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To: Heads of Service Lead Food Officers 5 December 2016 ENF/NI

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To: Heads of Service Lead Food Officers 5 December 2016 ENF/NI To: Heads of Service Lead Food Officers 5th December 2016 ENF/NI/16/059 Dear colleagues, FHRS Data Cleansing Week FOR ACTION Action timescale: 12th to 16th December Category: Hygiene 2016 Action requested: As part of the FSA’s focus on supporting consistent operation of the FHRS the FSA will be running FHRS Data Cleansing Week in December. Participation from all local authorities is requested as any contribution will improve consistency and accuracy of information, help reduce complaints and protect the credibility of the scheme. The FSA would be grateful if you could pass this letter on as appropriate so that arrangements for participation can be made. Background: The Food Hygiene Rating Scheme (FHRS) Inter-authority audits and FSA conducted FHRS audits identified some key findings with regards to the implementation and ongoing operation of the Scheme. One of these key findings is the need for local authorities to carry out periodic checks of the data uploaded to the FHRS portal. Timing: Local authorities are asked to schedule time to undertake the exercise during the period of 12th December to 16 December 2016. Please note: the exercise is not overly onerous. It is estimated to take approximately 4 hrs to complete the whole exercise. The tasks can be carried out in 1 day or over the period of 5 days, the choice is yours, but what we ask is that they are carried out within the specified week where possible. What is FHRS Data Cleansing Week: It is a week of action to help local authorities carry out a review of FHRS data, and to subsequently include these checks as part of the ongoing ‘housekeeping’ arrangements necessary to operate the scheme efficiently and maintain data integrity. The FSA have set a couple of tasks for each day during the week and have provided the information for you to carry these out. It is intended that this Data Cleansing Week will make a significant improvement to the 10A-10C Clarendon Road Belfast, BT1 3BG T 028 90 417729 E mark.o’[email protected] food.gov.uk/ratings quality of the information on the database. The FSA will take a baseline measure before the week and then again after completion, so that we can monitor the impact and improvements. Why it is needed: It is important that the Brand Standard guidance is applied consistently to maintain the credibility of the scheme. Accuracy of data is a key part of that consistency. FHRS features often in media stories and ratings are increasingly being utilised by insurance companies and other data users for a range of purposes, so it is important that the data is correct to protect the FHRS brand. In Wales and Northern Ireland there are additional legislative requirements that local authorities must comply with. Over the four days of FHRS week, a series of tasks will be presented to help ensure that particular data aspects have been checked. If issues are identified this will help to both address them in terms of any published data and prevent recurrences in the future. If no issues are identified it will nevertheless be a useful exercise to confirm your data is correct. (Please note in preparation for task 5 this requires local authorities to identify contract caterers in their area) How: To assess your FHRS data for your local authority you will firstly need to download the open data. This is quite straightforward to do and information on how to download the data can be found in the Annex. Once the data has been downloaded and put into an Excel file the tasks can be carried out. The information we provide here should be comprehensive enough for you to work through the tasks, but if you have particular difficulty please contact a member of the team. Contact details are provided at the end of the document. Participation of all local authorities is requested, as this will improve consistency and accuracy of information, help reduce complaints and protect the credibility of the scheme. Day 1 of FHRS week Task 1: Establishment trading names Establishments may have been uploaded to the FHRS portal with incorrect names/spellings. Searches of the database for a premise of a multiple site operator will return a variety of trading names that have been entered locally. These names should be consistent. The FSA has contacted the relevant Primary Authority (and/or the business itself) for the following businesses, to confirm the trading names that should be published on the FHRS consumer facing website. Trading names for these establishments should be entered exactly as below: Domino’s Pizza Marks & Spencer Marks & Spencer Simply Foods Pizza Hut Sainsbury’s Tesco Please note if they are spelt different (including removing spaces, adding symbols etc.) this will affect the search results returned to the user on the FHRS consumer facing website. How