Refers to procured Project Management support in support of 1App and e-Consultation development. This resource will conclude by the commencement of financial year 2009/10. 55 www.planningportal.gov.uk Business Plan 2008-2011 Appendix D - Detailed income projections by project Map Sales projections 2008 - 2011 2008 - 2009 Map Sales 2008 2009 Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar No of planning apps 10,620 12,200 11,200 14,298 12,420 14,000 15,275 16,500 12,000 18,000 19,000 21,500 1 in 8 ratio 1,328 1,525 1,400 1,787 1,553 1,750 1,909 2,063 1,500 2,250 2,375 2,688 Gross at £25 per map 33,188 38,125 35,000 44,681 38,813 43,750 47,734 51,563 37,500 56,250 59,375 67,188 nett at ratio of 1:8 21,731 24,964 22,918 29,257 25,414 28,648 31,256 33,763 24,555 36,833 38,879 43,994 nett at ratio of 1:6 28,975 33,286 30,557 39,010 33,886 38,197 41,675 45,018 32,740 49,110 51,838 58,659 2008/09 gross revenue at 1:6 £553,166 2008/09 net revenue at 1:6 £482,950 2009 - 2010 Map Sales 2009 2010 Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar No of planning apps 20,300 22,500 23,000 24,500 25,000 26,500 27,500 28,000 20,000 22,000 27,000 28,000 1 in 8 ratio 2,538 2,813 2,875 3,063 3,125 3,313 3,438 3,500 2,500 2,750 3,375 3,500 Gross at £25 per map 63,438 70,313 71,875 76,563 78,125 82,813 85,938 87,500 62,500 68,750 84,375 87,500 nett at ratio of 1:8 41,539 46,041 47,064 50,133 51,156 54,226 56,272 57,295 40,925 45,018 55,249 57,295 nett at ratio of 1:6 55,385 61,388 62,752 66,844 68,208 72,301 75,029 76,393 54,567 60,023 73,665 76,393 2009/10 gross revenue at 1:6 £919,688 2009/10 nett revenue at 1:6 £802,949 2010 - 2011 Map Sales 2010 2011 Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar No of planning apps 25,000 27,000 29,000 30,000 27,000 31,000 33,000 34,000 26,000 32,000 34,000 36,000 1 in 8 ratio 3,125 3,375 3,625 3,750 3,375 3,875 4,125 4,250 3,250 4,000 4,250 4,500 Gross at £25 per map 78,125 84,375 90,625 93,750 84,375 96,875 103,125 106,250 81,250 100,000 106,250 112,500 nett at ratio of 1:8 51,156 55,249 59,341 61,388 55,249 63,434 67,526 69,573 53,203 65,480 69,573 73,665 nett at ratio of 1:6 68,208 73,665 79,122 81,850 73,665 84,578 90,035 92,763 70,937 87,307 92,763 98,220 2010/11 gross revenue at 1:6 £1,137,500 2010/11 nett revenue at 1:6 £993,113 57 www.planningportal.gov.uk Business Plan 2008-2011