Analyse 7 User Guide

Copyright Inform CPI Ltd 2006 All Rights Reserved

Analyse 7 - The Basics

The original Analyse was designed with three main objectives in mind.

To check data from in-house client management systems and therefore note Valuation Office Notices which have been sent to clients so no changes to the Rating List entries where missed.

To be used as a 'comparables' finding tool when negotiating a rate appeal with the VOA.

To enable the end user to find similar assessments to recent successful appeals with a view to marketing for new potential clients. With Analyse version 7 you have even more options available due to the modular nature of the application. There are now four databases available for user to search. More details of each can be found by using the bookmarks on the left of the screen. The data within Analyse is regularly updated to give you the latest figures at your fingertips. If you do not put this data onto your system yourself, it is worth reminding you that you should check that you are using the latest data that has been sent to you by our technical team. The Integrated List is refreshed every two months. The Schedule and VTS databases are refreshed approximately every two weeks. The Summary Valuation database is refreshed every month. The data is refreshed entirely and therefore if you have missed an update, you can skip it and install the latest disk only. Before you update your Analyse system with new data it is recommended that all users (in the case of networked users) are out of Analyse and Analyse is closed (in the case of standalone users). It is also recommended that you shutdown the Firebird service before updating and restart it afterwards. This not only removes any users from the system but also helps speed the databases back up by flushing any cached data held at the server. To do this simply double click the Firebird 1.5 Server Manager applet in control panel and then click 'Stop'. Please remember to click 'Start' again before attempting to use Analyse. Please also ensure all update disks are free from dirt, fingerprints and cracks or damage before attempting to run the update wizard on the disk. If you have any problems or require replacement disks please phone 01244 409109.

What's new in version 7.3?

This section will be useful to those users already familiar with Analyse 7.0/7.1/7.2. There are over twenty changes in 7.3 which will enhance your use of the system. Lets look at some of the main features: 'Grid Lock' button which toggles which way the data grid scrolls left and right. With 'Grid Lock' on the address information in the grid is locked to the left and the lists scroll left and right. With it off the grid behaves as per normal (like Analyse 6). 'List Builder' has been improved and imports are handled in a different way to increase speed. The 'Schedule Watch' function has been changed and will now warn of a changed list assessment on the status bar on the bottom and not as a pop-up. This function is also disabled while printing and exporting. Exporting via the export wizard has been improved and will now seek out your 'My Documents' folder as a starting place to put your exports. The 'Street' field is now capable of being double clicked to produce a 'Containing' search result. The 'copy to windows clipboard' function on the Summary Valuation survey tab has been fixed to show the correct address for each record. The system now has added River Lake functionality for use with users of River Lake software. A user can export as many assessments as required from both the Integrated List and the List Builder by simply right clicking on either data grid and choosing the 'Export to River Lake' function. The user then clicks the corresponding import button on River Lake to add the assessments to a clients portfolio. See more about this under the List Builder section on the left. River Lake is also capable of sending Analyse information to search on. Once done in River Lake, use the new 'R' button next to the 'Find It!' button to search any of Analyse's four databases on data received from River Lake. You can now search for Full Decisions Only in the VTS database by ticking that option. The full decisions are now hosted on our web site (www.informcpi.com) as opposed to the VTS site. They are available in adobe acrobat format (.pdf) for view or download to Analyse users. The data grids for the integrated list have changed to show the text 'DELETED' in the RV column where the used to be blank. They also display 'NOT IN LIST' across three columns if the assessment was not in that particular list making the Integrated List easier to read. The latest RV and Effective Date along with the List Alteration Date for the 2005 List are now highlighted in bold as opposed to red for easier viewing. The Effective Dates for the deleted parts of a Reconstitution are now shown in the Effective Date column in addition to the effective date being only shown in the new part of the Reconstitution.

What's new continued... Historic Data with the Sub-Data function now displays the first record instead of the last. DAR (detailed assessment report) has had the graph / barcode removed as this functionality was not required by users. A graphic (bmp or Jpeg) can be placed in the application folder now to display the users logo on the A4 style reports. (call for more info) Missing Effective Dates on reconstitutions in the Schedule database have now been replaced. 'Print Archive Valuation' is now available on the Reports menu with a full preview. Print engine (Report Builder 6) has been replaced with a later version (10). This allows report previews to be maximised on the screen automatically. It also allows a PDF file to be emailed directly from a button on the task bar at the top. Valuations can now be printed from the IRL search (main search) without having to search the summary valuation database directly. Right click the grid and click the Print Quick Valuation option. The Function keys have now been programmed as shortcut keys for the following actions: F1 - Help Guide F2 - Reset Search Bars F3 - Search F4 - Toggle Search Menu on/off F5 - Print A4 report for database F6 - Print Landscape Report for database F7 - Export F8 - Toggle Sub-Data on/off F9 - F12 - Switch between databases List builder prompt to save if populated with data when Analyse exits.

If you have any improvements or ideas for Analyse please call 01244 409109.

