Decision stage needs
This index links to the current set of decision-stage needs so contributors can see the rationale behind the specification and spot gaps or overlaps.
Each need captures who the need serves, what they want to achieve, and why it matters for planning outcomes and downstream services.
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Identify data entities consistently across systems
As a software supplier or data user, I need to reliably identify and match records across systems, even when labels or descriptions differ
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Make entities identifiable in plain language
As a service builder, I need entities to be identifiable in plain language so that services can present information clearly, support user journeys, and avoid confusion caused by technical references alone.
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Represent spatial representations consistently
As a planning system user or service builder, I need spatial representations to be captured consistently so that services can map applications, run spatial checks, and link them to other geospatial data without manual interpretation.
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Capture what happened and when in a process
As a user of a process, I need a clear record of what key events occurred and the date each happened so that I can understand progress, identify delays and hold the process accountable.
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Link related applications
As a planner, I need to link related applications (e.g. outline, reserved matters, amendments) together so that context is not lost across the different stages of a development
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Record conditions in a structured way
As a local authority, I need to record conditions in a structured way so that they can be managed, tracked, and discharged consistently
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Monitor conditions volume and type
As MHCLG, I need to monitor the number and type of conditions being applied so that we can see if they are increasing and assess the impact on the delivery of development in the UK
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Know which organisation requested a condition
As a developer, I need clarity on which organisation requested a condition so that I can resolve issues with the right party.
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Keep decision notices and conditions clear
As a local authority officer, I need decision notices and conditions to be published clearly and consistently so that applicants, consultees, and the public can more easily understand them.
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Reflect policy changes in data capture
As a planner, I need changes in policy and regulation to be reflected in how planning information is captured and used so that I am not forced to rely on workarounds for years.
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Submit geospatial data in usable formats
As a planner, I need geospatial data (e.g. red line boundary, trees, community spaces) to be submitted in usable formats so that I don’t have to manually recreate it.
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Know granted or refused outcomes
As a policy maker, I need to know what has been granted or refused so that I can build an accurate national picture of development activity, understand delivery pipelines, and assess whether policy is working.
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Record decision date
As a planning stakeholder, I need to know the exact date of the planning decision so that I can track the timeline of the application, understand processing times, and ensure compliance with statutory decision-making periods.
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Know if a decision has a section 106 agreement
As a planning stakeholder, I need to know whether a planning decision includes a section 106 agreement so that I can understand what extra legal commitments, contributions, or requirements are tied to the development.
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Record application received date
As a planning authority, I need to record the date an application was received because this is a statutory requirement and is necessary to demonstrate compliance with procedural duties
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Track invalid applications
As a policy maker, I need visibility of how many applications are deemed invalid so that I can understand where applicants struggle and improve guidance.
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Identify special application categories
As a planner, I need to know whether an application is EIA development, public service infrastructure, or BNG exempt so that I can apply the correct statutory deadlines and requirements.
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Identify PSI applications
As a planner in a mayoral area, I need to identify PSI applications so that I can apply the correct referral and call-in rules.
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Know which applications are withdrawn
As a planning manager, I need to know which applications are withdrawn so that I can report accurately on determination rates and workload.
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Indicate standard vs unique conditions
As a planning officer or authority user, I need to indicate whether conditions are standard or unique so that reusable templates and bespoke drafting can be distinguished.
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See officer recommendation to committee
As a policy maker in MHCLG, I need to know what recommendation the planning officer made to the committee so that I can understand how professional judgment aligns with final decisions and identify where political or procedural factors may be influencing outcomes.
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Access development description without opening documents
As a policy maker and data user, I need to know the description of development without having to open the application form / decision notice so that I can understand, search, and analyse decisions efficiently at scale.
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Include authority identity on decision notice
As a planning authority, I need our identity to be included on the decision notice so that the notice is authoritative, traceable, and valid for legal and administrative purposes across all downstream processes.
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Publish decision notice
As a planning authority, I need to make the decision notice publicly accessible so that I meet my statutory duty to issue a formal written decision that others can rely on.
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Understand decision volumes and outcomes
As a planner or analyst, I need to understand the volume and outcomes of planning application decisions so that I can assess development trends, monitor the delivery pipeline, and identify where policy or resourcing changes may be required.
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Understand approved or refused outcome
As a member of the public, I need to know what has been approved or refused so that I can clearly understand what is planned for my area and why that outcome was reached.
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Know the decision and next steps
As a developer or agent, I need to know the decision on my application so that I can understand what has been granted or refused and what actions are now required
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Link decision to application
As a planner, analyst or developer, I need to know which application a decision relates to so that I can understand clearly what development has been approved or refused
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Identify who made the decision
As a planner, I need to know who made the decision (officer, committee, SoS, Mayor, or PINS) so that I can understand the governance route and explain the reasoning and accountability behind the outcome.
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See reasons for each condition
As an applicant / developer, I need to see the reasons behind each planning condition so that I can understand why it was imposed and how it relates to policy or the proposal.
