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SPM Assets - Basic User Guide

Copyright © January 2015 SPM Applications

All rights reserved.

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Due to continued product development, this information may change without notice. The information and intellectual property contained herein is confidential between SPM Applications and the client and remains the exclusive property of SPM Applications. If you

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SPM Applications

P O Box 300-081 North Shore 0752

Auckland New Zealand

+64 9 9214070

Email: [email protected] Website: www.spmassets.com (http://www.spmassets.com/)

http://www.spmassets.com/

i

Contents

Access SPM Assets iii

SPM Assets Interface ...................................................................................... iv

Property Selection 5

Refresh Property Selection .............................................................................. 5 Select Properties via Category ......................................................................... 5

Property List Descriptions.......................................................................................... 8 Select a Property via Hierarchy Search ............................................................. 9 Select Properties via Quick Search ................................................................. 10 Select Properties using Full Search ................................................................. 12

Search Criteria ...................................................................................................... 13 Select a Single Property ................................................................................ 15 Using the Selection Screen ............................................................................ 16 Saved Selections ......................................................................................... 18 Using the Hierarchy View .............................................................................. 20

Viewing and Editing 23

View/Edit Property ....................................................................................... 24 Property Field Descriptions ...................................................................................... 27

View/Edit Components.................................................................................. 32 Standard Component Field Descriptions .................................................................... 37 Special Component Field Descriptions ....................................................................... 41 Alternate Component Views..................................................................................... 45 Info Tab ................................................................................................................ 46 History and Projects Tabs ........................................................................................ 47 Docs Tab............................................................................................................... 49

View/Edit Comments .................................................................................... 53 View/Edit Documents and Photos ................................................................... 57

Uploading photos to SPM Assets .............................................................................. 60 Downloading Media Files ......................................................................................... 61

View/Edit Component Workspace ................................................................... 64 Graphical Analysis .................................................................................................. 68

Analysis 70

Analysis Methodology ................................................................................... 71 Analysis of Lifecycle ..................................................................................... 74

Reporting 77

Report Printing Options................................................................................. 78 Report on Properties .................................................................................... 79 Report on Components ................................................................................. 81 Report on Summary ..................................................................................... 83

Property Summary Field Descriptions ....................................................................... 87

Administration 89

References .................................................................................................. 90 Create/Edit Categories ............................................................................................ 91 Create/Edit Components ......................................................................................... 97

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Create/Edit Data Sources ...................................................................................... 106 Create/Edit Lookup Values .................................................................................... 108

Index 113

iii

Access SPM Assets

To login to SPM Assets:

1) Open your Internet browser and link to the SPM Assets web site

The url will be provided by SPM.

The SPM Login page will be displayed:

2) Type your login ID.

3) Type your password.

Both the login and password are case sensitive.

4) Click the Login button, or press the Enter key on your keyboard.

iv

SPM Assets Interface

The home page for SPM Assets includes a main navigation bar on the left side, a summary of

basic statistics on the right, and a quick search tool at the top.

The Main Navigation Bar will always be visible in SPM Assets and features the following

functions:

OVERVIEW View the home page.

SELECT Select one or more property records.

VIEW/EDIT Add, display and change related data for a property selection.

ANALYSIS Run various analyses on one or more properties.

REPORTING Create, view, print and download reports.

ADMIN Complete a range of administrative tasks, including

importing data, and setting default data.

HELP Access a variety of help support systems.

LOGOUT Log out of SPM Assets.

The Quick Search tool allows you to search for a property or set of properties using a

character search string. The system will locate all properties that contain the specified text in either the property name or property code. The search is NOT case sensitive.

The Summary Statistics presents a summary of the entire data set in the database, including

the selected analysis algorithm (see "Analysis Methodology" on page 71).

Chapter 1 Property Selection 5

29 January, 2015 Page 5 - 5 -

Chapter 1

Property Selection

A single property or group of properties must be selected before viewing, reporting or analysis can take place.

Refresh Property Selection

To refresh SPM Assets and make a new property selection, click

OVERVIEW on the navigation bar or F5 on your keyboard

This will redisplay the SPM Assets Overview screen

Select Properties via Category

To select a list of properties based on category:

1) Click SELECT in the main navigation bar

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The property categories will be displayed:

2) If there are many category 3s, reduce the size of the displayed list by selecting

one or more category 1s or category 2s.

This will cause the list of category 3s to be reduced to only those that fall within

the chosen categories.

To select more than one item in a list: hold down the CTRL key on the

keyboard, and then click.

To select a continuous range: click the first item in the range, hold the SHIFT

key and click the last item in the range

3) Click the select button below the category boxes

The properties that meet the selection criteria will be displayed:

Document and Photograph Icons

The icons indicate that there are photographs and/or documents loaded against the

property.

Icon Indicates


29 January, 2015 Page 7 - 7 -

Photographs attached.

Documents attached.

Both photographs and documents attached.

The reset button will clear the selected items so a new selection can be created.

Saved selections

If included in a saved selection, this property list can be easily retrieved at a later date.

1) Hover the mouse over the bottom of the property list

2) Click the add to collection into which the properties are to be added from the

dropdown list at the bottom of the screen.

3) Click the ok button to append the properties to this saved selection.

If a suitable saved selection has not yet been created, add the

properties into the default selection and then rename with a more

descriptive title. (see "Saved Selections" on page 18)

When making selections on different pages using pagination all selected properties can be remembered by the system

8

Property List Descriptions

The Property List can contain the following fields.

Field Description

property code

A property code can be an abbreviation of the name or some other alpha and/or numeric codes. This code must be unique.

This field always displays on the property list.

property name

Name of the property.


category 1

Pre-defined category used for selecting and reports.

Categories are created and edited in Admin / References.

In the example above it is defined as region.


category 2

Second pre-defined category used for selecting and reporting.

In the example above it is defined as suburb.


category 3

Third pre-defined category used for selecting and reporting.

In the example above it is defined as site.


survey date

Date of the latest survey.

This is a critical field that must be completed as many analysis results are based on this date.

If left blank, today's date will be entered.

This date will be used if a component survey date is not

entered for individual components in the property.

This field can be enabled on the property list through Admin / References.

no of components

Number of components in the property.


crv Capital Replacement Value.


29 January, 2015 Page 9 - 9 -


mnt The percentage of maintenance costs against the renewal costs display when maintenance data has been imported in

analytics and the definition has been configured in Admin / References.

status date

Date that the status was last changed.


status

Status of the property.

These values are created in Lookup Values within the

references section.


Select a Property via Hierarchy Search

The hierarchy view provides a graphical outline of the selected properties. It illustrates the ground, block, floor and unit relationships between the properties.

To select a list of properties based on category and display the hierarchy:

1) Click SELECT in the main navigation bar

The property categories will be displayed:

2) If there are many category 3s, reduce the size of the displayed list by selecting

one or more category 1s or category 2s.

This will cause the list of category 3s to be reduced to only those that fall within

the chosen categories.

To select more than one item in a list: hold down the CTRL key on the

keyboard, and then click.

10

To select a continuous range: click the first item in the range, hold the SHIFT

key and click the last item in the range

3) Click the hierarchy button below the category boxes

The hierarchy for the selected criteria will be displayed:

The hierarchy view (see "Using the Hierarchy View" on page 20) will provide more information on how to navigate this screen.

Select Properties via Quick Search

To select a list of properties when the unique code or name is known:

1) Type all or part of the property code or property name in the Quick Search text

box

The Quick Search toolbar is always visible and ready to be used from any SPM Assets screen.

The search is not case sensitive.

The search will remove any not required white spaces.

2) Press the QUICK SEARCH button or press the ENTER key on your keyboard


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The list of properties that include the search text in their name or code will be

displayed:

To select a property when the unique property code is known:

1) Type the property id including the # in the Quick Search text box

2) Press the QUICK SEARCH button or press the ENTER key on your keyboard

The property will be displayed:

Saved selections









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When making selections on different pages using pagination all selected properties can be remembered by the system

Select Properties using Full Search

To select a list of properties based on search criteria:

1) Click SELECT in the main navigation bar.

2) Click search.

The Search Properties screen will be displayed:

3) Enter search criteria into the search fields.

4) Click the search button.

A list of properties that meet the search criteria will be displayed.

If incorrect search criteria have been entered, click the reset button

to re-display the default settings.

Saved selections










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Note: users can search using component criteria, however, the search results will always display a list of properties. i.e. the components match the search criteria are inside the properties displayed.

Search Criteria

Field Description

field: Select the field to be searched.