General Searches. The first thing to decide upon when searching Analyse is which database to search. (Note: only databases you subscribe to will be enabled on the top search bar) Depending on the information you are looking for will determine this. All four databases have different information that will relate to one common assessment. The integrated list search (IR-List button) is the main reference database that is a combined 1990, 1995, 2000 and 2005 list. This is not only your main reference for Rateable Values but is very useful at highlighting trends over a period of time. This database search also has a printout which combines all the data from all the available databases on one page (the DAR Detailed Assessment Report). The summary valuation search (SUM-VAL button / optional database) is used to search the 1.5 million summary valuations and associated data held within the system. This enables you to print and export detailed valuations as well as perform a host of valuation specific searches on floor areas and the like. The billing authority schedule search (BA-SCHED button / optional database) is a simple database of changes sent to the billing authorities to notify them of a change to the assessment. It is more frequent than the integrated list being published every two weeks and contains further information over and above what you would find in a List search. This database is most commonly searched for changes which relate to your clients so you know the billing authority is now aware of, for example, a successful appeal. The valuation tribunal service search (VTS button / optional database) is a list of all assessments that are either listed for appeal, had an agreement, decision or have been withdrawn. This data has agent information attached in the majority of cases as well as all the programming information required.

Please note on version 7.3 the extract dates of each database are displayed underneath the relative database button.

All four databases have common search parameters on the first three tabbed pages. It is these general searched we will deal with here in this section. In this example below we are searching the Integrated List as shown by the IRL button highlighted in orange. You will note the three tabs General, Area and Code which are the same for all four databases.

Clicking on each tab allows the search panel associated with that tab to become active. In this case Area is active. You will also note on this picture that you can switch the search menu on and off by hitting the Search Menu button on the main menu toolbar. The four databases are searched by clicking the four buttons, in this case the IR-List. Simply clicking the other buttons changes the database to be searched. The Find It! button activates the search (so does pressing enter on the keyboard). The New Search button clears all the search information and resets the system ready for a new search. This is not a requirement for a different search as you may just alter an existing search value, ie. Postcode and press Find It! again to perform a new search. The R button is for River Lake users only. Within River Lake you have the ability to search for an assessment in Analyse. Once you have triggered this action in River Lake (check River Lake help guide) you then go back to Analyse and hit the R button. This will search for the desired assessment/s without need to enter any details in the search boxes.

General Tab searches.

Most of the search parameters on this page are self explanatory. Rules regarding VOA addresses worth noting are: Very few firm names are actually populated or indeed accurate within the data. Some firm names are also found in the Building Name/Number field. Since the VOA always puts the street, road correctly in the Street field, it can be taken that all parts of the address above the street field will be found in the Building Name/Number. Always use this field when trying to find one specific property. The Firm Name, Building Name/Number, Street and Description fields all come with a tool for ease of use. The database search is naturally setup to search for data starting with whatever you enter. I.e. a street starting with madd will bring up results for Maddox Street/Road etc. By double clicking these four search boxes, we can look for something containing what we type in instead. I.e. Unit 1 could bring up Carpet Right Unit 1 or 10 might bring up Fst, Grnd Floor 10 etc. This is essential when searching for single assessments.

An example of a containing field search:

You will notice that the search box has turned blue and the heading now reads containing. Try the following searches to get a feel for this function. Building Name/Number - starting with 49, postcode starting with W1S. You will find this produces no results. Try the same again but this time double click the Building Name/Number field to produce a containing search. Building Name/Number - containing 49, postcode starting with W1S. This time a whole dataset is returned and with addresses like BST&GRD FLR 49, ALBEMARLE STREET, LONDON it is easy to see why this is essential when looking for a specific assessment. The town and postal district fields can also be switched between starting with and exact matches. This is useful when trying to narrow down a search to an exact town without having to type in the full name of the town. I.e. Manch will bring up Manchester in starting with mode, however Chester would bring up not only Chester but also Chesterfield etc, so using the exact mode would make more sense. Again simply double click the fields to change the mode.

Area Tab searches.

Simply put, this search tab allows you to look in whole areas as large as a Group Valuation Office for example. Each box has a drop down of all known offices and gets this information from the databases when Analyse starts up. This means Inform can update this panel without you having to change Analyse versions by simply updating your database. The new feature on this panel for 7.3 is that you can use the tick group of the Region Selector to include for assessments that are in England/Wales only and also with or without the London City billing Authority. This has been highlighted by users as useful when looking for assessments that have the same UBR. The top boxes have a relationship to each other, ie five billing authorities may be in one local VOA office, and say four Local offices may be in one Group office. Simply use Group offices for large area searches, Local office for medium and billing authority for small specific area searches.

Code Tab searches.

As shown above, there are two types of code searches, PSD Codes and SCAT Codes. Choose either type by clicking the button above. In this example we are on PSD codes. You are then presented with a list of the codes and descriptions. You can tick and numbers of these codes or if preferred, enter a code straight into the box above. For example try postcode W1S from the General Search Tab and then enter CO in the PSD Code starting with box above. Here we can see an example of a multiple choice PSD code selection

