© 2012 State of Victoria, Department of Planning and Community Development
PPARS_Data_Request_User_Guide.doc PAGE i
Planning Permit Activity Reporting Data Request Guide
Version 1.0
19 April 2012
© 2012 State of Victoria, Department of Planning and Community Development
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© 2012 State of Victoria, Department of Planning and Community Development
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Contents
Introduction 1
1. Making a Data Request 2
1.1 Understanding the Data Set 2
1.2 Understanding Privacy Limitations 2
1.3 Completing the Data Request Form 2
2. The PPARS Data Set 3
2.1 Data Fields and Groupings 3
2.2 Data value types 4
2.3 Mandatory data elements 4
3. Data Elements (Application Details) 5
3.1 Victorian Planning Scheme code 5
3.2 Application identifier 6
3.3 Application type 6
3.4 Property location 6
3.5 Fees 6
3.6 Pre-application meeting 7
3.7 Estimated cost of works 7
3.8 Proposed Use or Development 7
3.9 Applicant Name and Address 7
4. Data Elements (Processing Details) 8
4.1 Date application received 8
4.2 Estimated assessment effort 8
4.3 Further information requested 8
4.4 Public notice 8
4.5 Referral issued 8
4.6 Objections 9
4.7 Statutory time frame 9
4.8 Cultural Heritage Management Plan 9
4.9 Cultural Heritage Management Plan Date Provided 9
5. Data Elements (Application Categories) 10
5.1 Application categories 10
5.2 Current land use 10
5.3 Proposed land use 11
5.4 Number of New Dwellings (Yield) 12
6. Data Elements (Application Outcome) 13
6.1 Responsible Authority outcome 13
6.2 Date of Responsible Authority outcome 13
6.3 VCAT reference number 13
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6.4 VCAT Lodgement Date 14
6.5 VCAT outcome 14
6.6 VCAT outcome date 14
7. Data Elements Summary 15
8. Data Interpretation and Limitations 16
8.1 Version implementation 16
8.2 Privacy considerations 16
8.3 Responsible Authority vs Planning Scheme 16
8.4 New Applications vs Amended Permits 17
8.5 Property Locator Availability 17
8.6 Limitations on Proposed Use or Development 17
8.7 Multiple Application Categories 17
8.8 Application Categories vs Land Use Categories 18
Appendix A Glossary of terms 19
Appendix B Request Form 22
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Introduction
This document has been created by the Department of Planning and Community Development
(DPCD) as a guide to assist in obtaining and interpreting data from the Department’s online
Planning Permit Activity Reporting System (PPARS).
In July 2007, PPARS began regular monthly collection of planning permit data from all 80
Responsible Authorities across Victoria (including the Minister for Planning) into a central
standardised database. This database is a rich source of information which provides
information to Government, industry and the public on the level of activity in the planning
system in Victoria. Data includes times to process permits, fees, investment in development,
housing, and other important information about planning activity across the state.
The data can be integrated with other government datasets such as the State Government’s
Vicmap Property data for spatial analysis, along with planning scheme zoning and overlays,
council GIS systems, satellite imagery, ABS census data etc.
The following includes guidelines on how to make a detailed request from the PPARS team,
how to interpret the data, and limitations and restrictions that may be applied to the data.
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1. Making a Data Request
Requests for planning permit data can come from federal, state and local government
departments as well as industry bodies, professionals, research organisations and individuals.
It is important that requestors understand and apply the request process as well as the
limitations that may cover certain aspects. These reflect statutory and privacy compliance and
practical considerations associated with the data.
Having a clear understanding of how the data will be used helps the PPARS team to best
determine how to extract the data from the system, and assists to remove potential
superfluous and/or irrelevant data that may skew any potential analysis that may take place.
To this end, it is important that requestors make themselves familiar with the data set
available.
1.1 Understanding the Data Set
Section 2 of this document details the differing data elements that PPARS collects from the 80
Responsible Authorities pertaining to individual applications. This covers 28 data elements,
some with their own sub-set of elements.
While the best efforts have been made to truly standardise the data across the state, each of
the 80 responsible authorities derive the data from their own requirements and systems, each
with their own unique interpretations, settings and configurations.
1.2 Understanding Privacy Limitations
The data contained within PPARS is subject to Privacy legislation. Certain data may not be
available for some requests or may only be available in an aggregated form.
The data also remains the property of the Responsible Authority that submitted it. It is subject
to all established associated principles and guidelines. It may be necessary for the PPARS
team to obtain permission from relevant Responsible Authorities before data is supplied. This
may also mean certain types of detailed data may be unavailable for some data requests.
1.3 Completing the Data Request Form
A request should be made by completing the PPAR Data Request Form (Appendix B) and
sending it to the PPARS Administrator.
