1

Introduction

1.1

The existing method of data capture is contained in CTR(E) IA 270303 and shown in the Mass Data Capture Process Map.

1.2

An alternative method of data capture has been identified which allows extraction and input of data directly onto the central database. Using this method there is no requirement to first run a central database enquiry, as there is with the existing method.

1.3

It is essential that adequate training is provided to any staff member undertaking the alternative method of data capture and that they have been familiarised with address selection and input screens.

1.4

The alternative method has been trialled in the network and results show that it is quicker than the existing process and more data can be identified and captured.

1.5

For some mixed urban and rural Billing Authorities there may be an advantage in using a combination of both methods ie the alternative method where data is found in street order for towns and former rating districts, and the existing method for the remainder.

1.6

The alternative method of data capture assumes that precis sheets are available in locations and that they are in reasonable repair. If this is not the case, this method will not be suitable for use.

Reduced versions of precis sheets can be difficult to read and may also make this method unsuitable.

1.7

Groups may wish to consider using the alternative method as outlined in this IA.

2

Background

2.1

Until 31 March 1990 when rating of domestic properties ended, précis sheets were used to summarise dwelling details from domestic surveys and to record valuations

2.2

No data is held in précis sheets or surveys for new dwellings erected between 1 April 1990 and 31 March 1993 or for properties altered in the same period. This is because the Valuation Office was not responsible for administrating the Community Charge (Poll Tax) system which was in existence during those years.

2.3

Since the introduction of Council Tax on 1 April 1993, details of new dwellings and alterations to existing dwellings have been recorded on Domestic Surveys. Précis sheets have not been maintained but they remain a useful source of data.

3

Data Source Documents

3.1

Précis sheets and domestic surveys should be used in tandem but précis sheets should be used as the first source of data.

3.2

Estate Files, Local Authority Schedules, Appeal Settlement Detail Sheets and non-domestic Rating files should also be used as they may provide valuable sources of information

4

Allocating dwellings for Data Capture

4.1

Sections of precis sheets, based on streets eg Aa-Ab, should be allocated for data capture to a nominated person.

In some rural areas it might be necessary to allocate dwellings by former rating districts and/or postcodes.

4.3

The allocation should be recorded on the ‘Mass Data Capture Control Spreadsheet’ which is found under CTR 2007 on the location’s P drive.

When using the alternative method of data capture, dwellings allocated for data capture need only be recorded in ‘Data Extraction & Input Control’ on the ‘Control’ spreadsheet. There is no requirement to complete ‘Report Production Control’.

4.4

The section headed ‘Data Extraction’ on the ‘Data Extraction & Input Control’ spreadsheet should be amended to read ‘Data Extraction & Input’ and the heading ‘Data Input’ should be removed as data extraction and input will have been undertaken at the same time by the same person.

Columns headed ‘Allocated to and ‘Date Allocated are self explanatory but other columns should be completed as follows:

•

Search No - There is no requirement to complete this column

•

Total Pages - The total number of pages allocated from the precis sheets should be recorded

•

Pages allocated Start and Finish

The first and last streets names (or abbreviations )should be recorded eg Abbey Rd to Bank St or Aa to As

In rural areas where dwellings are allocated by former rating districts and/or postcodes it will be necessary to record the name of the rating district etc.

5

Extracting and Inputting Data

5.1

Dwelling details should be extracted and input from hardcopy records directly onto the database.

5.2

Précis sheets should be used as the first source of information. However surveys should be used in tandem to identify any missing details. A quick look at the survey will also reveal if any structural alterations have taken place since 1 April 1993.

5.3

Data should be input to the ‘Bulk Dwelling House Codes (CT Reval) screen, in the order in which it appears in the précis sheets, by accessing:

•

Property Details

•

Bulk Dwelling House Codes (CT Reval).

5.4

When inputting data for dwellings in some former rating districts it might be necessary to enter the postcode rather then the street name in the ‘Bulk Dwelling House Code’ screen.

5.5

Surveys may well be found in a particular street for which there is no corresponding entry in the précis sheets. These surveys will usually be for dwellings built since 1993. Data for these dwellings should be entered direct onto the central database from the survey sheets.

In some locations surveys for dwellings built since 1993 have been filed in a separate filing system. Details of these dwellings should be captured later (see paras 7.2 and 10.1)

5.6

Under no circumstances should the existing Effective Date shown on the ‘ Bulk Dwelling House Code (CT Reval) screen be altered when inputting data.

5.7

When the data has been captured for a dwelling, Reason Code R code should be recorded.

The R code should not be recorded at this stage against addresses for which no data has been found.

5.8

Under no circumstances should any details already captured under Reason Code P be amended.

5.9

Any surveys found misfiled during this exercise should be removed from the Survey Binder and filed correctly.

6

Producing a Report showing Data Captured

6.1

When all available data has been captured from précis sheets and surveys for the selected street, the operator should produce an ‘Inspection Support by Location’ report by accessing:

•

CT Main Menu

•

CT Reval (Wales)

•

Reports & Returns

•

Inspection Support Data by Location

6.2

When dealing with rural areas where addresses have been selected by former rating districts and postcodes, it will be necessary to produce an ‘Inspection Support by Postcode’ report instead of a report by Location.

