Section Nine: Monthly report
9.1 The Scottish Government monitors how the Open Market Shared Equity Scheme is progressing. Administering Agents must therefore submit a monthly report to the relevant Scottish Government's Housing Markets Team by the 2 nd day of every month. The report must cover the items shown in Annexe N and must be compiled on a cumulative basis each financial year. For example, a report submitted by 2 March 2012 must include information from 1 April 2011 to 28 February 2012 inclusive. When preparing the monthly report Administering agents should be aware that the number of live passports, sales to date and expired passports should equal the total number of passports issued.
9.2 The Scottish Government require all administering agent to provide information on geo-mapping for all properties purchased with assistance from the scheme by 2 nd day of every month.
9.3 This geo-mapping report is to be submitted in such electronic format as the Scottish Government may reasonably specify and to include, for each property transaction concluded in that month, the Unique Reference Number, postcode, date of settlement of the transaction, the Easting of the property and the Northing of the property, each reported in degrees to six figures apiece using the Universal Transverse Mercator projection. For further information please see page 14 of http://www.bnhs.co.uk/focuson/grabagridref/html/OSGB.pdf
9.4 Any coordinates stated as eastings and northings should be accompanied by an exact statement of the map projection used to create them. The Easting and Northing data is to be ascertained from the title deeds, survey data or other pre-existing documentation. It should not be extrapolated from post code data as this is inaccurate, especially in rural areas.