to check this data: in the open data sort the business name column and identify any establishments which have the trading name spelt differently and amend these on the local authority data base. (You can use the filtering facility in Excel as described in Annex b 3) Task 2: Childminders No information for childminders should be published on the FHRS consumer facing website How to check this data: using the open data, use the filter facility in Excel for ‘BusinessName’, type ‘child’ and press OK (as described in Annex b 3). This will identify all published establishments with ‘child’ in the name, scan down the list, if any of these establishments are childminders the status should be changed so they do not appear on the consumer facing website. Day 2 of FHRS week Task 3: Establishments with an incorrect business type of ‘Supermarket/hypermarket’ Establishments with a business type of ‘Supermarkets/hypermarkets’ should be correctly identified. The following establishments would not be expected to have a business type of ‘Supermarket/Hypermarket’. Markets, 99p stores, off licence, cash and carry, newsagent, canteens, Boots, Costcutter, Home Bargains, Lifestyle, Londis, Mace, Nisa, One stop, Poundland, Spar, Wilkinsons, Premier, Bargains, Poundstretcher and Poundworld. How to check this data: to identify any establishments which have incorrectly been given a business type of ‘Supermarket/hypermarket’ use the open data and filter the ‘Business Type’ of ‘Retailers- supermarkets/hypermarkets’ (as described in Annex b4). If any of the establishments have been identified as incorrect these should be amended in the local authority data base. Definitions and examples of the business types can been found in the LAEMS guidance see page 74 to 77 https://www.food.gov.uk/sites/default/files/multimedia/pdfs/enforcement/laemsguidan ce.pdf Task 4: Supermarkets with an incorrect business type There may be establishments which should have a business type of ‘supermarket/hypermarket’ but have been assigned an incorrect business type. The following establishments would be expected to have a business type of ‘supermarket/hypermarket’: Tesco, Sainsbury’s, Morrisons, Asda, Waitrose, Aldi, Lidl, Budgens, Co Op (or variants of Co-op spellings), Farmfoods, Heron Foods, Iceland, Marks & Spencer, Booth, Somerfield (please note this includes city centre or local variants of larger supermarket groups) How to check this data: in the open data file, filter (as described in Annex b3) to identify the above establishments and view the business type. If any of these are incorrect then amend these on the local authority data base. Day 3 of FHRS week Task 5: Common issues with business names a) Contract Caterers Where a contract catering company is operating inside a school or other organisation the trading name should be the company trading name which is operating in the business and then the name of the business itself. Between the two names it is recommended to use the word at, such as Chartwells at Aylesford School. This will allow the user to search with all three terms (Chartwells, Aylesford and/ or School) when searching for the establishment name. This is helpful to users because parents of children at the school wouldn’t necessarily know that the catering is outsourced so are unlikely to search for Chartwells but more likely to search Aylesford School. How to check this data: by viewing the open data, identify the contract caterers which operate in your local authority area. Where you have the contract catering as the business name you can sort the ‘Businessname’ column A to Z (as described in Annex b2) and scan down the list to identify the contract caterer business name. Then amend your database as necessary. b) Address line 1 published as trading name Where Addressline 1 is published as business name, this causes two issues. (1) If the user searches the business name on the consumer facing website using the business name search box this establishment will not be presented to the user. (2) Where the user searches for the first part of the address for this establishment in the street town or postcode search box, this establishment will not be presented to the user. (Please note: if the establishment has a status of ‘Included and Private’, ‘Exempt and Private or ‘Awaiting Inspection and Private’ the first part of the address should not be published and will be suppressed on the consumer facing website.) How to check this data: in the open data file under the ‘Businessname’ column, (as described in Annex b2,) select the drop down arrow and select sort A-Z. If addressline1 is showing as the business name this will generally be at the top of the list. Scan down the ‘businessname’ column and identify any such issues and rectify them by entering a trading name into your database. This is especially important where establishments have a status of ‘Included and Private’, ‘Exempt and Private or ‘Awaiting Inspection and Private’.
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