Planning Permit Activity Reporting · Planning Permit Activity Reporting System (PPARS). In July 2007, PPARS began regular monthly collection of planning permit data from all 80 Responsible

© 2012 State of Victoria, Department of Planning and Community Development

PPARS_Data_Request_User_Guide.doc PAGE i

Planning Permit Activity Reporting Data Request Guide

Version 1.0

19 April 2012


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PPARS_Data_Request_User_Guide.doc PAGE iii

Contents

Introduction 1

1. Making a Data Request 2

1.1 Understanding the Data Set 2

1.2 Understanding Privacy Limitations 2

1.3 Completing the Data Request Form 2

2. The PPARS Data Set 3

2.1 Data Fields and Groupings 3

2.2 Data value types 4

2.3 Mandatory data elements 4

3. Data Elements (Application Details) 5

3.1 Victorian Planning Scheme code 5

3.2 Application identifier 6

3.3 Application type 6

3.4 Property location 6

3.5 Fees 6

3.6 Pre-application meeting 7

3.7 Estimated cost of works 7

3.8 Proposed Use or Development 7

3.9 Applicant Name and Address 7

4. Data Elements (Processing Details) 8

4.1 Date application received 8

4.2 Estimated assessment effort 8

4.3 Further information requested 8

4.4 Public notice 8

4.5 Referral issued 8

4.6 Objections 9

4.7 Statutory time frame 9

4.8 Cultural Heritage Management Plan 9

4.9 Cultural Heritage Management Plan Date Provided 9

5. Data Elements (Application Categories) 10

5.1 Application categories 10

5.2 Current land use 10

5.3 Proposed land use 11

5.4 Number of New Dwellings (Yield) 12

6. Data Elements (Application Outcome) 13

6.1 Responsible Authority outcome 13

6.2 Date of Responsible Authority outcome 13

6.3 VCAT reference number 13


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6.4 VCAT Lodgement Date 14

6.5 VCAT outcome 14

6.6 VCAT outcome date 14

7. Data Elements Summary 15

8. Data Interpretation and Limitations 16

8.1 Version implementation 16

8.2 Privacy considerations 16

8.3 Responsible Authority vs Planning Scheme 16

8.4 New Applications vs Amended Permits 17

8.5 Property Locator Availability 17

8.6 Limitations on Proposed Use or Development 17

8.7 Multiple Application Categories 17

8.8 Application Categories vs Land Use Categories 18

Appendix A Glossary of terms 19

Appendix B Request Form 22

Planning Permit Activity in Victoria Data Request Guide


PPARS_Data_Request_User_Guide.doc PAGE i

Introduction

This document has been created by the Department of Planning and Community Development

(DPCD) as a guide to assist in obtaining and interpreting data from the Department’s online

Planning Permit Activity Reporting System (PPARS).

In July 2007, PPARS began regular monthly collection of planning permit data from all 80

Responsible Authorities across Victoria (including the Minister for Planning) into a central

standardised database. This database is a rich source of information which provides

information to Government, industry and the public on the level of activity in the planning

system in Victoria. Data includes times to process permits, fees, investment in development,

housing, and other important information about planning activity across the state.

The data can be integrated with other government datasets such as the State Government’s

Vicmap Property data for spatial analysis, along with planning scheme zoning and overlays,

council GIS systems, satellite imagery, ABS census data etc.

The following includes guidelines on how to make a detailed request from the PPARS team,

how to interpret the data, and limitations and restrictions that may be applied to the data.



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1. Making a Data Request

Requests for planning permit data can come from federal, state and local government

departments as well as industry bodies, professionals, research organisations and individuals.

It is important that requestors understand and apply the request process as well as the

limitations that may cover certain aspects. These reflect statutory and privacy compliance and

practical considerations associated with the data.

Having a clear understanding of how the data will be used helps the PPARS team to best

determine how to extract the data from the system, and assists to remove potential

superfluous and/or irrelevant data that may skew any potential analysis that may take place.

To this end, it is important that requestors make themselves familiar with the data set

available.

1.1 Understanding the Data Set

Section 2 of this document details the differing data elements that PPARS collects from the 80

Responsible Authorities pertaining to individual applications. This covers 28 data elements,

some with their own sub-set of elements.

While the best efforts have been made to truly standardise the data across the state, each of

the 80 responsible authorities derive the data from their own requirements and systems, each

with their own unique interpretations, settings and configurations.

1.2 Understanding Privacy Limitations

The data contained within PPARS is subject to Privacy legislation. Certain data may not be

available for some requests or may only be available in an aggregated form.

The data also remains the property of the Responsible Authority that submitted it. It is subject

to all established associated principles and guidelines. It may be necessary for the PPARS

team to obtain permission from relevant Responsible Authorities before data is supplied. This

may also mean certain types of detailed data may be unavailable for some data requests.