The drop down list should correspond to the fields available in

the properties (see "View/Edit Property" on page 24) and components (see "View/Edit Components" on page 32) screens.

cat: category

cmp: component

con: component condition

prp: property

ref: reference

operator: select the search criteria

value: enter the values to be searched for

and/or: and Will display only those properties that meet all of

the criteria defined in the search rows

or Will display all properties that meet any of the criteria defined in the search rows

Example

Operator Value Result List Comment

contains code1 Properties with a field value that contains code1 or CODE1

Is not case sensitive

does not contain

code1 Properties with a field value that does not contain code1 or CODE1

equals code1 Properties with a field value exactly equal to code1

Is case sensitive

not equal code1 Properties that do not have

a field value exactly equal to code1

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Operator Value Result List Comment

in code1,code2 Properties with a field value contained in the list

Values separated by a comma

Properties with a field value equal to code1, code2, CODE1 or CODE2 would be

listed


not in code1,code2 Properties with a field value

not contained in the list

Properties with a field value

equal to code1, code2, CODE1 or CODE2 would not be listed in the result set

Is not case

sensitive

is empty Properties where the field value is blank

is not empty Properties where the field value that is not blank

> >5 Properties with a field value greater than 5


>code1 Properties with a field value greater than code1. e.g code2, code3

< <5 Properties with a field value

less than 5

>= Properties with a field value greater than or equal to 5

<= Properties with a field value

less than or equal to 5


29 January, 2015 Page 15 - 15 -

Select a Single Property

Before using this procedure, it is necessary to display a list of

properties using quick search (see "Select Properties via Quick Search" on page 10) or select by categories (see "Select Properties via Category" on page 5) or full search (see "Select Properties using Full Search" on page 12) or saved selections (on page 18).

To select a single property from a list of properties:

1) Click the item in the list that contains the required property name:

The Property screen for the selected property will be displayed:

2) To return to the list of selected properties, click the navigation bar towards the top

of the screen that displays the number of properties that have been selected:

16

Using the Selection Screen

Once a list of properties has been selected by using categories (see "Select

Properties via Category" on page 5) or quick search (see "Select Properties via Quick Search" on page 10) or full search (see "Select Properties using Full Search" on page 12) or saved selections (on page 18), either select a single property (on page 15), or refine the selection list.

To view a full property list (>100):

When making selections on different pages using pagination all selected properties can be

remembered by the system

1) Or display all properties on one page

To sort the list of properties:

1) Click on a column heading to sort by the selected column.

Alphanumeric columns will be sorted from A to Z, date columns with the oldest

date at the top, and numeric columns with the highest number at the top.

To select specific properties from the list of properties:

1) Tick the box in the select column next to each property to be included. Or

2) Click on the heading select to tick all boxes on the screen. (if there's page 2, 3...

the properties on those pages won't be ticked)

Click on the heading select a second time to untick all boxes on the screen.


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To add a new property:

1) Click add at the bottom of the screen

2) The Property screen will be displayed:

3) Complete the screen fields (see "Property Field Descriptions" on page 27).

To select properties for deletion:

1) Tick the box in the select column next to each property for deletion.

2) Click property delete at the bottom of the screen.

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3) A confirmation message will appear asking if you are sure you wish to delete the

selected properties.

Click OK to confirm the deletion, otherwise click Cancel.

Properties that have been deleted cannot be undeleted. Be sure that

the correct properties have been selected before clicking OK.

4) To display the hierarchy view:

5) Click on the view hierarchy button at the bottom of the screen.

The hierarchy view for all the selected properties will be displayed:

The hierarchy view (see "Using the Hierarchy View" on page 20) will provide more information on how to navigate this screen.

Saved Selections

If the same group of properties are to be used on a regular basis, they can be

assigned to a saved selection.

These properties can then be retrieved from the saved selection rather than re-selecting from the beginning.

To display the saved selections screen

1) Click SELECT in the main navigation bar.


29 January, 2015 Page 19 - 19 -

2) Click saved selections.

The Saved Selection screen will appear:

To retrieve properties from a saved selection

1) Select the saved selection from the saved selection name dropdown list.

2) Select load from the action dropdown list.

3) Click the ok button.

The list of properties contained in the saved selection will be displayed.

To add a new saved selection

1) Select create new user selection from the action dropdown list, if this saved selection

is to be available to this user only, or select create new global selection if this is to be

available to all users.

2) Enter the name of the new saved selection into the name field.


4) Return to the menu and select the group of properties to be assigned to the saved

selection.

Use one of the selection methods Select Properties via Category (on page 5),

Select Properties via Quick Search (on page 10) or Select Properties using

Full Search. (see "Select Properties using Full Search" on page 12)

To rename a saved selection

1) Display the saved selection to be renamed from the saved selection name dropdown

list.

2) Select rename selection to from the action dropdown list.

3) Enter the new name of the saved selection into the name field.


The renamed saved selection can now be displayed in the dropdown list.

To delete a saved selection

1) Display the saved selection to be deleted from the saved selection name dropdown

list.

2) Select delete selection from the action dropdown list.


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The saved selection will be removed from the dropdown list.

When making selections on different pages using pagination all selected properties can be

remembered by the system

Using the Hierarchy View

The hierarchy view provides a graphical outline of the selected properties. It illustrates

the ground, block, floor and unit relationships between the properties.

There are two types of hierarchy views:

1) category hierarchy view, which displays the overall category structure of all

properties

2) property hierarchy view, which displays the selected properties in relation to each

other and their property structure

In this example, four properties were selected by using the quick search (see

"Select Properties via Quick Search" on page 10) feature, looking for the text

"SPM". The SPM properties include one Ground, one Block, one Floor and many

units. The Category browser displays all properties in the same category. However,

since the user specified "SPM" in their search, the "TEST UNITS" properties are

NOT included in the property hierarchy view. They are displayed on the hierarchy

view only for completeness.

The following symbols are used:

Grounds included in the selection

Grounds NOT included in the selection

Property/Blocks included in the selection

Property/Blocks NOT included in the selection

Floor included in the selection


29 January, 2015 Page 21 - 21 -

Floor NOT included in the selection

Unit included in the selection

Unit NOT included in the selection

To select a single property from the hierarchy view:

Click the line item in the list that contains the property name.

To expand the list of units within a floor, floors within a block, or blocks within grounds:

Click the plus sign next to the name of the block or grounds.

To collapse the list of units within a block, floors within a block, or blocks within grounds:

Click the minus sign next to the name of the block or grounds.

To go back to the standard list view:

Click the << back button at the bottom of the page.

22

When using configurable property hierarchy types the following linking rules apply:

Note: Cannot create a sub level under a 'Property'

Chapter 2 Viewing and Editing 23

29 January, 2015 Page 23 - 23 -

Chapter 2

Viewing and Editing

Once a property selection has been completed, information related to the properties can be viewed, edited or created.

24

View/Edit Property

A single property should be selected by using one of the methods outlined in property

selection (on page 5).

If a single property has not been ticked, details for the first property in the selection list (see "Using the Selection Screen" on page 16) will be displayed.

If changes are not saved, they will be lost on navigation to a new screen.

The save button will be active only if changes have been made.

To view, edit, add, copy or delete the selected property:

1) Click VIEW/EDIT in the main navigation bar.

2) Click property.


29 January, 2015 Page 25 - 25 -

The Property Summary screen will be displayed:

To view or edit general information for the selected property:

1. Edit the information displayed on the screen.

2. To save changes, click the save button.

To add a property:

1. Click add new at the bottom right of the screen.

Field values will be cleared, ready for entry of new property information.


To copy a property:

1. Click copy at the bottom right of the screen.

26

Field values will be copied with the prefix CPY in the property code and the

property name field with have COPY OF entered.

2. Enter the new property information.

3. Select the items to be copied.


To delete a single property:

1. Click delete at the bottom right of the screen.

2. A confirmation message will appear asking if you are sure you wish to delete

the selected property.



29 January, 2015 Page 27 - 27 -

To delete multiple properties:

1. Select a list properties that contains the property or properties to be deleted

using either select via category (see "Select Properties via Category" on

page 5) or select via quick search (see "Select Properties via Quick

Search" on page 10). or full search (see "Select Properties using Full

Search" on page 12) or saved selections (on page 18).Tick the box next to

each property you wish to delete in the select column.

2. Click delete at the bottom right of the screen.

3. A confirmation message will appear asking if you are sure you wish to delete

the selected properties.


Properties that have been deleted cannot be undeleted.

Ensure that the correct properties have been selected before clicking

OK.

Avoid "Special" characters in the Property name and Property code. See Avoiding "Special" characters.

Property Field Descriptions

Mandatory fields are marked with (*):

General property information

Field Description

property code: A property code can be an abbreviation of the name

or some other alpha and/or numeric code.This code must be unique.

client ref: A means of recording additional identifying reference information such as a financial identifier, contractor reference, etc.

property name: Name of the property.

category 1: Pre-defined category used for selecting and reporting.

Categories are created and edited in Admin / references.

28

Field Description

category 2: Second pre-defined category used for selecting and reporting.

category 3: Third pre-defined category used for selecting and reporting.