The PSD codes in general are more broad brush searches, i.e. CS Shop and Premises where the SCAT codes are more specific. For example Large Food Stores over 1850m. PSD codes are as follows:
CA1 ADVERTISING STATION AND PREMISES CC CAMPING SITE AND PREMISES CC1 CARAVAN SITE AND PREMISES CC2 HOLIDAY CENTRE AND PREMISES CC3 CARAVAN & PITCH AND PREMISES CC4 CARAVAN PITCH AND PREMISES CC5 CHALET PARK AND PREMISES CC6 CARAVAN & CHALET PITCH AND PREMISES CC7 TIME SHARE COMPLEX AND PREMISES CG PETROL FILLING STATION AND PREMISES CG1 VEHICLE REPAIR WORKSHOP AND PREMISES CG2 GARAGE AND PREMISES CG3 CAR SHOWROOM AND PREMISES CG4 ROAD HAULAGE DEPOT AND PREMISES CH HOTEL AND PREMISES CH1 SELF CATERING HOLIDAY UNIT AND PREMISES CH2 GUEST HOUSE AND PREMISES CH3 MOTEL AND PREMISES CL PUBLIC HOUSE AND PREMISES CL1 WINE BAR AND PREMISES CL2 CLUB AND PREMISES CM MARKET AND PREMISES CM1 MARKET AND PREMISES CO OFFICES AND PREMISES CO1 COMPUTER CENTRE AND PREMISES CP CAR PARK AND PREMISES CP1 CAR PARKING SPACE AND PREMISES CR RESTAURANT AND PREMISES CR1 CAF AND PREMISES CR2 FOOD COURT AND PREMISES CS SHOP AND PREMISES CS1 BANK AND PREMISES CS2 BETTING SHOP AND PREMISES CS3 HAIRDRESSING SALON AND PREMISES CS4 KIOSK AND PREMISES CS5 LAUNDERETTE AND PREMISES CS6 POST OFFICE AND PREMISES CS7 SHOWROOM AND PREMISES CS8 HYPERMARKET AND PREMISES CS9 SUPERSTORE AND PREMISES CS10 RETAIL WAREHOUSE AND PREMISES CW WAREHOUSES AND PREMISES CW1 LAND USED FOR STORAGE AND PREMISES CW2 STORAGE DEPOT AND PREMISES CW3 STORE AND PREMISES CX OTHER COMMERCIAL EL SCHOOL AND PREMISES EL1 COLLEGE AND PREMISES EM LIBRARY AND PREMISES EM1 MUSEUM AND PREMISES EN1 DAY NURSERY AND PREMISES EP SCHOOL AND PREMISES EP1 COLLEGE AND PREMISES EU UNIVERSITY AND PREMISES EX OTHER EDUCATIONAL, TRAINING AND CULTURAL FD DOCK HEREDITAMENT AND PREMISES FE ELECTRICITY HEREDITAMENT AND PREMISES IF FACTORY AND PREMISES IF1 MILL AND PREMISES IF2 WORKS AND PREMISES IF3 WORKSHOP AND PREMISES IF4 BUSINESS UNIT AND PREMISES IM QUARRY AND PREMISES IM1 MINE AND PREMISES IM2 BRICKWORKS AND PREMISES IM3 CONCRETE BATCHING PLANT AND PREMISES IM4 TIPPING SITE AND PREMISES IM5 SPOIL HEAP WORKINGS AND PREMISES IM6 PEAT FIELDS AND PREMISES IMX OTHER INDUSTRIAL MINERAL IX OTHER INDUSTRIAL LC COMMUNITY CENTRE AND PREMISES LC1 CLUB HOUSE AND PREMISES LC2 LEISURE CENTRE AND PREMISES LC3 HALL AND PREMISES LH1 BEACH HUT AND PREMISES LI SPORTS CENTRE AND PREMISES LI1 STADIUM AND PREMISES LS SPORTS GROUND AND PREMISES LS1 SPORTING RIGHT AND PREMISES LS2 GOLF COURSE AND PREMISES LS3 MARINA AND PREMISES LS4 PLAYING FIELD AND PREMISES LS5 FOOTBALL GROUND AND PREMISES LS6 SWIMMING POOL AND PREMISES LS7 TENNIS CENTRE AND PREMISES LT CINEMA AND PREMISES LT1 AMUSEMENT ARCADE AND PREMISES LT2 BINGO HALL AND PREMISES LT3 THEATRE AND PREMISES LT4 AMUSEMENT PARK AND PREMISES LX OTHER LEISURE MC CEMETERY AND PREMISES MC1 CREMATORIUM AND PREMISES MH SURGERY AND PREMISES MH1 HEALTH CENTRE AND PREMISES MH2 HOSPITAL AND PREMISES MH3 HOSPITAL AND PREMISES ML OFFICES AND PREMISES MP POLICE STATION AND PREMISES MP1 LAW COURT AND PREMISES MP2 PRISON AND PREMISES MR HOSTEL AND PREMISES MR1 HOME AND PREMISES MS1 FIRE STATION AND PREMISES MS2 AMBULANCE STATION AND PREMISES MT1 COMMUNICATION STATION AND PREMISES MT2 PUBLIC TELEPHONE KIOSK AND PREMISES MTX OTHER TELECOMMUNICATIONS MX OTHER MISCELLANEOUS NT BUS STATION AND PREMISES NT1 MOORING AND PREMISES NT3 WHARF AND PREMISES NW SEWAGE TREATMENT WORKS AND PREMISES NX OTHER NON FORMULA TD1 FORCES CAREERS OFFICE AND PREMISES TD2 AUXILIARY DEFENCE ESTABLICHMENT AND PREMISES TX ROYAL PALACES, OTHER CROWN

SCAT Codes are:

001 AA/RAC SERVICE CENTRES AND BOXES 002 ABATTOIRS & SLAUGHTER HOUSES 003 ADVERTISING RIGHT 004 AGRICULTURAL SHOWGROUNDS 005 AIR PORTS (MINOR) 006 AIR STRIPS 007 AIRCRAFT WORKS WITH AIRFIELDS 008 AIRPORT LET OUTS 009 ALUMINIUM SMELTING WORKS 010 AMBULANCE STATIONS 011 AMUSEMENT ARCADES 012 AMUSEMENT PARKS 013 ANIMAL BOARDING 014 ARENAS 015 ARMY HEREDITAMENTS 016 ARTIFICIAL FIBRE WORKS 017 ASPHALT PLANTS 018 ATMs 019 AUCTION ROOMS 020 BALING PLANTS 021 BANKS/INSURANCE/BUILDING SOCIETY OFFICES 022 BEACH HUTS 023 BEET SUGAR FACTORIES 024 BETTING OFFICES 025 BINGO HALLS 026 BIRD SANCTUARIES 027 BOAT YARDS 028 BOWLING ALLEYS 029 BOWLING CENTRES (INDOOR) 030 BOWLING GREENS (OUTDOOR) 031 BREWERIES 032 BRICKWORKS (TRADITIONAL), CLAY TILE/ PIPE 033 BULK CEMENT STORAGE DEPOTS 034 BULLION/MONEY STORES 035 BUS GARAGES 036 BUS STATIONS 037 CABLE HEAD END BUILDINGS 038 CAR AUCTION BUILDINGS/SITES 039 CAR PARKS (NCP & MULTI-STOREY) 040 CAR PARKS (SURFACED OPEN) 041 CAR PARKS (UNSURFACED OPEN) 042 CAR SHOWROOMS 043 CAR SPACES 044 CAR SUPERMARKETS 045 CAR WASHES (STAND ALONE) 046 CAR/CARAVAN SALES/DISPLAY/HIRING SITES 047 CARAVAN PARKS (LEISURE) 048 CARAVAN SITES AND PITCHES 049 CASINOS AND GAMBLING CLUBS 050 CATTLE BREEDING CENTRES 051 CEMENT TILE WORKS 052 CEMENT WORKS 053 CEMETERIES 054 CHALET PARKS 055 CHEMICAL WORKS 056 CINEMAS 057 CIVIC & PUBLIC BUILDINGS (LA OCCUPATIONS) 058 CIVIC AMENITY SITES 059 CIVIL AIRPORTS 060 CLUBHOUSES 061 CLUBS AND INSTITUTIONS 062 COACHING INNS 063 COKING AND CARBONISING PLANTS 064 COLD STORES 065 COLLEGES OF FURTHER EDUCATION 066 COMMUNICATION STATIONS 067 COMMUNITY DAY CENTRES 068 COMPUTER CENTRES (NON-PURPOSE BUILT) 069 COMPUTER CENTRES (PURPOSE BUILT) 070 CONCERT HALLS 071 CONCRETE BATCHING PLANTS 072 CONCRETE BLOCK WORKS 073 CONCRETE PRODUCT WORKS 074 CONFERENCE & EXHIBITION CENTRES 075 CONFERENCE CENTRES IN COUNTRY HOUSES 076 CONTRACTORS HUTS AND COMPOUNDS 077 COUNTRY HOUSE HOTELS 078 COURTS 079 CREAMERIES 080 CREMATORIA (WITH & WITHOUT CEMETERIES) 081 CRICKET CENTRES 082 CRICKET GROUNDS (COUNTY) 083 CRICKET GROUNDS/PITCHES (NON-COUNTY) 084 DANCE SCHOOLS & CENTRES 085 DAY NURSERIES/PLAY SCHOOLS 086 DEPARTMENTAL AND WALKROUND STORES (LARGE) 087 DISTILLERIES 088 DISTRICT HEATING UNDERTAKINGS & NETWORKS 089 DOCKS & HARBOURS NON STATUTORY 090 DOMESTIC FUEL INSTALLATIONS 091 DRIVE-IN RESTAURANTS 092 DRIVE-THRU RESTAURANTS 093 ELECTRICITY GENERATORS AT LANDFILL SITES 094 ELECTRICITY UNDERTAKINGS (NON-STATUTORY) 095 EXHAUST & TYRE CENTRES 096 FACTORIES, WORKSHOPS AND WAREHOUSES(INC BAKERIES) 097 FACTORY SHOPS 098 FARM SHOPS 099 FIELD STUDY, ACTIVITY AND ADVENTURE CENTRE 100 FILM AND TV STUDIOS 101 FIRE STATIONS 102 FISH FARMS 103 FLOUR MILLS 104 FOOD COURTS 105 FOOD PROCESSING CENTRES 106 FOOD STORES 107 FOOTBALL GROUNDS 108 FOOTBALL PITCHES 109 FOOTBALL STADIA 110 FOUNDRIES 111 FUNERAL PARLOURS/CHAPELS OF REST 112 GAME FARMS 113 GARAGES (TRANSPORT AND COMMERCIAL) 114 GARDEN CENTRES 115 GAS PROCESSING PLANTS 116 GO KART RINKS 117 GOLF COURSES 118 GOLF DRIVING RANGES 119 GRAIN SILOS 120 GRANARIES & INTERVENTION STORES 121 GREYHOUND RACETRACKS 122 GUEST & BOARDING HOUSES 123 GYPSY CAMP SITES (SHORT STAY) 124 HATCHERIES/ POULTRY FARMS 125 HEALTH FARMS 126 HELIPORTS 127 HERIDITS USED FOR PRIMARY TREATMENT/PROC 128 HERITAGE RAILWAYS 129 HIGH TECH WAREHOUSES 130 HOLIDAY CENTRES 131 HOLIDAY HOMES SELF CATERING 132 HORSE RACECOURSES 133 HOSPITAL LET OUTS 134 HOSPITALS & CLINICS (NHS) 135 HOSPITALS & CLINICS (PRIVATE) 136 HOSTELS 137 HOTELS (3 STAR AND UNDER) 138 HOTELS (4 STAR AND ABOVE) & CHAIN OPERATED 139 HYPERMARKETS/SUPERSTORES (OVER 2500 M2) 140 ICE RINKS 141 INTERACTIVE TELEPHONE KIOSKS 142 IRON AND/OR STEEL WORKS 143 KENNELS AND CATTERIES 144 LABORATORIES 145 LAKES WITH WATER SPORT FACILITIES 146 LAND USED FOR ADVERTISING 147 LAND USED FOR CAR BOOT SALES 148 LAND USED FOR STORAGE 149 LANDFILL GAS GENERATOR SITES 150 LANDFILL SITES 151 LARGE DISTRIBUTION WAREHOUSES 152 LARGE FOOD STORES (750- 2500 M2) 153 LARGE INDUSTRIALS (OVER 20,000 M2)" 154 LARGE SHOPS (750-1850 M2) 155 LARGE SHOPS (OVER 1850 M2) 156 LIBRARIES 157 LIQUID BULK STORAGE (INCL PETROL & OIL) 158 LIVESTOCK MARKETS 159 LOCAL AUTHORITY SCHOOLS 160 LODGES 161 LORRY PARKS 162 MALTINGS - NON TRADITIONAL 163 MALTINGS - TRADITIONAL 164 MARINAS 165 MARKETS (OTHER THAN LIVESTOCK) 166 MECHANISED HANDLING DEPOTS 167 MINERAL PRODUCING HEREDITAMENT - BLOCKSTONE 168 MINERAL PRODUCING HEREDITAMENT - BRINE 169 MINERAL PRODUCING HEREDITAMENT - CHALK 170 MINERAL PRODUCING HEREDITAMENT - CHINA CLAY 171 MINERAL PRODUCING HEREDITAMENT - CLAY 172 MINERAL PRODUCING HEREDITAMENT - COAL 173 MINERAL PRODUCING HEREDITAMENT - FLUORSPAR 174 MINERAL PRODUCING HEREDITAMENT - GAS 175 MINERAL PRODUCING HEREDITAMENT - HARDROCK 176 MINERAL PRODUCING HEREDITAMENT - INERT 177 MINERAL PRODUCING HEREDITAMENT - OIL 178 MINERAL PRODUCING HEREDITAMENT - OTHER MINERALS 179 MINERAL PRODUCING HEREDITAMENT - PUTRESCIBLE 180 MINERAL PRODUCING HEREDITAMENT - SAND & GRAVEL 181 MINERAL PRODUCING HEREDITAMENT - SHALE BURNT 182 MINERAL PRODUCING HEREDITAMENT - SHALE UNBURNT 183 MINERAL PRODUCING HEREDITAMENT - SLATE 184 MINERAL PRODUCING HEREDITAMENT WITH BATCHING PLANT 185 MINERAL PRODUCING HEREDITAMENT WITH COATING PLANT 186 MINERAL PRODUCING HEREDITAMENT WITH TUNNEL KILN 187 MOD HEREDITAMENTS 188 MODEL VILLAGES 189 MOORINGS (FLOATING HEREDITAMENTS) 190 MORTUARIES 191 MOTOR RACETRACKS 192 MOTOR VEHICLE WORKS