1.3 Completing the Data Request Form

A request should be made by completing the PPAR Data Request Form (Appendix B) and

sending it to the PPARS Administrator.




2. The PPARS Data Set

The following section details the specifics of each data field collected by PPARS, from their

groupings, the type of data in each field, and when each particular field becomes mandatory in

an application’s lifecycle.

2.1 Data Fields and Groupings

PPARS collects a total of 28 primary data fields, some of them containing additional sub-

elements. These fields have been grouped together based on the purpose of the particular

data fields in the application process.

Application Details

This is information that relates to the application and is generally sourced from the application

form. More details concerning these fields can be found in section 3.

� Victorian Planning Scheme code

� Application identifier

� Application type

� Property location

� Street address and/or

� Crown description and/or

� Lot on Plan and/or

� Property Persistent Feature Identifier (PFI) and/or

� Council Property Number (CPN)

� Applicant details

� Applicant name

� Applicant address

� Fees

� Pre-application meeting

� Estimated cost of works

� Proposed use or development

Processing details

This is information that relates to the management and processing of the application within the

Responsible Authority. More details concerning these fields can be found in section 4.

� Date application received

� Estimated assessment effort

� Further information requested

� Public notice

� Referral issued

� Objections




� Statutory time frame

� Cultural heritage management plan

� Cultural Heritage management plan date

Application categories

This is information that relates to the reason for application and the use of the land that is the

subject of the application. More details concerning these fields can be found in section 5.

� Application categories (23)

� Current land use (17)

� Proposed land use (17)

� Number of new dwellings (yield)

Application outcomes

This is information that relates to the decision made by the Responsible Authority and, if

applicable, VCAT. More details concerning these fields can be found in section 6.

� Responsible Authority outcome

� Date of Responsible Authority outcome

� VCAT reference number

� VCAT lodgement date

� VCAT outcome

� VCAT outcome date

2.2 Data value types

The data in each element is collected using one of five data value types:

Integer A series of digits. No spaces, periods or other characters.

Character A series of digits and letters and printable special characters.

Dollar A positive integer representing whole dollars.

List of Integers A comma separated list of positive integers representing one or more values.

Date A valid date expressed as YYYY-MM-DD. (10 characters in ISO8601-2003 format )

2.3 Mandatory data elements

As the data on applications is collected monthly, data in some elements for each application

may not be initially available. Each data element has been tagged with one of the following,

detailing when it must be submitted, and subsequently available to be searched on, in PPARS.

Mandatory This data element is required from the application’s commencement

Mandatory upon outcome This data element must be provided when the applications outcome is determined

Mandatory (VCAT) This data element is required if the application has been appealed at VCAT




3. Data Elements (Application Details)

3.1 Victorian Planning Scheme code

Each Victorian municipality has its own planning scheme, each with its own unique identifier.

There is also a planning scheme for each of the other defined areas (Alpine Resorts, French

Island and Sandstone Island, and the Port of Melbourne) for which the Minister for Planning is

the Responsible Authority.

alpi Alpine mann Manningham

alpr Alpine Resorts mans Mansfield

arat Ararat mari Maribyrnong

ball Ballarat maro Maroondah

bany Banyule melb Melbourne

basc Bass Coast melt Melton

bawb Baw Baw mild Mildura

bays Bayside mith Mitchell

bena Benalla moir Moira

boro Boroondara mona Monash

brim Brimbank moon Moonee Valley

blok Buloke moor Moorabool

camp Campaspe more Moreland

card Cardinia morn Mornington Peninsula

case Casey malx Mount Alexander

cgol Central Goldfields moyn Moyne

cola Colac-Otway muri Murrindindi

cora Corangamite nill Nillumbik

dare Darebin ngra Northern Grampians

egip East Gippsland pmel Port of Melbourne (placeholder)

fran Frankston port Port Phillip

fisi French Island and Sandstone Island pyrn Pyrenees

gann Gannawarra quen Queenscliffe

glen Glen Eira sgip South Gippsland

gelg Glenelg sgra Southern Grampians

gpla Golden Plains ston Stonnington

gben Greater Bendigo strb Strathbogie

gdan Greater Dandenong surf Surf Coast

ggee Greater Geelong swan Swan Hill

gshe Greater Shepparton towg Towong

hepb Hepburn wang Wangaratta

hind Hindmarsh warr Warrnambool

hbay Hobsons Bay well Wellington

hors Horsham wwim West Wimmera

hume Hume whse Whitehorse

indi Indigo wsea Whittlesea

king Kingston wdon Wodonga

knox Knox wynd Wyndham

latr Latrobe yara Yarra




lodd Loddon yran Yarra Ranges

macr Macedon Ranges yari Yarriambiack

3.2 Application identifier

The unique identifier assigned by and used within a Responsible Authority to identify an

application for a planning permit is also used in PPARS. These differ between municipalities,

depending on naming conventions, vendor systems and other council specific considerations.

