1.1

A software release will be loaded onto the central database on the evening of Thursday 20 January 2005.

1.2

This release makes enhancements to the ‘Value Significant Codes’ and introduces facilities to record questionnaire issue and return details.

2.1

The existing ‘Value Significant Codes’ are converted to two digit codes and their descriptions expanded to more specifically describe the property feature. New codes are also added to cover additional Value Significant items.

2.2

The ‘Value Significant Codes’ now available are:

AM

Agricultural property: Main Farmhouse

AO

Agricultural property: Other house or cottage

AV

Agricultural property: Temporarily Vacant

AW

Agricultural property: Workers Cottage

BA

Balcony: Up to 3 sqm

BB

Balcony: Over 3 up to 5 sqm

BC

Balcony: Over 5 up to 7 sqm

BD

Balcony: Over 7sqm

CB

Composite: Boarding/Guest House

CH

Composite: Hotel

CI

Composite: Industrial

CN

Composite: Not known/other, not including Agricultural

CO

Composite: Office

CP

Composite: Public House

CS

Composite: Shop

DS

Shared Drive

EF

Functional/Economic Factor

FC

Facility: Adj Conservation Area

FG

Facility: Adj Golf Course

FO

Facility: Adj Other 'positive' facility/amenity

FP

Facility: Adj Park

GG

Garden: Garden, where not usual

GN

Garden: No Garden, where usual

HO

Penthouse

LE

Leisure facilities: Equestrian - Paddock only

LF

Leisure facilities: Equestrian - Incl Stables

LR

Leisure facilities: Swimming Pool – Outdoor

LS

Leisure facilities: Swimming Pool – Indoor

LT

Leisure facilities: Tennis Court

NA

Quality: Atypical for Group Type

OS

Patio: Where value significant

PL

Plot size: Large for Group/Type in locality 'To insert factor >1'

PS

Plot size: Small for Group/Type in locality 'To insert factor <1'

QA

Roof Terrace: Up to 3 sqm

QB

Roof Terrace: Over 3 up to 8 sqm

QC

Roof Terrace: Over 8 up to 15 sqm

QD

Roof Terrace: Over 15sqm

RC

Restrictive Covenants and other (non-agricultural) tied dwellings

SC

Condition at Sale

TM

Traffic: Main/Busy Road

TQ

Traffic: Quiet Road or Cul-de-sac

TU}

Traffic: Un-adopted Road

UC

Utility: Cesspit

UL

Utility: No Street Lighting

UN

Utility: Other not mains drains

UO

Utility: Adj Public Transport (negative)

UP

Utility: Adj Public Transport (positive)

UR

Utility: Adj Radio Mast, Sub-Station, Pylon etc

US

Utility: Septic Tank

VC

View: Sea Partial

VE

View: Sea Full

VH

View: Hills/Mountains Full

VI

View: Hills/Mountains Partial

VL

View: Lake Full

VM

View: Lake Partial

VO

View: Other amenity Full (eg Field, Golf course)

VP

View: Other amenity Partial (eg Field, Golf course)

VR

View: River Full (excl any flood adjustment)

VS

View: River Partial (excl any flood adjustment)

WK

Other building/feature: Remarks?

YG

Gated Estate

ZH

Subsidized Housing: Housing association - Rent Only

ZI

Subsidized Housing: Housing association - Equity Share

ZJ

Subsidized Housing: Housing association - Not known

ZL

Subsidized Housing: Local Authority

ZN

Subsidized Housing: Not known

2.3

Existing single code VSC values will be automatically updated to the equivalent new code as shown below:

Existing Code:

Will be converted to:

F – Farmhouse

AM - Agricultural Property: Main Farmhouse.

G – Garden (where this is not the norm)

GG – Garden: Garden, where not usual.

O – Patio (where this is value significant)

‘OS – Patio: Where value significant’.

P – uncharacteristically large plot.

‘PL - ’ Plot size: Large for Group Type in locality 'To insert factor >1'.

S – uncharacteristically small plot

‘PS - Plot size: Small for Group Type in locality 'To insert factor <1'.

R - Restrictive covenant / agricultural dwelling / tied cottage

‘RC - Restrictive Covenants and other (non-agricultural) tied dwellings’.

C – Cesspit (drainage)

UC – Utility: Cesspit.

I – No street lighting

UL - Utility: No Street Lighting.

T – Septic tank (drainage)

US - Utility: Septic Tank.

D – shared drive

DS – Shared Drive.

2.4

It will be possible to store up to five ‘Value Significant Codes’ against each property details record. Consequently, ‘Value Significant Codes’ can no longer be entered directly into the VSC property attribute field within the bulk and individual property details screens. All ‘Value Significant Codes’ must now be captured and maintained through the ‘Maintain Value Significant Codes’ sub-screen.

