Vicmap Maintenance - Department of Environment, Land, Water and
Contents
1. e These address must still be located ona property polygon ie cannot be an unconnected centroid 5 e The Address Access Type must reflect the access method o qI Island 2 MAIN ROAD GABO ISLAND Loe o W Water PROP PFI 45549140 3 WY vy e L Land is the default and doesn t need wa Ve to populated in the M1 e ROAD_NAME does not have to follow usual road naming rules eg it can be a river or a marina name e Address Location fields only need to be populated if there is a specific location for the address 8 BARWON RIVER NEWTOWN PROP_PFI 45346157 N ae a y Victonants y 5 harteri E Yacht Ci Taf New field Access_Type defaults to L so only populate if address a E te E i i e i i N 2 4 is I sland or W ater i map LAT Li roperiy Address Location gt z 3 Distance Property Access Point Details que Identiti Property i oe ane Datum O S_Pro ia i ror f poin Northing Projectio perty roperty_FFI ce_relateqis_primary easting northing datum projjside_prope aa aia oo a as oo a ae pis ee eee O MAN O C rs ee eee ee eee ae a lw ss MAIN 5835337 MGASS N O pooo Oooo ooo Page 43 BASE PROPERTIES e Bases are created created automatically for o Strata plans plans with common property o Multi lots o Multi assessments o Site addresses eg 1 30 Smith St 2 30 Smith St where there is more than 12. N e Set Primary Property Access Point to N Page 30 REMOVE A SECONDARY ADDRESS Scenario The highlighted property has both a primary and secondary address but the secondary address 225 Hazeldean Road is no longer valid and needs to be removed OPTION 1 OPTION 2 e Use address_pfi to identify the address option 1 and edit code Z This is the simplest way as this identifies the exact address rather than the property it is linked to so there is no need to include all the addressing information house number road name type etc e Alternatively it can still be done by using the property_pfi option 2 In this situation the address details need to be provided as there may be more than one secondary address associated with the property The first two fields in the Address Location section also need to be populated Once again edit code Z to be used e The Z code will not remove a primary distance based address It will change it to a non distance based address nulling the house_number setting the dist_related_flag to N and the access _ type to V Page 31 CREATE OUTSIDE PROPERTY ADDRESS Scenario The highlighted property has an allocated address which has been located using urban addressing principles The property is only accessible via the property next door so the address point needs to be shifted into the neighbouring property Move address point to here PROP_PFI ADDRESS P
3. zor a as U It should be noted that the Australian Standard identifies three situations where the traditional multi level addressing method can be used e Legacy address sites it is not necessary to re address existing addresses using the Hotel Style Addressing methodology Multi level address sites with only 2 levels see Example below and Multi level sites with more than 99 units on any given level ee 2 tas went B101 B102B103 B104 B105 ae ATA gt re 3 Level 1 as NN OSS s rh EN er A rz a s B201 N In all other situations it is recommended that the Hotel Style Addressing methodology be used to address hotel style properties Traditional multi level addressing Hotel Style Addressing Level 155 Unit 2 600 Tree Street 15502 600 Tree Street Level 1 Unit 24 600 Tree Street 124 600 Tree Street Ground floor Unit 75 600 Tree Street G75 600 Tree Street 2 LEVELS a i F 1 pround G01 G02 G03 G04 ground Traditional multi level addressing Hotel Style Addressing Sequential Addressing Level 1 Unit 4 602 Tree Street 104 602 Tree Street 8 602 Tree Street Ground floor Unit 4 602 Tree Street G04 602 Tree Street 4 602 Tree Street Page 42 CREATE A WATER ISLAND ADDRESS 5 BRIGHTON MARINA E BRIGHTON pi Scenario Addresses are to be created for PROP PFI wi some island and water properties e As part of the new Addressing Standard island and water addresses can now be identified
4. Plan numbers as the identifier plus the address details with S edit code related to If a new road is being created through the subdivision the New Road must be populated with Y This is a new scenario and field and will default to N if it is left blank loading advice Page 16 NEW SUBDIVISION PROPERTY amp ADDRESS DETAILS PA I PLAN OF SUBDMISION be 635 701 C Mccubbin Ct PROPNUM 189634 P CREFNO 569977 1 5 MCCUBBIN COURT POINT COOK PROPNUM 189635 P CREFNO 569978 ADDRESS Scenario A new subdivision has been approved as shown by the highlighted parcels and now the council is allocating addresses and property details to each parcel 2 5 MCCUBBIN COURT A POINT COOK PROPNUM 189636 gt l CREFNO 569979 3 5 MCCUBBIN COURT PER POINT COOK HNew Existing Base Property ee rs aa MCCUBBIN POINT COOK MCCUBBIN POINT COOK MCCUBBIN POINT COOK MCCUBBIN POINT COOK Use Lot and Plan details to identify parcels This is always recommended for new subdivisions and should be available from the council s rates base Populate propnums and addresses If the council uses base propnums and crefnos these should be provided here too If not they can be left blank If the council doesn t allocate a propnum to the Common Property CM it should be populated with NCPR No Council Property Record plus a site address If a new road is being created thro
5. Populate where required with abbreviation only eg E not EAST locality_name Officially gazetted name for the bounded suburb or rural district as defined by local government and approved by GeoNames Address Location Distance Primary Property Access Point Details oe eate layne Access Point oo otdlinates o s a orN rojection Y or N pajejas eoue S ip O a D 3 3 g Q ep distance_related_flag Indicates if the number populated in house_number_1 has been allocated based on distance is_primary This attribute is a flag indication whether the address is a Primary or Secondary alternative property address Y indicates that the address is a Primary address whilst N Indicates a secondary alternative property address easting x coordinates in a coordinate system Mandatory population where the address is to be positioned away from the default urban address location ie if distance_related_flag Y or is_ primary N northing y coordinates in a coordinate system Mandatory population where the address is to be positioned away from the default urban address location ie if distance_related_flag Y or is_ primary N datum proj The Map Projection and Coordinate System must be populated when the Easting and Northing attributes have been populated outside_property Indicates if the address point location is outside the related Vicmap property polygon Page 10 Edit T
6. from the Tree will automatically populate the drop down boxes once the 4 level is selected Address Load Forms g Need to Load M1 Parcel Property Admin amp Political Boundaries Ag amp Farming Elevation Step 2 Addadescription This description will appear on the a Transportation Networks Dashboard e g M1 for July 2012 Water Resources Step 3 Browse to and select the M1 Form to be loaded The naming conventions prescribed for M1 Forms on page 12 should be adhered to Description Add the Description Locate M1 File to attach Add Attachment Browse Note Ensure that the correct file is attached as once a file has been uploaded it cannot be deleted Page 13 Step 4 Anew CR will be created and automatically submitted CR will Appear on Dashboard with Status Submitted CR contains the attachment Symbol indicating a file is attached A S 21477 M1 for July 2012 Local Government 13 08 2012 2 39 24 View Authority Brimbank PM Details City Send CR to Maintainer Set CR Status SENT TO ADDRESS MAINTAINER e This will update the CR status on the SEND TO ADDRESS MAINTAINER SEND TO ADDRESS MAINTAINER sst i SOSCOC O Custodians dashboard REDIRECT CONSULT REWING The Data Maintainer will receive this CR ready to action Streamlined Planning through Electronic Applications and Referrals SPEAR Planning and subdivision applications can now be pr