This data field remains consistent in all reporting to PPARS, as it is through the application

identifier that an application is tracked from month to month.

In most instances, if the application results in a permit being issued, the application identifier

used becomes the permit number, although this is not standard across all municipalities.

3.3 Application type

This signifies whether the permit application is one of three types of application under the

Planning and Environment Act 1987:

� New application: Responsible Authority has defined the application to be a new

application. If there is an amendment to the application, this field doesn’t change,

however other details in the application may change.

� Amended permit: Responsible Authority has defined the application to be an amended

application under section 72 of the Planning and Environment Act 1987.

� Combined application: Responsible Authority has defined the application to be a

combined planning scheme amendment and planning permit application under section

96A of the Planning and Environment Act 1987.

3.4 Property location

This is the primary location of the land subject to the application for a planning permit. There

are five different formats this data can be submitted in:

� Street address, comprised of three elements (Street number, name and type,

(‘address’), Suburb/Town, Post Code)

� Property Persistent Feature Identifier (PFI)

� Crown Description (Allotment, Block, Section, and Parish/Township)

� Council Property Number (CPN)

� Lot on Plan

The street address is the most common locator provided.

3.5 Fees

This is the statutory amount charged by the Responsible Authority for the processing of an

application for a planning permit (does not include advertising and other non-statutory or

administrative fees). It is supplied as a single whole dollar value.




3.6 Pre-application meeting

This is a simple ‘Yes/No’ response as to whether there was a pre-application meeting for the

application prior to it being lodged.

3.7 Estimated cost of works

This is the value that the applicant enters onto the Application for Planning Permit form as the

amount that will be spent to undertake works directly associated with subject of the planning

permit, expressed as a whole dollar value.

Only works associated with the subject of the planning permit are included, works being

undertaken as part of the same project but unrelated to the planning permit are not. This field

can include "0" where there is no economic value attributable (e.g. works undertaken by the

applicant that will not have an economic cost).

Estimated cost of works for amended permit applications under section 72 are entered as the

difference between the original permit and the cost relating to the amendment, but only if there

is an increase to the value.

3.8 Proposed Use or Development

This is a textual description of the use, development or other matter for which the permit is

required. This field is free text, and the vocabulary is not constrained in any way. The usage of

this field varies widely between Responsible Authorities and even between otherwise

apparently similar applications within a Responsible Authority.

As a result, the use of this field as a selection criterion for any analysis must be undertaken

with considerable care.

3.9 Applicant Name and Address

This is the primary applicant name, organisation and address details for the application for a

planning permit. Due to privacy considerations, this data is not released (see section 8.2 for

further information).




4. Data Elements (Processing Details)

4.1 Date application received

This is the date an application for a planning permit is formally received by a Responsible

Authority. It is defined as the date that the application form is date stamped as received by the

Responsible Authority. This date may be different to the date that the application data is

entered into a planning system, which is not collected in PPARS.

It is this date PPARS uses as the start date to calculate gross processing days of applications.

4.2 Estimated assessment effort

The estimated assessment effort is the initial assessment by a planning officer as to the

number of working days expected to be required to process the application. There are three

differing values for this field:

� Simple- estimated as less than one day (8 hours work) required for a single person to

process the application

� Average- estimated as between 2 to 5 days (9 to 40 hours work) required for a single

person to process the application

� Complex- estimated as more than 5 days (more than 40 hours work) required for a

single person to process the application

This is calculated as the total working time for all of the staff at the Responsible Authority, and

is cumulative, for example, one day could be defined as a person spending eight hours or two

people spending four hours each working on the application.

This does not include time waiting for responses to queries or internal referrals.

4.3 Further information requested

This is a simple ‘Yes/No’ response to whether or not further information was requested from

the applicant to clarify or expand on information provided on the original application form.

4.4 Public notice

This is a simple ‘Yes/No’ response to whether or not the Responsible Authority notified (or

required the applicant to notify) other parties, such as owners of adjacent land, stakeholders or

the general public, of the application for a planning permit, whether through addressed letters,

signage or advertising.

4.5 Referral issued

This is a simple ‘Yes/No’ response to whether or not the application was referred (under

section 55 of Planning and Environment Act) to one or more external agencies, such as water

authorities or VicRoads




4.6 Objections

This is the number of written submissions received by the Responsible Authority regarding the

planning permit, more often than not public objections.