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2. The PPARS Data Set
The following section details the specifics of each data field collected by PPARS, from their
groupings, the type of data in each field, and when each particular field becomes mandatory in
an application’s lifecycle.
2.1 Data Fields and Groupings
PPARS collects a total of 28 primary data fields, some of them containing additional sub-
elements. These fields have been grouped together based on the purpose of the particular
data fields in the application process.
Application Details
This is information that relates to the application and is generally sourced from the application
form. More details concerning these fields can be found in section 3.
� Victorian Planning Scheme code
� Application identifier
� Application type
� Property location
� Street address and/or
� Crown description and/or
� Lot on Plan and/or
� Property Persistent Feature Identifier (PFI) and/or
� Council Property Number (CPN)
� Applicant details
� Applicant name
� Applicant address
� Fees
� Pre-application meeting
� Estimated cost of works
� Proposed use or development
Processing details
This is information that relates to the management and processing of the application within the
Responsible Authority. More details concerning these fields can be found in section 4.
� Date application received
� Estimated assessment effort
� Further information requested
� Public notice
� Referral issued
� Objections
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� Statutory time frame
� Cultural heritage management plan
� Cultural Heritage management plan date
Application categories
This is information that relates to the reason for application and the use of the land that is the
subject of the application. More details concerning these fields can be found in section 5.
� Application categories (23)
� Current land use (17)
� Proposed land use (17)
� Number of new dwellings (yield)
Application outcomes
This is information that relates to the decision made by the Responsible Authority and, if
applicable, VCAT. More details concerning these fields can be found in section 6.
� Responsible Authority outcome
� Date of Responsible Authority outcome
� VCAT reference number
� VCAT lodgement date
� VCAT outcome
� VCAT outcome date
2.2 Data value types
The data in each element is collected using one of five data value types:
Integer A series of digits. No spaces, periods or other characters.
Character A series of digits and letters and printable special characters.
Dollar A positive integer representing whole dollars.
List of Integers A comma separated list of positive integers representing one or more values.
Date A valid date expressed as YYYY-MM-DD. (10 characters in ISO8601-2003 format )
2.3 Mandatory data elements
As the data on applications is collected monthly, data in some elements for each application
may not be initially available. Each data element has been tagged with one of the following,
detailing when it must be submitted, and subsequently available to be searched on, in PPARS.
Mandatory This data element is required from the application’s commencement
Mandatory upon outcome This data element must be provided when the applications outcome is determined
Mandatory (VCAT) This data element is required if the application has been appealed at VCAT
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3. Data Elements (Application Details)
3.1 Victorian Planning Scheme code
Each Victorian municipality has its own planning scheme, each with its own unique identifier.
There is also a planning scheme for each of the other defined areas (Alpine Resorts, French
Island and Sandstone Island, and the Port of Melbourne) for which the Minister for Planning is
the Responsible Authority.
alpi Alpine mann Manningham
alpr Alpine Resorts mans Mansfield
arat Ararat mari Maribyrnong
ball Ballarat maro Maroondah
bany Banyule melb Melbourne
basc Bass Coast melt Melton
bawb Baw Baw mild Mildura
bays Bayside mith Mitchell
bena Benalla moir Moira
boro Boroondara mona Monash
brim Brimbank moon Moonee Valley
blok Buloke moor Moorabool
camp Campaspe more Moreland
card Cardinia morn Mornington Peninsula
case Casey malx Mount Alexander
cgol Central Goldfields moyn Moyne
cola Colac-Otway muri Murrindindi
cora Corangamite nill Nillumbik
dare Darebin ngra Northern Grampians
egip East Gippsland pmel Port of Melbourne (placeholder)
fran Frankston port Port Phillip
fisi French Island and Sandstone Island pyrn Pyrenees
gann Gannawarra quen Queenscliffe
glen Glen Eira sgip South Gippsland
gelg Glenelg sgra Southern Grampians
gpla Golden Plains ston Stonnington
gben Greater Bendigo strb Strathbogie
gdan Greater Dandenong surf Surf Coast
ggee Greater Geelong swan Swan Hill
gshe Greater Shepparton towg Towong
hepb Hepburn wang Wangaratta
hind Hindmarsh warr Warrnambool
hbay Hobsons Bay well Wellington
hors Horsham wwim West Wimmera
hume Hume whse Whitehorse
indi Indigo wsea Whittlesea
king Kingston wdon Wodonga
knox Knox wynd Wyndham
latr Latrobe yara Yarra
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lodd Loddon yran Yarra Ranges
macr Macedon Ranges yari Yarriambiack
3.2 Application identifier
The unique identifier assigned by and used within a Responsible Authority to identify an
application for a planning permit is also used in PPARS. These differ between municipalities,
depending on naming conventions, vendor systems and other council specific considerations.
