PAS logo

Introduction

This is the Planning Quality Framework report for Council councilc. It tells the story of the performance of the council's Planning Service taking account of:

The report includes some bar charts, line graphs and boxplots guide to box plots. In the line graphs your council is represented by the thicker coloured line and its average is the thick red line. The overall 'trend' is indicated by the thicker, darker grey background.

The report has individual sections which are useful but on their own don't tell the whole story. The real story emerges when different parts of the report are knitted together. For example, how many councils, in response to a performance culture based on speed and targets, have carried out expensive process reviews just to make quicker decisions, and fail to notice that they say yes more than their peers, create less waste and have happier customers? That is the essence of this report - a much more rounded story of what is happening and what direction things are heading in.

PART 1 - The Work Profile

This shows the different kinds and volumes of development the Planning Service handles, how it receives applications, and the fee income.

1a Application counts

Purpose: Understanding the volume of applications for each type of development over the last 18 months

plot of chunk application_1a

For review:

1b. Application Counts/ Fee Comparator

Purpose: To understand how your work and fee income compares with your peers.

This is the count and fee income of applications received, grouped into categories. This is an 18 month figure:

plot of chunk application_counts plot of chunk application_counts

The same information as a table:

type councila councilb councilc councild
Adverts 62 1 118 85
Conditions 393 0 414 0
heritage 308 53 87 33
Householder 978 568 1082 982
MajorMajor 13 38 33 69
Minor 712 886 585 860
MinorMajor 9 24 84 0
NMA 0 1 0 65
prior 4 0 41 0
Use 222 87 191 76
cert 0 1 0 0
trees 0 85 0 1
## [1] "Fees associated with these applications"
type councila councilb councilc councild
Adverts 1086 6 859 1040
Conditions 41629 0 44787 0
heritage 18270 53 113 78
Householder 35336 17552 32592 30755
MajorMajor 606 2147 2092 3953
Minor 51088 49553 34460 50884
MinorMajor 1185 1615 5430 0
NMA 0 46 0 187
prior 469 0 3652 0
Use 18510 6192 13420 5518
cert 0 127 0 0
trees 0 117 0 1

For review:

1c. Applications over time

Purpose: To understand how the counts of the various sorts of applications is changing over time

plot of chunk application_overtime plot of chunk application_overtime

For review:

PART 2 - The Outcomes

This part of the report looks at how many and which types of development proposals get approved.

2a. Approval Rates

Purpose: What types of development are we saying 'yes' to and how often?

plot of chunk unnamed-chunk-1

This is the same information broken out by development category. Figures are in %

type councila councilb councilc councild
Adverts 97 100 91 92
Conditions 99 0 99 0
heritage 97 89 99 100
Householder 98 90 93 91
MajorMajor 90 79 89 95
Minor 91 81 81 76
MinorMajor 50 83 88 0
NMA 0 100 0 97
prior 100 0 97 0
Use 89 85 83 80
cert 0 100 0 0
trees 0 23 0 100

For review:

PART 3 - Value / Non-Value Work

This part of the report looks at how much work gets withdrawn and how much additional work results from the original application e.g discharge of conditions.

3a. Withdrawal Rates

Purpose: Rates of withdrawal are a 'waste' indicator. Where possible they should be reduced to near zero.

plot of chunk unnamed-chunk-3

This is the same information broken out by development category. Figures are in %.

x councila councilb councilc councild
Adverts 4 0 8 12
Conditions 1 0 5 0
heritage 9 11 9 29
Householder 3 5 6 6
MajorMajor 0 8 7 7
Minor 9 5 7 9
MinorMajor 0 0 14 0
NMA 0 0 0 8
prior 0 0 67 0
Use 5 5 10 15
cert 0 0 0 0
trees 0 1 0 0

For review:

3c. Non-heritage and non-tree applications zero fee

plot of chunk 3d zerofee For review:

PART 4 - Fees, resources and investment

This part of the report looks at the investment value that development proposals represent, and how well matched the resources (FTEs) are to the volumes of work

Purpose: The following 3 plots follow the same form. These plots are organised by when the application is received (not determined).

4a. Fees received per quarter

plot of chunk 3a fees

For review:

4b. Headcount estimate

[note these values need adjusting down for the category of application within development type]

Do not use this yet ! plot of chunk 3b FTE

The 'FTE estimate' plot is based on PAS 2012 Benchmark data.

