SPEAR

General FAQ's

The following general FAQs are just one way of finding helpful information about SPEAR.

More technical questions, such as your computers settings can be found in the Technical FAQ's page, and specific questions relating to digital signatures can be found in the Digital Certificates FAQs.

Our FAQs use a 'question and answer' format, where you can browse through the list until you find the relevant question. Then, click on the question to be shown the answer.

  1. What is SPEAR?

  2. Will SPEAR replace the current paper system?

  3. Who can use SPEAR?

  4. How can I subscribe?

  5. How much will it cost?

  6. How will applicants lodge their application in SPEAR?

  7. What format will the documents be in?

  8. What impact will SPEAR have on councils' core planning systems?

  9. Why are there two versions of SPEAR?

  10. What is "A2A"?

  11. Does SPEAR or the council store data and application documents?

  12. Will application fees be paid direct to council?

  13. What about past applications? Where will that data be stored?

  14. Who will be able to view objections?

  15. Has the Information Privacy Act 2000 been taken into consideration?

  16. Who will be able to view applications once they have been lodged?

  17. Does SPEAR overcome some of the problems with Victoria's planning system? For example will it reduce the time taken to issue permits?

  18. Does SPEAR support maintenance of VicMap Property?

  19. How does the "Owners Corporation Act 2006" affect SPEAR plans?

  1. What is SPEAR?
    "Streamlined Planning through Electronic Applications and Referrals" is a service offered free of charge by the Victorian Department of Sustainability and Environment, in conjunction with the Department of Planning and Community Development.

    It provides a common interface for all stakeholders involved in processing development assessment ("DA") applications such as planning permits and applications for certification and statements of compliance. This 'common interface' means that:

    1. Applicants may prepare, lodge, track and manage all of their DA applications, across all councils through a single web site.


    2. Councils may receive DA applications and interact with all applicants, referral authorities, VCAT and Land Victoria through a single web site (see also "A2A")


    3. Referral Authorities may receive all referrals, across all councils, for DA applications from a single web site (see also "A2A")



  2. Will SPEAR replace the current paper system?
    SPEAR is designed to work alongside and not replace the current paper system.

    SPEAR recognises that there are still many people who do not have Internet access and will require statutory development approval services through the traditional paper system.

  3. Who can use SPEAR?
    SPEAR is available to the public, councils, Referral Authorities and applicants (ie surveyors, planners or members of the public wishing to lodge a permit application).

    Any member of the public can apply for a planning permit (subject to the usual declarations under the Planning and Environment Act 1987). However, only a licensed surveyor can apply for certification or for an application which involves both a planning permit and a request for certification.

  4. How can I subscribe?
    The SPEAR system is now being offered to all Victorian councils, applicants and Referral Authorities. Members of the public will also be able to register to lodge a planning permit application or to lodge an objection. Professional organisations should execute a SPEAR User Agreement. Individuals wishing to lodge permit applications may register directly from the SPEAR web site.

  5. How much will it cost?
    There are no current plans to charge for the use of SPEAR.

    However, some applicants and council representatives will be required to purchase Digital Certificates at a cost of around $190 for the initial set up and first Digital Certificate valid for two years as a means of security when attaching and signing electronic documents.

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  6. How will applicants lodge their application in SPEAR?
    Applicants need to subscribe to use the system and make an application to a SPEAR enabled council. They will enter the required information and upload the required documentation into SPEAR. Only when the application is complete will SPEAR accept it.

  7. What format will the documents be in?
    The main document format is PDF for all application documents including the plan. Information collected via the application form will be stored as data so it can be used later in the application and reduce stakeholders' data entry. The page sizes used in creating a given document may be restricted by the SPEAR Administrator or modified by a Council Administrator. Typically, A3 and A4 page sizes will generally be valid but A0, A1, A2 and others may also be allowed.

    A digital version of the plan (dxf, dgn) for plans of subdivision may also be added to SPEAR by the applicant to be available to be used by councils and Referral Authorities.

    The future implementation of an intelligent digital file format is currently under consideration for long term development.

  8. What impact will SPEAR have on councils' core planning systems?
    SPEAR recognises the investment councils have already made in their core planning systems and does not wish to replace them.

    SPEAR is not about changing current practises and processes. Rather it aims to provide a tool to enhance the existing process.