6.3

Once produced, the report should be initialled by the operator in readiness for Quality Control.

7

Identifying and Locating Missing Data

7.1

The ‘Inspection Support Data by Location/Postcode’ report should be used to identify where data is missing.

7.2

An entry in the ‘Sett Type’ column of the ‘ Inspection Support Data’ reports will identify dwellings which have been the subject of an Appeal or Maintenance Report. This may assist in locating missing data for these dwellings, eg :

Settlement Type CL13 will indicate the property address has changed. The address on the précis sheet/survey may not have been amended but it might be possible to locate the record by identifying the previous address. This can be done by undertaking a ‘Full Data Search’ (FDS) which can be accessed from any Address Selection screen or through:

Settlement Type CL10 will indicate a new dwelling built since 1993 In some locations dwellings built since 1993 have been filed in a separate filing system

Settlement Types ‘F’, ‘A’, ‘W’ etc will indicate the dwelling has been the subject of an Appeal. Any missing data may well be found on the Settlement Details Sheet.

7.3

In some locations survey sheets have not been amended following receipt of a CT Appeal. Where this is known to be the case, Settlement Details Sheets should be checked to ascertain up to date information.

7.4

Dwellings which form part of a composite property are identified in the ‘Current Band’ column on the ‘Inspection Support Data by Location/Postcode’ Report, eg E (comp). Any missing details for these dwellings, (excluding farms which can also be shown as composites), may well be found in the appropriate non-domestic Rating file.

7.5

All additional data should be entered in manuscript on the ‘Inspection Support Data by

Location/Postcode’ report in readiness for inputting.

8

Inputting Additional Data

8.1

Any additional data identified on the ‘Inspection Support Data by Location/Postcode’ report should be input to the ‘Bulk Dwelling House’ Code screen and Reason Code R recorded.

8.2

The R code should also be recorded at this stage for dwellings for which no data has been found. It should be inserted in manuscript on the ‘Inspection Support Data by Location/Postcode’ and the entry initialled to show that the database has been updated.

8.3

After the database has been updated the ‘Inspection Support Data by Location’ report should be passed to the Quality Controller.

9

Quality Control

9.1

Quality Control for extraction and input should be undertaken at the same time from the

‘ Inspection Support Data by Location/Postcode’ report and data source records.

9.2

As the ‘Inspection Support Data by Location/Postcode’ report will show the data which has been input to the central database, there will be no necessity to access the system.

9.3

Details of entries subject to QC are the same as for the existing method of data capture as outlined in CTR(E) IA 261103.

9.4

50 addresses should be randomly selected and be of varying types across a number of different streets

9.5

Data extracted/input on the first 50 addresses by a staff member must be 100% quality controlled.

9.6

If having quality controlled the data extracted/input on the first 50 addresses, more than 5% of addresses have data errors, or omissions where data was available, the Quality Controller will need to check 100% of the following set of 50 extracted by that staff member

9.7

100% quality control needs to continue until the staff member achieves a level where 5% or less of 50 addresses have errors. When this level is achieved a 2% sample of each batch allocated thereafter needs to be checked. The 2% of addresses to be checked should be randomly selected and if possible not dwellings in the same street.

9.8

If at any time errors or omissions are found in the 2% sample, then the staff member should revert to 100% quality control and only revert to 2% sampling when 5% or less of the addresses have errors

9.9

The quality controller should also scan all other entries on the report to identify obvious inputting errors, eg more bedrooms than rooms ……. 65 bedrooms in a small semi-detached house, etc.

9.10

Addresses that have been selected for quality control should be marked on the ‘Inspection Support Data by Location/Postcode’ Report' against the checked address and be initialled by the Quality Controller.

9.11

Errors and omissions should always be drawn to the attention of the operator so that they are aware how to rectify these items in the future.

9.12

A record of data input QC must be maintained on the ‘Data Capture Extraction and Input Control’ spreadsheet.

10

Surveys filed separately from the Mainstream

10.1

In some locations, surveys for dwellings built since 1993 have been filed in a separate filing system. These dwellings may either be infilling in existing streets or in new streets on estates etc.

Data for infilling dwellings may have been captured earlier in the exercise. If not it will be necessary to capture this data together with that for dwellings in new streets or areas in the BA following that from the mainstream filing system. Data for these dwellings should be captured direct from the surveys.

10.2

Details of Local Authority dwellings may well be held in separate précis sheets and/or schedules. It will be necessary to capture this data for the BA following that from the mainstream filing system.

11.

Exception Reports

11.1

A ‘Mass Data Capture Exception Report’ (see IT IA 030903) should be produced to identify dwellings that have not had bulk dwelling code details captured. The report can be run by accessing:

•

CT Main Menu

•

Enquiries

•

Main Enquiries – CT

•

Selecting CT Reval (England) – Mass Data Capture Exception

11.2

This report should only be used to find records where it has been identified that the majority of dwelling details have already been captured for that BA or location area. Attempts to search for large numbers of records could have a significant effect on the central database performance and must not be undertaken.

12

Filing ‘Inspection Support by Location/Postcode’ Reports

12.1

‘Inspection Support Data by Location/Postcode’ reports should be filed in address order in the same way as Domestic Detail reports and retained until further notice for audit purposes.