193 MOTORWAY SERVICE AREA LET OUTS 194 MOTORWAY SERVICE AREAS & MAJOR ROAD SERVICE AREAS 195 MUSEUMS AND ART GALLERIES (CONTRACTORS) 196 MUSEUMS AND ART GALLERIES (NON-CONTRACTORS) 197 NAVY HEREDITAMENTS 198 NEWSPAPER PRINTING WORKS 199 NIGHT CLUBS & DISCOTHEQUES 200 NUCLEAR ESTABLISHMENTS 201 NURSING HOMES (INC OLD PEOPLES HOMES) 202 OBSERVATORIES 203 OFFICES (INC COMPUTER CENTRES) 204 OFFICES HEADQUARTERS/INSTITUTIONAL 205 OIL REFINERIES 206 OXBRIDGE COLLEGES 207 PAPER MILLS 208 PAVILIONS 209 PETROL FILLING STATIONS 210 PHARMACIES 211 PHOTOGRAPHIC BOOTHS 212 PIPELINES 213 PLEASURE PIERS 214 POINT TO POINT AND EVENTING COURSES 215 POLICE STATIONS 216 POLO GROUNDS 217 POST OFFICE SORTING CENTRES 218 POTTERIES 219 POWER GENERATORS 220 PRISON SERVICE HEREDITAMENTS 221 PROPERTIES INVOLVING EXTRACTION OF MATERIALS 222 PROVENDER MILLS 223 PUBLIC AND INDEPENDENT SCHOOLS 224 PUBLIC CONVENIENCES 225 PUBLIC HALLS 226 PUBLIC HOUSES/PUB RESTAURANTS 227 PUBLIC HOUSES/PUB RESTAURANTS (INCLUDING 228 PUBLIC TELEPHONE KIOSKS 229 RACING STABLES 230 RAF HEREDITAMENTS 231 RAILWAYS & TRAMWAYS (NON LEISURE) 232 RECORDING STUDIOS 233 REFUSE DESTRUCTOR PLANTS/DISPOSAL SITES 234 RESTAURANTS 235 RETAIL WAREHOUSES AND FOODSTORES 236 RIDING SCHOOLS & LIVERY STABLES 237 RIFLE & WEAPONS RANGES 238 ROADSIDE RESTAURANTS 239 ROLLER SKATING RINKS 240 ROYAL PALACES 241 RUGBY LEAGUE GROUNDS 242 RUGBY UNION GROUNDS 243 SALES KIOSKS 244 SCRAP METAL/BREAKERS YARD 245 SEA DREDGED AGGREGATE PROCESSING PLANTS 246 SEWAGE WORKS 247 SHIP BUILDING YARDS 248 SHIP REPAIR YARDS 249 SHOPS 250 SHOWHOUSES 251 SHOWROOMS 252 SKI CENTRES

