Supplementary A - London Borough of Hillingdon

3.1.6.6 New performance management information is required for 2006/07 as new national
performance indicators are being introduced: -
PMI 3A:
% of portfolio by GIA per sq. m for which a suitability survey has been undertaken over the
last 5 years.
PMI 3B:
Number of properties for which a suitability survey has been undertaken over the last 5
years.
As Council officers have already started undertaking these surveys we are in a good
position to provide this information for 2006/07.
4. Information Systems Planning
4.1 A programme of necessary improvements was identified in the Council’s Best Value
Review of Property Services (January 2001). These have now been implemented and are
reflected in the Organisational Arrangements set out in Appendix I. The Best Value
Review of Property and the AMP 2002 identified the need for a unified Property Database
to facilitate the management of property information.
4.2 The CAPS Uniform property management database has been loaded with Asset data,
including Valuations and Condition Surveys. The database has been rolled out to
Property Services staff, together with appropriate training.
4.3 In addition to the plans for the new Corporate Property Database, the Council already
operates two further relational databases to support the management of ‘intermediate’
data on corporate property:
a) Grosvenor PropMan database, established in 1996, which contains information on
properties that the Council leases and associated management of rent. Although the
Grosvenor system automatically generates invoices for rent, it is incompatible with
the Council’s Oracle Financials database. Therefore, the property-related data from
Grosvenor is being migrated to the CAPS Uniform database, and management of the
financial/invoice-related data will be transferred to the income control division of
Finance and Resources on a phased basis during 2007/08. Grosvenor PropMan will
not be required after 31 st March 2008.
b) ESRI Arc View GIS, established in 2000, which contains geographic information from
the Council’s original paper-based Terrier.
4.4 The Arc View GIS dataset for the property terrier is web enabled and is available Councilwide
to any Member or officer using a PC-based internet browser. The transfer of paperbased
mapping and textual information from the property register sheets has constructed
the GIS dataset. This activity is now complete and provides a valuable source of data on
property ownership, asset boundaries, and neighbouring geographic features. The
Ordnance Survey mapping data is supplemented with aerial photographs covering the
borough and providing a detailed aerial view of the land and individual buildings.
4.5 Other ‘intermediate’ data, such as condition survey data and user data from service group
regarding suitability etc., is available in spreadsheet form and is used to generate Property
Performance Indicators. This data is also used to inform property reviews and option
appraisals.
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