SPEARSurveying and Planning through Electronic Applications and Referrals

Agenda

1. Welcome/Introduction

2. Overview of SPEAR

3. Proposed functionality

4. Benefits

5. Requirements• System requirements

• Digital Signing Certificates

• Agreements

6. Timeframes

7. Questions?

Overview of SPEAR

What is SPEAR?

SPEAR is an Internet-based system which supports all subdivision applications including the planning permit for subdivision.

Designed for use by:

• Councils

• Surveyors and planning applicants

• Referral Authorities

• Victorian Civil and Administrative Tribunal

• The public (limited access)

• Land Victoria

What does SPEAR do?

SPEAR provides for:• Submission online to councils • Further information requests• Referrals to Referral Authorities• Advertising• Street addressing• Viewing & objections by the public• Determination (Grant of Permit, Notice of Disposition, Certification and Statement of Compliance or Refusal)

• Electronic lodgment with Land Victoria for applicants

How does SPEAR work for subdivisions?

Referral Authorities

Public

Applicants / Surveyors

SPEAR

Councils

Land Victoria

VICMAP

How does SPEAR work ?

How does SPEAR work?

Key Features

• Common Interface

• Complete electronic process

• On-line payment facility

• Transparent process for all parties to an application

• Many regulatory forms inbuilt

• Automatic updates from Victorian Online Titles System

• Decisions made and electronic documents signed in SPEAR

• Tracking from end to end by all parties

SPEAR Subdivision status

• 77 councils signed up (with 75 operational) and the other 2 expressing interest

• 145 surveying firms (with 299 licensed surveyors)

• 53 Referral Authorities

• Nearly 3,300 SPEAR subdivision users

• Approx 1000 applications per month submitted online

• 75% of all plans lodged at Land Victoria in 2013/2014 through SPEAR

Proposed Functionality

Application Types

Application Types:

Subdivision Act dealing types

SPEAR determines the required form based on the dealing type in SPEAR

Lodgement Process Overview

Receive Advice

Complete Form

Sign Form

Pay and Lodge

Lodgement Example

Lodgement Example

Lodgement Example

Proposed Functionality requiring Lodging Party input

Application Lodgement Form

Overview

Lodgement Example

Lodgement Example

Lodgement Example

Lodgement Example

Lodgement Example

Lodgement Example

Lodgement Example

Lodgement Example

Lodgement Example

Lodgement Example

Lodgement Example

Discussion Points (1)

• Surveyors will nominate the organisation in SPEAR that will act as the Lodging Party

• They can also optionally add specific email addresses for persons in the organisation

• When surveyors release the transaction for lodgement at Land Victoria, SPEAR will notify the Lodging Party organisation that the application is available to them

Discussion Points (2)

• The application will not be visible to the Lodging Party until the surveyor has released the application for lodgement at Land Victoria

• Only after “release for lodgement” can the Application Lodgement Form be created/completed by the Lodging Party

Discussion Points (3)

• A benefit of SPEAR is transparency to all parties involved with the transaction.

• All Lodging Party documents will be visible to other parties involved with the transaction.

Discussion Points (4)

• Any further feedback/comments?

Benefits

Benefits to the Lodging Party

• Transparent end-to-end processing of applications

instant and automatic notification of lodgement and registration statuses

• Notification of new title allocations provided instantly

• Electronic storage of documents

Note: Once registered, the registered document is the authoritative source

• Access to view survey documents and council decisions

• Pre-population of data to the application instrument form/s

easier/quicker to fill out form, consistency with surveyor's documents, greatly reduced chance of incorrect lodging documents, reduction in number requisitions

• Secure digital signing of documents

• Calculation and payment of lodgement fees online

also catering for account customers

Requirements

Requirements

The SPEAR system operates entirely within your web

browser

The main system considerations include:

• Internet access & compatible web browser

• Email address (for notifications)

• Digital Signing Certificate

• PDF Creation Software

Requirements

Digital Signing Certificates (ABN-DSC)

• These are required for the authentication of documentation in SPEAR, no physical signing required

• Certificates are issued to individuals in an organisation

• Valid for two years at minimal cost

• Existing digital certificate with Electronic Conveyancing or PEXA these will work in SPEAR

Agreements

• Will be required to be entered into by each organisation

• Lodging parties will be consulted with in regard to the draft agreement

Timetable

Proposed Timetable

• Initial functionality is due in the Release in Last Quarter

2014.

• Further functionality in subsequent SPEAR releases

• To be ready by this date, will need:

1. to have signed an agreement & active SPEAR account

2. obtained at least one digital signing certificate but recommend a minimum of two for larger organisations

3. completed training with all users in your organisation registered

Questions?

Questions

We may seek further clarifications/feedback during development. Any volunteers are welcome to contact us.

Contact Information

Karen Moyle

Deputy Manager, Electronic Subdivisions Unit

P: 8636 3024

E: karen.moyle@dtpli.vic.gov.au

Melinda Chao

Business Analyst, Land Victoria

P: 8636 3050

E: melinda.chao@dtpli.vic.gov.au