7. have been Use edit code P if no street included in the record name details are available for the record E This is a parcel ina road and does not Trying to load property details ona Will need to submit a spatial have a property cannot load propnum road parcel This is not allowed M2 CR through NES details E This is the base property pfi please Base property pfi provided instead Generally occurs when council Page 51 provide primary property pfi of primary property pfi This parcel contains a secondary Need to remove all secondary address and thus cannot be addresses before demerging demerged The secondary address must be zapped first are trying to demerge Page 52 M1 Support and Assistance DSE Information Services Branch provides support for the M1 via the Vicmap Helpdesk Your query or request for assistance may be forwarded on to the relevant subject matter expert as required For requests for support and assisitance please contact Vicmap Helpdesk Email vicmap helo dse vic gov au Post Level 1 402 Mair Street Ballarat VIC 3350 The Vicmap Helpdesk is staffed weekdays from 9 00am 4 00pm Page 53 Appendix 1 NES M1 Form Load Process Guidelines SIMPLE FORM Attach M1 Form LEGEND es CUSTODIAN 2 MAINTAINER SUBMIT CR System sets status STATUS CHANGE EMAIL NOTIFICATION RECIEVED CHANGES ACCEPTED REVIEW LOAD REPORT Action any Unloaded Rec
8. invalid use of edit code R assessment unable to use R edit code E Property pfi does not exist in this LGA Property pfi not recorded in mapbase against the LGA for the details provided E Property PFI not found Property_pfi not recorded in mapbase for the details provided E Property PFI Superseded Property pfi has been retired Please provide new Vicmap LAT link Property PFl Superseded by an R Property pfi provided was retired record from this M1 by an R record and the same property pfi was used again as an edit code E A Propnum is already loaded on this A property record already exists in multi assessment the Multi assessment with the property number contained in the record E Provided co ordinates do not fall inside Coordinates indicate the address Coordinates need to be a property with this proonum does not fall within property rechecked or the outside polygon and the outside polygon property flag needs to be set flag is set to N to Y E Street address required for this edit No street address details have Use edit code P if no street code been included in the record address details are available for the record E Street name locality combination not Please verify street name locality If details are correct populate found in Vicmap Property please combination as supplied NEW_ROAD field with Y verify OLD combination currently doesn t exist COACH ROAD WALHALLA in mapbase E Street Name required No Street Name details
9. name will be loaded against the Outside Property flag Therefore any maintenance submitted on an old form will be returned for conversion to the new format to guard against incorrect loading of data Drivers for Change The key reasons for introducing the change to the M1 format are e The revision of the AS NZS4819 2003 Rural and Urban Addressing standard in 2011 that introduced three attributes that the current processing didn t support e The impacts of the revised subdivision regulations requiring addressing to be submitted prior to certification of the subdivision plan and the subsequent introduction of the facility to enable addressing to be supplied via SPEAR and e The opportunity to rectify known bugs and deficiencies that exist in Version 9 Version Control This document is a dynamic document and will be subject to upgrades from time to time Therefore it is imperative that all custodians ensure they are referencing the most recent version of this document Users should ensure they are accessing the current document which can be found at the following URL htto www dse vic gov au property titles and maps spatial spatial events and user groups local qgovernment vicmap helodesk Page 4 Key Changes to the M1 Components in Version 12 To enable property and address maintenance to satisfy the new requirements of the AS NZS4819 2011 Rural and Urban Addressing standard and the emergence of addressing through SPEAR it was neces
10. site address e Councils can create or remove bases with the M1 only under certain circumstances as shown on the following pages Page 44 CREATE A BASE PROPERTY PA_PFI 150463090 SPI 1 TP522420 j l PA_PFI 118325 1 TP115604 Scenario The highlighted parcels require a base property created for them The base property will have a propnum of 394640 and an address of 623A Burwood Rd Hawthorn e Use either parcel_pfi or property_pfi to identify the parcels that will form the base e Populate the base _propnum field e Use the E edit code to create a base This record must also include a site address e All other records can use edit code P Page 45 RETIRE A PROPERTY FROM BASE PROPERTY Short St PROP_ PFI 210252415 eeenanie The properties shown in blue are all part of one base property as depicted by the dark blue line Property to be ee The property bordered in red is no longer part of the removed from base j base property and needs to be removed property This property already has a propnum and an address e Use property_pfi of the primary property to be removed and use edit code B No other information is required e In previous versions of the M1 it was not possible to remove a property from a base property through the M1 process it had to be done by a manual edit e The B edit code is new and can only be used to remove propert
11. superseded Parcel pfi has been retired Please provide new Vicmap LAT link Plan is currently on hold awaiting No further action required by LGA Approval When plan is processed Details will be entered once plan is these records will be loaded approved E Plan is currently on hold awaiting Records are attached to a hard digital information from Surveyor copy plan and once the plan is When plan is processed these records processed the records will be will be loaded loaded E Plan recently arrived at Logica No further action required by LGA awaiting input before this record can Details will be entered once the be processed plan is processed E Plan Superseded Plan has been removed from the map base and replaced with a new plan A Please check primary flag can not A secondary address can not be load secondary address without a loaded without a valid primary primary address for this proonum address Primary address must have house number populated for secondary address to load Please remove approved property pfi Approved property pfi given for Majority of issues can be you only need to load the propnum on property details to be loaded on resolved by just removing the the proposed property to bring the proposed property property pfi and providing the proposal to the approved layer parcel pfi EZ Primary flag required Primary Flag not populated for record R Property is not a multi assessment Identified property is not a multi
12. to the new M1 V12 Z Address already zapped Council have submitted the same Z record in a previous M1 S Can not determine property pfi Property pfi not recorded in propnum not found mapbase for the details provided Please provide Address_PFI E Can not determine parcel pfi more Vicmap has two different parcel than one parcel found for parcel records with the plan and lot identifiers number provided in the M1 E Can not determine parcel pfi lot not Invalid missing lot information Plan exists but the lot found provided in Lot column provided does not E Can not determine parcel pfi plan not Invalid missing plan information Plan has not been received by found provided in Plan column maintainer or plan number has been entered incorrectly E Can not determine parcel_pfi lot Missing Lot Number for associated number required provided Plan E Can not determine property pfi more More than one property found for Property pfi needs to be than one property found for parcel parcel identifiers provided identifiers A Can not load multi assessment record Propnum is required to load a multi propnum field is not populated assessment A Can not load multi assessments with Unique Propnum required to load the same propnum multi assessments E Can not load multiple secondary Secondary address contains If details provided are correct addresses with the same house identical house address attributes the existing secondary number as an existing se
