Data Management (SAMPLE submission) Flashcards
How does NHS PS ensure the security on confidential/sensitive information?
Defence in depth strategy - multiple layers of security controls, if one fails the next kicks in.
- Web proxy/filters
- Antivirus solution for all company devices
- Email filtering (blocks malicious emails and attachments/links)
- Firewalls - inspect internet traffic and block malicious network pack
- Vulnerability management tools - identify vulnerabilities in software/operating system so they can be patched.
- Advanced threat detection tools - identify advanced persistent threats.
Talk me through your development of the sales tracker.
- Analysed available sources of information to decide what to include within the tracker
- Began compiling sales evidence
- Verified sales evidence with Transaction Manager/Land registry lease/registers and TR1’s
- Added the information to my tracker
- Analysed the information
- Provided reports for each zone analysing the impact of method of sale on achieving sales receipts in excess of the market valuation.
How did you ensure accurate data of the sales tracker was recorded?
- Verified sales evidence with the transaction manager/Land registry lease/registers and TR1s
How was your sales tracker used to provide advice?
I didn’t provide advice in this example.
I analysed the impact the method of sale ahs on achieving sales receipts in excess of the valuation. I was aware that informal tender was often used for high value sites and so had the largest difference between valuation and sales receipt.
To mitigate this I also produced reports for properties which sold for £500,000k or less £250k or less and £100k or less.
Informal tender achieved the highest margin in all individual reports. I would have advised that if high levels of interest anticipated informal tender should always be considered.
How was your data for the tracker shared with the transactions team? How did you ensure security.
It was password protected and stored within the transactions folder which only the internal team members had access too.
The file was password protected and the folder was also password protected.
Tell me about a property information system you have used in your role?
E-pims – the public sector surplus assets portal. This is useful as many public bodies list their property on here before going to the open market. Therefore there’s opportunity to acquire assets before they go on the market.
What are some disadvantages of Epims?
- data is often not updated.
- People often don’t remove listings
- Data is often incorrect
- Increased importance on verification
Tell me about a complex report you have written?
- I wrote reports after the mapping system had been produced. The report largely factual about where exact adjacencies between the two estates lied.
- I advised on how best to keep the data secure, for example user controlled access to the mapping software itself.
- I also advised that the sharing of any data should be encrypted within minimum 128 bit or above encryption. If they were not familiar I advised that Vitru offered a good end-to-end encryption service.
How do you ensure the information within a DCN is accurate?
I verify the information where I can with the Land Registry/Property Manager/Transaction Manager/Aconex.
How do you use Horizon effectively?
I ensure that I am able to extract the information I require and verify this wherever possible. If an error is identified, after confirming information I will send a separate DCN to rectify.
Talk me through your mapping project.
- Instructed data sharing agreement
- Waited to receive signed copy back
- Collated and verified information to give to mapping consultant
- Address, building sizes, tenure, book value, end dates/breaks (from Horizon).
- Cross checked information with power BI (separate data base).
- Compiled information before it was send and verified it with each property manager.
- Received client’s data (held securely) - password protected file and folder.
- Sent data to consultant (password protected).
- Made suggestions for the functionality
- Written reports highlighting exact adjacencies (health centre within 0.2 miles of X property you own).
- Separate report highlighting potential redevelopment opportunities, after considering lease terms etc.
- Client was unsure how to ensure the data was kept secure. I advised that if reports are shared from the mapping software these should be encrypted. I advised that Virtru offer a good 256 bit (AES - Advanced Encryption Standard) end to end encryption service.
- I also advised that user controlled access and password protection would be the best was to ensure security of the mapping software itself.
How did your mapping project this highlight adjacencies and joint redevelopment opportunities?
The mapping system was able to compile all properties within say 0.5 miles of the subject property. From there it was possible to consider joint redevelopment opportunities.
After highlighting adjacencies it would then be down to the user to consider, titles, heights, planning policy to advise if there was potential for redevelopment.
How did your data sharing agreement work?
The data sharing agreement has a number of clauses which would protect the confidentiality of the data shared with the consultant. It was drafted by the legal team and included obligation such as;
Confidentiality obligations – keep the confidential information secret and confidential
Permitted disclosure – Only to their representatives provided they inform them of the confidential nature and keeps a written record of those representatives.
What decisions did you make on functionality of the mapping project?
I ensured there was the ability to select a particular property and find all properties within the two estates that were say, within 1 mile.
Similarly you could drill down into all properties that were within say, 0.5 miles of each other as a list.
I also ensured the lease terms/tenure/break/rent when you clicked on a property.
How did you ensure compliance with your data sharing agreement?
I requested proof of how the data was being stored, including a list of their representatives as per the data sharing agreement.
Talk me through your template for portfolio optimisation.
- Identified need to highlight void space at a commissioning (CCG level).
- Created a template which is able to extract information from Horizon.
- Template was then used to highlight high levels of void space by CCG and property level.
- This was used as the basis of discussion for strategic reviews with the CCGs
- After further engagement with the clients I was able to identify strategy (long term hold/short term etc).
- I was then able to advise where there are potential optimisation/disposal opportunities after analysis of void space/strategy lease events etc.
What information was inputted into your optimisation templates?
- Occupancy data (aconex would produce occupancies for each building where I could then extract the utilisation to be included
- Floor areas
- Site areas
- Occupiers
- Debt
- Planned maintenance
- Lease break/end
How were your templates used to provide SREC advice?
Strategic review workshops were organised wit the client to run through the properties which they occupied. From here, they which buildings services might be being commissioned or decommissioned. If for example, a property was 40% vacant (evident from my tracker), and we were informed that the current occupier in there’s service was being decommissioned. This would then be flagged as a potential disposal opportunity (pending declaration the building is not needed for other healthcare services).
- I advised that should this data need to be shared with their colleagues, that it should be done so using an encryption service. I advised that Vitru offered a good end to end 256 AES encryption service.
What impact to sale method have on the results?
Informal tender was the method which saw the largest excess in terms of the market valuation and the final sales receipt.
