Development Application (DA) Process Guide

🔹 Overview

A Development Application (DA) is a formal request for planning consent to carry out development.
It seeks approval from the relevant local authority for the proposed use, design, and built form of a project.

DA approval confirms that the concept and design are acceptable in principle under planning controls — but it does not authorize construction.
Following DA approval, the project proceeds to the Construction Certificate (CC) stage, where technical compliance is demonstrated.

⚙️ Structure of the DA Process

The DA process in Arcanary is divided into seven substages, aligning with the broader B-Term (Design) lifecycle:

Sub-StageObjectiveOutput
1. PreliminaryIdentify controls, site data, and documentation requirementsDA Checklist & Planning Overlays
2. ProcurementEngage consultants and prepare RFQsConfirmed Consultant Team
3. CoordinationIntegrate consultant input and develop DA documentationCoordinated DA Architectural Set
4. PackagingAssemble all drawings, reports, and formsFinal DA Package (Ready for Lodgement)
5. LodgementUpload and formally lodge DACouncil Receipt & Reference Number
6. AssessmentRespond to Council’s review and RFIsDetermination (Approval / Refusal)
7. Post-AssessmentRecord approvals and address conditionsDA Condition Register & Transition to CC

🧩 1. Preliminary Stage

Objective

Establish the planning context, define documentation requirements, and prepare the groundwork for the DA submission.

Key Actions

  1. Obtain the Current DA Checklist from the local council.
  2. Identify Planning Controls using:
    • NSW Planning Portal overlays (zoning, height, FSR, heritage, flood, bushfire, etc.)
    • Section 10.7 Planning Certificate
    • LEP (Local Environmental Plan)
    • DCP (Development Control Plan)
    • SEPP / State Environmental Planning Policies (e.g., Coastal, BASIX, Bushfire).
  3. Discuss DA Checklist with the Office Manager or senior team member to validate required consultants.
  4. Prepare a Preliminary Scope Description (site data, zoning, project use, existing conditions).

Best Practices

  • Use the Planning Portal Map Viewer to cross-check zoning and overlays.
  • Keep a Pre-DA folder for zoning maps, LEP extracts, and any pre-lodgement notes.
  • Record all findings in the AppArcanari mission DA_PRELIM.

Deliverables

  • DA Checklist
  • Planning Certificate (10.7)
  • LEP / DCP Extracts
  • Pre-DA Summary Sheet

💼 2. Procurement Stage

Objective

Engage the right consultants and confirm all required documentation scopes.

Workflow

  1. Create RFQ Mission in AppArcanari – one per consultant discipline.
  2. Prepare Scope of Works & share preliminary drawings.
  3. Send RFQs to 2–3 consultants per discipline (Planner, Stormwater, BASIX, etc.).
  4. Track Responses, prices, and notes inside the mission.
  5. Summarize Recommendations and share with the client via the Client Portal.
  6. Obtain Client Approval in Writing and notify unsuccessful consultants.
  7. Engage and Mobilize Consultants, ensuring contracts and deposits are processed.

Checklist

  • RFQ issued for each discipline
  • Client approval email saved
  • Consultant contracts signed
  • All documentation archived under /03_COORDINATION/DA/RFQ/

Best Practices

  • Call consultants immediately after sending RFQs.
  • Record negotiation notes in mission comments.
  • Never start coordination until consultant engagement is confirmed.

🔁 3. Coordination Stage

Objective

Integrate consultant input, refine the architectural design, and align all documentation before final DA issue.

Process Characteristics

  • Iterative and non-linear — consultants provide information at different times.
  • Town Planner leads early, Cost Report & SEE typically arrive last.
  • Architect acts as central coordinator.

Coordination Milestones

MilestoneDescriptionOutcome
Schematic Design IssueInitial coordination setEarly feedback from consultants
Preliminary DA PackageUpdated design and early reportsReview with planner and client
Preliminary RevisionResponses integratedNear-final geometry
Final DA Package (Pre-Lodgement)Complete coordinated documentationReady for QA & packaging

Information Requirements per Consultant

  • Planner: All plans + SEE draft
  • BASIX/NatHERS: Openings schedule, materials, construction method
  • Stormwater Engineer: Site plan, levels, roof areas
  • Landscape: Site plan, finishes, vegetation
  • Arborist / Traffic / Heritage: Specific data per discipline

Best Practices

  • Maintain a shared Consultant Folder in AppArcanari per discipline.
  • Log every coordination issue as a Comment or Task with revision reference.
  • Ensure each coordination issue has a closure note before packaging.

📦 4. Packaging Stage

Objective

Assemble all documents into a complete, reviewed, and ready-to-submit DA Package.