Property A is part of property B

type - hierarchy: If this property is part of a larger property or is attached grouped with other properties, this field

should be set to Unit, Block or Grounds as appropriate. Otherwise the field should be set to Property.

is part of: If the property is part of a larger overall property such as a unit in an apartment block, enter the code for the parent property in this field.

The higher level property must already exist for this field to be selected.

This is used to establish the hierarchy view (see "Using the Hierarchy View" on page 20).

Each of these is still considered a single property with its own set of components.

The structure of the hierarchy is determined by the

application setting OPTION_GRDND_BLCK_VALUATION setting.

If set to FALSE, the hierarchy will link unit to block to

ground

If set to TRUE, the hierarchy will link ground to block

to unit.

e.g. There exist two properties - property A and property B

FALSE Property A will be defined as a unit and property B as a block.

TRUE Property A will be defined as a block and property B as

a ground.

The property types can be configured.

When using the configurable property hierarchy types the following linking rules apply:


29 January, 2015 Page 29 - 29 -

Note: Cannot create a sub level under a 'Property'

Property date and function information

Field Description

status: Status of the Property.

Optional field.

These values are created in Lookup Values (see "Create/Edit Lookup Values" on page 108) within the references section.

survey date: Date of the latest survey.

This is a critical field that must be completed as many analysis results are based on this date.

If left blank, today's date will be entered.

This date will be used if a component survey date is not entered for individual components in the property.

construction year: Year in which the property was built.

If left blank, the current year will be entered.

ownership: The owner of the the property.

Select from the dropdown list.

30

Field Description


purchase year: Year that the property was purchased by the current owner.

management: Group that manages the property.

function: Main function or purpose of the property.

Select from the dropdown list.


importance: Importance ranking of the property.

The importance is used for prioritisation in the analysis

results.

Property contact information

Field Heading

address: Property street address

area - suburb: Area or suburb where the property is located.

city: City where the property is located.

post code: Post code of the city where the property is located.

By clicking on the Google maps icon, it will display a map indicating the location of the property.

addr.phone: Telephone number for the property.

fax: Fax number for the property.

addr.email: Email address for the owner or manager of the property.

contact: Name of the contact person for the property.

barcode/rfid: The barcode or RFID (radio frequency Identifier) that uniquely identifies this property.

cont. phone or email:

Phone or email address of the contact person.

GPS gps-1 The 1st global positioning co-ordinate that pinpoints the location of this property.

GPS gps-2 The 2nd global positioning co-ordinate that pinpoints the location of this property.

Property structural information

Field Description

construction type: The construction type of the property.

accommodation: Short description of the accommodation (sleep out,

granny flat, etc.).


29 January, 2015 Page 31 - 31 -

Field Description

floors: Number of floors.

floor area: Total floor area in square metres.

level: Floor level if part of a multi-level building.

number of bedrooms:

Number of bedrooms.

udf fields: User definable fields 1-5 allow organisation specific

information to be collected.

Labels for these fields can be created in Application settings within the references section.

Property data information

Field Description

data captured by (organisation):

Name of organisation that captured the property information.

data captured by (name):

Name of the person that captured the property information.

Often initials are used as a name identification.

cloned from: If this property was originally created by copying another property, it will contain the name of the property that it was copied from.

is template If Yes, this property will always be downloaded to

the SPM Mobile application prior to collection of field condition assessment data.

32

View/Edit Components

Modification of component values using this procedure will change component

attributes for only the selected property.

To change the default values for a component, alter the component reference data in the create/edit components (on page 97) ADMIN /references section. However, the new values will not be applied to existing components.

A single property should be selected by using one of the methods outlined in property selection (on page 5).

If a single property has not been ticked, details for the first property in

the selection list (see "Using the Selection Screen" on page 16) will be displayed.



To view, edit, add or delete components for the selected property:


2) Click components.


29 January, 2015 Page 33 - 33 -

The Components list will appear:

3) Click the line item of the component to be viewed or modified.

The screen will split into a scrollable list view on the top and a component detail

view on the bottom:

Standard components

To view or edit an existing component:

1. Modify the field values of the selected component displayed in the standard

tab.


34

To add a new component:

1. Click add new at the bottom right of the standard tab.

The screen fields will be cleared, ready for new component selections.


To copy a new component:

1. Click copy at the bottom right of the standard tab.

The screen fields will display a cop of the component, ready for new location

information. In modifying the location field this will make the new component

unique.


To delete an existing component:

1. Click delete at the bottom right corner of the standard tab.

A confirmation message will appear asking if you are sure you wish to delete

the selected component/s:

2. Click OK to confirm the deletion, otherwise click Cancel.

3. If a component is linked to a project you will get the following message:

The component/s selected to be deleted that are not linked in a project will

delete.

To unlink the component from a project:

1. Click VIEW/EDIT in the main navigation bar.


29 January, 2015 Page 35 - 35 -

2. Click projects.

3. A Projects list will be displayed for the property selection.

4. Click the line item of the project to be edited.

The Edit or Add Projects screen will be displayed:

5. Select included components. Untick the component/s to be removed from the

project.

6. Click save at the bottom right of the screen.

7. Make any changes required as the project will now have less components

associated with it.

8. Click save.

9. Navigate back to the components on the View/Edit Menu and select the

components to be deleted.

36

Special components

Special components should be used when the standard assets do not sufficiently

describe the current asset, e.g. a water fountain or other artwork designed by a particular artist.

To view or edit existing component:

1. Select a component from the component list where the component is identified

as special.

2. Modify the field values of the selected component.


To add a new component:

1. Click add new at the bottom right of the screen.

The screen fields will be cleared, ready for input of a new special component.

2. Select Special in comp.group, Special in comp.type and Special in component

3. Fill the required fields, click the save button.

To delete an existing component:

1. Click delete at the bottom right corner of the special tab.


the selected component.



29 January, 2015 Page 37 - 37 -

Related components

Related components are configured in the reference section. The related components

will be used whenever the component is added to a property.

The related components are made unique by the description field pre-populating with the component name that it is related to.

For example: The component Doors - Solid has the door closers, door hardware - internal and paint finish related (linked) to it. When the component Doors - Solid is added to a property the related component move too and the description field displays Doors - Solid as shown in the report below.

Standard Component Field Descriptions


Default values are determined by standard component details defined in the Admin/References section, create/edit components (on page 97).

Analysis method information is located on the top right corner of the screen

:

CA = Condition Age based analysis

C = Condition based analysis

A = Age based analysis

RC = Remaining Life - Condition based analysis

CM = Condition - Maintenance base analysis

CAM = Condition - Age - Maintenance based analysis

Component information

Field Description

component group:* The component group is a grouping of component types.

38

Field Description

component type:* The component type is a grouping of components.

component:* The component is the lowest level asset that will be reported.

description: Description of the component within the property. This field will only display if enabled.

location: * Location of the component within the property.

This field can be used to create multiple unique

locations of a component in the same building or site.

The default value will be Global.

Base life information

The base life fields can significantly affect the life cycle analysis results and should be changed with caution.

Scenario modelling can perform "what-if" analysis with different values for the base life fields without changing the underlying data.

Field Description

base life:* Expected life of the component in years.

This value must be in the range of the upper and lower

base lives.

base life upper:* Upper end of the expected life range of the component in years.

base life lower:* Lower end of the expected life range of the component in years.

confidence: Your confidence level that the base life information is accurate.

The confidence level choices are A:highly reliable, B:reliable, C:uncertain, D:very uncertain, or E:not assigned.

This field is not mandatory but will default to not

assigned.

Criticality information

The criticality values are essential to the lifecycle analysis calculation. They help

determine the timing (year) of a component replacement.

It is assumed that a highly critical asset will fail at the lower base life while a low criticality asset will fail at the upper base life.

Criticalities are selected from an importance scale: high, medium to high, medium, low to medium and low.

Field Description

safety:* How critical the component is from a health and safety perspective.


29 January, 2015 Page 39 - 39 -

Field Description

appearance: * How critical the component is from an appearance perspective.

consequence: * How critical the consequences will be if that component were to fail.

Quantity information

Field Description

quantity:* Quantity of the component that exists in the property. This field must be entered by the user.

unit:* Unit of measure for this component.

The unit of measure choices are normally: no (number), m (metres), m2 (square metres), m3 (cubic metres), sum (each or an aggregate).

Care must be taken to avoid different unit measurement types for the same component, as this may make later data analysis difficult.

rate:* The replacement cost of the component per unit of

measure.

Changing this value is not recommended other than for a very specific reason.

Care must be taken to avoid different rates for the same component as this may make later data analysis difficult.

replacement cost: A system generated field showing total replacement cost of the component (quantity * rate).

This is the Gross Replacement Cost and includes P & G, scaffolding, labour, etc.

confidence qty: Your confidence level that the quantity information is accurate.

confidence cost: Your confidence level that the rate information is

accurate.



assigned.

