New planning and building control IT system and public portal

• Planning applications
• Planning appeals
• Planning enforcement cases
• Planning general enquiries
• Planning Public Register (Public Access)
• Building Control applications

The existing system is outdated and limited in functionality and does not meet the Council’s IT requirements. The new system will provide a high quality and reliable user experience for the public and officers searching online for application information as well as offering the opportunity to achieve a step change in efficiencies. Some of the specific benefits include:

• Improved compatibility with various devices and formats e.g., PCs, tablets, mobile phone, enabling full on-site information and updates
• Cloud-hosted in accordance with the government’s Cloud First Strategy’, so ability for officers to update cases whilst on site to improve ‘live’ information for the public, reducing the need to contact the call centre or officers
• Ability to set up automatic email notifications for case updates (e.g. when an application has been decided) to reduce the need for ‘chasing’ and manual communication
• Easy to use search functionality including the ability for Councillors and the public to set up email notifications for cases in particular wards , using the ward boundaries
• Improved search functions , making it easier for the public to find information
• Fully functional Electronic Document Management System making better use of ‘meta data’ categories to make it easier for the public to find the documents they are looking for, reducing the need to scroll down long lists
• Improved accessibility in line with the Government Design Principles
• Improved speed and reliability and less ‘down time’ when the public temporarily may have problems accessing cases and files Whilst planning applications can already be submitted into our system digitally via the national Planning Portal, Building Control applications will now also be able to be submitted directly into the system, attaching documents.
• Supporting the public getting the right information first time and interacting digitally
• Better performance management and monitoring using intuitive and advanced reporting
• Automation of processes using workflow functionality which enables a reduction in manual handling and speeds up processing times
• Potential for testing the use of Artificial Intelligence (AI) in the future, for example to undertake the initial checking of planning applications

• Late May – We will update our Planning & Building Control webpages with banners and warnings giving advanced information about the upcoming changes
• Officers will be limiting contact with customers while they prioritise processing applications and put automatic replies on emails to make customers aware.
• Early June – The process of migrating data to the new system will commence, access to the Public Register will be split with new cases viewable on the new Arcus portal and old cases on the existing portal.
• Late June - The new system will undergo final testing
• Mid July – Go Live - The new system will be live via our webpages and the Public Register switched completely to the new system with all cases viewable there.

We are aiming to minimise any disruption to customers and the public whilst the change happens. The public should not notice any major difference, however there will be delays to the validation of planning, building control and other applications during this period and applications and enquiries throughout the team may take longer than usual to deal with whilst we focus on the switchover.

In the background, the data from the old system will be migrated to the new system in the 4 weeks in the run up to Go Live, and during this period we will not have a live case management system to work with, which will cause disruption.

We will only add a limited number of cases into the old system during this period to ensure we meet the relevant statutory deadlines and to reduce the need for manual transfer of information. New cases will be added to the new Arcus system from early June, but with limited functionality which will limit processing during this time.

It should be noted that officers will be extremely busy during this period as we transition from old to new system. This means we will not have the capacity to deal with all the correspondence with customers, the public and Councillors as quickly as normal, so please bear with us during this time - your understanding is appreciated.

We will still prioritise the most urgent planning enforcement cases and respond as normal. Building Control will still carry out site inspections relating to all application types including dangerous structures, but our response times for validations, plan checking and replying to correspondence may be delayed.

There may be some periods of downtime in respect of making comments via our website during the transition period, however we will still be able to accept emailed comments to planning@bromley.gov.uk during this time if you find you are unable to submit comments online.

We will still be able to issue planning decisions during this period but will seek to limit this as much as possible as decisions made will need to be duplicated on the new system. Decisions may be delayed during this time.

Yes, in the same way as at present by emailing planning.investigation@bromley.gov.uk . This will continue to be available as the main way to submit enforcement enquiries.

Building Control will be accepting all applications during this period and will still be carrying out site inspections relating to all application types including dangerous structures, but our response times for validations, plan checking and replying to correspondence may be delayed during this period.

Yes, we will be accepting and processing searches during this time but there may be delays.

Yes, we will be accepting and processing tree applications during this time but there may be delays.

Yes . The new system is an ‘off the shelf’ package from Arcus Global chosen following a competitive procurement process and has already been operating successfully in Haringey, Epping, Ashford and Wiltshire Councils. The solution has been adapted for Bromley and officers have been testing the system.

When we go live on the new system, we acknowledge that there are still likely to be some teething problems and we will aim to ensure these are resolved as quickly as possible and we have a period of enhanced support from Arcus, our provider.

This system is more versatile than our current system and has potential to be developed further following the initial basic launch. Once we are bedded in, we will be looking to adapt and enhance the system further, in order to further automate processes, make communications with our customers/stakeholders easier, quicker and seamless and help officers deal with customer demand.

There will be a new interface for residents viewing and commenting on planning applications. The London Borough of Haringey is live with the same system and a similar set up which can be viewed at https://publicregister.haringey.gov.uk – the overall look and feel is similar to our current public register.

Unfortunately, in a change from our current system, at this point the new system is not able to display details of planning enforcement cases unless a formal notice has been issued. This is something we are discussing with our software provider with a view to potential future improvements but is not a feature currently available.

We would encourage comments from all our stakeholders during this process, in order to help us develop the new system to work in the best way for all of us

Comments or further questions? Please email planning@bromley.gov.uk heading up your email ‘Arcus Query’ and we will get back to you as quickly as we are able.