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Creating Premises Records in PRU

Contents

Overview

To preserve the integrity of the data store it is essential that addresses are entered accurately. To help ensure the accuracy of Flare address records and to avoid duplicate records, a standard address format based on BS7666 and verified against LLPG records, must be used. Use only the house name, street address, town (always Rummidgen if inside the city boundaries) and the post code. Do not use local area names (egs. Bestwood, Meadows, Radford), or the County.

Check that a premises record does not already exist. Search for the record using "Find" -> "by Name". If that is unsuccessful try "Find" -> "by Address".

To indicate that a search is on a partial string, the symbol (, open brackets, should be used, although experience seems to demonstrate that it is usually unnecessary.

Do not give up after one attempt. Check the spelling of the name or address. Try alternative forms of the business/trader name.

If searching on a post code, the street number, house name, or partial house name can be entered after a / (forward slash) in the same field.
Eg.

 NG2 4AA/10

will find 10 Sneinton Hollows.

If the premises record does not exist create a new record.

Creating a new premises record.

Enter the address.

This can be done as a single line in the "Address" field. Keep the information entered to a minimum and use the the "verify" icon to search for the full address.

Flare's verify icon

The quickest and most reliable way of finding the address is to enter just the post code and and the street number separated by a forward slash.

Flare's expand icon

If you are having problems verifying the address use the expand icon to expand the address and follow the instructions for verifying the address.

The "UPRN" field to the left of "Postcode" will be completed automatically when the address is verified.

General.

Under the "General" tab the following fields must be completed.

  1. "Usage"
    The usage is essential for reporting. The usage code is used together with the address to generate the premises reference. (See the "Ref" field at the top left of the premises update window.)

  2. "Type"
    Always enter the premises type. Failure to complete the premises "type" leads to errors and omissions in statutory reports like the annual FSA report.

  3. "Area"
    The "Area" field is not always mandatory. It may be helpful to identify local districts eg. "Meadows", it may be essential when working with special projects, eg. New Deal Areas, ASB action areas etc.

    For Trading Standards premises records in the St. Ann's ward the "Area" is used to identify which team, North or South, is responsible for inspections.

  4. "Ward"
    Wards are assigned automatically when premises are verified.

    If for any reason verification has not been possible the correct ward may be found by using Rummidgen's on line Graphical Information System (GIS), Nomad .

  5. "Names"
    This is the business, trader or occupier name. Before entering the name click on the expand icon to open the "Premises Names" window.

    Flare's expand icon

    Note how the search string is generated. Flare will automatically reorganise the search string to accommodate titles, definite and indefinite articles.

    Premises Names - dialogue box

    Examples.

    NameSearch string
    A Bird in the HandBIRDINTHEHANDA
    The Blue BellBLUEBELLTHE
    Mr Clifford Wesley Fulford FULFORDCLIFFORDWESLE
    Clifford Wesley Fulford CLIFFORDWESLEYFULFOR

    NB.

    1. It is essential when entering individuals names to prepend the persons title (Mr. Mrs. Ms. Sir, Lord, Rev. Dr. etc.). If the title is omitted as in the last example above, Flare will create the search string using the first word first. Following the example above subsequent searches for Fulford would fail.

    2. The field length for "Name" restricts the number of characters that may be entered to 30. The search string that is generated from the name is limited to 20 characters. These restrictions may lead to the generation of poor search strings. Rather than allow the name to be simply truncated, which may lead to the loss of essential data, try judicious editing to create a meaningful name and search string.

  6. "Contacts"
    Enter the telephone number of the business, trader or occupier of the premises. If the premises are rented by an absentee landlord, do not enter the landlords phone number here. The landlords details are entered under the "More" tab, see below.

    Enter the "Fax", "Mobile" and "E-mail" address for the premises if available. If you do not have these details to hand, try the Yellow Pages , Thomson's , BT , or give the premises a call.

  7. "Inspections"
    Be sure to enter the inspection "Types". The inspection type is essential for determining the risk factor and the inspection regime which applies to the premises.

    Multiple inspection types may be entered.

    For Trading Standards all premises will come under the Lacors Risk Scheme (inspection type "K") but additional codes may be necessary.

  8. "Actions"
    The actions fields are generated by other parts of the system and will be blank when first creating premises.

UD More.

  1. Complete the fields that are relevant to your service area.

Copyright © 2004 by C.W.Fulford All rights reserved.


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