Post on 21-Aug-2020
transcript
IPSA National Conference 2018
Sketchley Grange
14th June 2018
Programme Update
Jamie Winch
Overview of the LLC Search Process
Current LLC Journey Map
Engagement – National & Regional ApproachRegional events and engagement
Local launch events with local authorities and customers
Private Beta - Who is taking part?
4 Local Authorities:City of London,
Warwick, Blackburn &
Liverpool
3PSCs:
Search Acumen, CDS, HW
Conveyancing & NY Searches 3
Conveyancers:Wards, Pinsent
Masons, Brethertons
2Intermediaries:
NLIS &TM Group
Private Beta - What are they doing?
32charges
cancelled
136charges
added to the register
253paid
searches
2,454free
searches
Private Beta - What are we learning?
Mapping errors
Content changes
.pdf changes
User-defined ‘Source
Information’
Shape file (.shp) issues
Extent issues
Liverpool Data Migration Enrichment
BEFORE: AFTER:
Liverpool Data Migration Enrichment
BEFORE: AFTER:
City of London Corporation
Data extract findings
The problem...
The City Of London stores its Local Land Charges ‘Electronically’ in Microsoft Word Documents
The previous migration approach was to
● Re-key the data, then ● Manually geolocate the
extent for each charge using the text as a reference
This approach is both labour intensive and prone to human error
City of London Corporation
There are approximately 23000 CoL local land charges
These reside on 5633 Word documents containing some 7400 pages of charges
Each document contains at least 1 charge, some can contain up to 190 charges
Within the Word documents there are 38 different charges types, each with a different layout
Jobs have been developed to extract data from the Word documents for the top 18 charge types. This covers 5550 (98.5%) of the Word documents
The remaining 83 documents are covered by the other 20 charge types. Not cost effective to develop jobs for these, should be quicker to manually capture the data
text
Example...
Word ‘Table’Easy to extract individual fields
Structured ‘free’ textTitle and text body repeated
Repeated textThe charges use boiler-plate
Well structured textAddresses, dates etc are well structured
City of London Corporation
The team - Ben Darling (Business Analyst) & Mark Griffin (Tech Lead)
Spent approximately 4 weeks each in total over 2 months working on the extracts
First performed an initial review of the dataThen worked iteratively: • Mark - Develop extract job for an initial charge type and sent output
to Ben• Ben - Reviewed and analysed output. Recorded issues, returned
improvement suggestions to Mark. Informed CoL of progress/issues• Mark - Applied improvements, developed jobs for next set of charge
types, send new output to Ben.• And repeated the previous 2 steps 4 more times - Loading data into
representative register
City of London Corporation
Top 10 Charges
Charge type Number of Word documents
1 Planning Permission 1572
2 Conservation Area 957
3 Listed Building Consent 560
4 Licence 541
5 Listed Building 479
6 Advert 344
7 Conservation Area Consent 229
8 Section 106 210
9 Light Obstruction Notice 128
10 Ancient Monument 111
City of London Corporation
The latest extract returned 21395 charges
Charge category Number of Charges
Planning, conditional planning consent 19232
Unallocated* (eg City Walkways, Licence charges) 1102
Listed buildings 531
Planning, planning agreement 251
Light Obstruction Notices 175
Financial 54
Ancient monuments 44
Smoke control orders 6
* Unallocated charge categories will not load into the LLC register
City of London Corporation
1914 issues were identifiedIssue Number of occurrences
Unable to match register to spatial data 950
Unable to extract charge geographic description 326
Formatting error on page (of Word document) 248
Invalid charge creation date or registration date 165
Charge text template mismatch (text in the Word document not consistent with majority of other charge entries)
76
Ancient monument duplicates (not really an issue, see later slide on data enrichment)
71
Expiry text extract 20
Mixture of 10 other errors 58
In addition, 80 of the charges successfully extracted failed geometry validation when imported into the LLC register.
City of London Corporation
Data Enrichment• There are 6 Smoke Control Order spatial extents and 90 Word
documents. These have been reduced into 6 SCO charges• Duplicate Ancient Monument charges were identified and
duplicates ignored. These were not exact duplicates on all data items but identified during manual analysis
• There are 27 Conservation area extents but nearly 1000 Conservation area Word documents to reduced to 27 charges.
• Listed Building further information location now contains a link to the website for Historic England. Reference is also stored which can be entered onto the website to get additional information
• Originating Authority name rationalisation from City of London to City of London Corporation
• Old obsolete addresses for City of London identified in the further information location are updated to the current address
City of London Corporation
Successes• City of London data is in good condition, less than 10% error rate and
over 90% of charges extracted.
• Extract jobs worked well to structure the data and identify issues, received a comment from CoL in our last meeting that they were impressed with the content we sent them for review.
• All data issues were discussed with CoL in our last meeting with a plan in place to address the majority of the issues
City of London Corporation
City of London Corporation
23
Handover between local authorities & HM Land Registry
LLC Register
Phase 1 Evaluation
Start
Readiness Checklist
Operating Model
Operating Model is the way in which the Service will operate within HM Land Registry:
• Almost all activity automated via national LLC service• Manual processing of LON applications, requests for
documents and other rare instances• Integration with HM Land Registry Customer Service
Centre to provide service level customers expect for queries
• EIR compliance• Assisted Digital.
Operating Model
How will the Service work within HM Land Registry?
• Intensive support from dedicated engagement team will
reduce when local authority goes live
• Standard support model will be introduced towards the end of
the migration
• The Service Performance Integration Team (SPI) will monitor
interactions with the Register (volumes and quality)
• A comprehensive support infrastructure for all users of the
new Register:
- support and service provision who will respond to queries
- ongoing IT support will be provided by HMLR.
Introduction to the SPI Team
The Service, Performance & Integration Team will:
• Bridge the gap between LLC Programme and core HMLR operations
• Have an overview of the Service to enable assurance
• Protect Programme deliverables and benefits
• Support the new LLC Service during the early stages
• Industry recognised.
Risks & Issues
Risk Mitigation
Data Quality - Global & Local Business Rules (agreed with local authorities)
- Defined Quality Review Gates- Quality Sampling in live service- Dual running as part of testing with individual local
authorities
Comms & Engagement - Tactical Comms Plan in place for next 10 weeks- E-mail campaign to be issued for customer awareness- Face to face meetings with key stakeholders and
customers
Local Authority Readiness - Assisting local authorities through use of appropriate Business Change tools
- Training for using the new system- Guidance material- Nominated contacts within the Programme for each
local authority
LLC Register demonstration
Local Land Charges - search register