Condition information

Field Description

condition C1, C2, C3, C4, C5:*

The percentage of the component that is in each condition level.

Grade 1 = Very Good, Grade 2 = Good, Grade 3 =

Moderate, Grade 4 = Poor and Grade 5 = Very Poor.

The percentages must add up to 100%.

40

Field Description

e.g. If 50% of the component is in very good condition and 50% is in good condition, the entry would look like this:

remaining life R1, R2, R3, R4, R5:

The assessed remaining life in years for each category of condition grade.

An assessed remaining life of 1, 2, or 3 years will override the system generated remaining life when

running lifecycle analysis.

These lives are also used as a validation check of the

surveyor's condition grade assessments in the Validate Data analysis.

e.g. If it is assessed that the portion that is in 50% very good condition will last another 10 years and the portion that is in 50% good condition will last 5 more years, the entry would look like this:

minimum condition grade:*

The designated condition grade at which the component must be replaced.

Condition Grade Confidence:

Your confidence level that the condition grade information is accurate.



assigned.

Comment information

Field Description

comment: Any comments regarding this component.

This field is optional, but can provide much useful information after a survey.

survey year: The year that the most recent survey was completed and condition values updated.

This is one of the most critical data points as the lifecycle analysis is based on this year.

In most cases the component survey year will be the same as the property level survey date or more recent when an individual component is updated without the whole property being surveyed.

However occasionally a component survey year maybe older than a property level survey date. This could

occur when a property is surveyed but the mechanical plant and equipment components are not included in this survey.


29 January, 2015 Page 41 - 41 -

Field Description

If not entered, the survey year at the property level will be used.

construction year: The year that the component was added to the property or put in place.

If not entered, the construction year at the property level will be used.

data source The source of the latest condition information.

This field is mandatory and will default to the first choice in the data sources (see "Create/Edit Data Sources" on page 106) defined in the Admin / references section.

Archive tickbox

Field Description

archive component Tick this box before you click save if you wish to keep a

record of changes to the component.

Changes will be reflected in the component history tab (see "Alternate Component Views" on page 45) and changes between the current values and the

previous set of values are reflected in the resurvey report.

Special Component Field Descriptions


Analysis method information is located on the top right corner of the screen

:

CA = Condition Age based analysis

C = Condition based analysis

A = Age based analysis

CM = Condition Maintenance based analysis

CAM = Condition Age Maintenance based analysis

RL = Remaining Life Condition based analysis

Component information

Field Description

description Description or name for the special component

The component group and component type for a

special component will both be set to Special.

This field is Mandatory.

42

location Location of the component within the property.

This field can be used to create multiple unique locations of a component in the same building or site.

The default value will be Global.

Base life information

Base life information will be unique to each special component.

The base life fields can significantly affect the life cycle analysis results.

Scenario modelling can perform "what-if" analysis with different values for the base life fields without changing the underlying data.

Field Description

base life: Expected life of the component in years.

This value must be in the range of the upper and lower

base lives.

base life upper: Upper end of the expected life range of the component in years.

base life lower: Lower end of the expected life range of the component in years.

confidence: Your confidence level that the base life information is

accurate.



assigned.


29 January, 2015 Page 43 - 43 -


The criticality values are essential to the lifecycle analysis calculation. They help determine the timing (year) of a component replacement.

It is assumed that a highly critical asset will fail at the lower base life while a low

criticality asset will fail at the upper base life.

Criticalities are selected from an importance scale: high, medium to high, medium, low to medium and low.

The default values will be set to medium for all special components

Field Description

safety: How critical the component is from a safety perspective.

appearance: How critical the component is from an appearance perspective.

consequence: How critical the consequences will be if that

component were to fail.

Quantity information

Field Description

quantity Quantity of the component that exists in the property. This field must be entered by the user.

unit: Unit of measure for this component.

The unit of measure choices are normally: no (number), m (metres), m2 (square metres), m3 (cubic metres), sum (each or an aggregate).

Care must be taken to avoid different unit measurement types for the same component, as this may make later data analysis difficult.

rate: The replacement cost of the component per unit of measure.

replacement cost: A system generated field showing total replacement cost of the component (quantity * rate).

This is the Gross Replacement Cost and includes P & G, scaffolding, labour, etc.

confidence qty: Your confidence level that the quantity information is accurate.

confidence cost: Your confidence level that the rate information is accurate.

The confidence level choices are A:highly reliable,

B:reliable, C:uncertain, D:very uncertain, or E:not assigned.


assigned.

Condition information

44

Field Description

condition C1, C2, C3, C4, C5:

The percentage of the component that is in each condition level:

Grade 1 = Very Good, Grade 2 = Good, Grade 3 = Moderate, Grade 4 = Poor and Grade 5 = Very Poor

The percentages must add up to 100%.

e.g. If 50% of the component is in very good condition

and 50% is in good condition, the entry would look

like this:

remaining life R1, R2, R3, R4, R5:

The assessed remaining life in years for each category of condition grade.

An assessed remaining life of 1, 2, or 3 years will override the system generated remaining life when running lifecycle analysis.

These lives are also used as a validation check of the

surveyor's condition grade assessments in the Validate Data analysis.

e.g. If it is assessed that the portion that is in 50% very good condition will last another 10 years and the

portion that is in 50% good condition will last 5 more years, the entry would look like this:

minimum condition grade:

The designated condition grade at which the component must be replaced.

Condition Grade Confidence:

Your confidence level that the condition grade information is accurate.



assigned.

Comment information

Field Description

comment: Any comments regarding this component.

This field is optional, but can provide much useful information after a survey.

survey year: The year that the most recent survey was completed and condition values updated.

This is one of the most critical fields as the lifecycle

analysis is based on this year.

If not entered, the survey year at the property level will be used.


29 January, 2015 Page 45 - 45 -

construction year: The year that the component was added to the property.

If not entered, the construction year at the property level will be used.

data source The source of the latest condition information.

This field is mandatory and will default to the first choice in the data sources (see "Create/Edit Data Sources" on page 106) defined in the Admin / references section.

Archive tickbox

Field Description

archive component Tick this box before you click save if you wish to keep

a record of changes to the component. (Each component can only be archived once a day)

Changes will be reflected in the component history tab (see "Alternate Component Views" on page 45) and changes between the current values and the previous set of values are reflected in the resurvey

report.

Alternate Component Views

Full screen or workspace component views can be used when a larger viewing area is

required or when multiple components are to be modified.

Full screen and workspace views can be used individually or simultaneously.

To display workspace or full screen component views:

1) Display the component list (see "View/Edit Components" on page 32) for the

selected property:

2) Click on the full screen edit icon at the top right of the screen.

46

The list of components will be displayed in a new, full screen window. This view

will display more data per component and more components on the screen.

Clicking on a single component will split the screen just as in the normal view, but

will retain the full screen dimensions.

3) Click on the workspace edit icon at the top right of the screen.

The component workspace (see "View/Edit Component Workspace" on page

64) will be displayed:

4) Selection from the filter lists at the top of the screen will display only those records

that match the selection choices.

5) Overwrite existing component values by clicking into the white fields contained in

the grid.

Multiple component can be edited before clicking save.

Info Tab

To view/edit component management information

1) Select the component from the component list screen.

2) Click on the info tab at the bottom of the screen.


29 January, 2015 Page 47 - 47 -

The component management information and four user defined fields will be

displayed for viewing and editing.

Once the GPS co-ordinates are populated the link to Google Maps will appear as

below.

History and Projects Tabs

If the archive component option is ticked when changes to either a standard or special

component are saved, an audit trail of condition grade changes will be maintained in

the history tab.

To view the history of a component:


2) Click on the history tab at the bottom of the screen

48

The previous values for the component will be listed with the date that the changes

were made:

To view related projects:

1) Click on the projects tab at the bottom of the screen.

Brief details of any project in which this component has been included will be

listed:

Full project details can be displayed in the VIEW/EDIT Projects screens.


29 January, 2015 Page 49 - 49 -

Docs Tab

To view the photographs and documents of a component:


2) Click on the docs tab at the bottom of the screen.

Any photographs and documents loaded against this component will display. The

latest photo will display first.

The date and time the photograph or document was loaded against the component

will display below the caption.

The number in the tab indicates the number of photographs and/or documents

loaded against the component.



component.

Icon Indicates

50


File types included are:

JPG

jpeg

png

gif

Documents attached.


txt

doc

docx

xls

xlsx

pdf



JPG

jpeg

png

gif

txt

doc

docx

xls

xlsx

pdf

To add photos of a component:

1. Click the upload a file button and locate the image or document of the

component.

The image to be uploaded must be in JPG format and no more than 640 x 480 pixels in size. Maximum size 2MB.

The document to be uploaded must be in txt, doc, xls, docx, xlsx or pdf format.

2. The photo/document will appear as below.


29 January, 2015 Page 51 - 51 -

3. Click on the photo/document to modify the caption which will populate in the

Details box.