4.7 Statutory time frame

This is a simple ‘Yes/No’ response to whether or not the Responsible Authority believes the

decision on the application occurred within the specified statutory timeframe required (60

days).

4.8 Cultural Heritage Management Plan

This is a simple ‘Yes/No’ response to whether or not the applicant was required to seek a

Cultural Heritage Management Plan (CHMP).

Note that this field is only available in Version 2 of PPARS, and is dependant upon the date

this was implemented at any particular Responsible Authority (see Section 8.1 for more

information).

4.9 Cultural Heritage Management Plan Date Provided

If a CHMP was requested, this is the date it was provided to the Responsible Authority.



information).




5. Data Elements (Application Categories)

5.1 Application categories

These are the categories that indicate the intent of the permit application.

0 Not yet determined (not valid for a completed application)

1 Change or extension of use

2 Alterations to a building structure or dwelling

3 Extension to an existing dwelling or structure associated with a dwelling

4 Extension to existing building or structure (other than dwelling)

5 One or more new buildings

6 One new dwelling

7 More than one new dwelling (2-10)

8 More than 10 new dwellings

9 Other buildings and works (including septic tanks, dams, earthworks)

10 Demolition

11 Native vegetation removal

12 Other vegetation removal

13 Consolidation

14 Subdivision land (1 to 9 lots)

15 Subdivision land (10 or more lots)

16 Subdivision buildings

17 Subdivision - Change to easement and/or restrictions

18 Subdivision - Removal of covenant

24 Subdivision – Realignment of boundary

19 Liquor License

20 Waiving of parking requirement

21 Signage

22 Telecommunications Facility

23 Other

More than one category can be selected for an application. Categories 6, 7 & 8 and 13, 14, 15

& 16 are mutually exclusive. More information regarding these application categories is

available in the Glossary of Terms (Appendix A).

Note that selection ‘24- Subdivision Realignment of Boundary’ is only available in Version 2 of

PPARS, and is dependant upon the date this was implemented at any particular Responsible

Authority (see Section 8.1 for more information).

5.2 Current land use

This is the current activity being undertaken on the land that is the subject of the application.

Each application can only have one selected.

As with ‘Proposed Land Use’ (5.3), these values have been created to more accurately reflect

the land uses described in clause 75 of the Victorian Planning Provisions.




Note that selections 11 through to 17 (inclusive) are only available in Version 2 of PPARS, and

is dependant upon the date this was implemented at any particular Responsible Authority (see

Section 8.1 for more information).


1 Agriculture

2 Food and drink premises

3 Industry and warehouse

4 Leisure & recreation

5 Office

6 Place of assembly

7 Residential / Accommodation

8 Retail Premises

9 Vacant

10 Other land use

11 Child Care

12 Education Centre

13 Mineral Extraction

14 Pleasure Boat Facility

15 Transport Terminal

16 Utility Installation

17 Mixed Use

5.3 Proposed land use

This is the purpose for which the land will be used primarily should a permit be granted. Each

application can only have one value selected.

As with ‘Current Land Use’ (5.2), these values have been created to more accurately reflect

the land uses described in clause 75 of the Victorian Planning Provisions.

Note that selections 11 through to 17 (inclusive) are only available in Version 2 of PPARS, and

is dependant upon the date this was implemented at any particular Responsible Authority (see

Section 8.1 for more information).


1 Agriculture

2 Food and drink premises

3 Industry and warehouse

4 Leisure & recreation

5 Office

6 Place of assembly

7 Residential / Accommodation

8 Retail Premises

9 Vacant

10 Other land use

11 Child Care

12 Education Centre

13 Mineral Extraction




14 Pleasure Boat Facility

15 Transport Terminal

16 Utility Installation

17 Mixed Use

5.4 Number of New Dwellings (Yield)

This is the number of new dwellings (yield) that would be created as a result of a planning

permit. For example, if an application is to demolish an existing dwelling and construct three

new ones, the yield is ‘2’. Inversely, if the application is to demolish two dwellings and

construct one, the yield is ‘-1’

This is only completed if one of the ‘dwelling’ application categories (5.1) ‘One new dwelling’,

‘More than one new dwelling (2-10)’ or ‘More than 10 new dwellings’ has been selected.

In the case of a change to this figure in an amended permit application, this figure should be

the difference between the originally quoted number of new dwellings and the new number.



information).




6. Data Elements (Application Outcome)

6.1 Responsible Authority outcome

This is the decision of the Responsible Authority on an application for a planning permit and

whether this outcome was from Responsible Authority, or Responsible Authority officers by

instrument of delegation pursuant to Section 98 of the Local Government Act 1989. It also

includes other actions that lead to the completion of processing of an application such as

withdrawal by the applicant or lapsing.