253 SNOOKER HALLS/CLUBS 254 SPEEDWAY RACETRACKS 255 SPOIL HEAP WORKINGS 256 SPORTING RIGHTS 257 SPORTS & LEISURE CENTRES (LOCAL AUTHORITY) 258 SPORTS & LEISURE CENTRES (LOCAL AUTHORITY) 259 SPORTS & LEISURE CENTRES (PRIVATE) (DRY) 260 SPORTS & LEISURE CENTRES (PRIVATE) (WET) 261 SPORTS GROUNDS 262 SPORTS STADIA 263 SQUASH COURTS 264 STABLES AND LOOSE BOXES 265 STATELY HOMES & HISTORIC HOUSES 266 STATION LET OUTS 267 STORAGE DEPOTS 268 STORES 269 STUD FARMS 270 STUDIOS 271 SURGERIES, CLINICS, HEALTH CENTRES 272 SWIMMING POOLS (LOCAL AUTHORITY) 273 SWIMMING POOLS (PRIVATE) 274 TANNERIES 275 TELECOMMUNICATIONS CABLE NETWORKS 276 TELECOMMUNICATIONS SWITCHING CENTRES 277 TENNIS CENTRES 278 TENNIS COURTS/CLUBS 279 THEATRES 280 THEME PARKS 281 TIMESHARE COMPLEXES 282 TOLLS (FERRIES, ROADS AND BRIDGES) 283 TOTALISATORS ON HORSE RACECOURSES 284 TOURIST ATTRACTIONS (DARK RIDES) 285 TRAINING CENTRE (NON RESIDENTIAL) 286 TRAINING CENTRE (RESIDENTIAL) 287 TRUCK STOPS 288 UNIVERSITIES (EXCLUDING OXBRIDGE) 289 VEHICLE REPAIR WORKSHOPS & GARAGES 290 VEHICLE TESTING CENTRES (WITH TEST TRACK) 291 VEHICLE TESTING CENTRES (WITHOUT TEST TRACK) 292 VETERINARY CLINICS / ANIMAL CLINICS 293 VILLAGE HALLS, SCOUT HUTS, CADET HUTS ETC 294 VINEYARDS/WINERIES 295 WAFER FABRICATIONS 296 WAR GAMES COURSES/ MISCELLANEOUS AGRICULTURAL USE 297 WASTE INCINERATOR PLANTS 298 WASTE RECYCLING PLANTS 299 WASTE TRANSFER STATIONS 300 WATER UNDERTAKINGS (NON-STATUTORY) 301 WHOLESALE WAREHOUSES 302 WINDMILLS 303 WINE BARS 304 ZOOS, SAFARI PARKS & SEA LIFE CENTRES 992 COMMERCIAL MISCELLANEOUS 993 LEISURE MISCELLANEOUS 994 INDUSTRIAL MISCELLANEOUS 995 EDUCATIONAL MISCELLANEOUS 996 FORMULA ASSESSED MISCELLANEOUS 997 MINERALS MISCELLANEOUS 998 CROWN MISCELLANEOUS 999 MISCELLANEOUS

Sub-Data. The most important thing to grasp regarding the Analyse databases is that they are relational. I.e. No matter which database you are searching as your main dataset, other data relating to the current record/assessment you have highlighted in your main database search can be shown not only on the DAR (detailed assessment report) but also on the Sub-Data information panel. To switch this information panel on, perform a search and then click Sub-Data from the main menu here:

The Sub-Data information panel is similar to the panel that displays the main data in the fact that it is a tabbed panel that contains a selection of tabs for you to choose from on the bottom like this:

You will note there are five tabs to choose from. The first tab RV History is shown here. This provides a break down on every RV change from the closed 1990 RV to the current 2005 RV in chronological order. Ideal for when calculating Transitional Relief. The second tab BA Schedule reflects the information held in the BA schedule database regarding changes sent to the billing authority regarding this assessment. The third tab Programming/VTS shows all programming and historical appeal information on the selected assessment in the main database above it. The fourth tab Summary Valuation gives a simplified view of the valuation as supplied by the Summary Valuation database based upon the highlighted assessment in the main dataset.

The last tab is the directory tab. This lists our Directory database which is built into all our databases. It covers addresses, telephone, fax and email for the four types of office we carry data for. Group VOA, Local VOA, Billing Authority and Valuation Tribunal offices. There is some extra functionality with this tab.

To choose which type of office required, select the tabs at the side. This example shows the Billing Authority details. Clicking the Email button will automatically call up your email client program (Outlook, lotus Notes etc) and fill in the email address of the relevant Billing Authority and also put the main data address of the assessment complete with the Billing Authority Reference Number in the subject box for you ready to go. Simply write your message body and click send. For example:

When clicking the Map button, the main data grid will change to its map setting and instead of showing a map of the assessment, will show a map of where to find the relevant office you where looking for. To show the main data again click the IR-List Grid tab on the bottom of the data grid panel here:

Please note that this example is when the IR-List is searched, when the other databases are searched the tab will be renamed appropriately for example VTS Grid. It should also be noted with the Sub-Data panel that this example shows is based upon the main search being the IR-List. When the other databases are searched then they drop off the Sub-Data tabs to be replaced with the IR List Sub-Data tab. This means that all data from all four databases are viewable at all times and it is not necessary to look at the preview of the DAR to see it. To toggle the sub-data off, simply click Sub-Data from the main menu.

