Data Quality and Annual Validation

Data Quality

e-PIMS relies on data being current and accurate and it is the responsibility of all organisations to ensure that they enter and maintain their data.

The OGC and user organisations have done a lot of work to improve the quality of data on the system over the last two years.  To sustain the integrity of e-PIMS the ongoing maintenance of existing records and the prompt entry of new acquisitions are now the key requirements of user organisations.

With the release of the new user interface and enhanced functionality earlier this year e-PIMS now highlights missing information and potential data quality issues with a series of in-built validation checks.  The issues are separated into three categories:

• Errors - which generally relate to missing levels of data e.g. a missing lease record.
• Warnings - which generally relate to a missing field of key data e.g. No floor area.
• Information messages - which generally highlight areas where there may be an issue with data e.g. a very low rental figure or very large floor area.  Information messages do not denote that the information is necessarily incorrect or missing but the data is unusual and should be checked.

It is intended that this functionality will assist departments in maintaining their records.

Another new concept incorporated into e-PIMS to assist with improving data quality is the Staging Area. This is a holding area where incomplete records are stored.  

When a new Property record is created using the e-PIMS Wizard, it will be initially labeled as a Staging Record until all mandatory information has been completed and the record has been published.

A Property Record can only be published as a "Live" Record when:

• At least one valid Holding record has been associated with the Property.
• At least one valid Building record has been associated with the Property.
• At least one valid Occupation record has been associated with the Property.

Annual Validation

The initial Data Quality project came to an end on 31st March 2008 and will now be superseded by in built system validation functionality.  The aim is to focus user organisations on the need for ongoing record maintenance.  In accordance with the DAO mandate and the e-PIMS Service Level Agreement Heads of Finance or Estates are required to confirm on an annual basis that an independent validation of their organisations use of e-PIMS has been carried out to ensure the completeness and accuracy of data and timeliness of entry.

See letter (MS Word, 92KB) giving advanced notice of the 08/09 requirement:

The 08/09 requirement is that all 'Error' issues will need to be addressed before an organisation is able to provide assurance that its records are accurate, although it is recommended that all issues should be addressed.  In future years 'Warning' issues will also be mandatory.

Ideally organisations should also submit a copy of an Internal Audit report, but as a minimum they will be required to provide the annual assurance/validation from either the Head of Finance or Head of Estates

Further information and guidance on the above is available in the e-PIMS User Manual and Quick Start Guide:

• User Manual (PDF, 2,364KB)
• Quick Start Guide (PDF, 905KB)
• Enhancements  (PDF, 554KB)
• ePIMS Core Data Dictionary (PDF, 341KB)

If you require assistance please do not hesitate to contact a member of the e-PIMS team: