Development Plan Document Examinations - Programme Officer Guidance Notes
6. THE EXAMINATION DATABASE
6.1 It is the responsibility of the LPA to establish a database to record all the information needed to administer the examination process. It must also provide the PO with the necessary equipment to access and update it. Normally, LPAs use Microsoft Access or Excel to create a database. Advice to LPAs is provided in section 3.3 of the PINS DPD guide.
6.2 The database used should be able to produce reports to give the following information, sorted in alphabetical, numerical, Chapter, Policy, site ref or soundness test order:
- Representations seeking changes to the DPD
- Representations supporting the DPD
- Objectors to the proposed changes
- Supporters of the proposed changes
- Withdrawn representations
- Representors being heard before the Inspector
- Representors being dealt with by written representations
- Method of hearing or written representations
- Names & Address data of representors
- Names & Address data of agents
- Labels with addresses of representors and agents
- Labels with details of each representation
- Examination Programme
- Document lists
- Core Document lists
- Mail Merge facility
6.3 There is a variety of numbering systems for representations but the aim should be to have as simple a system as possible. More detailed advice is contained in para 3.3.4 of the PINS DPD guide.
