Condition

Determining the condition of owned and managed properties is necessary to allow for repairs and maintenance works to be priced, prioritised and planned. The condition data gathered allows strategic decision-making in determining the best course of action in terms of repair, replacement or improvement of the portfolio. This enables valuable resources and funding to be targeted where they are most needed and therefore reducing the effects of unsatisfactory properties on building users.

Select from the following to manage condition records:

Adding or Editing a Condition Record

Condition records can be added to asset, asset system, component, tree and composite records.

To add or edit a condition record:

Search for and open the relevant asset, asset system, component, tree or composite record.

You can also search for the existing Condition Record directly if you want to open an existing record.

Click the New Condition Record option in the Tasks panel.

Alternatively, click the Condition option in the Associated Items panel, and then double-click the relevant record.

The Condition Record Editor is displayed.

Enter or edit the relevant details.

The fields on the Condition Record Editor are described in the following table:

This field	Holds this information...
Priority	The priority of the condition record. This is denoted by the first character in the Priority field on the Condition Detail tab.
Condition	The condition of the item. This is denoted by the first character in the Condition field on the Condition Detail tab.
Score	The condition score. This is based on the score calculated on the Condition Scoring tab.
Component/Asset/Tree	The component, asset or tree. If the condition record was created from the component, asset or tree record, this is populated automatically.
Location	The location of the component, asset or tree. If the condition record was created from the component, asset or tree record, this is populated automatically.
Survey	The condition survey. This is populated automatically if New Condition Record was selected from the Tasks panel in the Surveyor Workspace.
Recorded On	The date that the condition was recorded.
Recorded By	The person who recorded the condition.
Current Record	Whether this is a current condition record. If deselected, the record will not display in search results unless the 'Include Archived' option is selected.
Is Key Element	Whether this is a key element, as defined on the General Details Tab in the Element List reference data (accessed by navigating to Maintenance > Condition > Condition).
Project Link	A user-defined project reference, if required.
Accessible	The accessibility of the item. Note: These can be defined in Accessible Reference Data (accessed by navigating to Maintenance > Condition > Condition).

Enter or edit the details on the Condition Detail, Lifecycle Costing and Condition Scoring tabs as appropriate.

Click Save.

Recording Condition Detail

Use the Condition Detail tab to record specific information about the condition.

The fields on the Condition Detail tab are described in the following table:

This field…	Holds this information...
Condition Record Number	The condition record number. This is generated automatically if the Condition Record Auto Unique Number setting is set to 'True' in System Options.
Condition	The condition band of the item. These can be defined in Condition Bands Reference Data (accessed by navigating to Maintenance > Condition > Condition).
Decoration Condition	The condition of the decoration of the item. These can be defined in Condition Bands Reference Data (accessed by navigating to Maintenance > Condition > Condition).
Secondary Code	The secondary code of the item. These can be defined in Secondary Codes Reference Data (accessed by navigating to Maintenance > Condition > Condition).
Priority	The priority of the item. If using Department for Education (DfE) priorities, this is updated automatically when the Life Remaining field is entered. These can be defined in Priority Type Reference Data (accessed by navigating to Maintenance > Condition > Condition).
Action Type	The action required for the item. These can be defined in Condition Actions Reference Data (accessed by navigating to Maintenance > Condition > Condition).
Monetary Value	The value of the item. This is populated automatically base on any work estimates associated with the item.
Work Estimate	The work estimate. Click the link to display the Work Estimate List screen. Refer to Manage Work Estimates for further information.
Responsibility	The party responsible for the condition of the item. These can be defined in Responsibility Reference Data (accessed by navigating to Maintenance > Condition > Condition).
Life Remaining	The number of years remaining that the item has in its current condition.
H&S Item	Whether the item is a health and safety item.
Defects	Any defects of the item. Type in the box and press enter to add a defect. Click the Delete button to remove a defect.
Comments	Any comments on the condition of the item.

Lifecycle Costing

The Lifecycle Costing tab displays a graph displaying the costs associated with the item over time.

The graph takes the following into account when being generated:

The Life Expectancy of the item - this defines the range of the x-axis
All fields on the Lifecycle Costing tab in Element List reference data

Recording Condition Scoring

Use the Condition Scoring tab to manage the scoring system for the condition of the item.

The fields on the Condition Scoring tab are described in the following table:

This field	Holds this information...
Selected	Whether the condition score is enabled. Only records with this check box selected are included in the Condition Score calculation.
Condition Criteria	The condition criteria. These can be defined in Condition Criteria Reference Data (accessed by navigating to Maintenance > Condition > Condition).
Score Description	The score description. These can be defined in Condition Criteria Score Reference Data (accessed by navigating to Maintenance > Condition > Condition).
Score	The score. This is populated automatically depending on the Score Description.
Notes	Any notes on the score. This is populated automatically depending on the Score Description.
Element Weighting	The weighting of the selected item, as defined on the General Details tab in the Element List reference data (accessed by navigating to Maintenance > Condition > Condition).
Total	The total score for the condition criteria. This is calculated by multiplying the Score by the Element Weighting.

Managing Work Estimates

Use the Work Estimate List screen to manage work estimates.

It can be accessed by clicking the Work Estimate link on the Condition Detail tab on the Condition Record Editor.

To add or edit a work estimate:

Click the New button.

Alternatively, double-click an existing record.

The Estimate Rates window is displayed.

Enter or edit the relevant details.

The fields on the Estimate Rates window are described in the following table:

This field	Holds this information...
Rate (drop-down)	The rate. These can be defined in Schedule of Rates Reference Data (accessed by navigating to Functions > Schedule of Rates > SOR.
Task	A description of the task.
Defects	The defects. This is populated automatically if the defects have been defined already on the Condition Details tab. Select the relevant defects that the work applies to.
Rate (text field)	The rate cost. This is taken into account when calculating the Grand Total.
Quantity	The quantity of the item that the work estimate is for. The unit type can be overwritten by clicking the Override Unit Type check box.
Estimated Hours	The estimated hours. This is calculated automatically based on the selected Rate (drop-down), but can be overwritten by clicking the Override Estimated Hours check box and editing the field.
Labour	The labour cost. This is populated automatically based on the selected Rate (drop-down) but can be overwritten by clicking the Override Costs check box.
Material	The material cost. This is populated automatically based on the selected Rate (drop-down) but can be overwritten by clicking the Override Costs check box.
Plant	The plant cost. This is populated automatically based on the selected Rate (drop-down) but can be overwritten by clicking the Override Costs check box.
Total	The Labour, Material and Plant total.
Grand Total	The grand total cost. This is calculated as follows: If the Multiply Costs check box is selected, then: (Rate (text field) x Quantity) x (Material + Labour + Plant) If the Multiply Costs check box is not selected, then: (Rate (text field) x Quantity) + (Material + Labour + Plant)
Override Costs	Whether to override the Labour, Material and Plant fields.
Multiply Costs	Whether to multiply the costs together. If the Multiply Costs check box is selected, then: (Rate (text field) x Quantity) x (Material + Labour + Plant) If the Multiply Costs check box is not selected, then: (Rate (text field) x Quantity) + (Material + Labour + Plant)

Click OK.

Managing Condition Orders

Refer to Adding or Editing an Order for further information.

Managing Condition Jobs

Refer to Adding or Editing a Job for further information.

Condition Reference Data

Refer to Condition Reference Data for further information.

Managing Condition Attributes

Refer to Use Attribute Manager for further information.

Related Topics