Skip to content
Property development Step plan

Subdivision administration: all permits, plans and deeds in one file

The administration of a land subdivision involves dozens of documents: permits, cadastral plans, the purchase deed, the plan of street names and house numbers. In Lean, each document is attached to the process step where it is needed, and you see per subdivision what has come in and what is still missing.

Plan an online demo →Software for property development →

Why subdivision administration takes so much

A subdivision starts long before the first excavator. There is a purchase deed, a zoning plan, planning permission, a cadastral plan with the marked plots, and a plan of street names and house numbers. Each document comes from a different party: the notary, the surveyor, the municipality, the utility company.

Those documents are needed again later: for the building application, for the sale of each plot, for the connections. If they are spread across folders and mailboxes, the search starts every time. And whoever does not know a document is still missing only notices when the next step has to start.

With IRP in Lean ERP, you record the administration as a sequence of steps, with per step the documents that belong to it. Below is an example of such a step plan. Within IRP you can model your own processes.

Step plan: the administration of a subdivision

An example of the groups and the information that belongs to them. Every piece of information is attached to the subdivision, so it can be found again at every step later on.

  1. Plans and permitsPlanning permission, building permit, operating permit, environmental permit, demolition permit, sewerage permit and plan, zoning plans and the consultation about them, plans for landscaping and planting, and the execution plans for the sewerage, the roads and the groundworks at subdivision level.
  2. Cadastral plan and pre-cadastrationThe cadastral plan fixes the exact boundaries and ownership structure of the land, and is needed for the permits and the sale. This group includes the plan with the marked plots and the plan with the area per plot.
  3. Purchase deed and purchase agreementThe purchase deed confirms the transfer of ownership of the land and is the basis for the next steps. This group includes the unsigned deed for the purchase agreement, the legal check of the deed and the deed signed by all parties.
  4. Street names and house numbersThe plan of street names and house numbers sets the address of each plot, needed for planning on site and for the sale. This group includes the request for the plan, the plan itself, the plan with the marked plots and the area per plot.
  5. Other filesAnything that does not fit a fixed group, such as the water management file, gets its own place in the step plan, with the same follow-up.

Subdivision, block and plot: each document at its level

Not every document belongs to the same level. The planning permission and the cadastral plan belong to the subdivision. A building plan belongs to the block. The energy certificate or the notarial deed belongs to the plot, the home of one buyer.

In Lean, subdivision, blocks and plots form one structure. A piece of information is recorded once, at the right level, and is visible where it is needed. Nobody has to look for the cadastral plan again when a plot is sold.

**Real screen from the demo environment**, with fictitious data. A subdivision with its blocks and plots as one file. Click to enlarge.
Real screen from the demo environment, with fictitious data. A subdivision with its blocks and plots as one file. Click to enlarge.

See per step what has come in and what is missing

Per process you see how many documents have come in and which are still missing. A permit that has not arrived is shown as missing, not as an empty box nobody notices.

Because the steps are in the file's planning, you also see when a document is needed. If the cadastral plan is still missing while sales start next month, it stands out before it becomes a problem.

Who may view or add which document is set up with you at the start. A surveyor or engineering firm can supply their part, while the rest of the file stays internal.

**Real screen from the demo environment**, with fictitious data. Per process of the subdivision, how many documents have come in. Click to enlarge.
Real screen from the demo environment, with fictitious data. Per process of the subdivision, how many documents have come in. Click to enlarge.

Frequently asked questions about subdivision administration

Which documents belong to the administration of a subdivision?

Among others the planning permission and other permits, the zoning plan, the cadastral plan or pre-cadastration, the purchase deed and the plan of street names and house numbers. In Lean you record them as the steps of a process.

Can I use my own step plan?

Yes. The step plan on this page is an example. You model your own processes, with per step the information that belongs to it. This is set up with you at the start.

How do you see which permit is still missing?

Per process of the subdivision you see how many documents have come in and which have not. What is missing is shown as missing at the step.

The complete step plan for property development

Subdivision administration is one phase. See the other phases too, from preliminary study to after-sales service.

Property development step plan ›Subdivision preparation ›Subdivision works ›Software for property development ›
Plan an online demo

Bring one bottleneck. See how Lean handles it.

We start from a situation in your work. You see what works in the software today, and we discuss how it fits your process.

Book an online demo