This field is the fulcrum upon which a lot of the other date fields in PPARS hinges on; it effects

when other fields must be populated and with what.

0 In progress

1 Permit issued by a delegate of the Responsible Authority

2 Permit issued by the Responsible Authority

3 Notice of Decision issued by a delegate of the Responsible Authority

4 Notice of Decision issued by the Responsible Authority

5 Refusal issued by a delegate of the Responsible Authority

6 Refusal issued by the Responsible Authority

7 No permit required

8 Withdrawn

9 Lapsed

An application called-in by the Minister is shown as ‘Withdrawn’ (8) by Council.

A ‘Cancelled’ Application is classed as ‘No Permit Required’ (7).

A ‘Failure to Decide/Determine’ outcome remains ‘In progress’ (0). The application is then

decided by VCAT. Once a decision has been made, this field is then altered to reflect the

direction of VCAT.

A 'Prohibited Use' outcome is ‘No Permit Required’ (7).

6.2 Date of Responsible Authority outcome

This is the date the outcome in ‘Responsible Authority Outcome (6.1)’ was made.

It is the date that PPARS uses as the end date to calculate gross processing days of

applications.

6.3 VCAT reference number

This is the unique identifier assigned by VCAT to an application in an appeal against a

planning permit decision or processing period. This is the number supplied by VCAT to the

Responsible Authority on the notice of appeal.




This field may carry more than one VCAT reference number if the application/permit has more

than one appeal lodged against it.

6.4 VCAT Lodgement Date

This is the date that the latest appeal lodged at VCAT against an application/permit was

received.

While the VCAT reference number (6.3) field can hold more than one VCAN appeal identifier,

PPARS only collects the data on the most recent one.

6.5 VCAT outcome

This is the decision of VCAT to an appeal against an outcome or processing time of an

application for a planning permit.



0 No appeal

1 In progress

2 Permit granted

3 Permit refused

4 Appeal withdrawn

The VCAT outcome “permit granted” includes all results where a planning permit is issued no

matter whether any amendment is made to the detail of the original application.

The selection of the “In progress” field indicates that an appeal to VCAT has been made but

no decision has been made.

Other VCAT outcomes such as "No Permit Required" are entered under “Appeal Withdrawn

(4)”.

6.6 VCAT outcome date

This is the date that the outcome of a VCAT appeal process is advised to the applicant by the

Responsible Authority.






7. Data Elements Summary The following is a general summary as to when certain data fields become available in PPARS

for an application.

Data Field Data Type Mandatory PPARS Version available

Victorian Planning Scheme Code

Character At lodgement Version 1 (7.6)

Application Identifier Character At lodgement Version 1 (7.6)

Application Type Integer At lodgement Version 1 (7.6)

Property Location Character At lodgement Version 1 (7.6)

Fees Dollar At lodgement Version 1 (7.6)

Pre-application Meeting Integer At lodgement Version 1 (7.6)

Estimated cost of works Dollar At lodgement Version 1 (7.6)

Proposed Use or Development Character At lodgement Version 1 (7.6)

Applicant name and address Character At lodgement Version 2 (7.7)

Date application received Date At lodgement Version 1 (7.6)

Estimated assessment effort Integer Upon decision Version 1 (7.6)

Further information required Integer Upon decision Version 1 (7.6)

Public notice Integer Upon decision Version 1 (7.6)

Referral issued Integer Upon decision Version 1 (7.6)

Objections Integer Upon decision Version 1 (7.6)

Statutory time frame Integer Upon decision Version 1 (7.6)

Cultural Heritage Management Plan

Integer Upon decision Version 2 (7.7)

Cultural Heritage Management Plan date provided

Date Upon decision of permit issued and if CHMP is ‘Yes’

Version 2 (7.7)

Application categories List of Integers Upon decision Version 1 (7.6), though some selections only available in Version 2 (7.7)

Current land use Integer Upon decision Version 1 (7.6), though some selections only available in Version 2 (7.7)

Proposed land use Integer Upon decision Version 1 (7.6), though some selections only available in Version 2 (7.7)

Number of new dwellings (yield)

Integer Upon decision and only if categories 6, 7 or 8 are selected

Version 2 (7.7)

Responsible Authority outcome Integer Upon decision Version 1 (7.6)

Responsible Authority outcome date

Date Upon decision Version 1 (7.6)

VCAT reference number Character Only if appeal lodged at VCAT Version 1 (7.6)

VCAT lodgement date Date Only if appeal lodged at VCAT Version 2 (7.7)

VCAT outcome Integer Only if appeal lodged at VCAT, and decision is made

Version 1 (7.6)

VCAT outcome date Date Only if appeal lodged at VCAT, and decision is made

Version 1 (7.6)




8. Data Interpretation and Limitations With a large number of data fields and complex configurations of data responses, there are a

comparative number of limitations upon the data, and potential mistakes made when

requesting or interpreting supplied data. This Section endeavours to mitigate these situations.