13. 2 sees the modification of the following data fields The addition of Edit Code B and C o B Base Property o C Crefno Load Only Heading Name Modifications in conformance with AS NZS4819 2011 Property Name 1 gt Property Name Building o Property Name gne gt Property Name Complex o Street Name Type amp Suffix gt Road Name Type amp Suffix o Locality Suburb amp Rural District gt Locality Page 5 Administrative Section Administrative LGA New Unique Subdivision identifier Y or N apos efi The population of ga_code is only mandatory for M1 s produced by Spear Land Registry or ISB Councils should be made aware that they can only update records that fall inside their own LGA If a record outside their LGA is submitted it will be sent back in the load report file regardless of the Iga_code provided in the M1 Iga_code Mandatory population with 3 digit LGA code Eg Alpine 300 This code is contained in the Vicmap data new_sub It is mandatory to populate this attribute with Y for Yes for every lot on a plan of subdivision which is yet to be registered in the Victorian Online Titles System VOTS Vicmap LAT Link Unique Identifiers t cara E 2 a dentifie It is mandatory to use at least one of the Vicmap LAT Link fields The field used will be dependant upon the action to be taken Refer to the scenarios for correct use of these fields prop
14. FI Property Access Point Details Datum O S_Pr Projectio operty A N S ee eee y_ vf 423070 5769839 MGASS A Y lh ae aes he es es Use address _pfi option 1 or property_pfi option 2 to identify the address and populate Address Location fields e The Outside Property flag must be set to Y so that the point can be created outside that polygon e The point can be within another property polygon or within the road casement Page 32 AMEND AN ADDRESS LINKED TO A MULTI ASSESSMENT Scenario PRPP 52707244 e The highlighted property has two multi PROPNUM 175209 assessments loaded on it PE T a a gT anaes 1 31 BARRY STREET an incorrect address Lee BENDIGO It needs to be corrected to become 2 31 35 d Barry St The propnum is correct already 33 m 77e r Er r E 31 S PR_PFI 52707245 Ar ENa PROPNUM 175210 _ a son _ gt ADDRESS PFI 52707239 25 l 3 31 BARRY STREET ADDRESS BENDIGO OPTION 1 OPTION 2 e Use the address_pfi option 1 or the property_pfi option 2 to identify the address to be changed e Multi assessments addresses can be changed in the same way as a normal property single assessment Page 33 TRANSFER PARCEL TO CREATE NEW PROPERTY URBAN Scenario e The property shown in blue currently consists of two parcels The eastern parcel of the property is to be transferred to a new property with
15. SA_FLAG HSA_UNIT_ID Invalid details provided Details entered not valid for field type Refer to reference tables for allowable values Details entered not valid for field type Refer to reference tables for allowable values Details entered not valid for field type Refer to reference tables for allowable values Lot previously existed in Vicmap but has since been retired by new stage version or new plan number Need to populate outside property flag this is mandatory for spatial addressing Details entered conflict for parcel and property EEE Parcel has not been specified cannot determine to which Parcel Crefno should be loaded Parcel is part of a multi parcel property Please remove all parcel identifiers to add to whole property Relevant Vicmap LAT Link has not been populated to load record parcel _pfi Remove all parcel identifiers as well as crefno to add to whole property If the crefno field has been populated and does not exist in Vicmap a separate record needs to be provided to load the crefno If council does not wish to add to whole property the record needs to be demerged Property pfi will be populated if none has been provided this will act as the identifier once they remove all parcel details Page 50 E Parcel PFI not found The provided parcel pfi does not exist Some errors occur due to the pfi being in the wrong column E g the property pfi placed in parcel pfi E Parcel PFI
16. TI ASSESSMENT 39 RETIRE A MULTI ASSESSMENT 40 ADDRESS A PROPERTY USING HOTEL STYLE ADDRESSING 41 CREATE A WATER ISLAND ADDRESS 43 BASE PROPERTIES 44 CREATE A BASE PROPERTY 45 RETIRE A PROPERTY FROM BASE PROPERTY 46 REMOVE AN ENTIRE BASE PROPERTY 47 M1 Load Report Messages 49 M1 Support and Assistance 53 Vicmap Helpdesk 53 Appendix 1 NES M1 Form Load Process Guidelines 54 ee Page 3 M1 Version 12 Overview The M1 form is the primary method for updating the property and address information within the Vicmap Product suite The M1 form was introduced to enable standarisation of property and address information being supplied from the LGA and consistent loading of data through automotive processes The M1 loading process is basically an overwriting process for property and address details The attribution provided in the M1 replaces the existing mapbase values loaded according to the the rules set up for the each of the edit codes Since the inception of the intial 8 column M1 in 1998 there have been several iterations of the form with Version 9 of the M1 expanding to 59 columns A major overhaul of the M1 has recently been undertaken adding relevant sections and removing redundant fields from the form For this reason DSE will not be able to support the processing of previous versions of the M1 because processing scripts will expect to find data in specific columns For example if M1 V9 is submitted after transition to V12 scripts the Road
17. Vicmap Maintenance M1 Version 12 Documentation Administrative Vicmap LAT Link Property Details Ad isti i wistine isti j Unique Subdiviton Identifier or M Property e a j n apoo Bir gos Ha inodo iid eama Department of PASSEM Sustainability and Environment Victoria Version Date Author Changes Section Rc ia G Handreck amp Draft Vicmap Maintenance M1 V12 a p K Rees 7 11 2012 G Handreck Formatting and Editing a 27 11 2012 General editing after workshops Prepared by the Land Adminsitration Data Management Group Information Services Branch Published by the Victorian Government Department of Sustainability and Environment Melbourne November 2012 Disclaimer This publication may be of assistance to you but the State of Victoria and its employees do not guarantee that the publication is without flaw of any kind or is wholly appropriate for your particular purposes and therefore disclaims all liability for any error loss or other consequence which may arise from you relying on any information in this publication Contents M1 Version 12 Overview 4 Drivers for Change 4 Version Control 4 Key Changes to the M1 Components in Version 12 5 Additions to the M1 Form V12 5 Deletions to the M1 Form V12 5 Modifications to the M1 Form V12 5 Administrative Section 6 Vicmap LAT Link 6 Property Details 7 Address Building Sub Unit 7 Address Floor 8 Address Property Name amp Lo
