module 12 - make a decision on an assessed consent · guide module 12 page 19 of 24 planning...

Module 12

Make a Decision on an Assessed Consent Planning, Land Division and Building

Instructional guide for:

• Relevant Authorities

12.1 Decision Referred to a Panel

12.2 Decide on Consent

Version 2.0

10 July 2020

Guide Module 12 of 24 Planning Workflow Make a Decision on Assessed Consent

Table of Contents Guide Overview ...................................................................................................................... 3

12.1 Decision Referred to Panel ............................................................................................. 4

12.1.1 Generate the Panel Assessment Report .................................................................. 5

12.1.2 Make Online Edits to the Panel Assessment Report ................................................ 6

12.1.3 Download Development Application Documents ...................................................... 8

12.1.4 Upload Panel Meeting Documentation and Decision ............................................... 9

12.1.5 Add Conditions and Notes, or Refusal Reason ...................................................... 11

12.1.6 Upload the Stamped Plans .................................................................................... 14

12.2 Record the Consent Decision ....................................................................................... 16

12.2.1 Record the Consent Decision ................................................................................ 17

12.2.2 Endorse a Consent Decision ................................................................................. 20


Guide Overview This Module guide includes Software Version 1.4.12 and 1.5.36 features and functionality. Module 1: Introduction to Plan SA

Module 2: Navigate the Planning Workflow

Module 3: Manage Online Account

Module 4: Submit a Development Application

Module 5: Track a Development Application

Module 6: Manage Team Workload

Module 7: Verify Development Application (Planning, Land Division & Building)

Module 8: Fee Payments

Module 9: Assess Consent (Planning, Land Division & Building)

Module 10: Public Notification

Module 11: Request and Respond to Referrals (Internal and External)

Module 12: Make Decision on the Assessed Consent Module 13: Variation to Development

Module 14: Issue Development Approval

Module 15: Appeals

Module 16: Issue Land Division Certificate of Approval (CoA)

Module 17: Building Notification

Module 18: Development Application Report, Section 7

In addition to the Guide, there are a series of videos available on the following topics.

12.0 Overview of Issuing a Decision 12.1 Decision Referred to a Panel 12.2 Issuing a Decision

https://vimeo.com/showcase/module-12


12.1 Decision Referred to Panel Planning and/or Land Division

Overview

In this topic we will cover the activities performed in DAP (the assessment workflow) pre the Panel meeting such as generating the panel assessment report, downloading technical drawings / plans, and uploading Panel hearing invitations, agendas and minutes created outside of DAP using your own templates and forms etc.

Learning Outcomes

• Review Development Application Documentation • Refer Documentation to Referral Panel • Generate Assessment Report and Distribute to Applicants and Relevant Authority.

Topics

12.1.1 Generate the Panel Assessment Report 12.1.2 Make Online Edits to the Panel Assessment Report 12.1.3 Download Development Application Documents 12.1.4 Upload Panel Meeting Documentation and Decision 12.1.5 Add Conditions and Notes, or Refusal Reason 12.1.6 Upload the Stamped Plans


12.1.1 Generate the Panel Assessment Report

In the active consent, go to Documents and select Generate Panel Assessment Report.

Wait for the report to generate and display in the Other Documents listing. Use F5 to refresh your screen to assit with updating the documents listing. Download the Panel Assessment Report by click on the document name to save and make updates from word, alternatively use the Enable editing feature to edit the document using Word online.

Option 1

Option 2


12.1.2 Make Online Edits to the Panel Assessment Report

Making edits through Word Online automatically saves the updates made into the Panel Assessment Report. Make the updates and upload back into the Documents store for the development application. Against the Panel Assessment Report document select Enable editing.

On enabling editing the Edit Online option is available, select to open in Word online.

The Panel Assessment Report opens in Word online in a new tab, and make your edits direct into the report as you would using Word from your desktop, and on completion use the File menu to print the report to your local printer. When the report is completed with your updates, return to the Documents store for the development application or close ‘x’ the tab.


On returning to the Documents store, download the Panel Assessment Report (which contains your updates) for printing or attaching to an email (if required).


12.1.3 Download Development Application Documents

From the Documents store for the development application, download the documentation required to accompany the Panel Assessment Report such as stamped plans, technical drawings etc. Select the Document name to download the file, and open to print to your local printer. As required repeat the steps until all required documentation is printed.


12.1.4 Upload Panel Meeting Documentation and Decision

Any documentation prepared prior to the Panel meeting outside of the DAP (the assessment workflow) such as invitations to the panel meeting, and the Agenda for the panel meeting etc. and following the Panel meeting such as the minutes (including the determination), are to be uploaded into the Documents store for the development application to support the consent assessment decision.

Locate the development application from the Assessment in Progress table, or search for the application using the ID number. When the development application is located within the Assessment in Progress, select the application record (not the ID) to view the application and select Planning Consent to go direct to the active consent.

Go to the Documents store and select Upload Documents.


Scroll to the bottom of the screen until you reach the Upload Documents section and select Upload to select the document from your computer.

The uploaded document is then categorised and Save Changes to complete the upload.

Under All Documents the uploaded document is available.


12.1.5 Add Conditions and Notes, or Refusal Reason

The Following are Conditions and Notes added by you (as the Relevant Authority) and comments from Referral Agencies in response to referral ‘direction’ requests. From the Panel Determination, as applicable, add the advised condition(s) and/or advisory note(s).

Select Conditions and Notes and expand the applicable type to select from within Edit Conditions or Edit Advisory Notes.