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Link conditions to the decision
As a planner, analyst, or system integrator, I need to know which decision a condition belongs to so that I can trace conditions back to the exact permission and avoid confusion or mis-assignment.
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Identify responsible authority for conditions
As a planning authority officer, I need to know which authority is responsible for each condition so that the right team can enforce, monitor, or discharge it without ambiguity.
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See who requested each condition
As an applicant or agent, I need visibility of who requested each condition so that I know which team or specialist to contact if I need advice or want to negotiate amendments.
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Know when each condition must be complied with
As an applicant, developer, or agent, I need to know exactly when each condition must be complied with (e.g. before commencement, prior to occupation, before above-ground works, or ongoing) so that I can plan works appropriately and avoid unintentionally breaching a condition or triggering enforcement action.
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Distinguish conditions on a decision
As a applicant / agent / developer, I need to be able to clearly distinguish each condition from others on the same decision so that I can manage, monitor, update and discharge them
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Understand condition requirements
As anyone with an interest in a planning permission — whether a developer, citizen, or planning officer — I need to clearly understand what each condition requires so that I can act on it, check compliance, and know what obligations apply to the development.
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Know when a condition was discharged
As a planning officer or enforcement officer, I need to know when a condition was discharged so that I can confirm compliance at the right point in the development and take action if necessary.
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Trace how a condition was discharged
As a planning officer or data user, I need to know which application or process was used to discharge a condition so that I can trace the decision history, understand the reasoning, and maintain an accurate audit trail
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See if and when conditions are discharged
As an applicant or developer, I need to be able to see whether and when each condition has been discharged so that I can plan works correctly, avoid delays, and ensure the development remains lawful.
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Understand condition compliance status
As a member of the public or interested party, I need to understand the compliance status of conditions so that I can see how a development is being managed and whether commitments are being met.
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Include site plan on decision notice
As a user of the planning system, I need a site plan included on the decision notice for certain application types so that I can clearly understand the exact land, boundaries, and areas to which the permission or refusal applies.
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Record decision and decision notice
As a planning authority, I need to clearly record the issue of the decision notice so that I can show we are meeting our legal obligations
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Identify if section 106 is required
As a planning officer, I need to know whether an application requires a section 106 agreement so that I can anticipate workload and track obligations.
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Record application submission details
As a user of the planning system, I need a clear record of submitted planning applications so that I can understand what has been applied for and track it through the planning process.
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Know the land or buildings a proposal relates to
As a user of the planning system, I need to know which land or buildings a proposal relates to so that I can understand where development is proposed and how it relates to its surroundings.
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Make conditions identifiable and reusable
As a planning authority, I need planning conditions to be identifiable as distinct, reusable requirements so that decision-making is consistent and does not rely on recreating conditions from scratch each time.
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Trace conditions back to decisions
As a user of the planning system, I need to trace conditions back to the decisions they were imposed under so that the decision record reflects all legal requirements in force.
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Track superseded conditions
As a planner, I need to know when one condition replaces another so that I can understand which requirements are currently in force and avoid enforcing outdated or superseded conditions.
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Know when an application is withdrawn
As a user of the planning system, I need to know when an application has been withdrawn so that I can understand how and why its progress has ended.
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Clarify removed permitted development rights
As a planning officer, I need clarity about which permitted development rights no longer apply so that I do not leave uncertainty about what future development is allowed.
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Know removed permitted development rights
As an interested party (such as a developer or property owner), I need to know which permitted development rights have been removed so that I understand what future changes will require planning permission.
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Match site location on decision notice
As a planning authority, I need the site location shown on the decision notice to match the site location of the application so that the legal scope of the permission is clear and cannot be disputed.
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Monitor committee resolutions and delays
As a policy maker or oversight body, I need visibility of committee resolutions so that I can see how long applications take to move from committee decision to formal determination and where delays occur.
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Record committee resolution subject to section 106
As a planning authority, I need to know when a committee has resolved to grant permission subject to a section 106 agreement so that the application status accurately reflects that legal work is still outstanding.
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Record section 106 agreements across developments
As a planning authority or policy maker, I need a clear record of section 106 agreements across developments so that I can understand how often they are used, what types of obligations are being secured, and how effectively planning is delivering mitigation and community benefits over time.
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Track key planning application events over time
As a user of the planning system, I need a clear, dated record of each key event in an application’s journey so that I can understand how and when decisions were reached, identify delays or blockers, and hold the process accountable.
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Know when an application was submitted
As a user of the planning system, I need to know when an application was submitted so that I can understand when the clock started and assess timeliness.
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Know when an application was received
As a user of the planning system, I need to know when an application was received by the authority so that I can confirm it entered the system and track processing start.
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Know if an application was found invalid
As a user of the planning system, I need to know if and when an application was deemed invalid so that I can understand delays and what halted progression.
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Know when an application was found valid
As a user of the planning system, I need to know when an application was validated so that I can see when formal assessment began and how long validation took.
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Know when additional information was requested
As a user of the planning system, I need to know when further information was requested so that I can see what triggered delays and what is outstanding.
