1.1

A software release will be loaded onto the central database on the evening of Thursday 14 April 2005.

1.2

The following changes are included in this software release:

• Removal of the validation between Property Details ‘Data Validation’ code and ‘Activity Codes’.
• Amendment of Property Details activity code screen so that the ‘Activ Date’ is automatically populated with system date when a new activity record is created.
• The addition of facilities to record a specific ‘Sales Validation’ Reason Code ‘V’ against Property Details records and enter a ‘Sales Verification Completed’ code ‘A’ against property transactions.
• Inclusion of additional details in the Property Details SAS download.

1.3

This IA should be read in conjunction with:-

IT IA 021204 – Property Details Activity Codes and Data Validation Codes

CTR(E) IA 310105 - Property Details Activity Codes and Data Validation Codes

CTR(E) IA 140305 – Sales Verification and Validation

2.1

IT IA 021204 and CTR(E) IA 310105 provided instructions and information about the recording of Property Details Activity Codes, the Property Details Activity Date and Data Validation Codes.

2.2

The validation that prevented a Data Validation code of ‘1’ and an activity code of ‘20’ from being recorded against the same Property details record has been removed from both the bulk and individual capture screens.

2.3

When creating a new Property Details Activity record, the ‘Activ Date’ will now be automatically defaulted to the current system date.

It is vitally important that where the actual date of activity is different to that inserted by the system, for instance when an inspection has taken place, the date should be manually updated prior to committing the Activity record to the database. The default date should not be accepted automatically and must always be checked for accuracy.

3.1

Sales Verification and Validation processes were introduced in CTR(E) IA 140305 to identify the Market Value (MV) sales that will be used in the calibration process and ensure that the sold properties have property attribute data that reflects accurately the physical state of the property on the date of sale.

3.2

Sales Verification and Validation must be completed on all available domestic transactions, where the effective date of transaction falls between 1 July 2003 and 30 June 2005, by 30 September 2005.

3.3

The Sales Verification Code and Property Details Validation Reason Code codes have been introduced to assist with the CT Revaluation in England for the processes of Sales Verification and Validation.

3.4

The Codes are defined as follows:

Verification Code A – Sales Verification Completed

Reason Code V – Sales Validation has taken place

3.5

The codes are designed to:

• identify where verification and validation processes have been completed on a sale property;
• assist in sorting the SVV Spreadsheet used to control Sales Verification and Validation;
• provide the facility to produce statistics for Sales Verification and Validation.

4.1

The process of Sales Verification must be undertaken on all properties with ‘edit fails’ on the SVV spreadsheet, for instance, data issues or sales that do not appear to be Market Value where a relevant transaction type has not been entered.

5.1

The existing function ‘Mark Transaction as Outlier’ screen has been re-named ‘AVM Sales verification/outlier codes’ and now permits the recording of a ‘Sales Verification Completed’ code against a transaction.

5.2

To enable the sales verification process to be performed efficiently, access keys have been provided that enable a user to directly progress from the ‘Amend Basic Transaction’ screen to the ‘AVM Sales verification/outlier codes’ and then to the Property Details ‘Amend/Delete Existing Details or Create New Details’ screen.

5.3

A new enquiry parameter of ‘CT Reval - AVM Sales Verification Code’ has been added to the PT Domestic mode of CRAC/PT/MILO Main Enquiries.

5.4

Users with permission level CTAVM_2 can still access the ‘AVM Sales verification/outlier codes’ screen directly from the CT England AVM sub menu. The required transaction details can be queried to the screen by entering the transaction number and Origvo and pressing <F9>.

Functionality for recording outlier codes has not been changed.

6.1

6.2

Once all relevant transactions have been checked and the cdb corrected if necessary, the SVV spreadsheet must be updated by typing ‘A’ into column H – ‘Sales details checked & changed on CDB if necessary (A Code)’

The presence of an ‘A’ in column H denotes that no further verification work is necessary and therefore no duplication of effort will take place.

6.3

The ‘Sales Verification Completed’ code ‘A’ must be entered into the ‘Sales Verification Completed’ field in the AVM Sales Verification / Outlier Codes Screen. This may be accessed directly or by hot keys from the ‘Amend Basic Transaction’ screen.

6.4

From the existing Property Transactions ‘Amend Basic Transaction’ screen it is possible to verify and amend (if appropriate) sales details.

6.5

From the ‘Amend basic transaction screen’, the user can access the new ‘AVM Sales verification/outlier codes’ screen using the access key <Ctrl F4> (this action will save any amendments to the transaction to the database).

The relevant transaction details will automatically be called to the ‘AVM Sales verification/outlier’ screen.

6.6

The address of the transaction will be displayed, together with the pertinent date and sale price. Where the transaction has multiple addresses linked, a ‘Y’ will appear in the ‘Multiple Addresses?’ field (only the first address linked to the transaction will be displayed).

Any existing data validation code and outlier flags recorded against the transaction will be displayed in the lower blocks.