Scroll through (as required) the added Advisory Notes or Conditions until you reach the +Add New Advisory Note or Add New Condition option. In this example, +Add new advisory note is being illustrated.


Complete the Advisory Note fields as follows and Save to create the advisory note. • Tile choosing ‘other’ from the list of options • Advisory Note provide the details of the advice giving.

On return to Conditions and Notes the Advisory Note created has increased the count indicator to (3).

Refusal Reason

In instances where the Panel Decision is to refuse the planning consent then a ‘reason’ must be added before making the decision. Expand the Refusal reasons accordion and select Enter refusal reasons.


Record the details for the refusal and Save to add the reason.

On return to Conditions and Note the refusal reason displays.


12.1.6 Upload the Stamped Plans

Download the plans and open in a marking up software (Bluebeam, Trapeze) to stamp electronically. Alternatively, download the plans to print and stamp by hand, before scanning and uploading into the Documents store for the development application. Noting, the stamped plans must be uploaded to make a decision.

Select Documents and then Upload Documents.

Scroll to the bottom of the screen until reach the Upload Documents section, and select Upload to select the document from your computer.


The uploaded document is then categorised and Save Changes to complete the upload.

Under All Documents the uploaded stamped plan(s) are available.


12.2 Record the Consent Decision For Planning, Land Division and Building

Overview

Recording the consent decision is performed on: • Receiving a direct refusal response from a referral body. • Receiving a Panel decision. • Completing their assessment.

On ‘granting’ the consent the Decision Notification Form (DNF) and Form 1, 2 and 3 is issued as per the preferred communication method (email or post) to all parties, e.g. applicant, referral body, relevant authority.

Learning Outcomes

• Record granted or refused consent decision • Respond to Decision Endorsement • Understand the issuing of a Decision Notification Form (DNF) when the relevant

authority is the same for prior consents • Understand Form 1, 2 and 3 issued on granting building consent

Topics

12.2.1 Record the Consent Decision 12.2.2 Endorse a Consent Decision


12.2.1 Record the Consent Decision

Noting, if all and/or one of the following is outstanding, or not completed the Record Decision is not available. Once actioned the decision can be granted and/or refused.

• Referral response(s) not yet received • Stamped plans not uploaded • Public notification

Information! When the relevant authority for building consent is the same authority who granted planning consent, a DNF is not generated on granting building consent this will occur on granting the development approval; will not change the generation of the Form 1, 2 & 3 on granting Building consent.

Locate the development application from the Assessment in Progress table, or search for the application using the ID number. When the development application is located within the Assessment in Progress, select the application record (not the ID) to view the application and select Planning Consent.

In the relevant consent select Decision and then Record Decision.


Consent Decision is Refused

Complete the Decision fields as follows for a ‘refused’ decision and Submit to record the decision.

• Decision choose ‘Refused’ from the list options.

Noting, when ‘Refused’ is the decision and the refusal reason is missing (i.e. not add in Conditions and Notes) a warning message will display.

Go to Conditions and Notes and add the refusal reason. Refer to 12.1.5 Add Conditions and Notes, or Refusal Reason for instructions.

• Does the decision require endorsement make the appropriate selection based on

your organisations delegations.

When delegation is not required (No) then provide reason for not requesting endorsement.

• Decision Date leave today’s date default, or change as required.


Consent Decision is Granted

Complete the Decision fields as follows for a ‘refused’ decision and Submit to record the decision and issue the Decision Notification Form (DNF) and Form 1, 2 & 3 when decision for building consent.

• Decision choose ‘Granted’ from the list options.

• Does the decision require endorsement make the appropriate selection based on your organisations delegations – Yes is the selection for this example.

• Nominate team leader start typing their name and select match from the listing.

The nominated team member on submission of the decision, will be notified an application requires endorsement and the development application is available from their For your action table. Refer to 12.2.2 Respond to Decision Endorsement for more information.

• Decision Date leave today’s date default, or change as required. • Consent Operative Date leave the default of 12 months from today’s date.

On return to the Decision screen the decision record is created.


12.2.2 Endorse a Consent Decision

As an endorser/nominated team leader you will receive an email notification prompting you to endorse a decision. Locate the development application by searching on the ID provided in the email, or within the For your action tab, then select the development application to open the Development approval.

In the relevant consent, go to Decision and view the assessor’s ‘granted’ or ‘refused’ recommendation.

With determining assessors decision ‘refused’ or ‘granted’, return to the Summary and read through the development details and zoning information before reviewing:

• Documents to view the stamped plans. • Assessment Information for additional development details (building only). • Conditions and Notes added by a referral body/s and/or the assessor.


Return to Decision and respond to the assessor’s decision endorsement request.

Decision Not Endorsed Choose No to endorsing the decision, including a reason for not endorsing and Submit returning the development application to the assessor for further assessment.

Decision Endorsed Choose Yes endorsing the decision and Submit to issue the Decision Notification Form (DNF) and Form 1, 2 & 3 when decision for building consent. Information! When the relevant authority for building consent is the same authority who granted planning consent, a DNF is not generated on granting building consent this will occur on granting the development approval; will not change the generation of the Form 1, 2 & 3 on granting Building consent.


On return to the Decision the endorsement response is recorded.

When prompted on screen ‘Post is the preferred method’ go to Documents and print the Decision Notification Form (DNF) and/or Form 1, 2 and 3 for posting to the relevant parties, for example applicant, respondent (public notification).