Complete Guide to NSW Planning Portal Integration for Councils

The NSW Planning Portal has transformed how development applications are processed across New South Wales. For councils, this means adapting internal systems to work seamlessly with the state's digital infrastructure. This guide covers everything you need to know about NSW Planning Portal integration.

Understanding the NSW Planning Portal Architecture

The NSW Planning Portal serves as the single digital gateway for all planning and development applications in NSW. Since its mandatory adoption, councils have been required to receive and process applications through this centralised system.

Key Integration Points

The Portal offers several integration touchpoints for councils:

• ePlanning API: The primary interface for receiving DA submissions, referrals, and updates
• Document Management: Secure transfer of plans, reports, and supporting documentation
• Status Updates: Real-time synchronisation of application status back to applicants
• Determination Publishing: Automated publication of council decisions

Understanding these integration points is crucial for planning your technical implementation. Each touchpoint has specific requirements for data formats, authentication, and timing.

Common Integration Challenges

Many councils face similar obstacles when integrating with the NSW Planning Portal. Recognising these challenges early helps you plan effectively.

Data Format Mismatches

The Portal uses specific data schemas that often don't align perfectly with council ERP systems. Property addresses, applicant details, and application metadata need transformation between systems.

For example, the Portal's address format may include components that your ERP system stores differently. Without proper mapping, this leads to manual data entry or failed imports.

Manual Processing Bottlenecks

Without integration, staff must manually transfer data from the Portal to internal systems. For a council processing 500+ DAs annually, this represents thousands of hours of administrative work that could be automated.

The manual approach also introduces errors. Transcription mistakes in property identifiers, applicant names, or submission dates create downstream issues that are costly to correct.

Document Handling Complexity

Development applications include numerous documents—plans, reports, correspondence, and supporting materials. Managing these across disconnected systems creates version control issues and makes it difficult to maintain audit trails.

Integration Architecture Options

Councils typically choose from three integration approaches, each with distinct trade-offs.

Point-to-Point Integration

Direct integration between your ERP and the NSW Planning Portal. This approach offers simplicity but creates tight coupling that makes future changes difficult.

Best for: Small councils with stable ERP systems and limited integration requirements.

Middleware/iPaaS Approach

Using an integration platform to mediate between systems. This adds flexibility and centralises integration logic but requires additional infrastructure and expertise.

Best for: Medium to large councils with multiple systems requiring integration.

Managed Integration Platform

A purpose-built solution that handles Portal connectivity, data transformation, and ERP integration as a service. This approach minimises internal technical requirements while providing comprehensive functionality.

Best for: Councils wanting to focus on planning outcomes rather than technical implementation.

Key Technical Considerations

Authentication and Security

The NSW Planning Portal uses OAuth 2.0 for API authentication. Your integration solution must:

• Securely store and manage API credentials
• Handle token refresh automatically
• Support the Portal's security requirements for data in transit
• Maintain audit logs of all API interactions

Data Transformation Requirements

Successful integration requires robust data transformation capabilities:

• Address standardisation: Converting Portal address formats to your ERP's structure
• Document metadata mapping: Aligning document types and categories
• Status code translation: Mapping Portal statuses to your workflow stages
• Date/time handling: Consistent timezone management across systems

Error Handling and Recovery

Integration systems must gracefully handle failures:

• Network connectivity issues
• API rate limiting
• Data validation errors
• Duplicate submission detection

A robust integration solution queues failed operations for retry and provides clear visibility into issues requiring manual intervention.

ERP-Specific Integration Patterns

Different ERP systems require tailored integration approaches.

TechnologyOne Property & Rating

TechnologyOne's OneCouncil platform offers APIs for property and rating data. Integration typically involves:

• Creating new application records from Portal submissions
• Linking applications to existing property records
• Updating application status and milestones
• Managing correspondence and documents

Civica Authority

Civica Authority uses different data structures and APIs. Key integration considerations include:

• Authority-specific workflow integration
• Document management system connectivity
• Custom field mapping for council-specific requirements

Infor Pathway

Infor Pathway integration requires attention to:

• Pathway's specific data model for planning applications
• Integration with Pathway's workflow engine
• Document attachment handling

Measuring Integration Success

Define clear metrics to evaluate your integration effectiveness:

Efficiency Metrics

• Processing time reduction: Hours saved per application through automation
• Manual entry elimination: Percentage of data automatically transferred
• Error rate reduction: Decrease in data entry mistakes

Compliance Metrics

• Timeliness: Applications processed within statutory timeframes
• Completeness: Percentage of applications with full data synchronisation
• Audit compliance: Ability to demonstrate data handling meets requirements

User Satisfaction

• Staff feedback: Internal team satisfaction with new processes
• Applicant experience: Response time improvements and communication quality

Implementation Best Practices

Start with a Pilot

Begin with a subset of application types to validate your integration approach before full rollout. This allows you to identify and resolve issues with limited impact.

Engage Stakeholders Early

Include planning staff, IT, records management, and customer service in planning discussions. Each group has unique requirements and insights.

Plan for Change

The NSW Planning Portal continues to evolve. Choose an integration approach that can adapt to API changes, new features, and shifting requirements without major rework.

Document Everything

Maintain comprehensive documentation of:

• Data mappings between systems
• Integration configuration
• Error handling procedures
• Support escalation paths

Next Steps

Integrating with the NSW Planning Portal doesn't have to be overwhelming. With the right approach and partner, councils can achieve seamless connectivity that reduces administrative burden and improves service delivery.

Consider conducting a current-state assessment to understand your specific integration requirements. Evaluate your ERP capabilities, document management needs, and workflow requirements before selecting an integration approach.

For councils seeking a streamlined path to Portal integration, managed integration platforms offer a proven approach that minimises technical complexity while delivering comprehensive functionality.