4. Update the caption and click the save button.

To delete a photo/document from the component:

1. Check the photo/document you wish to delete.

2. Click delete.


the selected photo/document.


To email photos of a component:

1. Compile an email with the subject heading as cmp and then the Component

Code of the Component Record that the photograph(s) are to be attached to.

This is found on the top right of the Component from in SPM Assets as shown

below.

2. Address and send the email to the email address provided by SPM Assets.

3. The size of the photographs limited by the capacity of the email server. The

individual photographs should not exceed 500KB.

4. Each photograph must have a unique name.

52

5. The component photos will appear in the application under the docs tab.


29 January, 2015 Page 53 - 53 -

View/Edit Comments






To view or edit comments for the selected property:

1) Click VIEW/EDIT in the main navigation bar

2) Click comments

54

The Comments screen will be displayed:

3) Edit the property commentary information.

4) Click save at the bottom right of the screen.


29 January, 2015 Page 55 - 55 -

Field Description

property description:

A general description of the property.

appraisal description:

A general comment about the condition of the property.

structural description:

A general comment on the structure of the property foundations, roof etc.

external finishes: A general comment on the external composition of the

property.

internal finishes: A general comment on the internal composition of the property.

fixtures and fittings:

A general comment on the internal fixtures and fittings.

sundry: Any other comments.

site features: A general comment on site features.

mechanical-electrical:

A general comment on any mechanical or electrical assets.

residual: Any known information regarding "unseen" or "non-surveyable" assets (foundations, structural features such as iron beams, etc).

The list of comment names are defined in the Application Settings in references. The mandatory comment fields (set to '1' in references) will be displayed for all properties. Other optional comment fields (set to '0' in references) can be added in using the dropdown selection list.

To add a comment field:

1) Click the dropdown list and select the comment name required

2) Fill in the new comment field

3) Click save

56

To remove a comment field:

1) Click the sign behind the required field

2) A confirmation prompt will be displayed

3) Click OK to delete

Only the optional fields can be removed. If a mandatory field is removed, it will be

added back into the page by the system automatically.


29 January, 2015 Page 57 - 57 -

View/Edit Documents and Photos




To view, add, delete or choose the main photograph for the selected property:


2) Click docs and photos

The Documents and Photos screen will be displayed. The latest photo will display

first.

58

To view an existing image at full size:

1. Click on the image.

The photo will be displayed in a separate window, which can be closed

independently of the main application.

To add an image to the property:

1. Click the browse button and locate the image of the property.

The image to be uploaded must be in JPG format and no more than 640 x 480 pixels in size. Duplicate images will not be saved by the application.

2. Type a caption for the image by deleting - none - under the image and enter

the image caption.

The date and time the image was uploading to the property will display below

the caption.

3. Click the save button.

The photo will be updated.

To choose a main photo for the property:

1. Click the radio button underneath the photo that should

appear on all property reports and screens that include a photograph.

The first photo loaded will default to the main photo which will appear on the

Property Summary Report.


29 January, 2015 Page 59 - 59 -

To delete a photo from the property:

1. Check the delete box underneath the photo you wish to

delete.


the selected photo.


To add a document to the property:

1. Click the browse button and locate the document for the property.

The document to be uploaded must be in doc, xls, docx, xlsx or pdf format.

Duplicate documents will not be saved by the application.

2. Type a caption for the document by deleting - none - under the icon and enter

the document caption.


The document will be updated.



property.

Icon Indicates



JPG

jpeg

png

gif

60

Documents attached.


txt

doc

docx

xls

xlsx

pdf



JPG

jpeg

png

gif

txt

doc

docx

xls

xlsx

pdf

Uploading photos to SPM Assets

1) Take the photograph(s)

2) Compile an email with the subject heading as the Property Code of the Property

Record that the photograph(s) are to be attached to

3) Attach the photograph(s) to the email - limited by the capacity of the email server

4) Address and sent the email to <client_code>@assets.spmapplications.com

In SPM Assets select the Property Record the photograph(s) were emailed to.

1) Browse to the docs and photos


29 January, 2015 Page 61 - 61 -

2) Select Link Photos from the drop down box.

The following prompt will appear.

3) Click ok to link the photograph(s).

The photograph(s) will display.

Downloading Media Files

Select a Single Property (on page 15)

To download all media files for the selected property:


2) Click docs and photos

62

The Documents and Photos screen will be displayed. The latest photo will display

first.

To download the media files:

1. Click on the download button at the bottom right of the screen.

A pop up will display for opening the media zip file.

All media files associated to the selected property will download into

the temporary file.

2. Click ok on the pop up.


29 January, 2015 Page 63 - 63 -

The media files will display.

The files are labelled with the property code first and then the file name. If it is

a component file it will be labelled with the property code, the component code

and then the file name.

64

View/Edit Component Workspace

The component workspace allows components from either a single or multiple property

selection to be viewed, edited or added.

Filtering options provide the ability to focus user selections and display a subset of the initial component listing. The records in the workspace grid can then be further edited or analysed.

Before using this procedure, it is necessary to display a list of properties using quick search (see "Select Properties via Quick

Search" on page 10) or select by categories (see "Select

Properties via Category" on page 5) or full search (see "Select Properties using Full Search" on page 12) or saved selections (on page 18).



To view, filter, edit or add components for the selected properties:


2) Click comp. workspace.


29 January, 2015 Page 65 - 65 -

The Component Workspace will be displayed:

To filter components for the selected properties:

By filtering the component selection it is possible to focus on a specific component

listing.

All dropdown lists will have a default value of ALL.

1. Select an option from one of the dropdown lists at the top of the screen.

The component workspace will be redisplayed, but the list will be restricted to the

only those components that match the new selection.

2. Make further selections from the dropdown lists to continue the filtering

process.

3. Remove filter options by selecting ALL from the appropriate list.

66

To edit components for the selected properties:

Only cells coloured white when clicked can be edited. The cells coloured blue when

clicked cannot be modified.

1. Click into the white cell whose contents are to be modified.

2. Type over the existing data.


Changes can be made to multiple records before saving.

To add standard components to the selected property:

1. Click the add button.

An additional row will be displayed above the component grid:

Only one additional component can be added to a single property at a time.

2. Select the property from the property code dropdown list.

3. Select a component group, component type and component from the dropdown

lists.

4. Complete component attributes by entering required information into the

empty white cells.

Ensure that at least all mandatory fields are completed: location, quantity,

condition grade.


If the record has been saved successfully it will be added to the list contained

in the main component grid.

For an unsuccessful save, the record will remain above the main grid.

Take care not to duplicate the component group, component type, component and

location of an existing record as this will result in a duplicate record error.

To add special components to the selected property:

1. For special components, special should be selected for both the component group

and component type.

2. A component description must also be entered.


29 January, 2015 Page 67 - 67 -

To display next and previous components for the selected properties:

If more than 100 components are selected, two additional buttons will appear.

The next and prev buttons enable scrolling through successive lists of 100

component records.

To calculate the quantities of components for the selected properties:

By filtering the component selection it is possible to calculate on a specific

component listing.

All dropdown lists will have a default value of ALL.

1. To calculate the quantity of Floor Finishes (as in the example below), select the

type Floor Finishes from the dropdown lists at the top of the screen.

2. Click sum on the bottom tool bar.

3. A window will appear with the summary calculation.

It shows the unit of measure, the number of lines selected, the minimum

quantity, the maximum quantity and the sum of the quantities.

To download data to a .csv file:

1) Click the csv button

68

Depending on your browser and browser settings you may need to confirm your download by clicking an information bar near the top of the screen. If your security settings allow you can add the site url to your 'trusted sites' so you will not need to confirm your

downloads every time. If not see your system administrator.

2) Select the save to disc option

3) Click OK

Your file will be downloaded to a location defined by your computer setup.

The text on the download dialogue box will indicate the file location.

4) Open the file in your spreadsheet software

Graphical Analysis

The component workspace also provides graphical analysis of the selected components.

A bar graph can be generated to plot either the number of components or the replacement cost of the components, compared to a selected component attribute.

To display graphical analysis of the workspace selections:

1) Click the plot button.

2) Display required components subset.

3) Select the elements to be plotted on a bar graph from the values and the labels

dropdown lists.

The component attribute to be measured is selected from the labels list.

The graphical output will be totalled by either the number of components or by the

replacement cost of the items, as selected from the values list.

4) Click the plot button.

5) The graphical output screen will be displayed:


29 January, 2015 Page 69 - 69 -

Reorder the component lists by clicking on a column heading.

6) Click the data button to return to the component workspace screen.

70

Chapter 3

Analysis

Data analysis requires that property component information or quality standards data has been collected for a group of properties.

The analysis toolset can assist with the forecast of future component renewals and strategic level of service planning.