This data field remains consistent in all reporting to PPARS, as it is through the application
identifier that an application is tracked from month to month.
In most instances, if the application results in a permit being issued, the application identifier
used becomes the permit number, although this is not standard across all municipalities.
3.3 Application type
This signifies whether the permit application is one of three types of application under the
Planning and Environment Act 1987:
� New application: Responsible Authority has defined the application to be a new
application. If there is an amendment to the application, this field doesn’t change,
however other details in the application may change.
� Amended permit: Responsible Authority has defined the application to be an amended
application under section 72 of the Planning and Environment Act 1987.
� Combined application: Responsible Authority has defined the application to be a
combined planning scheme amendment and planning permit application under section
96A of the Planning and Environment Act 1987.
3.4 Property location
This is the primary location of the land subject to the application for a planning permit. There
are five different formats this data can be submitted in:
� Street address, comprised of three elements (Street number, name and type,
(‘address’), Suburb/Town, Post Code)
� Property Persistent Feature Identifier (PFI)
� Crown Description (Allotment, Block, Section, and Parish/Township)
� Council Property Number (CPN)
� Lot on Plan
The street address is the most common locator provided.
3.5 Fees
This is the statutory amount charged by the Responsible Authority for the processing of an
application for a planning permit (does not include advertising and other non-statutory or
administrative fees). It is supplied as a single whole dollar value.
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3.6 Pre-application meeting
This is a simple ‘Yes/No’ response as to whether there was a pre-application meeting for the
application prior to it being lodged.
3.7 Estimated cost of works
This is the value that the applicant enters onto the Application for Planning Permit form as the
amount that will be spent to undertake works directly associated with subject of the planning
permit, expressed as a whole dollar value.
Only works associated with the subject of the planning permit are included, works being
undertaken as part of the same project but unrelated to the planning permit are not. This field
can include "0" where there is no economic value attributable (e.g. works undertaken by the
applicant that will not have an economic cost).
Estimated cost of works for amended permit applications under section 72 are entered as the
difference between the original permit and the cost relating to the amendment, but only if there
is an increase to the value.
3.8 Proposed Use or Development
This is a textual description of the use, development or other matter for which the permit is
required. This field is free text, and the vocabulary is not constrained in any way. The usage of
this field varies widely between Responsible Authorities and even between otherwise
apparently similar applications within a Responsible Authority.
As a result, the use of this field as a selection criterion for any analysis must be undertaken
with considerable care.
3.9 Applicant Name and Address
This is the primary applicant name, organisation and address details for the application for a
planning permit. Due to privacy considerations, this data is not released (see section 8.2 for
further information).
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4. Data Elements (Processing Details)
4.1 Date application received
This is the date an application for a planning permit is formally received by a Responsible
Authority. It is defined as the date that the application form is date stamped as received by the
Responsible Authority. This date may be different to the date that the application data is
entered into a planning system, which is not collected in PPARS.
It is this date PPARS uses as the start date to calculate gross processing days of applications.
4.2 Estimated assessment effort
The estimated assessment effort is the initial assessment by a planning officer as to the
number of working days expected to be required to process the application. There are three
differing values for this field:
� Simple- estimated as less than one day (8 hours work) required for a single person to
process the application
� Average- estimated as between 2 to 5 days (9 to 40 hours work) required for a single
person to process the application
� Complex- estimated as more than 5 days (more than 40 hours work) required for a
single person to process the application
This is calculated as the total working time for all of the staff at the Responsible Authority, and
is cumulative, for example, one day could be defined as a person spending eight hours or two
people spending four hours each working on the application.
This does not include time waiting for responses to queries or internal referrals.
4.3 Further information requested
This is a simple ‘Yes/No’ response to whether or not further information was requested from
the applicant to clarify or expand on information provided on the original application form.
4.4 Public notice
This is a simple ‘Yes/No’ response to whether or not the Responsible Authority notified (or
required the applicant to notify) other parties, such as owners of adjacent land, stakeholders or
the general public, of the application for a planning permit, whether through addressed letters,
signage or advertising.
4.5 Referral issued
This is a simple ‘Yes/No’ response to whether or not the application was referred (under
section 55 of Planning and Environment Act) to one or more external agencies, such as water
authorities or VicRoads
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4.6 Objections
This is the number of written submissions received by the Responsible Authority regarding the
planning permit, more often than not public objections.
4.7 Statutory time frame
This is a simple ‘Yes/No’ response to whether or not the Responsible Authority believes the
decision on the application occurred within the specified statutory timeframe required (60
days).
4.8 Cultural Heritage Management Plan
This is a simple ‘Yes/No’ response to whether or not the applicant was required to seek a
Cultural Heritage Management Plan (CHMP).
Note that this field is only available in Version 2 of PPARS, and is dependant upon the date
this was implemented at any particular Responsible Authority (see Section 8.1 for more
information).