As with anything related to making or interpreting data requests, PPARS staff are prepared to

assist with any queries.

8.1 Version implementation

Since its launch in May 2007, there have been two versions of the data collected by PPARS;

Version 1 (referred to as Schema 7.6) and Version 2 (Schema 7.7). Version 2 became

available for use in June 2009, and Responsible Authorities were able to commence updated

submissions from that date.

Due to the requirement of updating various vendor systems used by the Responsible

Authorities, the rollover of Responsible Authorities to submitting the updated dataset has been

a staggered process, and as such certain data fields and/or selections in data fields may only

be available for particular Responsible Authorities from a certain (but differing) date.

8.2 Privacy and other considerations

It is by the discretion of the PPARS Manager to evaluate whether a data request may

compromise the privacy or other concerns of a Responsible Authority or any individual

associated with planning permit activity data.

As such, some data fields or detailed data sets, in particular applicant details, are not available

for general release.

The data from PPARS remains the property of the Responsible Authority that submitted it.

8.3 Responsible Authority vs Planning Scheme

Number of Responsible Authorities: 80

Number of Planning Schemes: 82

Any data request made, or any interpretation of data extracted must make the differentiation

between ‘Responsible Authority’ and ‘Planning Scheme’ to which any application is in.

While the overwhelming majority of Responsible Authorities (ie Councils) can only receive and

decide upon applications that relate to a single Planning Scheme, a single Responsible

Authority (the Minister) may also receive and make decisions upon applications in ALL

Planning Schemes.

It is important to understand what the specifics of a data request are to accurately interpret

which of these should be used to sort and/or extract the data. If the intent of analysis relates to

the administration of applications, timing of decisions or the like, extracting applications based




on the Responsible Authority more often be used. If the analysis relates more to geographical

locations, particular catchments areas, or effects of Planning Scheme Amendments, searching

and extracting be Planning Scheme is the more prudent.

8.4 New Applications vs Amended Permits

Making the differentiation between these two field entries when extracting any data is

important when analysis is to focus on the number of decisions or the number of permits

issued in a particular area.

When counting decisions or times to decision, it is important to include amended permits as

these are valid applications that have a direct effect on workload and resource management

for a Responsible Authority. Their inclusion in counts of geographic data should be assessed

closely based on the analysis being undertaken; the number of permits issued in a particular

area may be overstated unintentionally if these are included.

8.5 Property Locator Availability

Dependant upon the particular municipalities included in the data request, some property

locator data may not be submitted, and is particularly subject to the period of time being

requested. Street address as the preferred locator followed the move to Version 2 submission

in 2009 (see section 8.1), but still remains non-compulsory from necessity (not all properties

(particularly newly subdivided) have been allocated street addresses, and not all applicants

provide adequate/correct street addresses, particularly in older and rural areas).

This is particularly relevant if there is to be any geocoding or filtering by zones/overlays

required by the data request.

8.6 Limitations on Proposed Use or Development

As a free text field, the data available here is by keyword search, and is heavily dependant

upon definitions, and correct entry into systems, by the Responsible Authority(s).

It is highly recommended that any data request that is to rely on a search by keyword offer

alternative and/or alternate versions of any search parameter in order to accurately collect any

application data that may apply.

8.7 Multiple Application Categories

More than one application category may be recorded against an application, and as such an

application included in an individual count of applications for one category may be included in

a separate ‘unrelated’ count of another category.

All care is taken to avoid double-counting of applications in data requests, but data from

separate data requests should not be analysed comparatively without considering the multiple

category nature of each extract.




8.8 Application Categories vs Land Use Categories

This is a simple but important differentiation between these two data fields.

The application category field is data that relates to the intended development and/or activity

that is to take place on the land specified, and can most easily be identified as the ‘trigger’ for

the application process.

The land use fields (both current and proposed) is data that relates to the general use of the

land (as per clauses 74 and 75 of the Victorian Planning Provisions) prior to (and then post)

the development and/or activity described in the application category field and the proposed

use or development field.




Appendix A Glossary of terms

Application categories

Change or extension of use: An application which proposes a change to the use of the land

eg office to retail, industrial to warehouse, residential to restaurant or an application which

proposes an intensification or increases in the way land is used eg expanding an office,

increasing retail floor space.

Alterations to existing building or structure: An application proposing generally minor

physical alterations to an existing building, other than an extension, for example, new painting,

new fence, new windows.

Extension to existing dwelling or structure associated with a dwelling: An application to

extend or increase the physical size of an existing dwelling or to construct or extend a building

associated with an existing dwelling including a garage, carport, tennis court, swimming pool,

pergola.