18. WTHORN 2 13 CRESWICK ST 2 SP30926 59848 HAWTHORN STREET CRESWICK DIAGRAM 2 TOPMOST STOREY 5 1 OO oes a ny are in Metres SURVEYORS REF NEIL A WEBSTER AND ASSOCIATES 7 KENT HUGHES ROAD ELTHAM 3095 99 ESE SURVEYOR 439 4222 VICTORIA aurer 2 AF3 SHP OPTION 1 OPTION 2 OPTION 3 e Use Lot Plan details to identify the parcels to be updated option 1 The parcel_pfi option 2 or property_pfi option 3 can also be used to identify the parcels Page 24 UPDATE ADDRESS DETAILS PROP_PFI 339759 r _ s Scenario The highlighted properties have incorrect addresses for some reason and need to be amended Tje n lt _ OPTION 1 OPTION 2 Pe ia 5 D EEJ T pi a 7 aN L a i r d S e J 8 g q b Q s i L J e Use address_pfi option 1 or property_pfi option 2 to identify the address to be changed If there is a 1 1 relationship between the parcel and the property parcel_pfi can also be used not shown here e The address _pfi field is anew addition to the M1 and is intended to make address changes more streamlined Page 25 UPDATE ADDRESS DETAILS DISTANCE BASED ADDRESS Scenario The house number of the property in blue needs to be changed from 250 Dalrymple Road to 238 Dalrymple Road It is a distance based address It is already in the right location ie X amp
19. Y coords not changing A PROP PFI 224706 ADDRESS_PFI 51992295 OPTION 1 OPTION 2 e Use address_pfi option 1 or property_pfi option 2 to identify the address to be changed add in new address details and use edit code S e The Address Location fields only need to be populated if the address point moves but in this situation it is not necessary as it is the correct location already e If the address to be changed is a secondary only the address_pfi can be used to identify the address Page 26 MOVE AN URBAN ADDRESS Scenario The highlighted property has an address point located in the centre of the frontage however for emergency service reasons it would be better to locate the address at the actual entrance of the property Address point to be moved to here Cla Yio s4 PROP_ PFI 52948376 ADDRESS_PFI 150009002 e245 fA a TTSA ha an So Mary SH Distance Datum Locality Related 7 Jpj Easting Northing Projectio perty OPTION 1 _PFi scores PFi propnum e numibe numb rosdname rosd_iype localily name poe relatedis_ prima T ROAD CLAYTON Y N 33485 580137 IGAS A 33485 580137 GAS OPTION 2 Use address _pfi option 1 or property_pf option 2 identify the address and populate the Address Location fields Set the Distance Related field to N as the House _Num_1 is not determined by the distance of the addres
20. cator 8 Address House No 9 Address Access Type 9 Address Road and Locality Information 10 Address Location 10 Edit Type 11 M1 Edit Codes Explained 11 Edit Code B 11 Edit Code C 11 Edit Code E 11 Edit Code P 11 Edit Code S 11 Edit Code Z 11 Edit Code A 11 Edit Code R 11 Identifying M1 Submissions 12 Lodging M1 Form 13 Notification for Editing Service NES 13 Lodging M1 via SPEAR 14 M1 Load Report 15 Worked Examples 16 NEW SUBDIVISION PROPERTY amp ADDRESS DETAILS 17 NEW SUBDIVISION ADDRESSES ONLY eg SPEAR 18 NEW SUBDIVISION UPDATE PROPNUM TO CHANGE PROPERTY FROM PROPOSED TO APPROVED 19 UPDATE PROPERTY DETAILS 20 UPDATE MULTI PARCEL PROPERTY 21 UPDATE PROPERTY DETAILS NON MATCHED PROPERTIES 22 UPDATE PARCEL DETAILS CREFNO 23 UPDATE PROPERTY DETAILS FOR MULTI LOT 24 Page 2 UPDATE ADDRESS DETAILS 25 UPDATE ADDRESS DETAILS DISTANCE BASED ADDRESS 26 MOVE AN URBAN ADDRESS 2 MOVE AN URBAN ADDRESS MULTI ASSESSMENT 28 MOVE A RURAL ADDRESS DISTANCE BASED 29 CREATE A SECONDARY ADDRESS 30 REMOVE A SECONDARY ADDRESS 31 CREATE OUTSIDE PROPERTY ADDRESS 32 AMEND AN ADDRESS LINKED TO A MULTI ASSESSMENT 33 TRANSFER PARCEL TO CREATE NEW PROPERTY URBAN 34 TRANSFER PARCEL TO CREATE NEW PROPERTY RURAL 35 TRANSFER PARCEL FROM ONE PROPERTY TO AN EXISTING PROPERTY 36 CORRECT WRONGLY MATCHED PROPERTY 37 ADD MULTI ASSESSMENT 38 AMEND A SINGLE MUL
21. character following the house_number_1 Alpha character preceding the house_number_2 house_number_2_ Last number in a range of 2 or more numbers of an address in a road house_ suffix _2 Alpha character following the house_number_2 Address Access Type QO 9 k 3S D access_type This attribute provides a level of understanding of how to access the property There are three access types L and Water and Tsland The default value will be L for Land as 99 of all addresses are accessed by road W is to used when an address can only be accessed by a waterway and I when the address is located on an island that requires a transport mode other then vehicular to gain access Note that addresses on Phillip Island would be populated with L as they can be accessed by a motor vehicule Page 9 Address Road and Locality Information Road Road Road _ Type Suffix ocu add peo xuNS peo auieu Ajea a Dz peor meu 92 zo as auieu peo new_road This is a flag indicating whether this is the first time that this road locality combination is to be entered into Vicmap Address ie no existing mapbase information For all new Road Locality combinations place a Y in the column road_name Identifies the name for a pedestrian or vehicular thoroughfare Mandatory population if using S and E edit codes road_type Populate where required with full Road type eg STREET not ST road_ suffix
22. condary address address should be retired or have its house number changed Can not null propnum on a multi Propnum can not be nulled on a assessment multi assessment Retire record instead Can not remove address primary flag Primary flag is mandatory for edit has not been populated code Z Z Can not determine address to zap This generally means that the Most sources of errors are address provided does not match from incorrect house the one in Vicmap and is also used numbers primary flag if the address provided does not exist E Conflicting address Records that identify the same property but the provided address details are different E Conflicting address for this property Two or more records with the same propnum but with different addresses E Conflicting crefno Records that identify the same parcel but the provided crefnos are all different Conflicting Details Multiple records have various fields conflicting with each other Page 49 Conflicting Primary address Conflicting proonum Conflicting propnum and address Conflicting propnum and crefno Duplicate record row not required Edit Code required House number required to load this address House number required when unit details have been provided This message occurs when processing spatial addresses for multiple records with the same propnum with primary flag populated with Y Records that identify the same property but the provided propnum
23. epared online using SPEAR and lodged with participating councils SPEAR offers end to end processing and tracking of applications including lodgement referrals public viewing council determination and Victorian Civil and Administrative Tribunal VCAT appeals SPEAR makes lodging and processing planning applications faster and easier for councils referral authorities applicants and the community SPEAR is linked directly to Planning Schemes and Planning Maps Online assisting applicants by confirming property details and checking documents therefore minimising application errors Responsible Authorities can enter or upload street addresses directly into SPEAR Once confirmed SPEAR will automatically generate an M1 and submit it to NES A NES Reference Number is returned and stored in SPEAR This is the preferred method for providing street address allocations for new subdivision lots to Land Victoria Councils should contact the SPEAR team to discuss training and registration Free training and ongoing support is available For more infomation contact the SPEAR Service Desk on 03 8636 3049 or www spear land vic gov au Street Address Allocations Advice must be provided by the Responsible Authority in SPEAR prior to certifying the plan Adding New Street Address Allocations directly in SPEAR Responsible Authorities can choose Add New Street Address Allocations from the other actions list on the Details Screen at any time prior t
