ipsa national conference 2018 sketchley grange 14th june...

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

Animation

Local Land Charges animation

https://design102.wistia.com/medias/pq8nqxrnd9

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:

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


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


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


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


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


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.


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


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


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

https://demo.search-llc.landregistry.gov.uk/sign-in