Extension to existing building or structure (other than dwelling): An application to extend

a building or structure such as a shop, office, warehouse, factory.

One new building: An application which involves the construction of a new building, such as a

new office, factory or shop.

One new dwelling: An application which involves the construction of one new dwelling.

More than one new dwelling (2-10): An application that involves the construction of more

than one new dwelling but less than ten new dwellings.

More than 10 new dwellings: An application that involves the construction of more than ten

new dwellings.

Other buildings and works: An application that involves any other buildings and works such

as road works, bus shelters, landscaping and including dams, septic tanks.

Demolition: An application that involves demolition of a building or structure.

Native vegetation removal: An application to remove, lop or destroy native vegetation

including trees, shrubs, herbs and grasses".

Other vegetation removal: An application involving the removal of vegetation, other than

native vegetation.

Consolidation: An application that involves the consolidation of one or more existing lots.

Subdivision land (2 –9 Lots): An application that proposes the subdivision of land into two

and up to nine lots.




Subdivision land (10 or more Lots): An application that proposes the subdivision of land into

ten or more lots.

Subdivision buildings: An application that involves the subdivision of an existing building.

Subdivision - Change to easement: An application that involves a change t an existing

easement that applies to the land.

Subdivision - Removal of covenant: An application that proposes the removal of an existing

covenant that applies to the land.

Subdivision – Realignment of Boundary: An application that proposes to change or re-align

the property boundary through subdivision or consolidation of land.

Liquor License: An application that proposes a new liquor license or change in the terms of

an existing liquor license.

Waiving of parking requirement: An application which requires consent for a waiver or

reduction in car parking requirements.

Signage: An application to build a new or alter an existing sign.

Other: Any other application.

Outcome type

Permit issued by a delegate of the Responsible Authority: Any permit issued by a

Responsible Authority in accordance with Section 63 of the Planning and Environment Act

1987, by instrument of delegation pursuant to Section 98 of the Local Government Act 1989.

Permit issued by the Responsible Authority: Any permit issued by a Responsible Authority

under Section 63 of the Planning and Environment Act 1987.

Notice of Decision issued by a delegate of the Responsible Authority: Any notice of

decision to grant a permit issued by a Responsible Authority in accordance with Section 64 of

the Planning and Environment Act 1987, by instrument of delegation pursuant to Section 98 of

the Local Government Act 1989.

Notice of Decision issued by the Responsible Authority: Any notice of decision to grant a

permit issued by a Responsible Authority under Section 64 of the Planning and Environment

Act 1987.

Refusal issued by a delegate of the Responsible Authority: Any refusal of permit issued by

a Responsible Authority in accordance with Section 65 of the Planning and Environment Act

1987, by instrument of delegation pursuant to Section 98 of the Local Government Act 1989.

Refusal issued by the Responsible Authority: Any refusal of permit issued by a

Responsible Authority under Section 65 of the Planning and Environment Act 1987.




No permit required: The Responsible Authority registers the application but on further

analysis by the Responsible Authority planner it is determined that no permit is required for

that use or purpose.

Withdrawn: The applicant decides not to proceed with the application and advises the

Responsible Authority in writing of that decision.

Lapsed: From Planning and Environment (General Amendment) Act 2004, Act No. 81/2004

1) An application for a permit lapses if the information required under section 54(1) within

the prescribed time under that section (or that requirement as changed by the Tribunal

under section 78(b)) is not given by the final lapse date for the application.

2) The final lapse date for an application is the last of the following to occur:

a) the lapse date specified in the notice under section 54(1A);

b) the new lapse date set out in a notice under section 54A, if applicable;

c) if the applicant has made an application to the Tribunal under section 78(b) in

respect of the requirement for more information and the Tribunal has confirmed or

changed the requirement, the new lapse date determined by the Tribunal under

section 85(3);

d) if the applicant has made an application to the Tribunal under section 81(2) in

respect of the refusal or failure of the Responsible Authority to extend the time to

give the information and the Tribunal extends the time, the day after the end of the

extended time;

e) if the applicant has made an application to the Tribunal under section 81(2) in

respect of the refusal or failure of the Responsible Authority to extend the time to

give the information and the Tribunal refuses to extend the time, the day that is 14

days after the day on which the Tribunal makes its determination.".

In progress: Any application where a Responsible Authority is still considering the issuing of a

permit.




Appendix B Request Form

The following form should be used when requesting data from PPARS. It may be either be

filled out in this original PDF document, or printed and completed by hand. The preferred

return method is via email to [email protected].

Planning Permit Activity Reporting Data Request Form

Terms and Conditions of Use

Unless otherwise arranged, a minimum of three days is required to extract and prepare a data request. Please take this into consideration when making detailed requests.

