Visit our devolution and LGR hub for the latest information, support and resources

Efficiency of the planning process

How can AI and smart tech tools enhance the efficiency of different stages of the planning process?


What is the challenge?

The planning process has many steps including consultation, data analysis, monitoring of processes, decision-making and stakeholder communication. The nature of some of these stages means they are well placed to be enhanced, optimised and made more efficient using AI and smart technology.

Enhancing planning processes also ties to the new national government’s ambitions around planning and housebuilding. Alongside performance, use of AI and Smart Tech  may improve the quality, accountability and transparency of the service in general.

Who has designed the challenge?

Planning Advisory Service, South Hams District Council, Teignbridge District Council, West Devon Borough Council

Why does this challenge matter?

Council officers involved in planning spend large amounts of time reviewing information and integrating data from different systems. The planning service area is under particular strain in many councils and achieving efficiencies is therefore critical. Using AI tools responsibly for these tasks may lead to reduced burdens on officers and allow for more time to be spent on complex cases or being captured as efficiencies. 

Making the planning process more transparent and visible to the public may have secondary benefits of lessening the burden of communicating with various stakeholders. Additionally, automating repetitive tasks may result in shorter waiting times, offering councils the time to conduct more strategic work, explore revenue-generating opportunities and reduce errors. This, in turn, can help positively impact the outcomes delivered for residents and developers and more generally support councils to meet government performance and house building targets.

What are the considerations and constraints?

Planning is a quasi-judicial service governed by EU and UK laws. Adopting technology at each stage without careful consideration may lead to legal challenges, causing delays with significant time and cost implications.

Vendors should ensure the explainability of their AI solution, as well as reducing hallucination or false information and related risks.

Officers are likely to require the right training to efficiently use and monitor AI solutions during the deployment stage.

AI solution needs to remain cost-effective after considering all the considerations mentioned. 
 

Who are the end users?

Council officers in the planning authorities: Automation, data integration tasks or other process optimisation will allow them focus on more complex tasks.

Councillors: AI-gathered insights about their communities would help them in making better planning decisions about the needs of their wards as their advocate.

External consultees: External consultees (such as parish councils, water authorities, etc) are key stakeholders at the various stages of the planning process.

Residents and developers: Reliance on the accuracy, smoothness and transparency of the planning process that impact them.

How is it being tackled now?

Most councils are using databases, or back-office planning data systems to maintain internal planning data.

Some councils have explored GenAI tools to help analyse data from Excel.

MHCLG have helped to fund trials of a variety of AI tools including an automated application validation service, as well as a number of AI PropTech pilots.

Many councils are dependent on their planning and validation officers to spend time liaising with external stakeholders to retrieve information from different data systems and manually integrate using BI tools.

Some councils are piloting the use of low-code tools to develop new AI applications and automations.

More specific challenges to consider

How can AI and smart technology:

  • enhance the pre-application and application process for planning officers and applicant to monitor compliance with relevant provisions
  • help users to quickly and easily find answers to planning queries that are related to design codes and other aspects of regulation
  • be used to efficiently summarise planning meetings and reports to accelerate the pace of application decision
  • reduce the time taken to read representations received on planning applications and summarise the views and sentiments expressed by the public on an application
  • automatically redact sensitive or personal information in representations received during public consultations
  • be used to check applications against a predetermined checklist as well as looking for inconsistencies in drawings or plans
  • help respond quicker to planning applications and queries using existing data available within the council and within the public domain
  • help develop interactive and effective dashboards to allow Planning, Building Control and Enforcement officers to understand the status of their caseload
  • generate reports during the Evidence Base Phase of Local Plan creation and reviews.

Start-ups that pitched for the planning challenge statement

Verna logo

Verna provides software to help people manage land in the best way for the environment. Their tools assist a range of users, including planning authorities and developers, to engage with complex ecological information, so they can drive better environmental outcomes. One of Verna’s tools is Mycelia, a software solution which supports the implementation of new Biodiversity Net Gain (BNG) legislation in England.  

The future fox logo

The Future Fox’s PlaceBuilder platform handles the entire consultation setup for the planning process by helping councils save time and money by eliminating the manual, repetitive tasks involved in launching, analysing and reporting on planning consultation. They use cutting-edge AI technology to deliver high-quality and accurate reports according to planning-specific standards.  

Genie AI logo

Genie AI harnesses the power of AI to automate the drafting and review of the Section 106 agreements. Genie's technology has been developed for legal accuracy in collaboration with Magic Circle law firms, such as Withers and CMS, and for security in partnership with Oxford, Imperial Universities and UCL.  

The LGA maintains vendor neutrality. This initiative aims to assist the sector with the responsible and secure implementation of AI and smart technology solutions. Vendors presented were assessed and pre-selected ahead of the event. This event does not guarantee business for vendors or providers, nor are councils obligated to procure any presented solutions. Councils may, however, choose to commission a solution through proper procurement channels following the Showcase.