1.1

A software release will be loaded onto the central database on the evening of Thursday 2 December 2004.

1.2

This release includes the following changes to the Property Details Application:

●

The amendment of the existing ‘Display / Maintain Dwelling Details’ screen (Individual Property Details function) so that the full property details history for domestic properties can be viewed and amended if appropriate.
This change has been implemented to assist users when updating Property Details as part of current work or in connection with capture of details for CT Revaluation (England) 2007. Further specific details in its use will be the subject of a separate IA.

●

The addition of new Property Details ‘Data Validation Codes’ which will be used to determine the reliability of domestic property details information when producing valuations for the 2007 Revaluation. This code can be entered via the Bulk or individual property details screens and will be mandatory where the reason code for the record is ‘R’ or ‘P’. Further specific details in the use of these codes will be subject of a separate IA.

●

The implementation of Property Detail activity codes. These will be used to control and monitor CT Revaluation (England) activity when capturing and updating Property Details.
Further specific details in the use of these codes will be subject of a separate IA.

●

The addition of a new validation for all Property Details screens that warns if an effective date prior to ’01-JAN-1950’ is entered. This is to prevent the inputting of specific historical dates such as 01-Jan-1904.

2.1

Changes have been made to the existing ‘Display / Maintain Dwelling Details’ screen for domestic addresses. This screen is accessed from the Property Details main menu option ‘Individual Property Details’ or directly called from the CT, CRAC or Property Transactions (PT) Applications.

2.2

The screen has been renamed ‘Amend/Delete Existing Details or Create New Details’ and split into two separate blocks. The top block displays all existing property detail records that exist for the address and permits their amendment. The bottom block will allow the users to create a new set of property details as required.

2.3

The revised screen is accessed in the same way as previously. Because all details for an address are now displayed and can be amended, users no longer need to enter a query date. Similarly, when called from the CRAC or PT applications, the data will no longer be retrieved using the pertinent date of the case or transaction.

2.4

On accessing the screen, the Property Details record with the latest effective date for the address is highlighted. All existing records that exist for the address are displayed in ascending effective date order. Where more records exist than can be displayed on screen, it is possible to scroll up and down through the records as required.

2.5

It is possible to amend any of the existing details displayed in the top block as required (within validations).

2.6

The effective date of existing records can be amended to allow Property Detail history to be corrected and maintained. This will be useful in situations where, for example, a change to a property has occurred on a known date, but this date is earlier than that of the existing current record. In order that history is retained, it is now possible to create a new record with the required effective date and then amend the effective date of the existing record so that it is prior to the date of the newly created record.

2.7

Any changes made to an individual record must be saved using <F10> before the user can update another record.

2.8

If the effective date of an existing record is amended, on committing the changes the displayed records will be re-ordered.

2.9

Validations are now applied to prevent a Property Details record from being created with the same effective as another record that exists for the address. This validation is applied to both existing record amendment and the creation of a new record.

2.10

To create a new set of details the user should access the bottom block using the <F1> key.

2.11

It is possible to copy details of the existing record with the latest effective date into the Create New Details block by selecting the ‘Copy Details’ button at the bottom of the form. The reason code, effective date and data validation code will not be copied.
The details can then be updated and an effective date entered as required.

2.12

On committing the creation of a new record, the details will transfer to the existing details block (placed in the correct effective data order).

2.13

If the screen has been accessed directly from the Property Details main menu, existing records can be deleted using the key combination <shift F5>. Validations are applied to prevent deletion of the only Property Details record for an address. Where the screen has been called from the CT, CRAC or PT applications, it will not be possible to delete any Property Details records.

2.14

As for the existing screen, where the ‘Amend/Delete Existing Details or Create New Details’ has been called from the CT, CRAC or PT applications, any amendments to the Property Details data will not be saved unless the case or transaction is saved in the calling application.

3.1

A new field of ‘Data Validation Code’ has been added to the Property Details attribute fields. This code will be used to determine the likely reliability of Property Details data when the AVM calculates values for the CT 2007 Revaluation (England).

3.2

The Data Validation codes available are:

Code

Data Validation Code Description

1

All attribute codes recorded are from records, inspection or knowledge.

2

All 8 primary codes from records, inspection or knowledge; other data imputed.

3

Group/Type/Area from records, inspection or knowledge; other data imputed.

4

Data has been imputed into at least one of Group, Type or Area.

The Data Validation Code field is positioned to the right of the existing ‘Effective Date’ field in both the individual and bulk Property Detail capture screens. A list of values is available in both screens.

The entry of a Data Validation code is mandatory where a Property Details record is recorded with a reason code of ‘R’ or ‘P’.

3.5

As part of the software load, all existing property details records with a reason code of ‘R’ or ‘P’ will be automatically allocated a Data Validation code of 1.

3.6

A Data Validation code of 1 will need to be input for all records captured following this IT enhancement until further instructions are issued.

3.7

Movement to the next record in the bulk input screen and commitment of data will NOT be allowed without a Data Validation code being entered.

3.8

The Data Validation code will be added to all screens and outputs that display Property Details data in a later release.

Activity codes can now be entered against a Property Details record. These will be used to control and monitor the data enhancement processes. A more detailed explanation will included in a future IA.

4.2

The activity code screen can be accessed from either the Bulk Dwellinghouse Codes screen or the Individual Property Details screen by pressing <CTRL F4> with the cursor against the relevant record.

4.3

On accessing the Property Details Activity Codes screen, the property address, effective date of the Property Details record selected and any existing activities for the record is displayed.

4.4

It is possible to enter, amend or delete Property Detail activity codes as required (within validations). For each activity code, an activity date must be entered. Up to ten activity codes can be recorded for each Property Details record.

4.5

The following activity codes are available (a list of values is available by pressing <F7>):

Activity Code

Activity Code Description

20

Data enhanced from office records – extrapolated. *

22

Data enhanced from office records – recorded details.

25

Failed attempt to enhance data from office records.

30

Data obtained from details provided by occupier or owner.

35

Failed attempt to obtain details from contact with occupier or owner.

40

Data obtained from drive by inspection – estimated.

42

Data obtained from drive by inspection – factual.

45

Failed attempt to obtain data from drive by inspection.

60

Data obtained from details supplied by BA or agent etc.

65

Failed attempt to obtain data from BA or agent etc.

70

Data obtained from physical inspection.

* For this purpose, ‘extrapolated’ means a judgement based decision based on comparable information in office records.

4.6

Having entered or updated the property details activity codes, <F10> saves the records to the database. <F12> then returns the user to the calling screen.

4.7

Where the Property Details record has a Data Validation code of ‘1’, it will not be possible to enter an activity code of ‘20’.

4.8

The activity code with the latest activity date will be displayed in both the Individual and Bulk Property Details screens in a new field placed to the right of the Data Validation code.

4.9

The latest Activity Code field will be added to all screens and outputs that display Property Details data in a later release.