RSUA review of NI Planning Portal

26 July 2024

The Northern Ireland Planning Portal was launched on 5 December 2022. This was intended to better utilise technology at the heart of the planning system, significantly enhancing the user experience for planners, applicants, and other users.

The RSUA surveyed members when the portal was launched. In January 2023 members raised a series of concerns with how it was operating. A further survey was undertaken which indicated little change. Now, in July 2024, we are keen to hear whether these issues remain, whether there have been improvements and, if other issues for concern have arisen.

Concerns

11 specific issues were identified:

  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.

Previous Update: NO CHANGE. Amendments must be emailed to the planning office. Whilst this is more efficient than requiring hard copy amendments it is disappointing that this functionality was not included in the scope of the original contract.

  1. 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.

Previous Update: NO CHANGE. Some architects no longer use the map function due to the backwards step in functionality. There is inconsistency in the number and location-accuracy of planning applications shown at different zoom levels of the map. This makes public searching more difficult.

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

Previous Update: NO CHANGE. By combining the search category ‘applicant or agent name’ the new system makes it difficult to generate a list of applications exclusively from one architecture practice. Additionally, this search category does not show results for that are saved under ‘agent company.’

  1. 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.

Previous Update:  NO CHANGE. There is no connection between ‘manage applications’ in ‘my account’ and the track function on the public planning register. There is no overview provided to indicated updates for architects with multiple applications in the system. The automatic email notification of changes or progress in an application is working well.

  1. 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.

Previous Update: NO CHANGE. This issue has not been fixed. But will become less of an issue as older applications reach a decision.

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

Previous Update: DOWNGRADED. Most members are reporting no issues with lost data. Although there are still some reports of older projects not being uploaded at all.

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

Previous Update: NO CHANGE. When seeking to access a document two options are provided. ‘View’ or ‘Download.’ When clicking ‘view’ the user is presented with the opportunity to download as a zip file.

  1. 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 were better on the old system where it was grouped into drawings, consultations issued, consultations returned etc. Documents are now labelled incorrectly and inexactly.

Previous Update: IMPROVED. Architects can now see letters of support/objection.

  1. 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.

Previous Update: NO CHANGE. This continues to create a waste of time for architects making submissions.

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

Previous Update: NO CHANGE. This is an on-going administrative challenge and impacts on business cash flow.

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

Previous Update: DOWNGRADED. Whilst this remains confusing users are adjusting.

Additional Issues Raised

Following the initial analysis, additional issues were raised by members. It is concerning that as the system becomes embedded further issues are becoming known. Again, we ask if these issues remain a concern:

  1. Delays in upload: Architects are reporting some delays in information being uploaded onto the portal.
  1. Poor access on mobile devices: When seeking to access documents the ‘view’ function does not work on the first attempt.
  1. Consultation requests failing to be delivered: This issue appears to be resolved, some consultees had not been receiving correspondence through the portal and applications were held up as a result.
  1. Red line challenge: The online application requires the applicant to draw the red line on screen. The application process also requires a separate pdf location map with the same red line. Why is this asked for twice? On complex sites, there is a danger that the two map versions will not match and there is a question over which is the true boundary.
  1. What is the approved drawing? One benefit of hard copy applications was that the final approved drawings were ‘stamped approved.’ The online system needs to make clear which drawings are the final approved version.
  1. Consultations: The inclusion of a ‘consultations’ tab is a welcomed development. However, consultee correspondence cannot be viewed directly in this area.
  1. Reporting problems: There is no easy way for a member of the public to report a problem.

While the Department for Infrastructure have highlighted the ongoing improvements that have been made, we wish to understand from RSUA members the current issues they face and their own judgement on how the portal is now performing.

Please contact George Dorrian on george@rsua.org.uk with your concerns and comments.