1.0 METHOD
1.1 Defining 'Planning Websites'
1.1.1 This survey has been carried out by PPA on behalf of the Scottish Executive. For the purpose of this study, the term 'planning websites' has been defined as the provision of general and area-specific planning information and services by an authority via their local government website. The scope of the survey criteria includes the development control process, development plans and policy at district and structure plan level but does not include the enforcement process.
1.2 The Area Surveyed
1.2.1 The planning websites of 34 Scottish local and National Park authorities and 2 structure plan teams have been surveyed:
Local Authorities
- Aberdeen City
- Aberdeenshire
- Angus
- Argyll & Bute
- Cairngorms National Park
- City of Edinburgh
- City of Glasgow
- Clackmannanshire
- Dumfries & Galloway
- Dundee City
- East Ayrshire
- East Dunbartonshire
- East Lothian
- East Renfrewshire
- Falkirk
- Fife
- Highland
- Inverclyde
- Loch Lomond & Trossachs National Park
- Midlothian
- Moray
- North Ayrshire
- North Lanarkshire
- Orkney
- Perth & Kinross
- Renfrewshire
- Scottish Borders
- Shetland
- South Ayrshire
- South Lanarkshire
- Stirling
- West Dunbartonshire
- West Lothian
- Western Isles (Eilean Siar)
Structure Plan Websites:
- Ayrshire Joint Structure Plan & Transportation Committee
- Glasgow & Clyde Valley Structure Plan Joint Committee.
1.3 The Criteria
1.3.1 The Pendleton Criteria were originally applied to local authorities in England and Wales as part of the PPA National Planning Website Review 2003. The criteria were designed to measure the availability of online planning information and services on local authority websites. The criteria were subsequently adopted by the Office of the Deputy Prime Minister as one of the tools to assist in the measurement of local authority progress in the delivery of e-planning and e-governance in England and Wales. For this survey the original 21 Pendleton Criteria have been applied to Scottish planning authority websites and a modified version of the criteria have been applied to two dedicated Joint Structure Plan Team websites. The Criteria have been modified in consultation with the Scottish Executive to reflect the roles and responsibilities of the Scottish planning bodies and the Scottish planning & appeal process.
1.3.2 A point is awarded for each criterion that is met by a local planning authority or planning body. Additional information was recorded for interest purposes but points were not awarded for this information. For example, the format of the application registers, whether there were links from the planning homepage to the committee pages.
1.4 Assessment, Presentation and Ranking
1.4.1 The assessment was aimed at the needs of both regular and one-off users of Council planning services. The criteria were designed to reflect the services most frequently utilised from downloading advice, guidance and forms, to submitting applications and looking up local plan policy. A qualitative assessment has been made based on whether the service homepages were accessible and presented in a comprehensive format, whether the scope of the online information and services available met the users' requirements and would reduce the user's need to make telephone enquires or visit Council offices.
1.4.2 For this survey testing of the on-line services was from the point of view of the web-user. For this study we worked with the following scenarios:
- Citizens wanting to find out about planning applications in their area and comment on an application online
- Agent/Applicant wishing to make and monitor applications
- Citizens/Agent wishing to find out the planning history for a property
- A homeowner investigating if changes to their house would require permission
- Citizens wishing to know more about the planning process
- Citizens checking if they want to attend the next committee meeting
- Citizens/Agents checking for any land designations on a specific site
1.4.3 Points were only awarded where the services or level of information required to meet the criterion was available online and functioning at the time of testing and the information provided was up-to-date and considered accessible to the user. For a service to be classified as 'accessible' it must be made clear to the user on the planning web pages which services are available and how to access them.
1.4.4 The survey data is presented in spreadsheet format. The spreadsheets list each Local Authority and National Park Authority (presented together) and Joint Structure Plan website surveyed, the criteria met by the individual authorities and their overall score. The score given to each local authority is based on the number of criteria met, out of a total of 21 or 11 in the case of the Structure Plan Teams. The 34 local authorities and National Park authorities have been ranked based on this score.
1.5 External Websites
1.5.1 Links to external planning websites that offer functions like planning advice and guidance on behalf of the local authority have been included in the scoring for that authority only where there is a named service direct link from the Council website to the external site. A logo alone is not sufficient; it must be accompanied by a brief explanation of the services available on the external website.
1.6 The Data Collection and Validation Process
1.6.1 Each website was tested on a minimum of two separate occasions by different researchers to ensure the accuracy of the results. The survey checks were carried out from the 31 st December 2005 over a period of two weeks ('the survey period'). The results were correct at the time of testing during the survey period.