All data remains the property of the Responsible Authority that provided it and therefore it may be necessary for the PPARS team to obtain permission from relevant Responsible Authorities before data is supplied. This may also mean certain types of detailed data may be unavailable for some data requests.

Permission must be sought from the PPARS Manager prior to the production of any publication relating to or derived from the data provided.

Requested on (date):

Required by (date):

Name:

Department/Council:

Group/Business Unit:

Address:

Contact number:

Email address:

Topic/Keyword Search:(eg Aged Care)

How will the data be used?:

What is required?:(check all that apply)

Date Period:(check one only)

Application specifics:(check one only)

Request ID (DPCD use only)I hereby acknowledge I have read and understood the above terms and conditions of use.

When completed, please email this form to [email protected].

Data Request Basics

A count and/or statistical breakdown of applications that fit the specifications detailed.A detailed list of applications that fit the specifications detailed.Map(s) and/or spatial data of applications that fit the specifications detailed.

Calender year:Financial year:Other period (please specify):

1 January, 20 to 31 December, 201 July, 20 to 30 June, 20

Only applications received in the period specified above.Only applications decided in the period specified above.*Both applications received and decided within the period specified above.**If decided applications are required, please specify all required outcomes:

Permit/NOD issuedPermit refusedNo Permit required

Application withdrawnApplication lapsed

to/ / / /

DPCD use only

Date completed: Notes:

Data Request Specifics

Applications: By Planning Scheme By Responsible Authority

Relevant Schemes/Responsible Authorities:(check one only)

All State All Metropolitan All Regional/RuralOther (please specify):

Specify data fields required:(check all that apply)

Please refer to the attached ‘Return Data Sheet’ for more information.

Victorian Planning Scheme CodeApplication IdentifierApplication TypeProperty LocationFeesPre-application meeting (Y/N)Estimated cost of works

Application categories (see below)Current land use (see below)

Cultural Heritage Management Plan Date*Number of new dwellings (Yield)*

Statutory timeframe (Y/N)Cultural Heritage Management Plan (Y/N)*

Proposed land use (see below)Proposed use of developmentDate application receivedEstimated Assessment EffortFurther Information Requested (Y/N)Public Notice (Y/N)Referral issued (Y/N)Objections

Responsible Authority outcomeDate of Responsible Authority outcomeVCAT reference number*VCAT lodgement date*VCAT outcome*Date of VCAT outcome**May not be available for all municipalities

Specify application categories required:(check all that apply)


Change or extension of useAlterations to a building, structure or dwellingExtension to an existing dwelling or structure associated with a dwellingExtension to an existing building or structure (other than dwelling)One or more new buildingsOne new dwellingMore than one new dwelling (2-10)

Subdivision - realignment of boundary*Liquor license

Subdivision - change to easement and/or restrictionsSubdivision - removal of covenant

Subdivision of land (10 or more lots)Subdivision buildings

Waiving of parking requirementMore than 10 new dwellingsOther buildings and works (including septic tanks, dams, earthworks)DemolitionNative vegetation removalOther vegetation removal

ConsolidationSubdivision of land (1-9 lots)

SignageTelecommunications facilityOther*May not be available for all municipalities

Specify current land use categories required:(check all that apply)


AgricultureFood and drink premisesIndustry and warehouseLeisure and recreationOfficePlace of assemblyResidential / accomodation

Pleasure boat facility*Transport terminal*

Educational centre*Mineral extraction*

Other land useChild care*

Utility installation*Retail premisesVacant

Mixed use*

Specify proposed land use categories required:(check all that apply)


AgricultureFood and drink premisesIndustry and warehouseLeisure and recreationOfficePlace of assemblyResidential / accomodation

Pleasure boat facility*Transport terminal*

Educational centre*Mineral extraction*

Other land useChild care*

Utility installation*Retail premisesVacant

Mixed use*

*May not be available for all municipalities

*May not be available for all municipalities




Document history and status

Rev Date issued Reviewed by Revision Type

0.1 4 April 2011 Lukas Xuereb Document created by LX01

0.2 28 July 2011 Lukas Xuereb Styles updated by LX01

0.3 17 April 2012 Susan Brown Document Review and minor updates, clarification

1.0 19 April 2012 Lukas Xuereb Review complete. Document published

Printed: 19 April 2012

Last saved: 18 April 2012 04:40 PM

File name: PPARS_Data_Request_User_Guide.doc

Copyright: © 2012 State of Victoria, Department of Planning and Community Development

Documents

Planning Permit Activity Reporting · Planning Permit Activity Reporting System (PPARS). In July 2007, PPARS began regular monthly collection of planning permit data from all 80 Responsible