The software allows for the process of changing an application (prior to a decision being issued). This is done by the applicant requesting an application be placed in the On hold status, making their changes and lodging the application back to the Authority. Instructions and a process map have been provided below to detail the various touch points for applicants and the Authority when moving an application through the changing an application process in the software.
The software has statuses in the workflow called On hold status and Change review status that allows for the changing application process to occur in. Both these statuses are visible for applicants and the Authority on the Applications dashboard.
QLD only - Applicant's, if you wish to “Stop the clock” please discuss this directly with the Authority before requesting the application to be placed in the On hold status.
How to change an application (prior to a decision being issued)
1. To start the process, the Applicant (application manager) must notify the Authority that you intend to change the application (this will need to be done outside of the software, e.g via email or phone).
Applicant’s do not have the ability to put an application ‘On hold’ this can only be done by the Authority.
The Authority (assessment manager) may choose to notify the applicable assessment team members that the applicant has made this request. Giving time to the assessment team time to finish up addressing any matters in the software.
3. Once the application is in the On hold status, the Application Manager will be notified via email that the status of the application has been put ‘On hold’.
4. The Authority will be locked out from making any changes/continuing their assessment.
5. The applicant (application manager) and Authority (assessment manager) will be notified via email that the status of the application has been put on hold (see Emails).
6. The applicant (application manager) can then open the application via the link in the email or via the Applications dashboard.
7. The applicant’s application team will then make their change representations to the appropriate parts of the software.
Some examples of a change might be:
Changing the type of development (ie. removing a development type) How do I update the development & application type?,
Changing the height Proposal (Applicant), or
Updating the plans or drawings Reporting - Supporting Documents (Applicant).
8. Once the applicant application team has made their changes, they can publish the application back to the Authority at the Publish (Applicant) step.
A summary of your changes will appear within the:
Changes and history section in the Planning Summary. Example shown in Figure 1 below.
Latest version of Part 1 Forms of the applicant's application -
Development Application section. Example shown in Figure 2 below.
Changes from Previous Submission. Example shown in Figure 3 below.
9. The Authority (the assessment manager) will be sent an email (see Emails).
Authority (Assessment manager) may choose to notify the applicable assessment team members to review the changes to application in change review status.
10. The application will be updated to Change review status. The Authority will review the changes and based on the scale of the changes:
if Minor, the Authority may move the application into the previous status the application was in prior to the change (using the Update Status feature (Manual)), picking up their assessment where they left off.
11. The Authority’s Assessment team will start their assessment of the changes. The assessment team can use the Planning Summary > Changes and History section to give them an overview of the changes.