1.6.2 Websites with links or services that did not function or were out of date were repeat-tested by a different researcher over the course of the survey period. Those that remain inoperative during the survey period were not awarded the relevant point(s) and were marked as 'not working' on the results spreadsheet.
1.6.3 There were 6 identifiable stages to the data collection and validation process:
Stage 1: Preliminary Data Collection
The research team conducted an initial web-based survey of all Scottish Local and National Park Authority websites, and two Joint Structure Plan Teams. Each planning website was assessed by logging onto the individual local authority websites, navigating to the planning and related web pages and assessing the availability and quality of the online information provided against the relevant Pendleton Criteria. This is data was subject to rechecks. Where any information was out of date, no longer available or the service did not function, the researcher made a note of the issue for information purposes.
Stage 2: Second Data Collection
The research team conducted a repeat survey of the planning websites. Each planning website was re-evaluated by logging back into the individual local authority websites, navigating to the planning and related web pages and re-assessing the availability and quality of the online information provided against the relevant Pendleton Criteria.
Stage 3: Comparison between Stage 1 and 2 Data
The Stage 1 and Stage 2 data was compared for accuracy. Any anomalies in the results ( e.g. where a Councils score had reduced between the first and second check) were rechecked, unless it was clear from the survey records why the point was not awarded e.g. the service was no longer up to date or had been removed.
Stage 4: Publication of the Interim Results
On behalf of The Scottish Executive, PPA published the interim survey results on the PPA website ( www.pendleton-assoc.com) from the 16 th January to the 27 th January 2006. These results were subject to change. Local authorities were contacted directly by email requesting that they review their Council's results on the website and validate their results with PPA. Where responses where not received during the first week of validation, email reminders were issued.
Stage 5: Web-Based Verification of Scores
PPA requested that all local authorities verify their interim score online on the PPA website from the 16 th January 2006. The Validation Period closed at 5pm on the 27 th January 2006 and no further validation forms were accepted after this time. The validation process was carried out online on the PPA website and via email. The validation was a two-stage process:
1) The council completed a validation form online on the PPA website:
- If the council agreed with PPA's assessment of their website and interim score, councils could submit their formal agreement using a check-box form. This recorded the name of the authority, the contact name and email for the local authority and recorded that they had formally agreed their score was correct at the time of testing. The score was then validated accordingly.
- If the councils wished to have their score reassessed by PPA, they were invited to complete the online Validation Query Form. This recorded the name of the local authority, the contact name and email for the local authority and which of the criteria the council requested to be reassessed, whether they considered the point(s) should be awarded or removed. Space was provided for any additional information the council wished to supply.
2) On receiving a Validation Query Form from a council requesting additional/removal of points, PPA:
- Checked the survey records for any specified reasons why the point was not awarded ( e.g. links not working, information out of date).
- If no clear reason is given, PPA rechecked the council website for the criteria. This check was carried out following the same procedure as the original survey checks.
- Where additional points were awarded during the validation period, PPA usually requested formal written (email) confirmation from the council that the services were available and functioning at the time of the survey. Where the Council did not provide written confirmation, the point(s) was not awarded and the score was validated with the council accordingly.
- Where a point(s) was removed, PPA would acknowledge the reasons for the removal and validate the council's new score accordingly.
- Where PPA did not award the point during the validation process, PPA emailed the council detailing the reason and validated their score accordingly.
Stage 6: Publication of Final Results
The validated scores for each council were published on the PPA website on the 15 th February 2006. A break down of results and final score for each local authority was presented in spreadsheet format to accompany this report.
1.4 Accuracy and Fairness
1.4.1 PPA has taken all steps possible to ensure that the data collected at the time of the survey accurately and fairly reflects the information and services that were available on individual council websites at the time of the survey. To ensure the accuracy and fairness of the survey, PPA had the following mechanisms in place:
1) During the survey period PPA carry out a minimum of two checks per website over the survey period and the first and second stage website checks were carried out by different researchers using different computers. This enables PPA to minimise human and technical error and gave local authorities a reasonable period of time to fix any technical problems affecting their services and update any out of date information.
2) Where Council websites were found not to be working, PPA carries out additional reviews of the site at the time of the survey.
3) The validation period is designed to enable local authorities to verify that the survey results and score is correct or incorrect. Every local authority was invited to confirm whether their results were correct, whether they felt they were not awarded points for services that were available and functioning at the time of the survey, or that they were awarded criteria that they did not feel they met.
