PIP 7/2001 Summary of Plans Manual Updates

Plans Information Paper 7/2001: SUMMARY OF PLANS MANUAL UPDATES

The Plans Manual Team are pleased to report the first anniversary of the online Plans Manual on 18th September 2001. Numerous updates have been actioned throughout the year brought about by feedback from the users and changes in procedures.

STATISTICS

Over the last year there have been 8 Plans Information Papers, 23 major Plans Manual Updates and 109 (erroneously stated to be 159 in Forum statement) complex issues raised through the Plans Manual Feedback form.

PLANS INFORMATION PAPERS ISSUED

Issue Number	Title	Date of Issue
1/2000	Certified Plans as a means of establishing extent	Nov 2000
2/2000	Printing of extracts on the DMS	No date
1/2001	Changes to the View and SPL functionality on the DMS	02 Mar 2001
2/2001	Tenement Templates	15 Mar 2001
3/2001	Rogue titles on the Index Map	22 Mar 2001
4/2001	Certified Plans as a means of establishing extent	27 Apr 2001
5/2001	P 16 Reports Answer Review	12 Jul 2001
6/2001	Enhancement to DMS/re-setting of seed points	14 Aug 2001

PLANS UPDATES ISSUED

Section Number	Title/Description
13.6.13	Multi-part title plan printing
13.7	Supplementary plans
14.10	Triple Edging
17	LRS Picklist
8.10.5	"A" Property Section (Precise Extent)
8.10.6	Tinting Method with no red edging
8.10.8.2	"A" Property Section (Flats )
8.10.8.2	Tenement, Description by way of exception
8.12.15	Decisions of Boundaries and Extents ,made by Plans Staff
8.12.21	Street Names and Numbers
8.16	*Compulsory Acquisition of Land
8.2.13	Referencing the registered extent
8.2.16.1	Mapping Boundary References
8.2.17	External boundary juts
8.2.30	Registrations affected by prior Feus or Leases
8.4	Parts of buildings and Strata Levels
16	Correspondence and Enquiries
15.5	*Abbreviations on the OS map
18	*Mapbase Maintenance Procedural Manual
15.6	*An Introduction to OS large scale mapping
14.11	Closing a Title
8.11.13	Prescription
8.3.15	Exclusive areas in tenements

PLANS MANUAL FEEDBACK FORM

There have been 109 complex issues raised through the Plans Manual Feedback Form over the last year, 88 (81%) have been resolved leaving 21 (19%) issues outstanding. Issues are resolved through either one to one contact with the staff member or if the issue has prompted change in practice and/or policy guidelines then Plans Updates are prepared and issued through the Plans Manual web page.

The Plans Manual Team are happy to receive any comments/suggestions from Staff on any issue within the Plans Manual using the Plans Manual Feedback Form.

CURRENT POSITION

As a result of the Plans Manual Questionnaire Report the Plans Manual Team were tasked with evaluating and examining the current Plans Manual with a view to identifying various options for improvement. The options identified were presented to the Business Change Team and the decision was taken to initiate a three-phase implementation outlined below: -

Phase 1

Remove superfluous information which is available from other sources.
Update search engine capability by splitting files by level 3 headings
Complete outstanding updates to the manual

Phase 2

Design diagrams setting out procedural processes and checks for specific casework problems
Rollout diagrams at the rate of one a month (resource restrictions apply)
Review Intranet activity after completion of Phase 1

Phase 3

Develop and Revise entire Manual
Review timing and resource availability on launch of Legal Manual end September 2001

Phase 1 has been completed with the exception of the search engine update. It was quickly established with Internal Communications that updating the search engine to be more specific to the Plans Manual file structure would involve a large amount of resource. It would involve a total revamp, not just of the Search engine, but of the information it was being asked to find. The Plans Manual Team quickly identified this aspect of the Plans Manual as being part of Phase 3, which would look and Developing and Revising the Manual in line with the introduction of the Legal Manual due in late September.

Information removed	Now available
Sections 1,3 and 4	Booklets available from Training as part of Induction
Section 2	Abertay Module A Lecture 1
Section 7	Incorporated into Section 5
Part of Section 16	Bias for Action - Cancellation Procedures Bias for Action - Requisition and Rejection Procedures Bias for Action - CX Procedures Internal Comms - Written Communication Bias for Action - Forms in use on the LRS

Phase 2 is underway and some Design Diagrams will be issued shortly.

The Plans Manual Team would like to thank everyone for their comments and suggestions and would encourage staff to continue to give feedback with regard to any Plans topics.

Plans Manual Team
10/09/01