APAS Back Office Planning System Fee 2025-26

OPDC is the statutory local planning authority for its administrative area and is responsible for validating, publicising, consulting on, assessing and determining planning applications in accordance with the requirements of relevant legislation, principally the Town and Country Planning Act 1990, and the procedures set out in the Town and Country Planning (Development Management Procedure) (England) Order 2015. These include specific requirements in relation to maintaining a public register of planning applications, publicising applications for planning permission and undertaking consultation.

All local planning authorities use specialist software to manage the process of receiving, validating, consulting, reporting and determining planning applications and other development management functions including requests for preapplication advice, appeals, Environmental Impact Assessment (EIA) screening
and scoping requests and enforcement cases.

Since its inception in 2015, the OPDC has used ‘APAS’ software, initially supplied by Swift DataPro who were subsequently acquired by Agile Applications. There remains an ongoing business need for the software, which is required in order to fulfil OPDC’s statutory functions as the local planning authority. A change in provider – which would involve a significant amount of officer time, require a substantial amount of documents and data to be migrated from the current system to the new one, and would likely incur substantial set-up costs – is not justified at the present time and would not be prudent from a value for money or business continuity perspective.

The proposal represents the continuation of the existing arrangement with Agile Applications to provide and maintain APAS Planning SaaS in 2025/26. This product supports all planning application-related functions of a local planning authority, including importing planning applications from the Planning Portal (via the 1APP connector), managing the process of receiving, validating, consulting, reporting and determining planning applications, and facilitating public web access to planning applications and the statutory register. The fee for 2025/26 includes the provision, support and maintenance of the system including access to the Agile Applications helpdesk.

Back-office planning systems are highly bespoke document management systems with a public-facing element that allows external stakeholders and members of the public to view and comment on planning applications. There are very few providers of this service and OPDC does not have the technical expertise to develop or host its own system.

The proposal will ensure that OPDC is able to continue to fulfil its statutory functions as a local planning authority insofar as they relate to the handling of planning applications.

There are two key objectives:

• To ensure continued access to APAS for managing the process of receiving, validating, consulting, reporting on and determining planning applications and other development management functions including requests for pre-application advice, appeals, EIA screening and scoping requests and enforcement cases; and
• To ensure continued access to the planning register by external stakeholders and members of the public.

The expected outcomes are:

• To ensure efficient handling of planning applications and all related documentation in line with statutory requirements; and
• To facilitate effective public engagement and participation in the planning process in accordance with OPDC’s Statement of Community Involvement.

This proposal supports OPDC’s values by enabling Collaboration through the provision of public access to planning information through the planning register and creating opportunities for partners, stakeholders and communities to engage in the planning process.

The proposal links to OPDC’s pillars by creating a platform for the Community to comment on planning applications and influence the future of the area, contributing to the creation of a place that reflects local needs and aspirations.

This decision also supports access to information, inclusion and transparency, by enabling members of the public to engage in the planning process and gain access to planning documents and decisions.

The project represents the continuation of an existing arrangement for the provision of the back-office planning system. OPDC Head of Planning – Development Management is the Senior Responsible Officer with responsibility for managing the relationship with the supplier and ensuring provision of the services. The Planning Support Officer is the Project Lead with responsibility for maintaining regular contact with the supplier and escalating any issues to the Head of Planning – Development Management.

Risk, Issues and Opportunities

There is limited risk attached to the project, as OPDC is already using the APAS software successfully. The software is essential to OPDC’s ability to fulfil its statutory function as the local planning authority and without it there is a risk of:

• reputational damage for the Mayor and the OPDC, both at Government level, among key stakeholders and the wider public;
• practical difficulties for members of the public and interested parties accessing information; and
• challenges against planning decisions, with associated costs.

The extent to which the APAS software continues to meet the Planning service’s needs will be kept under review. In the event that service standards are not maintained by the supplier, or the Planning service’s needs are no

OPDC must have ‘due regard’ to the need to eliminate unlawful discrimination, harassment and victimisation as well as to the need to advance equality of opportunity and foster good relations between people who share a protected
characteristic and those who do not.

Providing public access to planning applications creates opportunities for members of the public, including those with protected characteristics, to engage in the planning process and comment on issues affecting them. The proposal therefore supports OPDC’s vision to create an inclusive, accessible and diverse district by creating a platform for individuals to influence the future of the area, regardless of background, race, age, gender identity, gender expression, sexual orientation or ability.

Social Value and Environment

Sustainability – the proposal will support the efficient running of the Development Management team including the monitoring and discharge of conditions relating to the sustainability aspects of new development.

Inclusive Growth – the proposal will support the monitoring and discharge of Section 106 obligations relating to Local Labour, Skills and Employment strategies .and management plans.

Community Engagement – the proposal will contribute to the ability of local communities to participate in the planning process.

Design Quality – the proposal will support the monitoring and discharge of conditions relating to the detailed design of new development, ensuring the highest standards of design and place-making.

There are no other considerations that need to be considered in the taking of this decision.

No one involved in the preparation or clearance of this form, or its substantive proposal, has any conflict of interest.

There is sufficient budget for this renewal under Planning DM WBS PA.0300.002. This is a continuation from 24/25 and it has been included in the Planning forecast.

N/A.

Appendix 1: Renewal Quote - Agile Planning SaaS Annual Support and Maintenance

None.