24. erty PFI Unique reference to the Property table in Vicmap Property parcel_ PFI Unique reference to the Parcel table in Vicmap Property address_PFI Unique reference to the Vicmap Address Table Spl Generally a unique reference to the Parcel table in Vicmap Property plan_number Where Plan number is populated Lot number must also be populated unless Plan doesn t contain a lot number ie Plan of Consolidation PC Consolidated Plan CP or land in Title Plan TP lot_number Where Lot number is populated the Plan number must also be populated Page 6 Property Details New Existing New Existing New Existing Base Property Property Parcel No No No winudo d aseq oua base_propnum The LGA property identifier that is associated with the Base Property propnum The LGA property identifier associated with the Primary Property crefno The LGA parcel identifier There can only be one crefno per parcel Address Building Sub Unit Building Building Building Building Building Building Building Building Building Sub Unit Sub Unit Sub Unit Sub Unit Sub Unit Sub Unit Sub Unit Sub Unit Sub Unit HSA _FLAG HSA_UNIT_ID Type Prefix No Suffix Prefix No Suffix or N ist 1 1st 2nd 2 2nd z Eee 1 ee NE E g i 5 TE 5s z I I I l l 3 Celie 2 a I z 2 3 z 2 2 T ps zs fas ps a ps The Vicmap Address Product description contains allowable big_unit_type values hsa_flag Pop
25. ey City Council Reference 12121 212121 Number of Lots 2 SPEAR Ref 5014275B Plan No PS711078W Certified Pending Click here to import addresses from file or enter addresses directly below Address Information Show level fields Show unit fields Street Parcel Lot New No Suffix Name Type Suffix Locality CPN PFI No Road Ik 0 fe bein ee N awttom1 duplicate delete Ro m fis a Staton Street I 0 Hawthorn O duplicate delete add new address Comments to be sent to Information Services Branch ISB E N Add New Street Address Allocations Street Address Guidelines Poa now f cancel M1 Load Report All M1 V12 maintenance forms will be validated by the Vicmap LAT maintainer and any non conforming records will not be loaded These records will be returned in a Load Report attached to the original Change Request see example below with a comment explaining why they weren t loaded For examples of load report messages and their explanations go to the back of this document List of Attachments Attachments Mildura_ 34_M1_130707 xls Select amp Upload Attachment Most Recent Comment Comment Please find attached the records that didn t load 203 Submitted 170 Loaded 33 Still to be resolved 9 11 2012 8 08 59 AM Written By Michael Chow mchow Logica View All Mildura_ 34_M1_130707_LOAD_REPORT xlIs The Load Report File is attached to the Change Requer
26. ghlighted properties have address points that were placed in the centroid of the property However they are meant to be distance based addresses so they need to be moved to the frontage at their access locations PROP_PFI 45515124 ADDRESS PFI 53797950 PROP_ PFI 45515127 ADDRESS PFI 53171758 Distance Locality Related Y or N 91 F 0891 E D Bay Y Y D ee a a BAY Y fJ Y po e Use address _pfi option 1 or property_pfi option 2 to identify the addresses and populate the Address Location fields e Set the Distance Related field to Y and the Primary Property Access Point to Y e Even though the actual address details are not changing it is still necessary to populate the house num road name and locality fields otherwise they will be overwritten OPTION 1 OPTION 2 Page 29 CREATE A SECONDARY ADDRESS Scenario The highlighted property already has a primary address but the property has a second access along Maryborough Bendigo Rd Add secondary address here 945 Maryborough Bendigo Rd Easting Northing P 7 ae Pea eee MARYBOROUGH BENDIGO e Use property_pfi to identify the property as a new address is being created therefore there is no address_pfi yet and populate Address Location fields e fthe address is rural set Distance Related field to Y The same process can be used for urban addresses in which case this field would be set to
27. hich need amending The property extents remain the same and the 1258627 1258627 addresses have not changed 101303 NewExisting Base Property y No OPTION 1 OPTION 2 e Use property_pfi to identify the property option 1 or parcel_pfi option 2 if there is a 1 1 relationship between the parcel and the property e lf the property consists of two or more parcels then the property_pfi MUST be used to identify the property e Thecrefno can also be added here if it is changing If not or if the council doesn t use crefno s it can be left blank and it will not overwrite what is currently existing in the Crefno field Page 21 UPDATE PROPERTY DETAILS NON MATCHED PROPERTIES ADDRESS 6 RAE ST SPI FITZROY NORTH PA_PFI 2011942 SPI 2 LP33156 PA_PFI 2011950 SPI 2 LP46868 EEN gt PA_PFI 1025058 SPI 1 LP46868 PROPNUM 8131 ADDRESS 75 ALEXANDRA PARADE FITZROY NORTH Scenario These five parcels shown by the red lines have never been matched before They are forming two new properties shown with blue boundaries e Use either parcel_pfi or lot plan details not shown here to identify the parcels If the parcels had crown descriptions only parcel_pfi or a valid SPI can be used as the crown description fields have been removed from the M1 e An address is only loaded once for the entire property even
28. hrough the Streamlined Planning through Electronic Applications and Referrals SPEAR system Both methods result in the information being passed to the maintainer via NES and it is up to each individual LGA as to how they wish to provide the property and address details Notification for Editing Service NES The Notification for Editing Service NES is a web based portal designed to facilitate increased efficiency in maintaining both spatial and aspatial datasets contained within Victoria s Corporate Spatial Data Library VSDL It provides tracking mechanisms to ensure greater transparency of the maintenance processes and is configurable to ensure that source data custodians validate the change requests With respect to the maintenance of the property and address information NES provides a an online vehicle for directly providing the data to the Vicmap Land Administration Themes maintainer When M1s are forwarded via NES to the maintainer the following process is to be followed Wares tow ta MG ANATA Home Help Dashboard Change Request System Admin Logout Simple Form Select Change Request Menu Item then Select Simple Form Easy Editor For detail on using the Simple Form Refer to the NES User Manual Or choose via the tree listing Step 1 Select the Type of Change for an M1 Form Type of Change Selection g Address Parcel amp Property You can select from the Drop Down Boxes or from the Tree Selecting
29. ies or base properties It cannot be used to create bases Page 46 REMOVE AN ENTIRE BASE PROPERTY Scenario The properties shown in blue are all part of one base property as depicted by the dark blue line onort St J The council have decided that these properties should no longer form a base so want to remove the entire base property BASE _PROP_PFI 207323445 40 e Use property_pfi of the base property to be removed and edit code B This will remove the entire base The M1 will not retire a base or remove a property from the base if the property is A property associated with a strata plan O o A property associated with a multi_lot o A property associated with a multi_assessment o A property associated with site addressing Note that the primary property and the base property both use the identifier property_pfi so it is important to use the correct one when using the B edit code Page 47 M1 Load Report Messages Font Colour in Message column indicates type of message Black font is for information purposes green font means verification required and red font indicates action required This list contains most of the messages found in the load report files There are a number that are rarely used Sometimes the messages are changed to try and help a council that submits the same problem multiple times There may also be some new messages that have been unintentionally left out relating
