Support from the ODP Community
The ODP community, particularly through the community’s Slack workspace, proved valuable for troubleshooting and support. The council faced challenges with an older GIS software, which lacked broad support. Moving to QGIS, a widely used, free open-source alternative, made it easier to find advice and resolve issues. Networking with other authorities allowed Castle Point to quickly learn from others’ solutions and overcome delays caused by internal restructuring.
Cost Savings from Open-Source Solutions
Castle Point expects significant cost savings by switching to QGIS when their current £18,000-a-year system contract ends. This shift not only reduces costs but also supports the council’s goal of making data more accessible, with strong internal backing for the transition.
Insights from ODP’s Digital Planning Maturity Assessment
Initially, Castle Point approached the Digital Planning Maturity Assessment (DPMA) with some hesitation, expecting it to highlight areas needing improvement. However, the process helped the council identify strengths as well as weaknesses, encouraging a focus on digital transformation. Engaging different departments in the DPMA wasn’t without its challenges, but persistence paid off, and working together fostered a collective commitment to improvement.
Overcoming data challenges, especially with Tree Preservation Orders
Managing the Tree Preservation Orders (TPOs) dataset presented a significant challenge due to its mix of incomplete digital records and a vast paper archive. To ensure accurate and comprehensive data, Castle Point hired consultants from Essex County Council to conduct a detailed survey and map the TPOs, making the information more accurate and accessible for the public.
Time estimates and data quality
Initially, Castle Point expected to complete the four datasets within a year, but they soon realised each dataset required unique attention. For example, challenges with TPO data delayed progress, while other datasets moved forward faster than expected. A clear process with their IT team is now in place, which will help expedite future datasets.
Their experience highlights the importance of realistic time estimates and the role of data quality in project timelines.
Advice for other councils completing ODP’s DPMA
Castle Point are one of 43 Local Planning Authorities (LPAs) to join ODP to make digital planning improvements and is among the first to undergo ODP’s DPMA. Their recommendations for LPAs starting the DPMA journey include:
- Assigning a key team member to assess and prepare data requirements, which makes it easier for other staff to contribute, even those with limited technical skills.
- Making use of the ODP Slack workspace, which helped them quickly resolve data formatting issues and gain insights from other councils.
- Assessing your council’s data quality early and planning a flexible timeline, understanding that some datasets will need more time than others.
As a smaller local authority without extra resources, Castle Point’s progress has been a true team effort, showing that even with limited resources, councils can achieve great results.
Looking ahead
With three out of four of their DPMA datasets published, Castle Point has used the same data to update their internal GIS, while directing both staff and the public to the new central portal. This consolidation is expected to save time and reduce errors, particularly with TPO data, by providing up-to-date information that tree surgeons and other stakeholders can easily access.
Additionally, Castle Point is interested in exploring PlanX, a digital planning tool they see as a potential next step. They are also evaluating other tools, such as Back Office Planning System (BOPS), as part of a broader software update across Essex.
Their experience with ODP has also sparked an interest in sharing more datasets to create a comprehensive, publicly accessible data hub.
Final thoughts
Castle Point acknowledges the project’s initial challenges, particularly in adapting to new requirements and detailed data standards. They highlighted that the TPO surveying app developed by Peterborough Council could significantly streamline their work, underscoring the value of shared resources and collaborative tools. By sharing their journey, they hope to help other councils navigate similar processes and benefit from the collective knowledge and tools within the ODP community.