4.9 Cultural Heritage Management Plan Date Provided
If a CHMP was requested, this is the date it was provided to the Responsible Authority.
Note that this field is only available in Version 2 of PPARS, and is dependant upon the date
this was implemented at any particular Responsible Authority (see Section 8.1 for more
information).
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5. Data Elements (Application Categories)
5.1 Application categories
These are the categories that indicate the intent of the permit application.
0 Not yet determined (not valid for a completed application)
1 Change or extension of use
2 Alterations to a building structure or dwelling
3 Extension to an existing dwelling or structure associated with a dwelling
4 Extension to existing building or structure (other than dwelling)
5 One or more new buildings
6 One new dwelling
7 More than one new dwelling (2-10)
8 More than 10 new dwellings
9 Other buildings and works (including septic tanks, dams, earthworks)
10 Demolition
11 Native vegetation removal
12 Other vegetation removal
13 Consolidation
14 Subdivision land (1 to 9 lots)
15 Subdivision land (10 or more lots)
16 Subdivision buildings
17 Subdivision - Change to easement and/or restrictions
18 Subdivision - Removal of covenant
24 Subdivision – Realignment of boundary
19 Liquor License
20 Waiving of parking requirement
21 Signage
22 Telecommunications Facility
23 Other
More than one category can be selected for an application. Categories 6, 7 & 8 and 13, 14, 15
& 16 are mutually exclusive. More information regarding these application categories is
available in the Glossary of Terms (Appendix A).
Note that selection ‘24- Subdivision Realignment of Boundary’ is only available in Version 2 of
PPARS, and is dependant upon the date this was implemented at any particular Responsible
Authority (see Section 8.1 for more information).
5.2 Current land use
This is the current activity being undertaken on the land that is the subject of the application.
Each application can only have one selected.
As with ‘Proposed Land Use’ (5.3), these values have been created to more accurately reflect
the land uses described in clause 75 of the Victorian Planning Provisions.
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Note that selections 11 through to 17 (inclusive) are only available in Version 2 of PPARS, and
is dependant upon the date this was implemented at any particular Responsible Authority (see
Section 8.1 for more information).
0 Not yet determined (not valid for a completed application)
1 Agriculture
2 Food and drink premises
3 Industry and warehouse
4 Leisure & recreation
5 Office
6 Place of assembly
7 Residential / Accommodation
8 Retail Premises
9 Vacant
10 Other land use
11 Child Care
12 Education Centre
13 Mineral Extraction
14 Pleasure Boat Facility
15 Transport Terminal
16 Utility Installation
17 Mixed Use
5.3 Proposed land use
This is the purpose for which the land will be used primarily should a permit be granted. Each
application can only have one value selected.
As with ‘Current Land Use’ (5.2), these values have been created to more accurately reflect
the land uses described in clause 75 of the Victorian Planning Provisions.
Note that selections 11 through to 17 (inclusive) are only available in Version 2 of PPARS, and
is dependant upon the date this was implemented at any particular Responsible Authority (see
Section 8.1 for more information).
0 Not yet determined (not valid for a completed application)
1 Agriculture
2 Food and drink premises
3 Industry and warehouse
4 Leisure & recreation
5 Office
6 Place of assembly
7 Residential / Accommodation
8 Retail Premises
9 Vacant
10 Other land use
11 Child Care
12 Education Centre
13 Mineral Extraction
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14 Pleasure Boat Facility
15 Transport Terminal
16 Utility Installation
17 Mixed Use
5.4 Number of New Dwellings (Yield)
This is the number of new dwellings (yield) that would be created as a result of a planning
permit. For example, if an application is to demolish an existing dwelling and construct three
new ones, the yield is ‘2’. Inversely, if the application is to demolish two dwellings and
construct one, the yield is ‘-1’
This is only completed if one of the ‘dwelling’ application categories (5.1) ‘One new dwelling’,
‘More than one new dwelling (2-10)’ or ‘More than 10 new dwellings’ has been selected.
In the case of a change to this figure in an amended permit application, this figure should be
the difference between the originally quoted number of new dwellings and the new number.
Note that this field is only available in Version 2 of PPARS, and is dependant upon the date
this was implemented at any particular Responsible Authority (see Section 8.1 for more
information).
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6. Data Elements (Application Outcome)
6.1 Responsible Authority outcome
This is the decision of the Responsible Authority on an application for a planning permit and
whether this outcome was from Responsible Authority, or Responsible Authority officers by
instrument of delegation pursuant to Section 98 of the Local Government Act 1989. It also
includes other actions that lead to the completion of processing of an application such as
withdrawal by the applicant or lapsing.
This field is the fulcrum upon which a lot of the other date fields in PPARS hinges on; it effects
when other fields must be populated and with what.
