Controlled adoption
Prove the evidence workflow on previous submissions before changing the live process.
The initial pathway is BA1 — Application for Building Permit – Certified, supported by BA3 — Certificate of Design Compliance.
Start with one defined certified BA1 intake pathway, compare PlanScout’s evidence map with completed historical application outcomes, and proceed only where building surveyors and permit administration staff find the results useful.
The founding historical BA1 suitability backtest checks the reviewer evidence workflow first. Applicant-facing use is a later deployment option once the rules, data controls and local government operating model have been accepted.
Three increasingly committed stages
The historical backtest comes before live shadow use.
Production integration and applicant-facing operation remain separate decisions.
Stage 1 · Workflow review
Map the current certified building permit intake process.
Identify the local terminology, intake checklist, recurring application-pack issues, evidence checks, systems and staff roles used for the selected pathway.
Request a workflow reviewStage 2 · Historical BA1 suitability backtest
Check the requirement and evidence mapping on completed historical applications.
Configure the applicable statewide requirements, statutory form relationships and local government intake checks before comparing PlanScout’s findings with the known historical outcome. Completed within an agreed period of up to 90 days. Data handling, retention and return arrangements are agreed in writing before any genuine council application data is provided.
Where available, the sample may include
- original submitted pack
- earlier version before correction
- corrected or resubmitted version
- final accepted version
- previous correction or further-information outcome
- checklist or requirements applicable at the time
PlanScout generates the initial evidence map and potential findings without being shown the known outcome. Authorised staff then complete the review, verify the cited sources and check each result against the actual workflow history.
For each configured requirement, the backtest output includes the PlanScout evidence status, evidence preview, exact source reference and staff-recorded human outcome.
Stage 3 · Optional live shadow use
Proceed to live shadow use only after staff review.
PlanScout can operate beside the current permit administration and building surveying process without writing to the official record or taking statutory action.
A council can begin with historical or shadow use of the reviewer workspace. Applicant-facing operation and authenticated live access require a separately approved operating model and data controls.
No-cost historical BA1 suitability backtest for a suitable founding partner.
PlanScout is seeking one Western Australian local government to check a defined certified residential pathway using a small controlled set of historical, synthetic or de-identified application packs.
Controlled public scope
- one defined pathway
- small controlled sample
- NDA and agreed data-handling terms
- no production integration
- no applicant communication
- no statutory action
- concise finding-quality and workflow-opportunity report
- exact scope agreed before documents are supplied
Backtest methodology
Compare PlanScout findings with what happened in the actual workflow.
- 1Controlled application packs are supplied.
- 2Applicable requirements and historical rule dates are configured.
- 3PlanScout creates the evidence map and identifies exceptions.
- 4The known historical outcome is then revealed.
- 5Authorised staff validate each result.
- 6PlanScout reports finding quality and workflow opportunity.
Historical validation report
The report may include:
- local terminology and workflow map
- applications reviewed
- configured requirements assessed
- evidence located
- potential issues identified
- findings validated by staff
- findings dismissed by staff
- known issues missed
- false-positive rate
- source-evidence coverage
- recurring application-pack issues
- recurring evidence-review tasks
- recommendation on whether live shadow use is warranted
Local terminology and workflow map
Records how local labels and workflow controls relate to the canonical pathway.
- canonical application type
- statutory form code
- local government display name
- local portal category, where applicable
- local checklist name
- known aliases
- relevant project types
- applicable rule version
- effective date
- source URL
- local configuration owner
Staff time saved is reported only where the evaluation includes an agreed baseline and defensible measurement method.
Evidence-preview quality
- percentage of configured requirements with a useful evidence preview
- percentage with an accurate source reference
- percentage requiring further manual document search
- text-field extraction accuracy
- drawing-reference and revision accuracy
- reviewer confidence in the citation
Reviewer workflow
- average time to verify a routine requirement
- average time to review an exception
- number of requirements completed per application
- reviewer agreement with PlanScout’s evidence-status classification
- number of source documents opened
- proportion of findings confirmed, dismissed or escalated
Operational outcome
- avoidable returns
- requests for further information attributable to pack quality
- re-handling cycles
- time to first meaningful review
- staff usefulness and trust rating
Baselines and measurement methods are agreed before the evaluation. No time-saving or accuracy outcome is guaranteed.
Participant responsibilities
A balanced design partnership with clear roles.
Participating local government
- nominate a building services manager or operational sponsor
- nominate a building surveyor or experienced permit officer
- identify one certified BA1 pathway
- confirm local service terminology
- confirm the applicable intake checklist
- confirm local workflow checks
- provide suitable historical, synthetic or de-identified packs
- validate requirement classifications and findings
PlanScout
- map local labels to the canonical BA1 pathway
- create a versioned statewide and local requirement catalogue
- configure the evidence workspace
- document source types and effective dates
- produce finding-level and requirement-level outputs
- report whether the workflow merits live shadow use
The evaluation is a design partnership, not an outsourced statutory assessment.
Start separately from the production system.
The first evaluation can use controlled manual upload or another agreed transfer process. PlanScout does not need to write back to the official lodgement, records or document-management system.
Portal, inbox or document-management integration is considered only after historical backtest and shadow results justify the additional complexity.
Request a workflow review
Start with one certified BA1 pathway, recurring application-pack issues and the routine evidence checks performed by building surveyors and permit administration staff. We will discuss whether historical validation has a clear, measurable purpose.
Submitting this form does not create a backtest, pilot or production commitment.