Self Service Planning System (SSPS)

The Self Service PrePlanning system allows customers who are thinking about applying for Planning Permission to draw their site on a map then submit it for spatial anlysis. The system then returns a customised report highlighting possible limitations on development. The system was co-developed with Donegal County Council using local funding and in cooperation with the LGCSB as part of a Department of the Environment pilot programme.

Policy Context

Mayo County Council's Planning Section is subject to local, regional, national and EU policies regarding development. The County Development Plan attempts to integrate policies from all of these levels and translate it into a local context. The County Development Plan sets out development restrictions based on where sites are and what they are near. This is why the SSPS is such a benefit to customers.

Description of target users and groups

County Mayo has nearly 4,000 Planning applications each year (from both individuals and businesses of all sizes). Thousands more consider applying for Planning permission. This system allows them to be better informed and can save them money by highlighting development issues. In addition, Planning Agents are usually employed to submit applications on behalf of citizens and businesses. We have about 100 Planning Agents in Mayo.

Description of the way to implement the initiative

The Management approach used was based on normal UML models with a focus on cost and time-to-market. Mayo County Council partnered with Donegal County Council for funding, with the LGCSB for the gPlan code-base, with the Department of the Environment as part of its ePlanning pilot and with Compass Informatics to minimise initial development costs and to make the prodcut available to other local governments Multi-channel issues: We see the SSPS as the best first step in the Planning process. Ideally, all customers thinking of applying for Planning should begin with an SSPS analysis. Once this is completed, they have a report directing them to the exact parts of the County Development Plan which will impact on their development. Customers can then discuss their SSPS results with Planners from Mayo County Council at our weekly walk-in clinics. This is the coming together of the offline and online channels. As having Planning applications submitted professionally typically costs €5000, it is worthwhile for customers to do this before they hire a Planning Agent. Using the SSPS can easily save customers money.

Main results, benefits and impacts

Since the deployment of the SSPS, PrePlanning meetings between customers and Planners have improved in quality. Customers now arrive at meetings better informed about the possible limitations of development on their site. Donegal County Council has made it a requirement for customers attending PrePlanning meetings with Planners to bring a copy of their SSPS site report with them to the meeting. The SSPS is used, on average, over 400 times each month in Mayo alone. There has also been a slight reduction in phone calls to planners of an estimated 5%. The impact of this project is sustainable and the usage of the SSPS has been on a steady increase since its launch in 2005. Planning Agents have told us they now find the tool indispensible. Innovation: Putting maps on the web is not new. However, there are very few sites that allow customers to outline the area of interest to them and allow them to get real-time feedback about this area. This is the novelty of the SSPS system.

Return on investment

Return on investment: Not applicable / Not available

Track record of sharing

The SSPS system has now been rolled out to 5 other Irish local authorities with more considering adopting it. In addition, we were pleased to present the SSPS at the recent EISCO conference in Finland to share our best practices and lessons learned.

Lessons learnt

1. Local governments working together can quickly (in 9 months) deliver world-class soluitons to local problems at a reasonable shared cost provided they have similar technologies in place; 2. Developing a highly detailed specification before engaging outside consultants minimises overall project time; 3. It is critical to develop online applications that are relevant to customers Scope: Local (city or municipality), Regional (sub-national)