30. l wishes to provide a propnum for these new properties 16 Approved property view Addresses were allocated a while ago but several properties had not been sold yet and therefore were not allocated a propnum and still classified as proposed e Use Lot and Plan details to identify parcels provide propnums and use edit code P e Once the council provides a propnum for the proposed properties the property s status is changed from proposed to approved e The trigger to approve a proposed property is a parcel on a registered plan and a propnum populated Page 19 UPDATE PROPERTY DETAILS Sin Rg i 2429 454 Tuz Paer re Le r F aee 5 12 z e New Existing Unique Identifiers i Bees Address arcel_PFI address_FFi base_propnum PROP PFI 5344245 P PA_PFI 45322407 _ PROP_PFI 5344245 PA PFI 45322410 PROP_PFI 5344245 PA PFI 45322928 ay PROP_PFI 5344245 Use property_pfi to identify the property as the WHOLE property is changing If parcel_ pfi was used only that parcel would have its propnum changed ie the parcel would be transferred out to create a new property Scenario The property shown in blue consists of four parcels Due to a ward boundary re alignment the propnum is being changed to 12972 The address will stay the same Page 20 UPDATE MULTI PARCEL PROPERTY 1258625 a S Two highlighted cenario Two highlighte properties have incorrect 101295 propnums w
31. ment including propnum and its associated address The former property to be retired field has been removed from the M1 and is therefore no longer required The last property on a multi assessment cannot be retired Page 40 ADDRESS A PROPERTY USING HOTEL STYLE ADDRESSING Scenario Some of the addresses at 206 Bourke St have changed slightly and need to be amended in the mapbase Property details remain the same FA att i i Bf isesces0 unit Ground eve 206 ourke fanny t f ide Unit Sub Unit Sub Unit Standards Australia recently released a new standard for addressing AS NZS4819 2011 Rural and urban addressing As part of this Standard a new concept called Hotel Style Addressing is now available Hotel style addressing allows unit numbers that are alphanumeric eg GO1 B207 etc The below M1 example shows how these address fields would be populated using traditional addressing and then using Hotel Style Addressing HSA More information provided on the following page STREET TRADITIONAL STYLE MELBOURNE ADDRESSING HOTEL STYLE MELBOURNE ADDRESSING Page 41 ADDRESS A PROPERTY USING HOTEL STYLE ADDRESSING cont MORE THAN 2 LEVELS Vicmap Address can now hold BOTH types of level addressing e Parsed level information level type level number unit information AND e Hotel style address unit numbers ina new separate field
32. n also be used Page 36 CORRECT WRONGLY MATCHED PROPERTY Scenario The object in red is a multi parcel polygon possibly caused through a mismatched property The information shown in the table in blue is what is currently in the mapbase that is attributed to this PROPNUM 243470 ADDRESS 223 MCKEAN STREET FITZROY NORTH PA_PFI 24681357 CREFNO 64857 FITZROY NORTH PROP_PFI 24681357 ax E PROPNUM 243470 ADDRESS 223 MCKEAN STREET aes FITZROY NORTH Wr xt wen DES PROPNUM 265984 lt ADDRESS 235 GOLD STREET i CLIFTON HILL a G E PA PFI 24681348 CREFNO 47589 one object ie it has one propnum and one address Each polygon represents a separate parcel It should actually be two properties with address and propnum details as shown in the red boxes 7 6 l d s EF Unique Identifiers CLIFTON HILL e Use parcel_pfi or lot plan details to identify the parcel to transfer This is just a slightly more complex example of the two Transfer Parcel examples earlier The key difference is that the property may J consist of parcels that are located far away from each other eg several kilometres or even hundreds of kilometres in some cases which can make them difficult to identify If only one of the parts of the multi parcel property is identified it may appear that it simply has the wrong address which is not correct If the propnum and or addres
33. num 1168798 Council has allocated an address RRN 109 Doolins Road to the new property Property Access Point Details Locality Related Y or N Use parcel_pfi option 1 or lot plan details option 2 to identify the parcel In this particular situation the new address 109 Doolins Rd is Distance Based therefore the Address Location fields need to be o oni filled out If these fields are not populated the address for the new property will be placed at the centre of the frontage 8m back Urban principles If the existing address was Distance Based and was located in the parcel being transferred out it would be moved inside the remaining property and the Distance Related flag would be changed to OPTION 1 OPTION 2 Page 35 TRANSFER PARCEL FROM ONE PROPERTY TO AN EXISTING PROPERTY Scenario eo 98 e The property shown in blue propnum 272804 Ba era currently consists of three parcels shown by the red lines y ee The parcel highlighted 21 4 PP2947 is to be zi 7 i transferred to the property to the north a l Propnum 272706 already has an address loaded in the correct position LLL Propnum T 272804 PA PFI 5200506 A Pope pe A179 P zE A ai owe Unique Identifiers Use parcel_pfi option 1 or lot plan details not shown to identify the parcel to be transferred If the parcel has a crown description the parcel_pfi is the preferred identifier to use A valid SPI ca
34. o issuing certification e On the Add New Street Addresses Allocations screen enter the address details for the required number of lots on the plan To enter multiple addresses click add new address e Alternatively upload street addresses directly into SPEAR from a file xls format The template is available from the import screen e An option to send comments to the Information Services Branch ISB is available via the text box Once completed click add now to return to the Details Screen e From the Details Screen the New Street Address Allocations document must be authenticated using your SPEAR password to complete the process This may take a few moments as SPEAR will immediately generate an M1 and send it to NES Upon confirmation of authentication and lodgement with NES the NES reference number is displayed Page 14 Return to Application List Contact Us Help Logout Planning amp Subdivision Applications Online Summary Barry Council Signing User Details Contacts Responsible Authority Applicant Contact 3rd Party Applicant Referral Authority 3rd Party Objector Administrator Current User Role Responsible Authority Casey City Council 2 VINE COURT NARRE WARREN VIC 3805 RiZ Planning Permit and Certification Dealing Type Section 22 Subdivision Application Status Certification Decision Pending Oeae SPEAR Ref 50142758 X Application Information Responsible Authority Cas
35. ords on NEW M1 FORM START CYCLE AGAIN Page 54 Page 55 www dse VIicC
36. propnum 76732 and address 6 Birdrock Ave The address on the remaining parcel is to be re addressed to 4 Birdrock Ave The propnum is to retain the original Propnum Sidruni P Y Propnum 76702 PA PFI 1442335 a T SPI 2 LP16406 AVENUE MOUNT MARTHA AVENUE MOUNT MARTHA AVENUE MOUNT MARTHA AVENUE MOUNT MARTHA OPTION 1 OPTION 2 e Use parcel_pfi option 1 or lot plan option 2 to identify the parcel to be transferred or split out If the property_pfi is used this will change the WHOLE property as it currently exists in the mapbase which is not the intention e In this situation the remaining parcel had to be re addresssed as it changed from 4 6 Birdrock Ave to 4 Birdrock Ave see record in M1 with S edit code However if the remaining parcel already had the correct address this step would be unnecessary e The crefno can also be added here if it is changing If not or if the council doesn t use crefno s it can be left blank and it will not overwrite what is currently existing in the Crefno field Page 34 TRANSFER PARCEL TO CREATE NEW PROPERTY RURAL PA PF 125273360 SPI 1 TP345393 99 C Oo A N new property here PA PFI 44017058 e145 SPI 2 TP345393 Place address point for Scenario The property shown in blue currently consists of two parcels The southern parcel of the property is to be transferred to a new property with Prop