0 In progress
1 Permit issued by a delegate of the Responsible Authority
2 Permit issued by the Responsible Authority
3 Notice of Decision issued by a delegate of the Responsible Authority
4 Notice of Decision issued by the Responsible Authority
5 Refusal issued by a delegate of the Responsible Authority
6 Refusal issued by the Responsible Authority
7 No permit required
8 Withdrawn
9 Lapsed
An application called-in by the Minister is shown as ‘Withdrawn’ (8) by Council.
A ‘Cancelled’ Application is classed as ‘No Permit Required’ (7).
A ‘Failure to Decide/Determine’ outcome remains ‘In progress’ (0). The application is then
decided by VCAT. Once a decision has been made, this field is then altered to reflect the
direction of VCAT.
A 'Prohibited Use' outcome is ‘No Permit Required’ (7).
6.2 Date of Responsible Authority outcome
This is the date the outcome in ‘Responsible Authority Outcome (6.1)’ was made.
It is the date that PPARS uses as the end date to calculate gross processing days of
applications.
6.3 VCAT reference number
This is the unique identifier assigned by VCAT to an application in an appeal against a
planning permit decision or processing period. This is the number supplied by VCAT to the
Responsible Authority on the notice of appeal.
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This field may carry more than one VCAT reference number if the application/permit has more
than one appeal lodged against it.
6.4 VCAT Lodgement Date
This is the date that the latest appeal lodged at VCAT against an application/permit was
received.
While the VCAT reference number (6.3) field can hold more than one VCAN appeal identifier,
PPARS only collects the data on the most recent one.
6.5 VCAT outcome
This is the decision of VCAT to an appeal against an outcome or processing time of an
application for a planning permit.
While the VCAT reference number (6.3) field can hold more than one VCAN appeal identifier,
PPARS only collects the data on the most recent one.
0 No appeal
1 In progress
2 Permit granted
3 Permit refused
4 Appeal withdrawn
The VCAT outcome “permit granted” includes all results where a planning permit is issued no
matter whether any amendment is made to the detail of the original application.
The selection of the “In progress” field indicates that an appeal to VCAT has been made but
no decision has been made.
Other VCAT outcomes such as "No Permit Required" are entered under “Appeal Withdrawn
(4)”.
6.6 VCAT outcome date
This is the date that the outcome of a VCAT appeal process is advised to the applicant by the
Responsible Authority.
While the VCAT reference number (6.3) field can hold more than one VCAN appeal identifier,
PPARS only collects the data on the most recent one.
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7. Data Elements Summary The following is a general summary as to when certain data fields become available in PPARS
for an application.
Data Field Data Type Mandatory PPARS Version available
Victorian Planning Scheme Code
Character At lodgement Version 1 (7.6)
Application Identifier Character At lodgement Version 1 (7.6)
Application Type Integer At lodgement Version 1 (7.6)
Property Location Character At lodgement Version 1 (7.6)
Fees Dollar At lodgement Version 1 (7.6)
Pre-application Meeting Integer At lodgement Version 1 (7.6)
Estimated cost of works Dollar At lodgement Version 1 (7.6)
Proposed Use or Development Character At lodgement Version 1 (7.6)
Applicant name and address Character At lodgement Version 2 (7.7)
Date application received Date At lodgement Version 1 (7.6)
Estimated assessment effort Integer Upon decision Version 1 (7.6)
Further information required Integer Upon decision Version 1 (7.6)
Public notice Integer Upon decision Version 1 (7.6)
Referral issued Integer Upon decision Version 1 (7.6)
Objections Integer Upon decision Version 1 (7.6)
Statutory time frame Integer Upon decision Version 1 (7.6)
Cultural Heritage Management Plan
Integer Upon decision Version 2 (7.7)
Cultural Heritage Management Plan date provided
Date Upon decision of permit issued and if CHMP is ‘Yes’
Version 2 (7.7)
Application categories List of Integers Upon decision Version 1 (7.6), though some selections only available in Version 2 (7.7)
Current land use Integer Upon decision Version 1 (7.6), though some selections only available in Version 2 (7.7)
Proposed land use Integer Upon decision Version 1 (7.6), though some selections only available in Version 2 (7.7)
Number of new dwellings (yield)
Integer Upon decision and only if categories 6, 7 or 8 are selected
Version 2 (7.7)
Responsible Authority outcome Integer Upon decision Version 1 (7.6)
Responsible Authority outcome date
Date Upon decision Version 1 (7.6)
VCAT reference number Character Only if appeal lodged at VCAT Version 1 (7.6)
VCAT lodgement date Date Only if appeal lodged at VCAT Version 2 (7.7)
VCAT outcome Integer Only if appeal lodged at VCAT, and decision is made
Version 1 (7.6)
VCAT outcome date Date Only if appeal lodged at VCAT, and decision is made
Version 1 (7.6)
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8. Data Interpretation and Limitations With a large number of data fields and complex configurations of data responses, there are a
comparative number of limitations upon the data, and potential mistakes made when
requesting or interpreting supplied data. This Section endeavours to mitigate these situations.