For review:

4c. Investment estimate over time

plot of chunk 3c investment

The 'Investment estimate' plot is based on the build costs for different types of development - these are just PAS estimates for now so are illustrative only. Estimated cost of work means an estimate accepted by the local authority as being a reasonable amount that would be charged by a person in business to carry out such work (as per building control)

For review:

PART 5 - Process

This section of the report focuses on processing times - summarising how long the validation and determination of applications took.

5a. How much work is valid on day 1 ?

Purpose: Shows the proportion of applications received that can be worked on straight away.

plot of chunk unnamed-chunk-5

The same figures as a table. Numbers are % valid on day 1 (this sometimes includes delays matching applications up with their payments)

type councila councilb councilc councild
Adverts 45 100 25 33
Conditions 60 0 56 0
heritage 51 98 37 37
Householder 63 98 42 52
MajorMajor 73 100 30 45
Minor 53 98 26 30
MinorMajor 89 100 33 0
NMA 0 100 0 92
prior 50 0 74 0
Use 55 99 29 30
cert 0 100 0 0
trees 0 93 0 100

For review:

The next 3 datasets use 'Boxplots'. Boxplots allow you to see how much variation there is in a set of data - something that a single number like an 'average' doesn't show you. Click here for a quick and simple guide to boxplots.

5b. Days to make Valid

Purpose: Shows the number of days it takes for applications to be made valid. A box-plot displays a range of values (days here). If you can't see a line in the middle of the box plot then your median value is zero (that means that at least half of the applications received are made valid on the day they arrive which is good).

plot of chunk unnamed-chunk-6 plot of chunk unnamed-chunk-6

For review:

5c. Queue time

Purpose: Delays matter to applicants. The queue time is just the average time to make valid times the number of applications. This helps prioritise the biggest aggregate queue. This may not be the longest period - it is strongly correlated to the most frequent applications.

dev_group count ave_days queue_time
Householder 934 12 10917
Minor 469 17 8182
Use 149 17 2579
Conditions 289 6 1601
Adverts 98 15 1467
heritage 78 12 954
MinorMajor 58 16 930
MajorMajor 27 20 527
prior 37 3 107

For review:

5d. Days from declared Valid to Decision issued

Purpose: Shows the number of days between applications being declared valid and a decision notice being issued.

plot of chunk unnamed-chunk-7 plot of chunk unnamed-chunk-7

For review: As previous box plot plus

5e. Days from Receipt to Decision issued

Purpose: Shows the number of days between applications being received and a decision notice being issued.

plot of chunk unnamed-chunk-8 plot of chunk unnamed-chunk-8

dev_group count valid_days NI_days endtoend
Adverts 98 15 58 71
Conditions 289 6 60 65
heritage 78 12 60 70
Householder 934 12 56 68
MajorMajor 27 20 100 119
Minor 469 17 64 82
MinorMajor 58 16 107 127
prior 37 3 40 49
Use 149 17 59 75

For review: As previous plus

Appendix

This will help you check that the volumes of data per quarter are correct and the correct chunk of time.

Some of the trends and averages will mislead if the datasets cover different ranges, and if quarters don't have 4 weeks of data the graphs in your reports may also mislead.

received_quarter received_month councila councilb councilc councild
Q13 37 159 106 142 119
Q13 38 160 99 159 105
Q13 39 143 98 130 120
Q14 40 155 112 157 154
Q14 41 153 80 147 117
Q14 42 120 85 137 110
Q15 43 161 88 148 125
Q15 44 135 82 145 126
Q15 45 122 71 116 109
Q16 46 130 95 147 110
Q16 47 162 93 125 113
Q16 48 146 85 138 133
Q17 49 152 106 147 129
Q17 50 146 117 149 110
Q17 51 179 115 178 112
Q18 52 188 115 175 127
Q18 53 159 74 135 119
Q18 54 131 123 160 133

This is the same information by development type.

dev_group councila councilb councilc councild
Adverts 62 1 118 85
Conditions 393 0 414 0
heritage 308 53 87 33
Householder 978 568 1082 982
MajorMajor 13 38 33 69
Minor 712 886 585 860
MinorMajor 9 24 84 0
NMA 0 1 0 65
prior 4 0 41 0
Use 222 87 191 76
cert 0 1 0 0
trees 0 85 0 1

Colophon

This is a draft report for the Planning Quality Framework. It is version 0.6 last changed on 2014-09-03. It was generated on 2014-11-10.

This is a project from the Planning Advisory Service. There is more information at our project pages

With thanks to the makers of the R Language the R Studio, and marvellous libraries ggplot2 and KnitR