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Know when additional information was received
As a user of the planning system, I need to know when the requested information was supplied so that I can judge whether the application can progress.
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Know when consultation starts
As a user of the planning system, I need to know when public or consultee consultation began so that I can assess openness and statutory timing.
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Know when consultation ends
As a user of the planning system, I need to know when consultation closed so that I can understand deadlines and whether responses were in time.
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Know when consultees were contacted
As a user of the planning system, I need to know when consultees were contacted so that I can confirm engagement took place and align it with consultation timelines.
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Know when the Mayor called in an application
As a user of the planning system, I need to know when the Mayor called in an application so that I can understand the change in decision route and timetable.
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Know when a Mayoral hearing is scheduled
As a user of the planning system, I need to know when a Mayoral hearing is scheduled so that I can plan participation and track key milestones.
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Know when an application is going to committee
As a user of the planning system, I need to know when an application is going to committee so that I can follow decision-making and prepare representations.
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Know when an application is withdrawn
As a user of the planning system, I need to know if and when an application was withdrawn so that I can stop expecting a decision and understand outcomes.
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Know when an extension of time was agreed
As a user of the planning system, I need to know when an extension of time was agreed so that I can assess revised deadlines and accountability for delays.
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Access all documents in a planning application
As a user of the planning system, I need access to all documents that form a complete planning application so that I can fully understand the proposal, its impacts, and the evidence submitted.
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Monitor application volumes and types
As a planning authority manager or service lead I need to monitor the volume and types of applications coming in and being handled so that I can understand workload levels, plan staff resources, manage case distribution, and maintain service performance.
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Track formal enforcement action
As a planning enforcement policy lead, I need to understand where formal enforcement action is being taken so that I can assess patterns of non-compliance and ensure enforcement powers are being used proportionately and effectively.
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Track injunction outcomes
As a planning policy officer, I need to understand when injunctions are sought and whether they are granted or refused so that I can identify cases where breaches require severe legal intervention, understand the scale of complex or high-risk enforcement situations, and ensure that planning controls are being upheld where harm would otherwise continue.
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Track application decisions over time
As a planning manager or analyst I need to track how many applications are being decided, whether they are granted or refused, within a given time period so that I can understand workload levels, throughput, and the general success rate of applications.
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Monitor major development outcomes
As a strategic planner or analyst (in a local authority or central government) I need to understand the volume and outcomes of major development applications, particularly for housing so that I can monitor development scale and direction, assess planned housing sufficiency, and identify needs for support, intervention, or plan changes.
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Monitor major employment development outcomes
As a strategic planner or economic development analyst, I need to understand the volume and outcomes of major employment-related development applications (offices, R&D, light industry) so that I can monitor changes in local employment space, understand economic growth patterns, and ensure the area has suitable land and floorspace to support business and jobs.
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Monitor traveller caravan pitch outcomes
As a housing and community planning lead, I need to understand the volume and outcomes of applications for traveller caravan pitches so that I can assess whether accommodation needs of Gypsy, Roma and Traveller communities are being met in line with statutory duties and local plans.
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Track public service infrastructure decisions
As a strategic planner, place-shaping lead, or central government analyst I need to understand the volume and outcomes of major public service infrastructure applications so that I can track how essential services capacity is changing, identify where new provision is being supported or constrained, and plan for population needs across health, education, justice, and community services.
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Understand change of use outcomes
As a development management planner or place-shaping officer, I need to understand where changes of use are being permitted or refused so that I can monitor how neighbourhoods, centres, and employment areas are evolving over time.
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Track householder proposals and decisions
As a development management planner, I need to understand householder proposals and decisions so that I can manage local casework and understand incremental change to neighbourhood character.
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Track advertisement application decisions
As a planner responsible for the public realm, I need to track decisions on advertisement applications so that I can manage visual amenity and the character of streets and centres.
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Understand listed building alteration decisions
As a conservation or heritage officer, I need to understand decisions on alterations to listed buildings so that I can maintain the significance and integrity of heritage assets while enabling their continued use.
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Identify proposed demolition of listed buildings
As a conservation or heritage decision-maker, I need visibility of proposed demolition of listed buildings so that I can prevent loss of heritage significance except in exceptional and justified cases.
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Track demolition decisions in conservation areas
As a conservation area planner, I need to understand decisions on demolition within conservation areas so that I can manage change that affects the character and appearance of historic places.
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Track progress from permission in principle
As a strategic planner or housing delivery analyst, I need to understand when development sites move from early-stage permission in principle to detailed implementable consent so that I can assess how much planned development is progressing toward being deliverable and identify where the pipeline may be stalled or need support.
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Understand determination times
As a planning service manager, I need to understand how long applications are taking to determine so that I can ensure we meet statutory requirements and maintain service performance.
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Monitor use of PPAs, EOTs, and EIA timetable
As a central government analyst or planning system steward I need to monitor the volume of applications using PPAs, Extensions of Time, or the EIA timetable so that I can understand where additional negotiation, complexity or risk is concentrated in the system and assess whether guidance or support may be required.
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