DA Package Mission Setup

  • Create a new Package Mission in AppArcanari.
  • Organize Items by Realm and Discipline (00 General, 02 Site, 03 Architecture, etc.).
  • Each Item links to its Stakeholder.
  • Include a Docs subfolder for drafts, finals, and issued versions.

Folder Example

DA_PACKAGE_240303/
├── 00_GENERAL/
├── 02_SITE/
├── 03_ARCHITECTURE/
├── 05_LANDSCAPE/
├── 07_ENVIRONMENTAL/
└── 09_ADMIN/

Quality Control

  • Verify file naming follows _PROJECTCODE_SUBSET_REV_DATE.pdf
  • Confirm inclusion of all mandatory documents:
    • Architectural drawings
    • Statement of Environmental Effects
    • BASIX certificate
    • Cost report
    • DA Checklist
    • Owner’s consent
  • Run internal QA before client release.

Client Approval

  1. Send email with link to package.
  2. Receive client’s written “OK to lodge.”
  3. Create folder _AS-LODGED_YYMMDD and copy final PDFs there.

Office Manager Review

  • Perform last QA check.
  • Approve via email to Project Manager.
  • Authorize upload to Planning Portal.

🌐 5. Lodgement Stage

Objective

Submit the DA Package to the relevant authority for official registration.

Pre-Assessment Phase

  • Council verifies completeness and formatting.
  • If accepted → Invoice issued (planning fee) → DA formally lodged.
  • If rejected → revise per feedback and resubmit as _AS-LODGED_YYMMDDR1.

Checklist

  • All required forms uploaded
  • Fee invoice paid
  • Submission receipt saved in _AS-LODGED_YYMMDD
  • Mission status set to Lodged

🧾 6. Assessment Stage

Objective

Respond to Council’s review, manage RFIs, and guide the project to determination.

Process

  1. Allocation
    • DA assigned to an Assessment Officer.
    • Record officer’s name and contact in Stakeholders – 00 General.
    • Send courtesy introduction email.
  2. Public Notification
    • Usually two weeks.
    • Monitor for objections.
  3. Active Assessment
    • Council reviews documents, issues RFI if clarification needed.
    • Log each RFI as a new mission in AppArcanari:
      • Items per discipline
      • Docs subfolders for letters, responses, and revised drawings.
  4. Consultant Variations
    • Manage quick mini-RFQs for any required additional work.
    • Obtain client approval before instructing consultants.
  5. Response & Re-Lodgement
    • Prepare cover letter summarizing responses.
    • Upload revised documents via Planning Portal (Request for Additional Information).
    • Track council’s acceptance or new feedback.
    • If amendments are major → possible withdrawal & re-lodgement.
  6. Determination
    • Officer finalizes report → reviewed by Council Manager → Notice of Determination issued (Approval or Refusal).
    • Save under /07_DETERMINATION/_AS-DETERMINED_YYMMDD/.

✅ 7. Post-Assessment Stage

Objective

Record approval, review conditions, and prepare for the next term (CC / Construction).

Actions

  1. Save Determination
    • Store Notice of Determination in /ASSETS/DA_APPROVAL/ and /07_DETERMINATION/.
  2. Create Condition Register
    • List each condition, responsible party, and timing (Pre-CC, Pre-OC, etc.).
  3. Brief the Client
    • Summarize required actions and payments.
  4. Transition
    • Start C-Term (Coordination) or D-Term (Development) missions for technical documentation.

Best Practices

  • Treat DA Approval as confirmation of design acceptance, not construction permission.
  • Verify that all “Prior to CC” conditions are resolved before starting technical drawings.
  • Keep the client informed of expected timelines for CC issue.

🧭 Summary of Deliverables by Stage

StageCore Deliverables
PreliminaryDA Checklist, 10.7 Certificate, Planning Overlays
ProcurementRFQs, Consultant Approvals, Contracts
CoordinationIterative DA Drawings, Consultant Reports
PackagingFinal DA Package & QA Report
LodgementPortal Submission & Fee Receipt
AssessmentRFI Missions, Correspondence Log
Post-AssessmentNotice of Determination, Condition Register, Assets Archive

🧱 Core Principles

  • Clarity: Maintain transparent records of all versions and communications.
  • Presence: Keep clients and consultants updated fortnightly.
  • Iterations: Improve progressively — every issue, set, or mission should increase certainty.
  • Source of Truth: AppArcanari missions, items, and docs folders are the definitive reference for all project documentation.
  • Naming Consistency: Always use _AS-LODGED_YYMMDD, _RFI_YYMMDD, and _AS-DETERMINED_YYMMDD for version control.