Joint Local Plan Digital Tool

The basis of funding secured from DLUHC is to procure software to modernize and create efficiency savings in site assessment processes within plan making. These processes involve compiling large databases of land information within a given authority, testing against potential constraints, and considering sustainability objectives (e.g., improving transport, boosting housing, supporting infrastructure viability, and enhancing nature improvement). Manual work is time-consuming and increasingly impractical in the current economic climate. Therefore, JLP authorities aim to adopt new ways of working to provide service resilience and enable proactive engagement with the development industry and local communities.

Existing GIS platforms have functionalities that could support these processes but are only usable by a few advanced users within each council. This limits their integration into the everyday workflow of planning officers. The funding aims to secure and trial a solution with existing or new suppliers to streamline the process for officers, making site assessment more agile and consistent in anticipation of planning reform and accelerated plan making timetables.

4 Year contract with two one year extension for a GIS Platform

Requirements for a Site Assessment Solution for Planning Teams Using GIS Platforms

4 Year contract with two one year extension for a GIS Platform

Requirements for a Site Assessment Solution for Planning Teams Using GIS Platforms

User Interface and Experience (UI/UX)

A user-friendly interface is crucial for planning teams with varying levels of technical expertise. The design should be intuitive, allowing easy navigation and use without extensive training. To accommodate field planners, the solution must have a responsive layout optimized for smartphones and tablets, ensuring seamless usability across different devices. Offline capability is essential, enabling full functionality without an internet connection and syncing data once connectivity is restored. Additionally, the platform should offer easy access to predesigned form templates, with tools for editing and customizing these templates as needed.

GIS Integration

Seamless integration with leading GIS platforms, such as ArcGIS, QGIS, and CadCorp, is necessary to leverage existing datasets and tools effectively. The solution should allow users to toggle various GIS layers, like zoning maps, topography, and land use, to facilitate comprehensive site analysis. Real-time data access is essential, ensuring that users can view and analyze the most current information available. Interoperability with popular mapping services like Google Maps and OpenStreetMap is also important for smooth operation. Detailed setup documentation should be provided to address any compatibility issues and ensure users can configure the system correctly.

Data Collection and Input

The solution must support the input of diverse site data formats, including shapefiles, GeoJson, CSV, text, photos, videos, and audio notes. Automatic geotagging of collected data ensures precise location tracking. Customizable forms are needed to suit various types of site assessments, such as environmental impact and zoning compliance. Changes to site assessment data should be accurately captured and documented, providing accountability by tracing modifications to specific users. The ability to flag individual site profiles and allow external reviews is crucial to prevent duplication and maintain version control. The platform should also support the upload of geospatial data from 'call for sites' exercises, and external parties should be able to enter and digitize site details directly. Templates for importing and exporting common data sets and batch processing features are necessary for streamlined operations. Finally, the system must validate imported data for accuracy, offering feedback and handling errors effectively.

Navigation and Mapping

GPS functionality is required for precise location tracking and navigation to specific sites. Interactive maps with features like pinch-to-zoom, pan, and rotate enhance usability. Routing capabilities are essential to guide users efficiently to site locations. The solution should allow the overlay of various types of site assessment data onto map layers, enabling users to visualize information in context. Customization options for the appearance of overlaid data, as well as the ability to interact with data directly on maps, are important for detailed analysis. Users should also be able to export and share visualized data layers and maps for collaboration and reporting purposes.

Collaboration and Communication

Real-time collaboration features enable team members to share data and insights instantly, fostering better teamwork. The platform should allow users to add comments, photos, and annotations to maps and data entries, facilitating detailed discussions. Real-time notifications keep team members updated on changes and important information, ensuring prompt communication. Comprehensive activity logs that record user activities, including login/logout times and data modifications, are essential for maintaining transparency and accountability.

Reporting and Analysis

Automated report generation based on collected data streamlines the reporting process, providing detailed site assessment reports. Tools for data visualization, such as charts and graphs, aid in analysis and decision-making. The solution should support exporting data and reports in various formats, including PDF, CSV, shapefiles, and GeoJson. Advanced assessment tools are needed to utilize planning data for site suitability analysis. The ability to save multiple iterations of development scenarios enables comparative analysis and informed decision-making.

Security and Compliance

Data security is paramount. The solution must ensure data encryption both in transit and at rest to protect sensitive information. Robust user authentication methods, such as two-factor authentication, are necessary to control access. Compliance with relevant data protection regulations and industry standards is essential. Adherence to accessibility standards like WCAG ensures that the solution is usable by all individuals, including those with disabilities.

Customization and Scalability

The solution should offer customizable features to tailor it to the specific needs of different planning teams. Scalability is important to handle increasing numbers of users and larger datasets effectively. A form builder supporting multipage forms with conditional logic is needed for organizing complex assessments. Distinct environments for testing, training, and live operations ensure smooth transitions and effective user training. Data synchronization between mobile devices and central databases is crucial for maintaining data consistency.

Support and Training

Comprehensive user support, including tutorials, documentation, and customer service, is essential for effective use of the solution. Training programs help users maximize the benefits of the platform. Onboarding assistance, such as guided tours for new users, facilitates a smooth introduction to the system. Dedicated account managers provide ongoing support and assistance with integration and customization. Regular updates ensure the long-term relevance and utility of the software. A robust ticketing system for user progress and reporting helps manage support requests efficiently.

Performance and Reliability

High performance is critical, ensuring that the solution remains responsive even with large datasets and complex operations. Reliability, with high availability and consistent performance, minimizes downtime and ensures continuous, dependable use.

Meeting these requirements will empower planning teams to conduct thorough, efficient, and accurate site assessments using GIS platforms.