As with anything related to making or interpreting data requests, PPARS staff are prepared to
assist with any queries.
8.1 Version implementation
Since its launch in May 2007, there have been two versions of the data collected by PPARS;
Version 1 (referred to as Schema 7.6) and Version 2 (Schema 7.7). Version 2 became
available for use in June 2009, and Responsible Authorities were able to commence updated
submissions from that date.
Due to the requirement of updating various vendor systems used by the Responsible
Authorities, the rollover of Responsible Authorities to submitting the updated dataset has been
a staggered process, and as such certain data fields and/or selections in data fields may only
be available for particular Responsible Authorities from a certain (but differing) date.
8.2 Privacy and other considerations
It is by the discretion of the PPARS Manager to evaluate whether a data request may
compromise the privacy or other concerns of a Responsible Authority or any individual
associated with planning permit activity data.
As such, some data fields or detailed data sets, in particular applicant details, are not available
for general release.
The data from PPARS remains the property of the Responsible Authority that submitted it.
8.3 Responsible Authority vs Planning Scheme
Number of Responsible Authorities: 80
Number of Planning Schemes: 82
Any data request made, or any interpretation of data extracted must make the differentiation
between ‘Responsible Authority’ and ‘Planning Scheme’ to which any application is in.
While the overwhelming majority of Responsible Authorities (ie Councils) can only receive and
decide upon applications that relate to a single Planning Scheme, a single Responsible
Authority (the Minister) may also receive and make decisions upon applications in ALL
Planning Schemes.
It is important to understand what the specifics of a data request are to accurately interpret
which of these should be used to sort and/or extract the data. If the intent of analysis relates to
the administration of applications, timing of decisions or the like, extracting applications based
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on the Responsible Authority more often be used. If the analysis relates more to geographical
locations, particular catchments areas, or effects of Planning Scheme Amendments, searching
and extracting be Planning Scheme is the more prudent.
8.4 New Applications vs Amended Permits
Making the differentiation between these two field entries when extracting any data is
important when analysis is to focus on the number of decisions or the number of permits
issued in a particular area.
When counting decisions or times to decision, it is important to include amended permits as
these are valid applications that have a direct effect on workload and resource management
for a Responsible Authority. Their inclusion in counts of geographic data should be assessed
closely based on the analysis being undertaken; the number of permits issued in a particular
area may be overstated unintentionally if these are included.
8.5 Property Locator Availability
Dependant upon the particular municipalities included in the data request, some property
locator data may not be submitted, and is particularly subject to the period of time being
requested. Street address as the preferred locator followed the move to Version 2 submission
in 2009 (see section 8.1), but still remains non-compulsory from necessity (not all properties
(particularly newly subdivided) have been allocated street addresses, and not all applicants
provide adequate/correct street addresses, particularly in older and rural areas).
This is particularly relevant if there is to be any geocoding or filtering by zones/overlays
required by the data request.
8.6 Limitations on Proposed Use or Development
As a free text field, the data available here is by keyword search, and is heavily dependant
upon definitions, and correct entry into systems, by the Responsible Authority(s).
It is highly recommended that any data request that is to rely on a search by keyword offer
alternative and/or alternate versions of any search parameter in order to accurately collect any
application data that may apply.
8.7 Multiple Application Categories
More than one application category may be recorded against an application, and as such an
application included in an individual count of applications for one category may be included in
a separate ‘unrelated’ count of another category.
All care is taken to avoid double-counting of applications in data requests, but data from
separate data requests should not be analysed comparatively without considering the multiple
category nature of each extract.
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8.8 Application Categories vs Land Use Categories
This is a simple but important differentiation between these two data fields.
The application category field is data that relates to the intended development and/or activity
that is to take place on the land specified, and can most easily be identified as the ‘trigger’ for
the application process.
The land use fields (both current and proposed) is data that relates to the general use of the
land (as per clauses 74 and 75 of the Victorian Planning Provisions) prior to (and then post)
the development and/or activity described in the application category field and the proposed
use or development field.
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Appendix A Glossary of terms
Application categories
Change or extension of use: An application which proposes a change to the use of the land
eg office to retail, industrial to warehouse, residential to restaurant or an application which
proposes an intensification or increases in the way land is used eg expanding an office,
increasing retail floor space.
Alterations to existing building or structure: An application proposing generally minor
physical alterations to an existing building, other than an extension, for example, new painting,
new fence, new windows.