2.5

The ‘Maintain Value Significant Codes’ sub-screen can be accessed from either the individual or bulk property details screen by pressing <Ctrl F5>, with the cursor against the required property details record.

2.6

A field is has been added that permits a factor to be stored against each VSC code. This factor will default to 1.0000 for each newly created record and for all existing records on the system, but can be amended to any value between ‘0.0001’ and ‘9.9990’, as required. This factor will be used by the AVM when calculating the value for the 2007 Reval. The default setting should remain until further instructions are issued.

2.7

Remarks (up to 255 characters) can also be entered against each VSC code. This field should be left blank until further instructions are issued.

2.8

Having entered or updated ‘Value Significant Code’ details, the entry must be committed using <F10> before entering/amending another set of VSC details or returning to the calling screen.

2.9

A Value Significant code record can be deleted by pressing <Shift F5> with the cursor against the required record.

2.10

Where only a single ‘Value Significant Code’ has been entered against the record, the first letter of the code will be displayed in the existing VSC attribute field within the individual and bulk property details screen. Where multiple entries have been have been entered, the code ‘M’ will be displayed in this field.

2.11

Code ‘M’ can no longer be manually entered as a VSC value (it will only be used by the system to indicate that multiple VSCs have been entered). All records that were previously recorded with code ‘M’ have been allocated a code of ‘X’. This will be used to identify the records for which the relevant multiple codes need to be captured as part of a later exercise (see paragraph 2.12).

2.12

A number of existing codes could not be converted to a new code, as the existing description was not specific enough to enable an automatic update. These codes are:

A
B
L
Q
U
V
X

Agricultural tied dwellings
Balcony
Leisure Facilities (swimming pool/tennis court etc.)
Roof Terrace
Utility (adjacent to sub-station/pylon/radio mast etc.)
View (added value)
Multiple value significant items.

These values will need to be manually updated to the relevant correct code(s) as part of a specific exercise. A new Main Enquiry mode that will enable easy identification of these obsolete codes will be implemented in due course. Full instructions will be provided at that time.

2.13

Temporarily, the VSC field will appear blank within the existing screens and outputs that display property details. Additionally, the VSC code will not work as a parameter within any main enquiry searches. A software release is scheduled for implementation shortly that will alter each of the screens and outputs so that the relevant details VSC details are displayed. Additionally, the Main Enquiry software will be updated so that the VSC parameters point to the revised multiple code table.

Facilities have been added that will enable users to capture the issue date, issue reason and return date for Property Questionnaires.

3.2

This function ‘Maintain Questionnaire Details’ is accessed from option 3 of the Property Directory main menu (access code 595), and is available to all users with a Property Directory permission level of 2.

3.3

On selecting the menu option, the user will be taken to the Address Selection screen where a single address or multiple addresses can be selected.

3.4

Having selected the required address(es), the user will be taken to the ‘Create / Amend / Delete Questionnaire Details’ screen.

3.5

Each of the selected addresses will be displayed, together with any existing questionnaire information that has been recorded against them.

3.6

Where multiple addresses have been selected, the user can scroll through the addresses as required, using the <up-arrow> and <down-arrow> keys.

3.7

The Questionnaire details can be updated by pressing <F1> with the cursor placed against the required address. The questionnaire details can then be entered or updated as appropriate from the ‘Create / Amend / Delete Questionnaire Details’ block.

3.8

When an issue date is entered, it is mandatory to enter a questionnaire issue reason before committing the record.

3.9

Four Questionnaire issue reasons are available:

C
M
O
S

CR10 Report
Missing Data
Out-of-date Data
Sale

3.10

Validations are applied to prevent the entry of a questionnaire returned date where there is no issue date/reason present and to prevent the entry of a returned date that is earlier than the issue date.

3.11

The entered or updated questionnaire details can be saved to the database by pressing <F10>. On commit, the details will be copied to the top block and the user can select the next address for update or exit the screen using <F12>.

3.12

Questionnaire details can be removed from an address by pressing <Shift F5> with the required details displayed in the ‘Create / Amend / Delete Questionnaire Details’ block.

3.13

It is possible to update previously entered questionnaire details as required (within validations), however, any amendments will overwrite the existing details as no history is retained.

3.14

The questionnaire Issue Date, Issue Reason and Return Date have been added to the primary and secondary search parameters of the ‘PT Domestic’, ‘CT Live Bandings’ and ‘CT Reports’ Main Enquiry search modes.

3.15

A forthcoming CTR(E) IA will provide guidance on using this enhancement.