Every letter that reaches the City Planning Office gets a number, a deadline and a trail. You can see where yours is; the office can see what it is sitting on. Both answers come from the same record.
Public tracker
Enter the tracking code printed on your receipt or sent to you by SMS.
The code on your receipt slip — not the log number staff quote internally. Its last character is a check digit, so a mistyped code will not match. Deadlines are counted in working days under RA 11032.
Holding a document this office issued and want to know it is genuine? Check its verification code.
57 documents registered · 109 indorsements recorded
The 3-7-20 rule · RA 11032
Each document type carries a statutory tier. The clock starts at registration, skips weekends and holidays, pauses while a document is returned for compliance, and warns the division at the halfway mark.
How it works
A letter arrives at the counter. Somewhere between there and an answer it used to disappear into a tray. Here is where it goes instead — pick a stage, or press play and watch it travel.
It is opened, logged and given its number. You get that number on your receipt — it is what you type into the tracker.
They decide which unit should handle it. Nothing moves until they do, so the trail always shows who sent it where.
They put it on a named person's desk. Until they do, it belongs to the unit rather than to anybody in particular.
The actual work — the site visit, the checking, the drafting. Their answer is what closes it.
The same journey, from above
One row per person. The two gold boxes are the points where somebody has to agree before it moves — the head approves the routing, and the officer accepts the work before starting. After that it is in several hands at once, and it only finishes when the last of them reports.
What it is for
The same record answers all of them, which is the whole point of keeping it in one place.
Type your number into the tracker. You get the stage it has reached and the date it got there — no phone call, no trip to the office.
Every hand-off is written down as it happens, with a name and a time. Nothing is remembered, and nothing is somebody's word against somebody else's.
One list of what is on whose desk and how long it has been there. The system warns you at the halfway mark, not after the deadline has gone.
Your approvals in one queue, the document itself attached to each. Sign, send it on, or send it back with a reason — all three are recorded.
Backlog-risk dashboard
Documents in motion, SLA compliance by type, and a “needs your action” list sorted by tightest deadline — the division head's morning in one screen.
A 30-day trend of what arrived against what went out.
Share of released documents that met their tier — measured, with unmeasured ones excluded rather than counted as successes.
Sorted by the tightest statutory deadline, not by arrival.
Prepared by, recommending approval, noted by, approved by — one immutable row per slot, with a field reserved for the national PKI so approvals do not need retrofitting when PNPKI lands.
Completed documents stay findable by reference, title, applicant, type or date. The completed view states whether each one met its statutory tier — the archive is the compliance record.
Retention runs off a file plan, and disposal is a reviewed workflow carrying a National Archives authority reference. Nothing is ever deleted outright.
Compliance
RA 12254's IRR took effect on 9 April 2026 and mandates digitalised, tracked, verifiable document workflows. The clocks are running — the once-only interoperability deadline is 9 April 2028.
Why this one
Your routing, your document types, your deadlines — configured to the office rather than the office adapted to the software, and yours to change the week something changes.
A 45-minute walkthrough with your division heads and MISO. We bring the sandbox loaded with your document types.
Correspondent data never leaves the country. Geo-redundant backups, disaster-recovery drills, and an annual Privacy Impact Assessment review under the maintenance contract.
