The digital-first approach
Coventry took a multi-pronged approach to improving its data management, focused on new tools and stronger cross-team collaboration.
- Adopted FME as a core tool for dataset management, following staff training. FME is now used daily to create datasets for the DPIF project, speed up previously manual updates, and generate new datasets to support decision-making.
- Upgraded the Tree Preservation Order (TPO) management system, making it easier to maintain the dataset and monitor the movement of an Order through the stages of the TPO-making process.
- Drafted a new structure for the council's planning webpages, currently under review by departmental staff, aimed at making planning data easier to find.
- Improved quality and accessibility across key planning datasets: Article 4 Directions, Conservation Areas, Listed Buildings and TPOs.
- Strengthened collaboration with the council's Digital and GIS teams to develop data management practices that can be applied consistently across the council.
- Introduced Web Feature Service (WFS) feeds to share planning data internally, including with Land Charges, feeding directly into back-office systems and ensuring all teams work from the same version of a dataset.
Overcoming challenges
Working through the DPIF project, Coventry found that success depended on connecting technical improvements to genuine planning outcomes, and on bringing the right knowledge to the table.
- Ensured planning knowledge sat at the heart of the project, keeping a close eye on how technical and data improvements translate into better outcomes for the planning service.
- Recognised the value of understanding the messiness of real-world planning processes when designing new systems and data structures.
- Worked to consolidate previously fragmented information. For example, documents and spatial data for Article 4 Directions and Conservation Areas were stored in different places across the website; these have now been brought together to be easier to access.
- Addressed longstanding data gaps, such as adding curtilages for listed buildings (completed in parallel with the council's HM Land Registry project) and capturing key TPO dates and statuses, such as made dates and confirmation dates, that had previously existed only within PDF documents.
Results
The project has delivered measurable improvements in data quality, efficiency and collaboration.
- Automated several datasets that were previously updated manually on a monthly basis, meaning updates can now be carried out at the push of a button.
- Created new datasets that the council previously lacked the processing power to produce, supporting improved data-informed decision-making.
- Improved data sharing internally through WFS feeds, preventing discrepancies between teams by ensuring everyone works from the same dataset version.
- Enhanced the quality and accessibility of key planning datasets:
- Article 4 Directions: documents and spatial data, previously held separately, are now easier to access together.
- Conservation Areas: documents and spatial data, previously held separately, are now easier to access together.
- Listed Buildings: building outlines were already provided; curtilages have now been added.
- TPOs: the dataset now includes dates, statuses and monitoring fields that previously existed only in PDF form, allowing this information to be found and used far more easily.
- Strengthened cross-council collaboration, particularly between the Planning, Digital and GIS teams.
Lessons learned
Coventry's experience offers useful pointers for other councils starting or scaling similar digital planning projects.
- Engage planners from the outset. Coventry's project team is a small digital team sitting directly within the Planning department, which isn't the case everywhere; many projects are led by corporate digital teams instead.
- Keep the planning outcomes front and centre. It's important to consider how technical and data work translates into tangible improvements for the planning service.
- Utilise the Open Digital Planning community. It is a fantastic network of likeminded people who can offer support, guidance, or offer opportunities for collaboration on new ideas
Looking ahead
Coventry's digital planning journey continues well beyond the life of the DPIF project.
- Moving forward the team are looking at adopting PlanX and continuing to engage with the Open Digital Planning community.
- Expanding data management standards to other datasets held within the service area.
- Continuing to improve how data is shared, both within the council and with external partners.
- Further broadening the use of new digital tools and exploring opportunities identified as a result of the project.
“The Digital Planning Improvement Fund has got the ball rolling on digital transformation; it has unlocked a huge number of possibilities and has changed how we will work long into the future. The change initiated by the project is far from over!”
Alice Lee, Planning Technician, Coventry City Council