6.7

By pressing <F1>, the user can navigate to the ‘Sales Verification‘ block.

A single ‘Sales Verification Completed’ code ‘A’ can be entered manually or selected from a list of values (<F7>).

NB An existing sales verification code can be removed by overtyping the code with a space or using the <delete> key.

6.8

Having entered the ‘Sales Verification Completed’ code ‘A’ the user can progress to the Property Details ‘Amend/Delete Existing Details or Create New Details’ screen using the access key <Ctrl F2>.

The property details associated with the sale can then be checked/updated if necessary.

NB The property details record associated with the sale is that with an effective date equal to or immediately prior to the sale pertinent date.

6.9

Where Sales Verification has already taken place it will be necessary to record Verification Code A in the ‘AVM Sales verification/outlier codes’ for all properties where ‘A’ has been recorded on the SVV Spreadsheet.

6.10

The ‘Sales Verification Completed’ code ‘A’ will be included in both the sales download file and the Oasis input file and in the future it is intended that the existing codes that have been recorded on the CDB as part of the Verification process will be populated from the database into the SVV Spreadsheet.

7.1

Sales Validation must be undertaken on all sales with effective dates of transaction between 1 July 2003 and 30 June 2005 that appear to be MV and are not rejected as non-useful.

This includes those where the property attributes appear to be complete and compatible.

Sales with effective dates of transaction between 1 September 2004 and 31 January 2005 must be given priority as well as all Outliers generated with effective dates since July 2003. Consideration needs to be given to validating sales ratio Outputs from Oasis as part of this process; the Team Leader or Technical Advisor will prioritise these as they deem appropriate.

8.1

A new reason code of ‘V’ has been added to the property details data capture screens that enables the property details record to be flagged as ‘Sales Validation has taken place’.

The Reason Code ‘V’ must only be entered against a property details record as part of the sales validation process. It must not be recorded against a property that has not been the subject of a relevant sale.

Reason code ‘V’ is available from the bulk and individual capture screens

8.2

The property details statistics and exception enquiry modes have been updated so the property details records with a reason code of ‘V’ are counted in the same way as those recorded with an ‘R’ or ‘P’ reason code.

8.3

Reason Codes ‘S’ – ‘Sales Questionnaire (Newcastle Group Pilot Only)’ and ‘L’ – Logged Reports Questionnaire (Newcastle Group Pilot Only) have been removed.

8.4

Having checked/updated the property details held against a sale property, the new Reason Code of ‘V – Sales Validation has taken place‘ should be entered against the appropriate record to flag that it has been reviewed as part of the sales verification process. Having entered the ‘V’ code against the appropriate property details record, <F10> will commit the data. The user can then use <F12> to exit back through the screens to the Property Transactions Main Menu.

9.1

The Reason Code ‘V’ is not a mandatory field in the cdb but must be included in the property details record after any activity is undertaken that results in the completion of a set of property details attached to a sale property.

9.2

In BAs where data enhancement has already started, the processes already undertaken should not be repeated. Where an enhancement process has not resulted in the property being coded completely, an alternative process should be used to complete and validate the property details. Proper use of Property Details Activity Codes will make it easy to identify what approaches to enhancement have already been taken.

9.3

Team Leaders should make a judgement about the most appropriate and efficient method of obtaining property details information for properties with useful sales. The processes are similar to those carried out for data enhancement and include issue of questionnaires, external inspection or physical inspection.

9.4

Once the existing property details have been checked and any extra information added, if the property details are completed and correct, Reason Code ‘V’ should be entered onto the central database.

Where there is still data missing from the eight primary codes after a validation activity, an alternative activity should be carried out to attempt to gather the missing information.

The Reason Code ‘V’ should not be entered until all available data has been gathered.

9.5

The SVV spreadsheet must be updated by inserting ‘V’ in column G – ‘Property details checked & changed on CDB if necessary (V Code)’ to denote that the property details have been validated.

9.6

Where Validation work has already started, it will be necessary to revisit the SVV spreadsheet and record Reason Code V against the property details for the validated sales on the cdb.

9.7

The Reason Code ‘V’ will be included in the sales download and in the future it is intended that the existing codes that have been recorded on the CDB as part of the Validation process will be populated from the database into the SVV Spreadsheet.

9.8

Where the sale property is the subject of a recent VOA inspection for an activated logged report or another current work process, and the property details are known to be correct, there is no requirement to carry out another activity for validation purposes.

In the instance of a logged report being activated or any other current work process carried out on a property that is the subject of a relevant sale, the Reason Code ‘V’ may be recorded instead of ‘R’ when the property details are updated and the property details are known to be complete and correct.

9.9

Reason Code ‘V’ must not be recorded against the set of property details that is updated or enhanced for an inactivated logged report.

10.1

The Property Details monthly SAS download will now include all VSC codes and Activity codes that are attached to each of the property details record extracted in the file. This will enable CEO to analyse more accurately and to monitor progress on data enhancement across the network.