Using the Datagrids. When a search is executed on Analyse, the data is shown on a datagrid which is similar in look and operation to a spreadsheet. Each database provides a slightly different datagrid but they all operate in the same way. The List Builder datagrid performs in the same manner as the Integrated List datagrid. This first section will run through the basic operations of a datagrid common to all types and a second section will describe the data available on each grid. The first thing that should be noted is that the datagrid resides on a panel which itself (similar to the sub-data panel) has tabs on the bottom to enable you to look at a map of the location of the assessment you are currently on (in all cases), or a VTS full decision (VTS Database only) or an archive valuation (summary valuation database only). To toggle between the datagrid and the map click the tab at the bottom of the datagrid.

We will now look at the main functionality a datagrid and break it down into: Bands and Headers Sizing Sorting Customising Multi-Selecting Right-Click Menus Grid-Lock Reset

Bands and Headers. The datagrid has a number of bands depending on the database chosen. Each band has a number of fields attached to it called headers. By breaking the grid down this way we can switch individual headers on and off or entire bands. For example if you did not want 1990 data on the Integrated List search you could remove the whole band instead of having to remover many headers. It also makes the datagrid easier to read, clarifying between different Lists or groups of data. Each band will also only accept data fields from those predefined ones. I.e. you cannot drag a 1995 header and data into a 2000 band by mistake.

In this example the band is the 2005 List band and the headers contained therein are the Rateable Value, Effective Date, Alteration Date, Composite, Settlement Type, Compiled RV, List Percentage Variance and Percentage Variance Between Lists.

Sizing. The columns and rows in the datagrid can be free-sized by dragging the splitter between columns to provide the size required by the user. To change the cursor to a splitter, place the mouse over the separator lines between each header shown above and drag left to increase the size and right to decrease the size of the column. Double clicking the splitter cursor will autosize the column to fit all data viewable on the datagrid at that time.

Sorting. To sort any of the columns in the data click the header for that column once. The header will then change to show an ascending sort mark and the data will be sorted in that order. Click again to change the sorting method to descending. To reset the grid back to natural order again click the search panel back on and then click Find It! again as all new searches are brought up un-sorted. For example: First click on 2005 Rateable Value looks like this:

The second click makes the column descending like this:

Customising. The datagrid can be customised so that only certain bands and headers are visible. The method used for this is a simple drag and drop technique. To customise any datagrid right click the data area on the grid and you will get the right click menu. This example shows the right click menu for the Integrated List datagrid.

Click the bottom option Customise Grid and the Grid Custom Box will appear.

Simply drag and drop any headers or bands as desired in and out of this box to customise the datagrid.

Multi-Selecting. There are times when more than one record in the datagrid needs to be highlighted. This could be used for example to print reports on more than one assessment, or add multiple assessments to the List Builder or even to export a certain number of records. Do this by holding down the Ctrl key while clicking the extra records you require.

You can also use the Range function similar to that of a spread sheet by highlighting the first record in the normal manner and then while holding down the Shift key click the end of the range of records you wish to highlight. As in all other windows products, you can also press Ctrl + A to highlight all records in the datagrid. One note of caution, if you have searched London on its own for example, some 288,000 records, if you use the all function here there will be a long wait while Analyse loads all 288,000 records from the server. Use the All function on smaller data sizes.

Right-Click Menus. Each of the four databases and the List Builder grids has differing Right-Click menus. To invoke any of these menus, place the cursor over the data area on a datagrid and right click the mouse. The Integrated List menu looks like this:

Option 1 Print Quick DAR prints detailed assessment reports on all highlighted records. As this is a quick print it does not show the print preview or print options dialogue screen. The report is simply sent straight to the printer. Option 2 Print Quick Valuation prints a valuation for the highlighted records even though you have not searched the summary valuation database. You need to subscribe to the Summary Valuation Database Module for this option to become enabled. A preview in this case is shown with the option to change printer settings. Option 3 Add to List Builder simply adds the records highlighted into the List Builder. Please see the List Builder section of this help guide for further assistance. Option 4 Send to River Lake is for users of the River Lake client management rating system. It sends over the details required for the highlighted assessments. These can then be captured by River Lake and assigned to a client limiting the amount of typing and errors created when setting up new clients in the system. Option 5 Customise Grid is discussed earlier in this topic.

The Summary Valuation menu looks like this:

Option 1 Print Valuation prints the valuation on all highlighted records. As this is a quick print it does not show the print preview or print options dialogue screen. The report is simply sent straight to the printer. Option 2 Show all valuations works when one assessment is highlighted only. This will then search and bring up new data where only the assessments on the same VO Scheme as the original assessment will be shown. This is very useful for example when finding an assessment which has had a change in base rate or an allowance and the user wishes to look up all the other assessments based upon the same scheme to see if this has been applied throughout or for comparables finding. Option 3 Customise Grid is discussed earlier in this topic. The summary valuation datagrid also displays a sub-panel of survey line information on the bottom of the screen. This automatically comes up after a search and shows a breakdown of the valuation on different tabs. Depending on what constitute parts a valuation has you will see one to five tabs displayed. The survey line tab will always be present, car parking, plant and machinery, adjustments and additional items may be present depending on the valuation

These tabs are located down the left. Please note on the bottom of the datagrid panel, as well as the usual map tab, you can view the VO scheme by clicking the Scheme tab. (please note the first time you do this in an Analyse session, you are likely to have a page with a redirect link on and not the scheme, click the link then on the bottom tabs, go back to the Summary Valuation Grid and then again click the Scheme tab and it will work as normal for the rest of this session). You may also notice that right clicking the survey lines data in the above example gives you the option to copy the survey lines to the windows clipboard from there you can paste it into a spreadsheet for example.