Extension to existing dwelling or structure associated with a dwelling: An application to
extend or increase the physical size of an existing dwelling or to construct or extend a building
associated with an existing dwelling including a garage, carport, tennis court, swimming pool,
pergola.
Extension to existing building or structure (other than dwelling): An application to extend
a building or structure such as a shop, office, warehouse, factory.
One new building: An application which involves the construction of a new building, such as a
new office, factory or shop.
One new dwelling: An application which involves the construction of one new dwelling.
More than one new dwelling (2-10): An application that involves the construction of more
than one new dwelling but less than ten new dwellings.
More than 10 new dwellings: An application that involves the construction of more than ten
new dwellings.
Other buildings and works: An application that involves any other buildings and works such
as road works, bus shelters, landscaping and including dams, septic tanks.
Demolition: An application that involves demolition of a building or structure.
Native vegetation removal: An application to remove, lop or destroy native vegetation
including trees, shrubs, herbs and grasses".
Other vegetation removal: An application involving the removal of vegetation, other than
native vegetation.
Consolidation: An application that involves the consolidation of one or more existing lots.
Subdivision land (2 –9 Lots): An application that proposes the subdivision of land into two
and up to nine lots.
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Subdivision land (10 or more Lots): An application that proposes the subdivision of land into
ten or more lots.
Subdivision buildings: An application that involves the subdivision of an existing building.
Subdivision - Change to easement: An application that involves a change t an existing
easement that applies to the land.
Subdivision - Removal of covenant: An application that proposes the removal of an existing
covenant that applies to the land.
Subdivision – Realignment of Boundary: An application that proposes to change or re-align
the property boundary through subdivision or consolidation of land.
Liquor License: An application that proposes a new liquor license or change in the terms of
an existing liquor license.
Waiving of parking requirement: An application which requires consent for a waiver or
reduction in car parking requirements.
Signage: An application to build a new or alter an existing sign.
Other: Any other application.
Outcome type
Permit issued by a delegate of the Responsible Authority: Any permit issued by a
Responsible Authority in accordance with Section 63 of the Planning and Environment Act
1987, by instrument of delegation pursuant to Section 98 of the Local Government Act 1989.
Permit issued by the Responsible Authority: Any permit issued by a Responsible Authority
under Section 63 of the Planning and Environment Act 1987.
Notice of Decision issued by a delegate of the Responsible Authority: Any notice of
decision to grant a permit issued by a Responsible Authority in accordance with Section 64 of
the Planning and Environment Act 1987, by instrument of delegation pursuant to Section 98 of
the Local Government Act 1989.
Notice of Decision issued by the Responsible Authority: Any notice of decision to grant a
permit issued by a Responsible Authority under Section 64 of the Planning and Environment
Act 1987.
Refusal issued by a delegate of the Responsible Authority: Any refusal of permit issued by
a Responsible Authority in accordance with Section 65 of the Planning and Environment Act
1987, by instrument of delegation pursuant to Section 98 of the Local Government Act 1989.
Refusal issued by the Responsible Authority: Any refusal of permit issued by a
Responsible Authority under Section 65 of the Planning and Environment Act 1987.
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No permit required: The Responsible Authority registers the application but on further
analysis by the Responsible Authority planner it is determined that no permit is required for
that use or purpose.
Withdrawn: The applicant decides not to proceed with the application and advises the
Responsible Authority in writing of that decision.
Lapsed: From Planning and Environment (General Amendment) Act 2004, Act No. 81/2004
1) An application for a permit lapses if the information required under section 54(1) within
the prescribed time under that section (or that requirement as changed by the Tribunal
under section 78(b)) is not given by the final lapse date for the application.
2) The final lapse date for an application is the last of the following to occur:
a) the lapse date specified in the notice under section 54(1A);
b) the new lapse date set out in a notice under section 54A, if applicable;
c) if the applicant has made an application to the Tribunal under section 78(b) in
respect of the requirement for more information and the Tribunal has confirmed or
changed the requirement, the new lapse date determined by the Tribunal under
section 85(3);
d) if the applicant has made an application to the Tribunal under section 81(2) in
respect of the refusal or failure of the Responsible Authority to extend the time to
give the information and the Tribunal extends the time, the day after the end of the
extended time;
e) if the applicant has made an application to the Tribunal under section 81(2) in
respect of the refusal or failure of the Responsible Authority to extend the time to
give the information and the Tribunal refuses to extend the time, the day that is 14
days after the day on which the Tribunal makes its determination.".
In progress: Any application where a Responsible Authority is still considering the issuing of a
permit.
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Appendix B Request Form
The following form should be used when requesting data from PPARS. It may be either be
filled out in this original PDF document, or printed and completed by hand. The preferred
return method is via email to [email protected].
Planning Permit Activity Reporting Data Request Form
Terms and Conditions of Use
Unless otherwise arranged, a minimum of three days is required to extract and prepare a data request. Please take this into consideration when making detailed requests.