Chapter 3 Analysis 71

29 January, 2015 Page 71 - 71 -

Analysis Methodology

For all properties within a portfolio, one of the most important requirements for

effective renewals planning is the accurately predicting the rate of deterioration for each property component.

The analysis module provides a variety of tools to assist with the planning of asset

renewals. However, to gain most benefit from the available planning tools, the basic theory supporting the different predictive modelling options should be understood.

SPM Assets has a choice of deterioration models: condition based analysis, condition-age

based analysis, age based analysis, remaining life-condition based analysis,

condition-maintenance based analysis, condition-age-maintenance based analysis or

eXcluded. A deterioration model can be selected for each component reference in the

Administration module and the combination of all selected deterioration models will

underpin the graphical output of the lifecycle analysis (see "Analysis of Lifecycle" on page

74) model.

The SPM Assets home page will display the selected deterioration model. If a single

deterioration model has been applied to all component references within the database then that chosen deterioration model will be displayed on the home page. If more than one deterioration model has been applied to the component references in the database

then reference defined will be shown.

Business Rules

If the component survey year and construction year are not available, the survey date

and the construction year of the property will provide substitute values.

Condition Based Analysis

Condition based analysis considers the assessed condition of component at a point in time and calculates a remaining life using a deterioration curve along with other attribute information such as an expected life range and criticality factors. The

deterioration curve is such that a component will remain in condition grade one for

approximately 45% of its expected life. It will then deteriorate according to the table below.

Condition Very Good Good Moderate Poor Very Poor

72

Condition Grade C1 C2 C3 C4 C5

% of Base Life Remaining 100 - 55 54 - 37 36 - 25 24 - 11 10 - 0

The condition based analysis does not consider the age of the component when

calculating a remaining life.

Condition-Age Based Analysis

Condition-age based analysis considers the age of the component when calculating a

remaining life. This deterioration model follows the same methodology as the condition based analysis with age as an additional factor.

The age of the component is used to determine where it lies on the deterioration curve within the assessed condition grade giving an added level of sophistication to the

calculated remaining life. For example, a new component in terms of its age in relation to its expected life in very good condition will be closer to the beginning of the deterioration cycle (100% base life still remaining), while an older component of the same condition will be closer to the maximum 45% deterioration (55% base life still remaining);

The deterioration model is particularly useful for components that have a long

expected life, i.e. a component with a 50 year based life in very good condition could have a remaining life of somewhere between 28 and 50 years when only considering its condition.

The example below show the difference between condition and condition-age based analysis.

Condition Based Analysis Condition-Age Based

Analysis

Example 1 Example 2 Example 1 Example 2

Construction year 2008 1963 2008 1963

Current year 2008 2008 2008 2008

Age 0 45 0 45

Base life 100 100 100 100

Condition grade 100% C1 100% C1 100% C1 100% C1

Approx renewal date 01 Jan 2108 01 Jan 2108 01 Jan 2108 01 Jan 2063

Condition-Maintenance Based Analysis

Condition-maintenance based analysis considers the effect applied maintenance regimes have on the expected life of a component. The methodology is the same as the condition based analysis utilising the adjusted expected life factors.

Condition-Age-Maintenance Based Analysis


29 January, 2015 Page 73 - 73 -

Condition-age-maintenance based analysis considers the effect applied maintenance regimes have on the expected life of a component. The methodology is the same as the condition-age based analysis utilising the adjusted expected life factors.

Age Based Analysis

Age based analysis considers the construction year of the component and calculates a remaining life using the expected life range and criticality factors of the component.

Remaining Life-Condition Based Analysis

Remaining life-condition based analysis firstly considers the assessed remaining life of the component when calculating its remaining life. If an assessed remaining life is not provided the condition based analysis is used to calculate its remaining life.

eXcluded Analysis

Excluded based analysis excludes the component from the lifecycle analysis.

74

Analysis of Lifecycle

The lifecycle analysis provides a graphic illustration of the required renewals

expenditure of components within a selection of properties. Analysis based on the remaining life of each component and the analysis methodology (on page 71) that has been selected.

SPM Assets provides a lifecycle analysis for a range from 5 to 100 years. The analysis splits expenditures into CAPEX and OPEX items depending on the opex/capex threshold chosen and the component expenditure setup (see "Create/Edit

Components" on page 97) of each component.

Gain greater confidence in longer term renewal and maintenance planning.

Use cost forecasting to provide a framework for future budgets.

Outline possible trends and "spike" years in the future. Spike years can then be

avoided by allocating renewal works to years that are below the average

expenditure.

Long term projections (20 - 100 years) can demonstrate trends in renewal

expenses. A rising expense trend may illustrate the ageing of assets or the need

for a more pro-active maintenance program.

csv files can be downloaded with figures at a component level. These can be used

for further off-line analysis .

A printout of graphical analysis and component details can be obtained by

downloading to a pdf file.

Before using this procedure, it is necessary to display a list of properties using quick search (see "Select Properties via Quick Search" on page 10) or select by categories (see

"Select Properties via Category" on page 5) or full search (see "Select Properties using Full Search" on page 12) or saved selections (on page 18).

Before using this procedure, you must have up-to-date component information (see "View/Edit Components" on page 32) for each property included in the analysis.

If a construction date is prior to 1800 the system will default to

the current year.

To run a lifecycle analysis on the selected properties:

1) Click ANALYSIS in the main navigation bar.

2) Click lifecycle.


29 January, 2015 Page 75 - 75 -

The Life Cycle Analysis screen will be displayed:

The first year displayed in the graph will be the earliest component survey year.

To alter the number of future years included in the graph, select the duration years

from the years in expenditure profile dropdown list at the bottom left of the screen.

The number of years displayed will start from the current year and will extend

according to the numbers of expenditure years selected.

The default expenditure profile is 25 years.

By setting an opex/capex threshold, all components with a renewal cost lower than

the threshold value will be categorised as OPEX items.

This will override a CAPEX setting defined in component configuration (see

"Create/Edit Components" on page 97).

The default threshold is $500.

If an analysis for multiple properties has been run, clicking on a single property

will display the analysis for the components of just the selected single property.

Clicking on back to property selection link will redisplay the summary output for

multiple properties.

Rows can be sorted by clicking on the column headings.

If column heading for the year 2013 is clicked, the properties with the highest

projected expenditure in 2013 will move to the top of the list.

The default order is an alphabetical sort of the combined property code and

property name.

The base data and associated forecasts are static so when a component is forecast for replacement within a specific year, it remains that way until the data is changed. This is why you often have

expenditure showing up in past years when survey data becomes a few years old.

76

The Deferred Renewal functionality allows for the first year in the profile to be set and then anything forecast for replacement prior to that year is combined into Deferred Renewal which displays as a red bar.



Depending on your browser and browser settings you may need to confirm your download by clicking an information bar near the top of the screen. If your security settings allow you can add the site url

to your 'trusted sites' so you will not need to confirm your

downloads every time. If not see your system administrator.


3) Click OK




Chapter 4 Reporting 77

29 January, 2015 Page 77 - 77 -

Chapter 4

Reporting

The report function allows application data to be output in a variety of universal formats.

Once exported to a .csv format, further analysis can be completed external to the SPM Assets application.

PDF files can be printed or saved as a high quality presentation format.

78

Report Printing Options

Before using this procedure, it is necessary to display a list of

properties using quick search (see "Select Properties via Quick Search" on page 10) or select by categories (see "Select Properties via Category" on page 5) or full search (see "Select Properties using Full Search" on page 12) or saved selections (on page 18).

To print a hard copy report:

1) Click on the Print button. A print dialog box will be displayed.

2) Click Print or OK depending on your setup.

To download a .pdf file:

1) Click the pdf button.

The pdf output will display on screen, replacing the analysis or reporting output.

2) Use the pdf toolbar above the report to print or save the file.

3) Select an option from the Navigation Menu to return to the main application.



Depending on your browser and browser settings you may need to confirm your download by clicking an information bar near the top of

the screen. If your security settings allow you can add the site url to your 'trusted sites' so you will not need to confirm your downloads every time. If not see your system administrator.


3) Click OK





29 January, 2015 Page 79 - 79 -

Report on Properties

The Properties report produces a list of the selected properties with options to print as

a PDF report or to download to a csv file. Once the data has been output to csv format, it is possible to generate organisation specific graphs and reports, or to include component information by also running the components report (see "Report on Components" on page 81).

If the Application Settings parameter REPORT_COSTS_HIDDEN is set to

TRUE report costs will not be displayed.

This may be useful if the report is to be distributed to an external party and confidential cost information should not be revealed.

Once the parameter is set back to FALSE, report costs will be

redisplayed.

If the parameter OPTION_OTHER_VALUATION If set to TRUE, additional

valuation fields such as market value, insurance value and capital land value will be displayed.

If set to FALSE, valuation data will not be displayed.

To run a properties report on the selected properties:

1) Click REPORTING in the main navigation bar.

2) Click properties.

