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

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 ‘/hypermarket’

Establishments with a business type of ‘/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, , , Lifestyle, , , , One stop, , Spar, Wilkinsons, Premier, Bargains, 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, , , , , , , Co Op (or variants of Co-op spellings), , Heron Foods, , 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’.

Day 4 of FHRS week

Task 6: Establishments without postcodes

The establishment postcode is used to geocode the location and used for the current location facility on the FHRS consumer facing website, therefore it is very important that a postcode is provided. Establishments were postcodes are not provided should be identified and data amended on the local authority database. Please note that some establishments may not have postcodes due to the nature and location of the business, such as certain mobile traders.

How to check this data: in the open data file for column ‘PostCode’ select the dropdown to filter the results of the column (as described in Annex b4). You will see a list containing the postcodes. At the top of the list click ‘(Select all)’. This will deselect all of the postcodes (remove the tick). Scroll to the bottom of the list and select ‘(Blanks)’ and click OK. Establishments without a postcode will be filtered. View the establishments and enter a valid postcode on the local authority data base where applicable.

(Please note establishments which have a status for private addresses, the postcodes and address will be suppressed in the open data. Therefore one of the address lines can also be filtered to remove establishments with blank addresses. This will leave establishments which display address data but do not have a postcode)

Task 7: Establishments with a rating of 0, 1 or 2 and an inspection date older than 3 years

Establishments with a rating of 0, 1 or 2 should not have an inspection date older than 3 years.

How to check this data: in the open data file for column ‘RatingValue’ select the dropdown to filter the results of the column for 0, 1 and 2 and click OK (as described in Annex b4). Then for column ‘RatingDate’ select the dropdown and sort ‘Oldest to Newest’ (as described in Annex b2). Any establishments with a rating date older than 3 years can then be identified and the appropriate action taken.

Task 8: Email, Website address and logo

The local authority email, website address and logo should be displayed on the local authority home page of the FHRS consumer facing website.

How to check this data: navigate to the local authority home page from the following link http://ratings.food.gov.uk/search-a-local-authority-area/en-GB navigating to the region and then clicking the local authority name in the list to the right of the map. Where the email, website address and/or logo are missing or incorrect these should be amended/added, information on amending/adding these can be found in the FHRS IT guidance pages 15 to 17.

Thank you for taking part in FHRS Data Cleansing week. I hope that you have found this exercise useful to help you identify and correct any issues that needed to be resolved, or as confirmation that your uploaded data was correct.

If you would like to give feed back to the FSA regarding this exercise, or have suggestions for further improvements, please provide this through your Food Hygiene Rating Scheme Implementation Group representative.

FSA Contact Details

James Blackburn Tel: 020 7276 8434 [email protected]

Michael Harding Tel 020 7276 8730 [email protected]

Yours faithfully,

Mark O’Neill Local Authority Policy and Delivery Team FSA in NI Annex - How to download data

a) Downloading data

1. Go to http://ratings.food.gov.uk/open-data/en-GB, scroll down the page and find your local authority name. To the right hand side click the text ‘English Language’ for your local authority.

2. Your screen will now see all the data displayed in an xml format. It may take a minute or two for the data to download. You will now need to save this file (File>Save as…(or press Ctrl+S ):

3. Select the location and enter a name the file.

4. Open Excel, within Excel click open (File>Open). Browse for your saved file, and click Open. You will be presented with 2 onscreen messages as seen below. Click OK to both.

5. The file is now displayed in a readable format and you can use all features within Excel to analyse the data. Please note filters will already be applied to the column headings.

b) Sort and Filtering data in Excel

Once you have exported the data into Microsoft Excel you can then use features within Excel to look at the data.

1. The triangle symbol at the bottom right hand corner of the heading can be used to sort and filter the data. 2. When you click on the sort button you can use it to sort the relevant column A to Z.

3. The user is also able to filter the column by entering text and clicking OK

4. Users can also filter the column using tick boxes in the drop down list. In the example below only supermarkets/hypermarkets have been selected for the business type. When clicking OK these establishments will be the only ones displayed.