Department for Infrastructure needs to urgently address new planning portal issues

The Royal Society of Ulster Architect’s (RSUA) has today called on the Department for Infrastructure to urgently address the serious issues that have plagued the new planning portal since its launch on 5 December 2022.

Ciarán Fox, Director of RSUA, said “We have received feedback from architects across Northern Ireland expressing enormous frustration with the new planning portal. So far, the experience is that many functions worked better on the old system.”

“Under the new system planning applications are no longer emailed in but uploaded through the planning portal. That’s working fairly well, if a bit clunky and slow for submitted applications to appear on the site. From a user’s perspective it’s not as quick as emailing an application but I presume it will reduce administration costs in the planning office. Everyone would support this change if processing times were improved as a result of it. The introduction of auto-email notification of updates has also been welcomed.”

 “However, there are many problems. It’s like a Beta version has been released as the final version. It has been described by members who are using it day in, day out, as unacceptably poor and not fit for purpose.”

Key issues that have been reported include the fact there seems to be no way to update an application on the system. A feature that is essential when dealing with detailed drawings which often need to be amended. The map function does not show the red line boundary of planning applications and some addresses don’t even appear to exist on the map. Tracking applications is very slow and unresponsive, and the seemingly simple features such as view/download are not working properly so Architects are unable to view letters of objection or support.

Ciaran Fox, Director of RSUA, continues, “There are so many problems. It’s as if a Beta version has been released as the final version. It has been described by our members who are using it day in, day out, as unacceptably poor, and not fit for purpose.”

“The problems with the portal are resulting in significant delays because relevant information has not been uploaded to the new portal and so consultations are not being issued to statutory bodies. This is having a direct impact on Architectural practices, in the short term it affects cash flow and in the medium term there is a real concern that it could act as a further brake on the local construction sector at a time when it is facing many other challenges.”

“In some ways the failings in the system do not come as a surprise. RSUA offered to help test the system during the development phase. In September the Department ran a testing session which one Architect was invited to but when it came to editing an application the system failed. The process was abandoned and there was no follow up. In our view that testing was too late and insufficiently rigorous.”

“We call on the Department for Infrastructure to engage intensively with architects and other regularly users of the portal to address these issues as a matter of urgency.”

Key Problems arising:

1. Can’t update an application: There seems to be no way to update an application once it is submitted, for example, sending amended drawings.

2. Poor map function: The map function does not show the red line boundary of planning applications and some addresses don’t appear to exist on the map. In the old portal, an architect could use the map to pan, zoom and select filters to search rather than entering a specific address. The functionality has taken a backward step.

3. Problems searching: Search by agent for existing applications doesn’t appear to be working properly.

4. Difficulty tracking: Tracking applications is very slow and sometimes unresponsive. Architects are often tracking many applications and a quick overview is important. The application status is not shown.

5. Dates lost: The original document upload dates appear to have been lost and replaced with 26 November 2022 which was presumably when the data entered the new system. This makes tracking the sequence of correspondence on an application very difficult.

6. Lost files/data: It appears that many application files transferred from the old system are missing entirely or are missing some data.

7. ZIP files:  Files are downloading as zip files which are time-consuming and outdated.

8. View/Download not working: View and download functions are not working properly. Architects can’t see letters of objection/support. The presentation and grouping of information was better on the old system were it was grouped into drawings, consultations issued, consultations returned etc. Documents are now labelled incorrectly and inexactly.

9. Maximum upload of 10Mb:  A maximum upload of 10Mb file size is causing problems. Some Computer Generated Images (CGIs) are too large to upload. Architects are having to be split reports to enable upload.

10. Limited payment functionality: The payment system is less advanced than the system in England where the client can pay the planning fee directly.

11. Duplication of reference: There now appears to be a planning reference and a separate planning portal reference. This seems unnecessary and potential confusing.