80

The Report Properties screen will be displayed:


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Report on Components

The Components report can provide an instant breakdown of components within a

particular property (for example, a unit or house) or provide a breakdown of components that make up an entire portfolio (for example, housing community village for the elderly).

It provides information on all component information such as condition, base life, quantity, unit rate and confidence factors. This can be used to assist decision makers in the following areas:

Provides information on each property including the condition at a component

level.

Assists in locating problems or trends in a portfolio. For example if a poor condition

paint finish is found on one property, this can easily be compared to other

properties. If the problem exists in only one property it suggests that particular

property may have more wear and tear (maybe poorer quality tenants) or needs

more maintenance (more exposed to sun and paint deteriorates quicker).

Using spreadsheet filters it is possible to quickly check the condition of particular

components. Finding a high quantity of components in condition grade 5 may

indicate that the property or portfolio is in poor condition and improved

maintenance and/or renewal plans are required.




Once the parameter is set back to FALSE, report costs will be redisplayed.

To run a component report on your selected properties:


2) Click components.

82

The Report Components screen will be displayed:


29 January, 2015 Page 83 - 83 -

Report on Summary

The Property summary report creates an overview report for a single property.

The report has four main sections.

The first part includes some basic details about the property:

Name and code from the property screen (see "View/Edit Property" on page

24)

CRV, DRC and residual from the valuation screen

A photo from the photo screen (see "View/Edit Documents and Photos" on

page 57)

Description and appraisal comments from the comments screen (see

"View/Edit Comments" on page 53)

The second part has condition information

Condition comments entered on this screen

A bar chart showing the value of components by condition grade, summed from

the components screens (see "View/Edit Components" on page 32)

The third part has expenditure information:

Expenditure comment entered on this screen

A bar chart showing the 20 year lifecycle analysis (see "Analysis of Lifecycle"

on page 74) with 10 and 20 year average expenditures

The fourth part is a list of components that are partially or entirely in condition grade 4 or 5 (poor to very poor condition).

If the selected property is a ground, this list will also contain any underlying block

and unit components in condition grade 4 or 5.

If the property is a block, the list will also contain any underlying unit components

in condition grade 4 or 5.




Once the parameter is set back to FALSE, report costs will be redisplayed.

If the OPTION_SUMMARY_WORKORDERS parameter is set to TRUE, an

additional section will be displayed listing workorders related to this property selection.

If the selected property is a ground, this list will also contain any underlying block and unit workorders.

If the property is a block, the list will also contain any underlying unit workorders.

If the OPTION_SUMMARY_PROJECTS parameter is set to TRUE, an

additional section will be displayed listing projects related to this property

selection.

84

If the selected property is a ground, this list will also contain any underlying block and unit projects.

If the property is a block, the list will also contain any underlying unit projects.

A single property should be selected by using one of the methods outlined in property selection (on page 5).

If a single property has not been ticked, details for the first property in the selection list (see "Using the Selection Screen" on page 16)

will be displayed.

To run a property summary report on the selected property:


2) Click summary.

The Report Summary screen will be displayed:


29 January, 2015 Page 85 - 85 -

Basic property information:

86

Condition and expenditure information:

To enter a comment for the condition information:

1. Click on the condition heading over the comment box.

2. Enter the comments in the outlined box that appears

3. On completion, click anywhere else on the screen and the comment will be

saved.

To enter a comment for the expenditure information:

1. Click on the expenditure heading over the comment box.

2. Enter the comments in the outlined box that appears

3. On completion, click anywhere else on the screen and the comment will be

saved.


29 January, 2015 Page 87 - 87 -

Poor and very poor component information:

Work Order and Project information:

Property Summary Field Descriptions

General property information

Field Description

name: Name of the property.

code: A property code can be an abbreviation of the name or some other alpha and/or numeric code.This code

must be unique.

address: Property street address.

constr. year: The construction year of the property.

floor area: Floor area in square metres.

survey date: Date of the latest survey.

values:

88

Field Description

CRV: Capital Replacement Value.

DRC: Depreciated Replacement Cost.

residual: A cost measure of the "unseen" or "non-surveyable" assets.

std. components: Value of standard components.

spc. components: Value of special components.

CGI: Condition Grade Index (CGI) is the average condition grade of assessed components weighted by their gross replacement cost.

If less than 2.0, it’s likely that the building is in a good to very good condition with only a few components in a poorer condition.

A CGI of less than 1.5 suggests that the building is in

a very good condition without any component in a poorer condition.

If greater than 2.5, then there is a higher proportion of components in a poorer condition.

Chapter 5 Administration 89

29 January, 2015 Page 89 - 89 -

Chapter 5

Administration

Configuration of the administration module must take place before the application can be used for planning purposes.

Standard reference data and preferential settings must be set up to reflect your particular organisational requirements.

90

References

The items or structures defined within the references section will dictate field values

and formats of other modules of the main application.

The following items are stored as references and should be created prior to using the main application:

Category 1, 2 and 3

Component groups, component types and components

Data sources

Lookup values

Property standards

Activities and programmes (for Project-Planning)

application settings (user defined field labels and settings)

When dealing with the items in the reference section it is important to understand

that deletion of a structure may have a cascading effect on other records contained in the application.

Deletion of a component group will delete associated component types and components.

Deletion of standard components will also delete any related property components

Confirmation of references deletion will be requested by a pop-up warning message.

Think carefully before continuing with this function.

There are a few tools that are common to all tasks within the References section:

refresh button Clicking this button will update the tree structure if new reference items have been added, changed or deleted.

On entering the references section, a message "loading now" will be displayed while the tree structure is being built. A modified tree structure will not be automatically

generated when changes are saved - the refresh button must be clicked to display the latest version.

search button Search for a text string within the category,

component, data source and property standards reference structures.

To search for text:

1) Click the search button.


29 January, 2015 Page 91 - 91 -

2) The Search in Reference Data screen will be displayed:

3) Enter your search text in the space provided.

4) Click the search button to the right of the text field.

Search results will be listed within each category:

Create/Edit Categories

If the setting OPTION_PARTIAL_TREE is set to TRUE, each

property category will load individually .

If set to FALSE, all property categories will load on selection of the references module.

To create or edit categories:

1) Click ADMIN in the main navigation bar.

2) Click references.

92

The reference structure will be displayed:

3) To view or change category 1 items, click on the plus sign next to the word

Categories.

The tree structure will be expanded and the existing category 1s displayed:

4) Click on the word Default.


29 January, 2015 Page 93 - 93 -

A matching list of the category 1 names will appear to the right:

To edit an existing category 1:

1. Make the desired changes to the category 1 names.

2. Click save.

To create a new category 1:

1. Type the name of the new category 1 in the blank field at the top of the

categories list.

2. Click Save.

To ensure that changes are reflected in the reference tree, click on the refresh button.

To edit or create a second level category

1) Click on the plus sign next to the name of the higher level category 1.

In this example we will click on the plus sign next to Community Services.

The tree structure will be expanded and the existing category 2s for Community

Services will be displayed:

2) Click on the name of the top level category 1.

In this example we will click on Community Services.

94




2. Click save.



categories list.

2. Click save.


To edit or create a third level category

1) Click on the plus sign next to the name of the higher level category 2.

In this example we will click on the plus sign next to Area Offices.


29 January, 2015 Page 95 - 95 -

The tree structure will be expanded and the existing category 3s for Area Offices

will be displayed:

2) Click on the name of the higher level category 2.

In this example we will click on Area Offices.




2. Click save.



categories list.

2. Click Save.


To delete existing categories

1) Tick the boxes next to the items for deletion.

2) Click delete.

A pop-up dialogue box will be displayed:

3) Click OK to confirm the deletion, otherwise cancel.

96

To exclude existing categories from System Selected Reports

Some reports generate without a selection requirement which means all the categories in a database are included. An exclude functionality is available so certain categories can be tagged as excluded which will exclude all data within the selected categories from specific reports.

Selection cascades down so if one Category 1 is selected all of its sub categories will be excluded.

1. Tick the boxes next to the items to be excluded from the reports.


29 January, 2015 Page 97 - 97 -

2. This will automatically save and cascade down to the linked categories.

Create/Edit Components

The standard component information contained in the reference section will be used whenever a standard component is added to a property. Once the component has been added to a property, any changes to the standard will not automatically be

reflected in the property.

Many standard component groups, component types, and

components have been pre-loaded as industry standards. Changing these values is not recommended unless you have a very specific reason.

Deletion of standard components will also delete any related property components.

Confirmation of component deletion will be requested by a pop-up

warning message. Think carefully before continuing with this function.

To create or edit component groups, component types and components:


98



To edit or create component groups:

1) Click on the plus sign next to the word Components in the reference structure.

The tree structure will be expanded and the existing component groups displayed:

2) Click on the word Default in the reference structure.