All data remains the property of the Responsible Authority that provided it and therefore it may be necessary for the PPARS team to obtain permission from relevant Responsible Authorities before data is supplied. This may also mean certain types of detailed data may be unavailable for some data requests.
Permission must be sought from the PPARS Manager prior to the production of any publication relating to or derived from the data provided.
Requested on (date):
Required by (date):
Name:
Department/Council:
Group/Business Unit:
Address:
Contact number:
Email address:
Topic/Keyword Search:(eg Aged Care)
How will the data be used?:
What is required?:(check all that apply)
Date Period:(check one only)
Application specifics:(check one only)
Request ID (DPCD use only)I hereby acknowledge I have read and understood the above terms and conditions of use.
When completed, please email this form to [email protected].
Data Request Basics
A count and/or statistical breakdown of applications that fit the specifications detailed.A detailed list of applications that fit the specifications detailed.Map(s) and/or spatial data of applications that fit the specifications detailed.
Calender year:Financial year:Other period (please specify):
1 January, 20 to 31 December, 201 July, 20 to 30 June, 20
Only applications received in the period specified above.Only applications decided in the period specified above.*Both applications received and decided within the period specified above.**If decided applications are required, please specify all required outcomes:
Permit/NOD issuedPermit refusedNo Permit required
Application withdrawnApplication lapsed
to/ / / /
DPCD use only
Date completed: Notes:
Data Request Specifics
Applications: By Planning Scheme By Responsible Authority
Relevant Schemes/Responsible Authorities:(check one only)
All State All Metropolitan All Regional/RuralOther (please specify):
Specify data fields required:(check all that apply)
Please refer to the attached ‘Return Data Sheet’ for more information.
Victorian Planning Scheme CodeApplication IdentifierApplication TypeProperty LocationFeesPre-application meeting (Y/N)Estimated cost of works
Application categories (see below)Current land use (see below)
Cultural Heritage Management Plan Date*Number of new dwellings (Yield)*
Statutory timeframe (Y/N)Cultural Heritage Management Plan (Y/N)*
Proposed land use (see below)Proposed use of developmentDate application receivedEstimated Assessment EffortFurther Information Requested (Y/N)Public Notice (Y/N)Referral issued (Y/N)Objections
Responsible Authority outcomeDate of Responsible Authority outcomeVCAT reference number*VCAT lodgement date*VCAT outcome*Date of VCAT outcome**May not be available for all municipalities
Specify application categories required:(check all that apply)
Please refer to the attached ‘Return Data Sheet’ for more information.
Change or extension of useAlterations to a building, structure or dwellingExtension to an existing dwelling or structure associated with a dwellingExtension to an existing building or structure (other than dwelling)One or more new buildingsOne new dwellingMore than one new dwelling (2-10)
Subdivision - realignment of boundary*Liquor license
Subdivision - change to easement and/or restrictionsSubdivision - removal of covenant
Subdivision of land (10 or more lots)Subdivision buildings
Waiving of parking requirementMore than 10 new dwellingsOther buildings and works (including septic tanks, dams, earthworks)DemolitionNative vegetation removalOther vegetation removal
ConsolidationSubdivision of land (1-9 lots)
SignageTelecommunications facilityOther*May not be available for all municipalities
Specify current land use categories required:(check all that apply)
Please refer to the attached ‘Return Data Sheet’ for more information.
AgricultureFood and drink premisesIndustry and warehouseLeisure and recreationOfficePlace of assemblyResidential / accomodation
Pleasure boat facility*Transport terminal*
Educational centre*Mineral extraction*
Other land useChild care*
Utility installation*Retail premisesVacant
Mixed use*
Specify proposed land use categories required:(check all that apply)
Please refer to the attached ‘Return Data Sheet’ for more information.
AgricultureFood and drink premisesIndustry and warehouseLeisure and recreationOfficePlace of assemblyResidential / accomodation
Pleasure boat facility*Transport terminal*
Educational centre*Mineral extraction*
Other land useChild care*
Utility installation*Retail premisesVacant
Mixed use*
*May not be available for all municipalities
*May not be available for all municipalities
Planning Permit Activity in Victoria Data Request Guide
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Document history and status
Rev Date issued Reviewed by Revision Type
0.1 4 April 2011 Lukas Xuereb Document created by LX01
0.2 28 July 2011 Lukas Xuereb Styles updated by LX01
0.3 17 April 2012 Susan Brown Document Review and minor updates, clarification
1.0 19 April 2012 Lukas Xuereb Review complete. Document published
Printed: 19 April 2012
Last saved: 18 April 2012 04:40 PM
File name: PPARS_Data_Request_User_Guide.doc
Copyright: © 2012 State of Victoria, Department of Planning and Community Development