4) During the validation process, PPA revisited the websites of local authorities that queried their score, enabling us to carry out a quick review of the sites to ensure that points were awarded correctly. Additional website checks were also carried out on a random sample of local authorities that agreed their score with PPA. PPA received validation responses from half the Scottish authorities.
5) If a council is awarded a point during the validation process, PPA usually requested formal written (email) confirmation from the local authorities that the service was available from the 31st December 2005 and was functioning at the time of testing. In cases where it was not clear that the services were online at the time of the survey, PPA requested that the local authority provide evidence. PPA has retained a record of all confirmations from local authorities on behalf of The Scottish Executive. Where a local authority does not/will not provide confirmation, the point was not awarded. This mechanism places the onus on the local authority take responsibility for giving PPA the correct validation information.
1.7 The Report
1.7.1 Section 2 and 3 of this report summarise the findings from the survey, presented as:
FIGURE 1: The Pendleton Criteria
The Scottish Local Authorities and National Park Authorities have been surveyed against the 21 Clarified Pendleton Criteria. Click on 'Figure 2' to go to the criteria for the Joint Structure Plan Teams.
Criterion Number | Criteria Description | Criteria Definition |
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1 | Planning page accessible from council home page | Has a direct link from the home page to the planning page(s) e.g. has a link to 'Planning' or enables the user to directly locate the planning page through a simple one-step A-Z or key word search. |
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2 | Online application register | The user can view an online list of planning applications lodged with the council. As a minimum, all applications validated on or after the 1 st December 2005 should be listed, the information provided should include site address, application number and description of the proposed development.
The online register must be frequently updated, at least weekly, ideally daily, and it should be clear when the information was last updated. |
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3 | Can you view application drawings and attachments? | Enables the user to view and download digital copies of drawings and documents accompanying a planning application. Documents must be available for all applications validated on or after the 1 st December 2005, and in a freely available format.
The information must be frequently updated, at least weekly, ideally daily, and it should be clear when it was last updated. |
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4 | Can you view appeals? | Users can access a record of appeals against the council lodged with the Scottish Executive Inquiry Reporters Unit. As a minimum, information provided should include site address, council application reference number and proposal description. All appeals from 1 st December 2005 should be included.
Where appeal information is located within committee minutes, PPA cannot guarantee that the information will be found. In such cases it should be clearly stated on the planning webpage(s) where appeal information is located and how to access it.
Information must be frequently updated, at least weekly, ideally daily, and it should be clear when the information was last updated. |
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5 | Facility to comment on applications? | Representations about individual applications can be submitted electronically. Does not include forms that have to be printed and posted to the Council. It must be specified on the planning webpage(s) that this facility is available. |
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6 | Facility to monitor applications online | User can track progress of an application from registration to determination. As a minimum, information provided should include: - Date received
- Validation/registration date
- Start and end dates of public consultation period
- Decision date
Stating whether an application is received, pending or decided on its own is not sufficient to be awarded a point. Councils are encouraged to provide users with more than the minimum tracking information.
Information must be frequently updated, at least weekly, ideally daily, and it should be clear when the information was last updated. |
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7 | Online decision registers? | Users can access a record of applications determined by the council. As a minimum, all decisions from 1 st December 2005 should be listed, information provided should include site address, application reference number, description of the development and whether permission was granted or refuse.
Both delegated and non-delegated decisions should be included. Information must be frequently updated; at least weekly, ideally daily, and it should be clear when the information was last updated. |
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8 | Can decision notices be viewed? | Scanned copies of the statutory decision notices issued by the planning authority are available to view in full online. The signature may be removed, but it should be made clear that the information within the online version is as equally binding as the original and explained why the authority has removed the signature.
All decision notices from 1 st December 2005 should be included. Information must be frequently updated; at least weekly, ideally daily, and it should be clear when the information was last updated. |
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9 | Are the conditions/reasons for refusal listed? | The user can view conditions attached to a planning permission or reasons for refusal for each application in full for delegated and non-delegated decisions as part of the decision register. All decisions from 1 st December 2005 should be included.
Information must be frequently updated, at least weekly, ideally daily, and it should be clear when the information was last updated. If the authorities meet criteria 8 they will also fulfil criteria 9. |
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10 | Can Officer's Reports be viewed? | The user can view electronic versions of officer's reports for committee-determined applications. Reports must be provided in full. All reports from 1 st December 2005 should be available online.