37. pulated in the M1 The full unit details will be contained in the hsa_unit_id field which will be populated floor_type Distinguishes the floor or level of a multi storey building complex floor_prefix_1 Alpha character preceding the floor_no_1 floor_no_1 Number of the floor level in conjunction with floor_type floor_suffix_1 Alpha character following the floor_no_1 floor_prefix_2 Alpha character preceding the floor_no_2 floor_no_2 Identifies the extent of the floor level range in conjunction with floor_no_1 and floor_type atrributes floor_suffix_2 Alpha character following the floor_no_2 Address Property Name amp Locator 4 2 2 Fe 3 building _name Common usage name for an address site including the name for a building property or business eg FLOWER KIOSK complex_name Common usage name for a complex or group of addressed properties including shopping centres universities retirement homes etc eg EDEN RISE SHOPPING CENTRE location_descriptor Describes the position of an address relative to another address eg ABOVE ADJACENT REAR Page 8 Address House No House No House No House No House No Prefix Suffix Prefix Suffix 1st 1st 2nd 2nd L xyns esnoy p uegqunu esnoy house_prefix_1 Z xyjns esnoy Z wequinu esnoy Alpha character preceding the house_number_1 house_number_1_ Identifies the official number of an address in a road house_suffix_1 house_prefix_2 Alpha
38. removed from the M1 Page 38 AMEND A SINGLE MULTI ASSESSMENT Scenario The highlighted property has two multi assessments loaded on it The property with address 2 31 Barry St has an PR_PFI 52707244 PROPNUM 175209 7 1 31 BARRY STREET ADDRESS BENDIGO incorrect propnum It needs to be corrected to become 175210 The address is correct already gt U PR_PFI 52707245 PROPNUM 175250 2 31 BARRY STREET 25 ADDRESS BENDIGO e Use property_pfi to identify the property to be changed then load the new propnum and use edit code P e Multi assessments properties can be changed in the same way as a normal property single assessment There is no need to retire and add the multi assessment back in Page 39 RETIRE A MULTI ASSESSMENT 320 338 PROP_ PFI 74829 PROPNUM 19380 Scenario ADDRESS 314 316 SYDNEY RD o The highlighted property has three multi assessments loaded on it Hoen ix S t gt PROP_PFI 423718 e The one addressed 314A Sydney Rd is 314 316 PROPNUM 83895 incorrect and needs to be removed ADDRESS 318 SYDNEY RD 312 PROP_ PFI 158507 310 PROPNUM 19382 ADDRESS 314A SYDNEY RD cm Vd ie y Ra ee 302 304 inique Identiti NewiExisting nique Id tiers eee No e Use the property_pfi of the multi assessment to be removed and edit code R No other information is required The R edit code removes the entire property from the multi assess
39. s are all different Records that identify the same property but the provided propnums and address are all different Records that identify the same property parcel but have different propnums and crefnos The record has appeared elsewhere in the submitted M1 Details entered for change but no Edit Type has been provided This message occurs when processing spatial addresses where distance related flag is Y and no house number has been provided If Unit details have been entered House Number 1 for associated Only one record can be primary address must be provided E ES E S E S E S ES E S e Insufficient Identifiers Invalid details provided in M1 HSA_FLAG must be set to N if HSA_UNIT_ID is null Invalid details provided in M1 HSA_FLAG must be set to Y if HSA_UNIT_ID is populated Invalid details provided in M1 Please correct fields HSA_UNIT_ID BLG_UNIT_ID_1 Invalid value for floor_type Invalid value for street type Invalid value for sub_unit_type Lot Superseded Outside property flag required to load this address Parcel and property PFI do not link A valid Vicmap LAT Link has not been provided for the edit type Please check fields HSA_FLAG HSA_UNIT_ID You must populate HSA _UNIT_ID or remove contents from HSA_FLAG field Please check fields HSA_FLAG HSA_UNIT_ID You must populate HSA_FLAG or remove contents from HSA_UNIT_ID field Please check fields H
40. s from the start of the road Because this address has now been loaded using spatial address details its address_type will be set to E Entrance therefore it won t J get picked up by the 8m move software Only V Virtual addresses get moved Page 27 MOVE AN URBAN ADDRESS MULTI ASSESSMENT Scenario The highlighted property is a multi assessment with many properties Currently all address points are located in the centre of the property but it has been decided to shift some of these points to their actual positions Ss re i St 1 eS Se maa F S to n fa te ee i a Wa Address points to be moved to here d el 1 Swan SBOrs j ae nf 7 a Ta ee ma Sn ee j M onash Rg Se es R o y a P TTE Ba Profe Tm l r Tee e i i Simne me wa i d i F d f i aon Use address_pfi or property_pfi not shown to identify the address and populate the Address Location fields As this is a multi_assessment property each address must be listed in the M1 including the base property address Page 28 J otherwise only the records in the M1 will be moved MOVE A RURAL ADDRESS DISTANCE BASED Fr cI fo _ Move points to here flew Existing Property No Ux ROAD APOLLO BAY TUXION ROAD APOLLO BAY AY 0 10 ROAD APOLLO B TUXION ROAD APOLLO BAY Scenario The hi
41. s of the property being transferred out is not known the same process can be used however the propnum and address fields can be left blank and use edit code P Page 37 ADD MULTI ASSESSMENT oJ Scenario gt e The highlighted property already has a propnum and d address loaded e P S PRHE EE J AA The owners live on the property and have recently O te PROPNUM 11682 opened a new shop on the same premises but there is no je S separate parcel for the property Therefore the new property needs to be added on as a 1 multi assessment 11 New propnum 11859 New address Shop 1 7 9 Sinclair St Drouin S a aw l e g o D a ae are Ti ing aes I i arses NENA i m 1 ware House Unique Identifiers aa Cae a Sub Unit Uso a OPTION 1 OPTION 2 e Use the property_pfi option 1 of the existing property where the multi assessment should be located If the existing property was already a multi assessment any of the existing property_pfi s could be used to identify the property e Parcel_pfi option 2 can also be used if there is a 1 1 relationship between parcel and property e The A edit code must be used as this will inform the edit process to add a multi rather than to overwrite the existing property details e lf the underlying parcel has a crefno it is not necessary to populate this as it will not be overwritten with a null value e Note that the Multi Assessment flag has been
42. sary to make alterations to both the Vicmap Address Data Model and the M1 V9 There were also a number of fields in the M1 V9 that were either redundant or needed modifying to match naming conventions in existing Vicmap Data models Below is a summary of the key changes made to the M1 Additions to the M1 Form V12 Version 12 sees the addition of the following data fields Admin Section to assist in processing multiple LGA Maintenance data in single M1 o LGA Code o New Subdivision Flag Vicmap LAT Land Admin Themes Link Section o Address PFI Address Section o Hotel Style Addressing for Multi Level buildings in conformance with AS NZS4819 2011 HSA Flag Unit Identifier o Address Access Type in conformance with AS NZS4819 2011 o New Road Flag a Address Building Address Address ACIS Sub Unit Road amp Loc LGA lIniquie deantifie Unique New Sub ee at HSA HSA Access Type New Road Identifier Y or N Address PF Y or N UNIT ID L W orl Y or N Deletions to the M1 Form V12 Version 12 sees the removal of the following data fields Property Section o Multi Assessment Flag o Former Propnum To be retired Parcel Identifer Section o All Crown Description Attributes Allot Sec Block Portion Subdivision Parish Code and Township Code o Part Parcel Address Section o All Displayed Attributes Display Prefix 1 Dsiplay No 1 etc o Post Code Modifications to the M1 Form V12 Version 1
