DATE OF ISSUE:  11 APRIL 1996

PROPERTY VALUATION EXERCISE

The purpose of this Departmental Instruction is to provide information on different stages of the annual property valuation exercise for 1995/96.

This exercise began in November 1995 with the production of computer tapes for data transfer to the Australian Valuations Office.   The last stage for this exercise will not be completed until the IFA/AFA exercise in mid 1996.

STAGE 1   Production Run

The first stage was the production of a cartridge containing information on automatic cases that was sent to the Australian Valuation Office (AVO).

The production run for this year's exercise was conducted on 12 November 1995.  The number of valuations extracted nationally was 3,721 of which 672 were manual cases.  The print outs on manual cases were sent by NCC to each State.  This is the breakdown of automatic and manual cases by State:

StateManualAuto

NSW — 219 — 949

VIC — 141 — 775

QLD — 146 — 630

SA — 61 — 241

WA — 66 — 233

TAS — 39 — 221

STAGE 2   State Office Action  Pre Valuations

A schedule of manual cases (including cases without previous valuation with AVO) was sent directly to the State Offices by NCC.   State Office action was required to provide the AVO with a form containing detailed information on each of the manual cases where a property valuation was required.

Manual Cases

These include cases without previous valuation with AVO.   Records were to be kept or a CMS case created to ensure that all such requests are returned by AVO and action completed.

Overseas Cases

These cases remain manual.  Departmental Instruction B26/94 sets out the process for obtaining these valuations.

STAGE 3   AVO Action Requests

The AVO will conduct the necessary valuations in the period from December to April 96.   AVO will update the valuation information and return the updated cartridge to the NCC by 15 April 1996.

STAGE 4   NCC Prints Forms

The NCC will produce print outs of the updated property valuations and send them to the relevant State Office.   This can be expected in early May 1996.   The print out contains the same information as the normal manual valuation form,  the only difference is that it is printed on plain paper.

STAGE 5   State Office Action  Update Valuations

Once the printed request forms are received manual action will be required to update the CDB to take effect in conjunction with the IFA/AFA exercise.   This work should be completed by 14 June 1996.   Cases where the value of the property has reduced may be actioned for increase of the service pension from the next convenient payday.

Automation of "Stage 5" Update

We understand that the manual action required to update the CDB is labour intensive, we intended to have this processing automated.  Due to lack of availability of programming staff, we were unable to do so.  We will look to automating this part for future property valuation exercise.

Screens

System changes took place in April 1994 to allow us to data collect AVO Job and ID numbers.  This information will assist AVO in future years and results from negotiations with AVO to reduce the contract price paid for the valuations.

The Property Screen (PP.PR) has fields for AVO Job number, AVO ID number and fields for:

Home & Curtilageamount to be a deduction from property valuation

Mortgageamount to be a deduction from property valuation

Other Encumbranceamount to be a deduction from property valuation

Assessed Asseta system generated total (property valuation plus contents minus home and curtilage, mortgage and other encumbrance)

Textthis is a free text area to record notes such as shared ownership lease arrangements, extra properties, etc.

The property types are:

RE — Residential (residential rental property, house, flat, etc)

CO — Commercial Property (factory, warehouse, shop, etc)

RU — Rural Property

BU — Business

Use of the Property Type 'Business' results in a check for any income or asset information on the Business Screen.   If found,  a prompt will return to remind the examiner to check the Business Screen and BU will default in the next field.

The Farm Screen (PP.FA) has fields for AVO Job number, AVO ID number and fields for:

Plant and Machineryamount to be added to farm valuation

Livestockamount to be added to farm valuation

Home & Curtilageamount to be a deduction from farm valuation

Mortgageamount to be a deduction from farm valuation

Other Encumbranceamount to be a deduction from farm valuation

Assessed Asseta system generated total (farm valuation plus plant & machinery and livestock minus home and curtilage, mortgage and other encumbrance)

Textthis is a free text area to record notes such as shared ownership, lease arrangements, extra properties, etc.

Plant and Machinery and Livestock information are often stored on the Other Assets Screen (PP.OA) and examiners should transfer details to the Farm Screen when updating that screen.

The Home Screen (PP.HO) has fields for AVO Job and AVO ID numbers in the Sublet Property field.

Contact Officer

The contact officer for this exercise is Ferri Ghazi on (06) 289 6436.

PAUL MCBOW

DIRECTOR

COMMUNICATION, OPERATIONS & REVIEW

INCOME SUPPORT BRANCH

4 APRIL 1996