1

Introduction

1.1

The existing method of data enhancement is contained in CTR(E) IA 100504.

1.2

An alternative method of data enhancement has been identified which allows offices to commence the exercise without SAS producing the enhancement spreadsheets.

1.3

It is essential that Team Leaders satisfy themselves that staff undertaking this exercise are fully competent in applying the dwellinghouse codes as there will be no quality control at this stage of the exercise.

We suggest that Team leaders or Line Managers carry out Quality Assurance on the first 50 ‘judgements’ made by the Enhancer.

1.4

This alternative method has been trialled in the network and results show that it is quicker, easier and simpler to manage than the existing method. The assumption is that this method will enable the locations to start work on Data Enhancement for any BA as soon as the Data Capture has been completed.

The decision on which method to use will be left to Groups, however if data enhancement has already commenced on a CD it should be completed in order to avoid any duplication of work. Data Enhancement spreadsheets on CDs will not now be automatically produced unless requested.

Data Enhancement should be carried out in the same order as Data Capture.

2

Alternative Method

2.1

This method can be commenced during the QC stage of data collection and input with the Quality Controller doing the enhancement or after the QC has been completed.

2.2

Instead of SAS producing spreadsheets of all entries with missing data the original hard copy batch records of the ‘Dwellings Details Report’ or ‘Inspection Support Data by Location’ reports should be used, these will be revisited to find any data that was not collected in the first instance.

2.3

The enhancer should have access to the following records : - Précis Sheets, Survey Binders, Settlement Records, Estate Files, NDR Core Files, Digital Mapping Application

2.4

When a BA is selected for enhancement all the batch records of the ‘Dwellings Details Report’ or ‘Inspection Support Data by Location’ reports should be collated. The enhancer should then scan each page to see where data is missing. Entries with one or more of the following eight codes missing: - Group, Type, Age, Area, Rooms, Bedrooms, Bathrooms and either ‘Number of Floors’ or ‘Floor Level’ should be checked against the above records. All extra coding found in this process should be entered in manuscript on the batch records in a colour different from that used in the initial data collection process for ease of identification.

It may be useful if any staff carrying out this exercise have a copy of the Validation Matrix. (A copy of the Matrix can be found in P:\CEO2\Council Tax).

2.5

Judgements should be made about missing coding, for instance if the Group code or Type code are missing, these can be determined using the information from other records

2.6

If all data is missing and it is clear that the property is identical to another that has full coding, then the codes can be deemed to be the same.

The use of the Digital Mapping application is useful in this respect for identifying different dwelling types from the footprint, for instance in estates where all dwellings fall into particular types and there is an absence of information in the Estate File, staff involved can identify the types and code all identical properties.

Where records indicate the presence of an annex or the dwelling appears to be in separate occupations advice should be sort from a Band 4 or Band 5.

2.7

Once the above has been completed for a batch it can then be inputted onto the CDB through the ‘Bulk Dwelling House Codes (CT Reval) screen or the Individual Property Details screen.

3

Inputting Data

3.1

Care should be taken when inputting data in the bulk inputting facility of the Property Details Application that the effective date and ‘Reason for coding’ of the property on the screen is identical to the ones on the batch record. This is vital as the latest record may have a more complete set of details, which must not be amended.

3.2

If entering details via the Individual Property Details screen the effective date of the property details on the batch record must be input as the query date.

3.3

Under no circumstances should the Effective Date or the ‘Reason for Coding’ fields be amended on the Central Database.

4

Action on Completion

4.1

Once all missing data has been retrieved from hard copy records and Digital Mapping the report should be prepared for external inspections to collect more missing codes.

It is helpful to mark the pages of the report with an ‘X’ in the top right hand corner of all pages where there is still missing data. The referencer will then be able to tell at a glance the roads that need to be visited. This will be the subject of a separate IA.

5

Activity Monitoring

5.1

All time spent on this exercise should be recorded in the Council Tax Revaluation Activity Monitoring Return under ‘Data Enhancement’.