43. ss Refer to the worked examples on conditions for use Edit Code A Edit Code A is only used to add a property to either create a Multi Assessment or add a further multi assessment record Edit Code R Edit Code R is only used to remove a property from a Multi Assessment The last record on a multi assessment cannot be retired Page 11 Identifying M1 Submissions Preferred File Name Format To assist in the identification of M1 submissions the following format for file names is highly recommended For example Mildura_ 34_M1_130707 xls Council Name and M1 Identifies the submitting Council and that the file is an M1 Numbering The numbering must be in sequential order th e 34 indicates the M1 is the 34 submitted e Before 34 is processed the preceding submission 33 must have been processed this is strong quality assurance e A date is not enough to ensure that a submission has not been missed e Receiving an M1 with a later date does not eliminate the possibility that a M1 with an earlier date has gone missing Date Indicates the date of the M1 submission which ensures the M1 is processed in timely manner Page 12 Lodging M1 Form There are two acceptable methods for lodging of property and address details for loading into Vicmap Land Administration Themes The established method is loading the M1 spreadsheet via the Notification for Editing Service NES The other method is providing addressing t
44. st A comment will be added identifying the Number of records supplied the number of records loaded and the number of records to be resolved oneee The unresolved records will require correction and resupply It is ISBs preference that the correct records are attached to your next M1 submission Page 15 Worked Examples The worked examples on the following pages provide scenarios that may be encountered when utilizing the M1 form The examples endeavour to provide a mapbase example and the M1 fields required to add the details to the mapbase In addition to the scenarios notes and other important information are available for education and clarification purposes The worked examples are divided into the following Categories to assist users when determining similar actions New subdivisions e Update property parcel details Address changes e Transfer parcels e Multi assessments e Hotel style addressing e Water island addreses e Base properties Explanation of scenario NEW SUBDIVISION ADDRESSES ONLY eg SPEAR Scenario A new subdivision has been approved and the addresses are being provided by the council through the SPEAR process Propnums will be provided later Note tip to assist in completeing M1 Form correctly i identifier Completed M1 Form for scenario Some councils prefer to provide addresses initially and then propnums later when the properties are sold Otherinformasion Use Lot and
45. ugh the subdivision the New Road field must be populated with Y This negates the need to include a message such as streetname locality valid for a new road It will default to N if it is left blank Page 17 NEW SUBDIVISION ADDRESSES ONLY eg SPEAR 14 n a s as Scenario A new subdivision has been approved and the addresses are being provided by the council through the SPEAR process RESERVE Not gt T 12 blo 94 TF l Fx 4 TORN J i BE sates j 93 2 BEANE amp y E a Bim te Fe Propnums will be provided gt OD aS ee a Te et ee A EN x ii Peere e l later oO if 10 S AVENUE ne a lt 8 Gita POedaT Swiat EARTH TE C H aea m _ a z Wocoe an 2 06 06 VEROON M CON DELEGATE DOUN Borvey amp Spete Tei O17 O28 Fax BOTT Bar Administrative fewiExisting House Unique identifier NUE AVENUE NUE E e Use Lot and Plan details to identify parcels plus the address details with edit code This example is included as some councils prefer to provide addresses initially and then propnums later when the properties are sold Page 18 NEW SUBDIVISION UPDATE PROPNUM TO CHANGE PROPERTY FROM PROPOSED TO APPROVED 29 CI 20 Scenario When the di PS625385 subdivision PS625385 was p approved only the ETSAN addresses were originally k supplied These blocks have now been sold and the counci
46. ulate with Y where the address is a Hotel Style Address HSA hsa_unit_id Mandatory population if hsa_flag set to Y in correct standardized format Refer to the AS NZS4819 2003 Rural and Urban Addressing standard for the required formats blg_unit_type This attribute identifies the type of building sub unit eg Shop Kiosk The default value for this attribute is UNIT and will be used where a type is not specified blg_unit_prefix_1 Alpha character used preceding the blg_unit_id_1 blg_unit_id_1 Number used to distinguish an address within a complex It is mandatory to populate this attribute where units exist and the hsa_flag is not set to Y blg_unit_suffix_1 Alpha character following the blg_unit_id_1 blg_unit_prefix_2 Alpha character preceding the big_unit_id_2 blg_unit_id_2 Number used to distinguish an address within a complex blg_unit_suffix_2 Alpha character following the bilg_unit_id_2 Populate where required Note The combination of blg_unit_prefix_1 blg_unit_id_1 and blg_unit_suffix_1 must always be lower in value then blg_unit_prefix_2 blg_unit_id_2 and blg_unit_suffix_2 where the address is a range ie it is not possible to have Unit 19F 15A Page 7 Address Floor Floor Floor Floor Floor Floor T Prefix Suffix Prefix Suffix YPe dst 1st 2nd 2nd sd 4005 Z ou JOO ou woo xy L Xymns JOOS Z xymns s00 If hsa_flag is set to Y none of the below fields should be po
47. when there are multiple parcels in the property Page 22 UPDATE PARCEL DETAILS CREFNO a PA PFI 5314040 Scenario The two highlighted parcels have incorrect crefno s which need amending 34208 OPTION 1 OPTION 2 e Use parcel_pfi option 1 or lot plan option 2 to identify the parcel Provide crefno and use edit code C e Previously if the user wanted to change the crefno it was also necessary to populate the propnum to avoid it being nulled Now with the new edit code C this means the crefno can be updated independently e Ifthe parcel has a crown description use parcel_pfi or a valid SPI as the crown description fields have been removed from the M1 e The crefno can also be nulled simply by leaving it blank and using the C edit code This was not possible in earlier versions of the M1 Page 23 UPDATE PROPERTY DETAILS FOR MULTI LOT i PARCEL VIEW Fer ee PA_PFI PLAN Scenario E E ee pre SP30926 e The parcel shaded orange is a strata il as subdivision a SP30926 24681358 2 SP30926 For some reason it has not had addresses and propnums allocated to EN PROPERTY VIEW Pele two of the properties Each property relates to one lot on the plan as indicated in the council s rates base GROUND STOREY AND GROUND LEVEL PROP_PFI PROPNUM ADDRESS CRESWICK ST CRESWICK ST RATES BASE LOT PLAN PROPNUM ADDRESS 1 13 CRESWICK ST 1 SP30926 59847 HA
48. ype edit_code The edit type informs the maintainer what action is is to be taken This attribute is mandatory for every record in the M1 V12 Refer below to determine what actions each code will instigate M1 Edit Codes Explained Edit Code B Edit Code B is only to be used when removing a primary property from the base or retiring the whole base Refer to the worked examples on conditions for use Edit Code C Edit Code C is used for only updating the parcel based Council Reference number Crefno This edit code can be used to populate or null a Crefno Edit Code E Edit Code E updates both property and address details for a given record It requires that the Property Details and Address Road and Locality Information columns are populated as required Edit Code P Edit Code P updates property details for a given record It requires that the Property Details are populated as required including propnum and Crefno if used by LGA If Crefno is left blank the existing CREFNO value in the parcel table will be retained Edit Code S Edit Code S updates address details for a given record It requires that the Address Road and Locality Information columns are populated as required including the Address Location attributes for creating spatially located address points Edit Code 2 Edit code Z is only used to remove secondary addresses It will not remove a primary distance based addre
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