Important information about how certification data is reported to the NSW Government
Required data
Registered certifiers and local councils must report data on certification for all building work approved on or after 1 July 2018 to the NSW Government. This gives the Government real-time, centralised information on building activity across NSW, helps improve public policy and strengthen certification and building regulation.
Currently a large percentage of certification reporting (complying development certificates, construction certificates and occupation certificates) is being provided to both NSW Fair Trading AND the NSW Planning Portal.
The NSW Planning Portal is being enhanced to streamline the reporting process for all certifiers. The updated capability on the NSW Planning Portal reflects requirements for certifiers outlined in the following legislation:
- Building and Development Certifiers Act 2018;
- Building and Development Certifiers Regulation 2020;
- Environmental Planning and Assessment Act 1979;
- Environmental Planning and Assessment Regulation 2021; and
- Environmental Planning and Assessment (Development Certification and Fire Safety) Regulation 2021.
What has changed?
From 5 June 2023, the NSW Planning Portal has the capability to receive all critical stage inspections and written direction notices.
There will be a period of transition for certifiers to switch their current reporting methods from NSW Fair Trading to the NSW Planning Portal.
From June 2023 information can be submitted using the following approaches:
- Directly into the NSW Planning Portal
- Using the existing NSW Fair Trading CertAbility web portal and app
- Using the existing Application Programming Interface (API) to NSW Fair Trading
- Providing information via SFTP (File transfer) to NSW Fair Trading
By July 2024 information can be submitted:
- directly into the NSW Planning Portal, or
- by API to the NSW Planning Portal
Additional information on current processes to NSW Fair Trading:
| Reporting options | From June 2023 | From July 2024* |
|---|---|---|
| Information submitted via email | Email submissions will still be permitted, however, NSW Fair Trading will engage with those using this method to discuss transition plans. | Not available |
| CertAbility web portal and mobile app | The CertAbility web portal and mobile app will be still available to users until June 2024. Note that if you continue to enter information into the CertAbility web app, information on the building work and issuing of certificates will still be required. | Not available |
| API – Application Programming Interface | API to NSW Fair Trading will remain available and there will be no changes. An API with the NSW Planning Portal will be made available late 2023, and the API specifications will be made available on the NSW Planning Portal. | Not available |
| Secure File Transfer Protocol (SFTP) | SFTP (file transfer) to NSW Fair Trading will remain available and there will be no changes. Certifiers submitting via file transfer will need to consider options available to submit information to the NSW Planning Portal from July 2024. | Not available |
* NSW Fair Trading will continue to engage with the certifier community to assess progress with the move to the new reporting options offered by the Department of Planning and Environment on the NSW Planning Portal.
What hasn't changed?
Certifiers are still required to report their certification work to the NSW Government under the legislation outlined above and in accordance with the specified timeframes.
For example, Schedule 8 of the Building and Development Certifiers Regulation sets out the required data and that it must be reported within two business days after each event. This could be completing an inspection or issuing a certificate.
Need help?
For issues regarding data reporting and the transition to the NSW Planning Portal email [email protected].
For technical issues email [email protected].
More information
See the answers to some common questions about data reporting below.
Frequently asked questions
Which certifiers need to report data?
You only need to report data for a building work if you’re the principal certifier. This includes private certifiers, local councils and registered body corporates.
If you’re a registered certifier who does an inspection on behalf of the principal certifier you are still required to provide the record to the principal certifier who must then report the inspection.
Can office staff report data on a certifier’s behalf?
Yes, but certifiers are still responsible for data reported on their behalf.
How does certification data reporting relate to the Planning Portal?
The NSW Planning Portal is the single source of truth gathering data to verify the location, dates and responsible parties for a development moving into the future.
Certification data also covers certificates issued, critical stage inspections and written direction notices which can now all be reported directly to the NSW Planning Portal.
How often do I need to report data?
Certification data must be reported no later than 2 business days before building work commences, and no later than 2 days after each reportable event such as issuing a certificate or carrying out an inspection.
Can I record critical stage inspections and written direction notices for certificates that have not been created on the portal?
No, if certificates have not been assessed and determined on the NSW Planning Portal, you will not be able to record a critical stage inspection or written direction notice on the NSW Planning Portal.
However, certifiers must continue to keep a separate record of inspections and notices, for works recorded outside the NSW Planning Portal (see Part 7 of the Building and Development Certifiers Regulation). These inspections and notices can still be reported to NSW Fair Trading using one of the methods in the table above.
I have issued and determined a certificate on the NSW Planning Portal and the first few critical stage inspections were reported using CertAbility. Now that the functionality is live, can I report my next critical stage inspection on the NSW Planning Portal?
Yes, if you are ready to do so, you can start reporting your critical stage inspections and written direction notices to the NSW Planning Portal from 5 June, 2023. There is no need to transfer or upload data previously provided to NSW Fair Trading.
Can I change my reporting option?
From May 2023, there will be changes as we transition from reporting to NSW Fair Trading to reporting into the NSW Planning Portal.
If you have started to report to NSW Fair Trading, you can switch to the NSW Planning Portal at any time. For those certifiers using the API, we will notify you when the API service to the NSW Planning Portal is ready.
What records need to be sent via API or SFTP to NSW Fair Trading?
For SFTP it’s one zip file overall, covering all building works.
For both API and SFTP only amendments and updates need to be sent, but you can send all records if you prefer.
Keep in mind some reporting options will not be available beyond June 2024. Check the reporting transition timeframes outlined in the table above.
What if the principal certifier changes?
The former principal certifier will report all certification work on the development that is carried out up to the date of the change of certifier. Once a replacement principal certifier has been appointed, reporting obligations for the new principal certifier commence from the date the appointment is accepted.
Depending on the reporting method used, the new certifier may need to re-enter data for certification work by the previous certifier.
- If both certifiers use CertAbility, the outgoing certifier can use the app’s function to provide access to the work to the new certifier. The new certifier will not need to re-enter data, the file will provide a reference point.
- If the outgoing certifier uses CertAbility, and the new certifier uses the API or SFTP, the outgoing certifier can generate an export file (csv format) from the app and send it to the new certifier. Although the new certifier will need to re-enter the data, the file will provide a reference point.
- If the outgoing certifier uses the API or SFTP, and the new certifier uses CertAbility, the new certifier will need to re-enter data for work by the previous certifier.
Keep in mind that reporting methods will change, and from July 2024 all data needs to be reported to the NSW Planning Portal and CertAbility will no longer be available.
What about data and privacy?
Access to data is restricted by law to relevant government agencies. NSW Fair Trading may enter into data-sharing arrangements with other agencies.
Please see the Department of Customer Service Privacy Management Plan (PDF) and the NSW Fair Trading Privacy Statement for more information about how we handle your personal information, how you can request access to or correct the personal information we hold about you (if the information is inaccurate, incomplete, not relevant or out of date) and who to contact if you have a privacy enquiry or complaint. You can also email us at [email protected].