Information must be regularly updated, and it should be clear when the information will become available ( e.g. following publication of the committee agenda) and when it was last updated. |
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11 | Can Committee meeting schedule/agenda be viewed? | The user can view an online calendar or schedule for forthcoming planning committee meetings. This must enable the user to look up, at a minimum, the date of the next meeting. |
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12 | Can records of committee meetings be viewed? | Online minutes from previous planning committee meetings must be available on the web site, and should appear no later than a week after the meeting approving them. |
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13 | Is there online planning help text? | Users can view web-based planning guidance to answer basic planning enquires. These can include planning FAQ's and leaflets. Links to advice on other planning related websites will meet the criterion where the service description and link is clear and functioning. |
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14 | Online application submission? | Users can complete a planning application form online and submit it electronically, either directly to the council or via a supporting external planning site, where a description and link to the service is clear. |
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15 | Downloadable forms? | Electronic copies of standard planning forms can be downloaded and printed from the Councils website (or via a supporting external planning site where a description and link to the service is clear). |
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16 | Can you pay the application fee online? | The statutory application fee can be paid online, either via the local authority planning pages or via an external site (where a description and link to the service is clear). |
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17 | Can drawings/documents etc associated with the online application be attached to an electronic application? | Applicants can attach electronic documents and drawings when submitting online applications. Guidance on the online process should be given. |
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18 | Is the local development plan text available? | Users can view the local plan text. This must include, as a minimum, either the adopted or draft local plan in full text format. Councils providing only a synopsis of their plan, design briefs, master plans, Reporter's Reports or summary of the development plan review process are not awarded a score for this criterion. |
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19 | Is the proposals map available? | The proposal map accompanying the local plan is available to view online. Can be presented as a single map or in sections but must cover the whole council area.
It may be provided on the council's website or via a supporting external planning site, where a description and link to the service is clear. |
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20 | Is the proposals map linked to policy? | The user can access a list of relevant policies and designations for an individual site by either: clicking on that area on the proposal map, using an address or postcode search, or by clicking on the accompanying key. The map/key must either link to the relevant development plan text or provide a 'pop-up' listing at minimum the relevant policy number and policy text itself (not a summary). |
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21 | Is the proposals map comprehensive and easy to use? | The user is able to identify street names and/or locate an individual site on the map, via a postcode and/or street name search, or by magnifying the map (zoom in/out functionality). Users must be able to adequately locate and determine policy designations for application sites.
Inset maps covering all of the area (or built-up area in the case of remote rural areas e.g. National Parks), that are comprehensive and easy to use, will be awarded a point for the criterion. |
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FIGURE 2: The Pendleton Structure Plan Team Criteria
The Scottish Structure Plan Teams have been surveyed against 11 criteria, which reflect the role and responsibilities of the Structure Plan Teams. Click on 'Figure 1' to go to the criteria for Scottish Local Authorities and National Park Authorities.
Criterion Number | Criteria Description | Criteria Definition |
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1 | Is the Structure Plan text available? | The Approved or Draft Structure Plan is available to view online. Must be provided in full. |
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2 | Is the Structure Plan Key Diagram available to view? | The Key Diagram accompanying the Structure Plan is available online. Can be presented as a single map or in sections but must cover the whole Structure Plan area. |
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3 | Is the Key Diagram linked to policy? | The user can access the relevant policies shown by clicking on that area on the Key Diagram, key or via address, postcode search or by clicking on the key. It is an interactive process. |
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4 | Facility to comment on the Structure Plan process? | Representations about the Structure Plan process and policies can be submitted electronically. Does not include forms that can be filled out online but have to be printed and posted to the authority |
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5 | Facility to monitor stages of the Structure Plan process? | Users can track the progress of the Structure Plan process- information is provided online for each stage e.g. draft copies of the report, reports, consultation papers etc. |
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6 | Copies of the Structure Plan and supporting documents can be ordered online? | The Structure Plan and related documents can be ordered online either by email or by completing an order form |
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7 | Register of Planning Application referred to the Structure Plan Team for Comment? | An online list of planning applications that have been referred from the local authority for comment by the Structure Plan Team, including at a minimum the site address, proposal and date of the application. |
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8 | Can Joint Committee meeting schedules /agendas be viewed? | An online calendar or schedule for forthcoming Joint Committee meeting. Must enable the user to look up the date of the next meeting. |
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9 | Can Minutes of Joint Committee meetings be viewed? | Online minutes from previous meetings, at a minimum the most recent |
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10 | Links to the Local Authority Partners? | The website has working links to the website of each local authority that forms part of the Joint Structure Plan Team |
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11 | Links to other Partners/relevant bodies? | The website has working links to the websites of other partners and relevant bodies e.g. the Scottish Executive, SEPA etc. |
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