29 January, 2015 Page 99 - 99 -

A matching list of the component groups will appear to the right:

To edit an existing component group:

1. Make the desired changes to the component group codes and names.

2. Click save.

To create a new component group:

1. Type the name of the new component group in the blank field at the top of the

list.

2. Click save.


To edit or create component types

1) Click on the plus sign next to the name of the higher level component group.

In this example we will click on the plus sign next to External Fabric.

100

The tree structure will be expanded and the existing component types for External

Fabric will be displayed:

2) Click on the name of the component group that has the component type to be

changed. In this example we will click on External Fabric.

A matching list of the component types will appear to the right:

To edit an existing component type:

1. Make the desired changes to the component type codes and names.

2. Click save.

To create a new component type:

1. Type the name of the new component type in the blank field at the top of the

list.

2. Click save.


29 January, 2015 Page 101 - 101 -


To edit or create standard components

1) Click on the plus sign next to the name of the higher level component type.

In this example we will click on the plus sign next to External Walls.

The tree structure will be expanded and the existing component types for External

Walls will be displayed:

2) Click on the name of the component type that has the component to be changed.

In this example we will click on External Walls.

102

A matching list of the components will appear to the right:

To edit existing component codes and names:

1) Make the desired changes to the component codes and names.

2) Click save.


To edit existing component details:

1) Click on the edit link next to the component name or click on the name of the

component in the reference tree.


29 January, 2015 Page 103 - 103 -

The component detail screen will be displayed:

2) Make the desired changes to the component values (see "Reference

Component Field Descriptions" on page 105).

3) Click save.

To update a component globally:

1) Tick the appropriate box.

2) Click sync. This will change the entire database to the new details. It will

overwrite any individually entered information.

3) The following message will display on the screen when the update is complete.

104

Components that have been changed via sync cannot be reversed.

Ensure that the details are correct before clicking SYNC.

This function is only available to Admin Users and should only be used with caution.

To create a new component:

1. Type the code and name of the new component in the blank box at the top of

the component list.

2. Click save.


1. Click on the edit link next to the new component or click on the name of the

component in the reference tree.

The component detail screen will be displayed.

2. Make changes to the component fields values.

3. Click save.

To delete standard component items:


2) Click delete.




29 January, 2015 Page 105 - 105 -

Reference Component Field Descriptions

Mandatory fields are marked with an asterisk (*):

Valuation type information

structural: Components included in the valuation.

detached: Chattels or moveable components excluded from the valuation.

other: Other components, excluded from the valuation.

Expected Life information

base life: Expected life of the component in years.

base life upper: Upper end of the expected life range of the component in years.

base life lower: Lower end of the expected life range of the component in years.

comment: A comment regarding the base life details for this standard component.

Changing base life values is not recommended unless there is a very specific reason.

Analysis method: The analysis method to be used in project-planning

and lifecycle analysis (see "Analysis of Lifecycle" on page 74)


safety: How critical the component is from a safety perspective.

appearance: How critical the component is from an appearance

perspective.

consequence: How critical the consequences of failure would be.

PQS Significance: The Property Quality Standards significance of the component.

The PQS significance is used to measure the condition

performance of a component when analysing Property Quality Standards.

Safety, appearance, consequence of failure criticalities and PQS significance are measured on scale between low and high.

calc: A value calculated from the safety, appearance and consequence criticalities, as a suggested PQS significance.

comment: A comment with regard to the criticality of this standard component.

Replacement Cost information

base ($) The replacement cost of the component per unit of measure.

106

Changing the component replacement cost is not recommended unless there is a very specific reason.

low ($) The lowest estimate of replacement cost of the component per unit of measure.

high ($) The highest estimate of replacement cost of the component per unit of measure.

expenditure category

Capex or opex as identified in the lifecycle (see "Analysis of Lifecycle" on page 74) and scenarios analyses.

unit of measurement

The purchase or calculated unit of measure for the component.

Typical unit of measure choices are [no (number), m (metres), m2 (square metres), m3 (cubic metres), sum (each or an aggregate)].

description low A description of the component at the low end of the replacement cost range (lower quality, bought in bulk, shorter base life, etc.).

description high A description of the component at the high end of the replacement cost range (higher quality, specialty item, longer base life, etc.).

comment A comment regarding unit rate for this standard component.

Sync Component Data

base life range Expected life of the component in years.

unit rate The replacement cost of the component per unit of measure.

unit of measurement

The purchase or calculated unit of measure for the component.

criticalities Appearance, Consequence, Safety, and PQS significance criticalities.

Create/Edit Data Sources

Data sources are selected in the component screen (see "View/Edit Components" on page 32) or the component workspace (see "View/Edit Component Workspace" on page 64) to identify the source of the component condition information.

To create or edit data sources:



29 January, 2015 Page 107 - 107 -



3) To view or change data sources click on the words Data Sources in the reference

structure.

A list of the data sources will appear to the right:

To edit existing data sources:

1. Make the desired changes to the data source names.

2. Click save.

108

To create a new data source:

1. Type the name of the new data source in the blank box at the top of the list.

2. Click save.

To delete data sources:


2) Click delete.



Create/Edit Lookup Values

Lookup values are selected in the property screen (see "View/Edit Property" on

page 24) to identify the owner or the function of the property.

To edit or create lookup values:





29 January, 2015 Page 109 - 109 -

3) To view or change lookup values click on the plus sign next to the words Lookup

Values in the reference structure.

The tree structure will be expanded and the existing lookup values displayed to the

right.

There are 10 types of Lookup values:

1. Property Function

2. Property Owner

3. Property data capture organisation

4. Property data capture name

5. Component Owner

6. Component Management

7. Component Contractor

8. Project Driver

9. Project Contractor

10. Property Management

To edit existing lookup values:

1. Click on the word PRP-Function to display the existing property functions

110

2. Or click on the word PRP-Owner to display the existing property owners

3. Or click on the word PRP-DATA-CAPT-ORG to display the existing organisations

4. Or click on the word PRP-DATA-CAPT-NAME to display the existing surveyor

names

5. Or click on the word CMP-Owner to display the existing component owners

6. Or click on the word CMP-Management to display the existing component

managers

7. Or click on the word CMP-Contractor to display the existing component

contractors

8. Or click on the word TSK-Driver to display the existing project drivers

9. Or click on the word TSK-Contractor to display the existing project contractors

10. Or click on the word PRP-Management to display the existing property

managers

11. Make the desired changes to the lookup fields.

12. Click save.

To create a new lookup value:

1. Type the code and name of the new lookup value in the blank field at the top of

the either the function or owner list.


29 January, 2015 Page 111 - 111 -

2. Click save.

To delete lookup values:


2) Click delete.



113

Index

A

Access SPM Assets ................................... iii

Administration ......................................... 89

Alternate Component Views .............. 41, 45

Analysis ................................................... 70

Analysis Methodology .................. iv, 71, 74

Analysis of Lifecycle ... 71, 74, 83, 105, 106

C

Create/Edit Categories ............................. 91

Create/Edit Components .. 32, 37, 74, 75, 97

Create/Edit Data Sources ........... 41, 45, 106

Create/Edit Lookup Values ........ 29, 30, 108

D

Docs Tab .................................................. 49

Downloading Media Files ........................ 61

G

Graphical Analysis ................................... 68

H

History and Projects Tabs ........................ 47

I

Info Tab .................................................... 46

P

Property Field Descriptions ............... 17, 27

Property List Descriptions ......................... 8

Property Selection ........ 5, 24, 32, 53, 57, 84

Property Summary Field Descriptions ..... 87

R

Reference Component Field Descriptions

.................................................... 103, 105

References ................................................ 90

Refresh Property Selection ........................ 5

Report on Components ...................... 79, 81

Report on Properties ................................ 79

Report on Summary ................................. 83

Report Printing Options ........................... 78

Reporting ................................................. 77

S

Saved Selections ... 7, 11, 12, 15, 16, 18, 27,

64, 74, 78

Search Criteria ......................................... 13

Select a Property via Hierarchy Search ...... 9

Select a Single Property ............... 15, 16, 61

Select Properties using Full Search ...12, 15,

16, 19, 27, 64, 74, 78

Select Properties via Category. 5, 15, 16, 19,

27, 64, 74, 78

Select Properties via Quick Search ....10, 15,

16, 19, 20, 27, 64, 74, 78

Special Component Field Descriptions ....41

SPM Assets Interface ............................... iv

Standard Component Field Descriptions ..37

U

Uploading photos to SPM Assets .............60

Using the Hierarchy View ...... 10, 18, 20, 28

Using the Selection Screen .... 16, 24, 32, 53,

57, 84

V

View/Edit Comments ......................... 53, 83

View/Edit Component Workspace ....46, 64,

106

View/Edit Components ... 13, 32, 45, 74, 83,

106

View/Edit Documents and Photos ...... 57, 83

View/Edit Property ............... 13, 24, 83, 108

Viewing and Editing .................................23