  9. Why are there two versions of SPEAR?
    Whilst there is only ever one 'version' of SPEAR, all organisations using SPEAR choose one of 2 alternative methods for implementing SPEAR:

    1. Using SPEAR's web site. Also known as "Application to Person" ("A2P") or "website" implementation, and/or


    2. Building an interface between SPEAR and the core system used by an organisation. Also known as "Application to Application" ("A2A") or "programmed"



    Having this choice of SPEAR implementation enables it to be effectively used by the greatest number of stakeholders.

    All that is required to use the "website" version is access to an Internet browser and an email address. The "program" version requires integration with the organisation's own system and provides great benefits, but requires an initial outlay to set up and therefore initially may not be affordable for all organisations.

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  10. What is "A2A"?
    A2A stands for "Application to Application". It is the term used to describe a method of implementing SPEAR by having SPEAR interact directly with an organisation's core system. If fully utilised, SPEAR users within an organisation would not perform functions in SPEAR, but in their core system which, in turn, would pass data to SPEAR and retrieve data from SPEAR accordingly. There is no cost to using this SPEAR service, but the developer of a given core system may levy a charge on an organisation for making the necessary changes to the core system.

  11. Does SPEAR or the council store data and application documents?
    SPEAR holds copies of data for efficiency reasons. Ownership and responsibility for the application still rests with the council and relevant stakeholder. They are each required to maintain their own records for an application as they currently do.

  12. Will application fees be paid direct to council?
    SPEAR does not handle payments of any sort but is able to provide links to an external council payment website or gateway and allows invoices and payments to be recorded within SPEAR. Current payment methods used by councils will remain available.

  13. What about past applications? Where will that data be stored?
    Only applications that start and end in SPEAR will be included in the system. There will not be a provision to store historical applications.

  14. Who will be able to view objections?
    Objections made through SPEAR will be viewable by council and other parties for a particular application.

  15. Has the Information Privacy Act 2000 been taken into consideration?
    Yes. The provisions of the Information Privacy Act 2000, as well as the provisions of many other acts and regulations, have been considered in the design of the system.

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  16. Who will be able to view applications once they have been lodged?
    Once lodged, councils, Referral Authorities and applicants associated with an application will be able to view the whole of the application.

    The public will be able to view the application at any time, but key documents associated with the application may only be viewed during the advertised period, as prescribed by the P & E Act. At other times they will be able to find out basic information about the application such as the date it was submitted, address, the council involved and their reference number, the type of application, SPEAR reference number and status of the application.

  17. Does SPEAR overcome some of the problems with Victoria's planning system? For example will it reduce the time taken to issue permits?
    At present, the paper-based system involves a great deal of administration and planners spend a lot of time answering a high number of enquiries.

    SPEAR's checklists and transparency will result in more complete and accurate applications being lodged with councils and provide a clearer and more streamlined process.

    If a new application is not complete, SPEAR will not allow it to be submitted to council. SPEAR is expected to reduce the number of enquiries from applicants to councils and referral authorities because they can track their application online. It will also reduce the time taken to complete routine administration tasks by replacing paper with digital documents.

  18. Does SPEAR support maintenance of VicMap Property?
    When an applicant submits a plan to SPEAR for Certification, SPEAR emails a copy of the plan to the Mapbase maintainer, when council accept the application. The plan will appear in the Mapbase as a proposal within 10 days. When new versions of plans are submitted they are also emailed immediately to the Mapbase maintainer for inclusion within the Mapbase. This removes the requirement for councils to forward on paper copies to the Mapbase maintainer.

  19. How does the "Owners Corporation Act 2006" affect SPEAR plans?
    The Owners Corporation Act 2006 took effect on 31/12/07.
    Plans lodged at Land Victoria under the Subdivision Act as of this date must comply with the requirements of the Owners Corporation Act and regulations.
    The Owners Corporation Act and regulations require "accompanying documents" to be lodged with Plans.
    These documents are lodged with Land Victoria as separate dealings, and as such cannot form part of the SPEAR plan application process.
    If you require copies of the accompanying documents to be made available through SPEAR for the information of others, then they may be loaded as an “other document type”. Any Owners Corporation documents made available through SPEAR should be treated as copies only because the signed dealings must be lodged by the lodging party.
    For more information about the Owners Corporation, please contact the Subdivision Branch at Land Victoria on (03) 8636 2010.

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