The Billing Authority Schedule menu looks like this:

Option 1 Print Notice prints the copy VO Change Notice on all highlighted records. As this is a quick print it does not show the print preview or print options dialogue screen. The report is simply sent straight to the printer. Option 2 Show Related Assessments shows all the assessments related to the highlighted current assessment via case reference. This tool is useful in many scenarios. For example, when looking at splits and mergers, simply find one part of the reconstitution and click this option, it will find all the other parts of the reconstitution automatically even if they have been spread across different schedules. Option 3 Customise Grid is discussed earlier in this topic.

The VTS (Valuation Tribunal Service Database) looks like this:

Option1 Print VTS Report prints VTS report on all highlighted records. As this is a quick print it does not show the print preview or print options dialogue screen. The report is simply sent straight to the printer. Option 2 Customise Grid is discussed earlier in this topic. The VTS Grid also has a small panel for displaying the decision data on the bottom of the grid. Depending on the type of decision, a new tab may also be shown which can be clicked on to view the Full Decisions held on our webserver if the assessment has had a full decision published.

The List Builder menu looks like:

Option 1 Print DAR prints detailed assessment reports on all highlighted records. As this is a quick print it does not show the print preview or print options dialogue screen. The report is simply sent straight to the printer. Option 2 Delete Record deletes the highlighted assessment/s from the list builder. Option 3 Send to River Lake is for users of the River Lake client management rating system. It sends over the details required for the highlighted assessments. These can then be captured by River Lake and assigned to a client limiting the amount of typing and errors created when setting up new clients in the system. Option 4 Customise Grid is discussed earlier in this topic.

Grid-Lock. Grid-Lock is a function operated by a single button on or off on the main menu.

Having Grid-Lock on means that the address band of the datagrid is always shown locked on the left and the data scrolls left and right but this band is always visible. This is ideal for larger screens as you can always see the addresses of the assessments.

The locked portion of the grid is defined by the black separator line. With Grid-Lock off the datagrid scrolls normally left and right and there is no black line separator.

Note, With all these options Analyse saves you settings at the end of each session so you can have the datagrid just as you like it without having to alter it each time you load Analyse. Sometimes users make too many adjustments to the datagrids which can leave them unreadable. To reset the grid click Help from the main menu and then click Reset Grids.

You will then be prompted to re-start Analyse and the datagrids will be reset.

Printing. Analyse provides two types of report per database. One report is always an assessment specific detailed A4 report and the other a landscape list report similar in content to the datagrid on the screen. As well as the quick print options discussed in the Using the Datagrids part of this help guide, the main reports are used via the Reports button on the top main menu here:

To enable this button you will need to have searched a database and found some records. With the exception of the summary valuation database which has three reports, all databases have two reports. Depending on which database you are searching the options for the reports are enabled or disabled. In the example above we have an Integrated List search (IR-List) and therefore the DAR and Landscape List report are available. Once clicked a print preview will come up maximised on the screen. The top menu will look like this:

To print the report, press the first button (shaped like a printer). To email the report as a pdf file straight from this preview click the next email button.

We then have three different zoom size buttons and the zoom in percentage terms. Lastly is a navigator which enables you to scroll through the pages of the report or jump directly from the first page to the last and back again. All Analyse reports have the ability to export the report to various formats and this way of exporting data from Analyse is our recommended route. When Print is clicked on the print preview a standard print dialog box pops up:

To print normally just simply press ok. To export, check the Print to File option on the bottom panel. You can then choose a style of export, for example an Excel spreadsheet from the drop down list.

Once the type of export has been chosen use the button next to the Where box to browse for where to put the file and what to call it.

Once this is done simply click Save to set the filename and folder and then OK on the print options box and the report will be printed to the file named in the folder chosen. This option is particularly useful with reports like the DAR as it combines data from all four databases and can put them together on one spreadsheet for example. It is also a good way of exporting the values from a valuation report straight into a spreadsheet to put your own measurements for example next to the VOA ones.

Exporting. Along with the exporting method discussed in the Printing part of this guide, Analyse has a full export wizard built in to export all data from the main datagrid once a search has been performed. This wizard gives you a completely customisable result by following the simple screens. Click Export after searching for assessments in any of the databases from the main menu:

The first wizard screen will be shown:

Here you can choose from most of the common types of data format to export the assessment data into. In this case a text file.

The data origin page allows you to include header titles and selected records or the entire results set of data for your export:

The Text Settings screen is unique for a text file output and helps you choose field delimiters and other information required for formatting your desktop.

Data Formats Screen. This offers you the choice of formatting your numeric and date fields to how you like them:

Columns. The next screen offers you the choice of columns you would like in your export. This example shows the Integrated list Data:

Header & Footer. The header and footer page allows you to add a customised header and footer into the export at source. This is useful when exporting to excel/word documents ready for presentation.

Layout. The layout screen is best left in Columnar mode.

File Name. The most important page and the one that in most cases that can be skipped straight to. Here we need to use the button next to the Export to a File option to browse for the directory we wish to save in. We can also name the file here as well.

You have several other options as to what you might wish to do with the file once the export has completed. For example, open it and view it or email it as an attachment. Press Execute to finish the export wizard and save the file. It is worth noting here that if you intend to do the same export in the same format a lot, you can save an export specification which when loaded next time will save the user the effort of changing all the options on thiose earlier pages. To load or save a specification hit the Specifications button at any time and follow the instructions.