Supplementary A - London Borough of Hillingdon

1.5 Property Services holds information centrally on all corporate property assets irrespective of
which service group operates the property. Training needs have been assessed, and a
training programme initiated to ensure the successful deployment of the corporate property
database to service Property Liaison Officers.
2. Property Data Records
2.1 A record is held and maintained of basic, core data on all the Council’s property and the
validity of the information has been tested. The Council’s Property datasets are
computerised (CAPS Uniform v7 property management package) and list a total of
approximately 700 property assets, excluding individual dwellings and Foundation Schools.
Information is held on each asset to facilitate the management of the Estate in accordance
with the Asset Management Good Practice guide and to enable the production of
management reports to inform decisions. The dataset includes property ownership (terrier),
valuation, condition survey, asbestos management, lease management, property utilisation
and suitability, DDA access, and energy consumption.
2.2 Corporate Property Services works with the management teams and property liaison officers
in each service group to ensure the consistency and accuracy of the Council’s asset records.
2.3 A programme of data validation included verification of every asset record to ensure that it is
correct and complete. The details for each asset were cross-checked with other data
sources, such as the GIS Terrier and valuation files, for consistency.
2.4 This data cleansing process is intended to remove common errors such as duplication of
records, mismatch of field types, typographical errors, missing data (nulls), and ensure that
the data is accurate and reliable. To reduce the likelihood of future data errors, methods such
as database ‘constraints’, dropdown boxes, and standardisation of formats have been
adopted. The processes for handling data will also be improved, for example by capturing
data once at source, specifying roles and responsibilities for data ownership, controlling
access to data records, adopting a single data source approach where datasets can be
integrated, and implementing more rigorous document control where records remain
independent.
2.5 A primary purpose for collecting this data is to derive the National and Local Property
Performance Indicators, including NAPPMI. These enable attention to be focused on areas
for improvement through the provision of management reports. In addition, the availability of
comprehensive information on the Council’s assets assists decision-making on use of assets
and supports Corporate and Service Property Reviews.
2.6 Management information on the relative running costs of different properties is particularly
important in making decisions on which properties to improve or sell. Estimates of whole-life
maintenance costs also assist in decision making on the retention or disposal of properties.
3. Property Surveys
3.1 The Council recognises the need to obtain more comprehensive information on the
utilisation and condition of its assets and has embarked on a number of surveys:
3.1.1 Property Utilisation
3.1.1.1 Space utilisation is being developed as a local PI, particularly in relation to offices
outside the Civic Centre which were subject to a Best Value Review in 2004. Data
already exists for all office areas within the Civic Centre.
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