Manage Buildings

To add or edit a building:

Do one of the following:

• Search for and open the relevant business unit or site record, and then click the New Building option in the Tasks panel.

  

• Search for and open the relevant existing building, and then click the Click to edit details button in the Summary tab.

• Select an existing building in the Navigator panel and then click the Click to edit details button in the Summary tab.

  

The Building Editor is displayed.

• Enter or edit the relevant details.

The fields on the Building Editor are described in the following table.

This field	Holds this information...
Building Type	The type of building. Note: These can be defined in Building Type reference data (accessed by navigating to Functions > Core > Reference Data > Buildings).
Unique Identifier	A unique identifier for the building. This is generated automatically and cannot be edited.
Number	The building number.
Year Built	The year the building was built. If an exact year cannot be determined, select the Estimated check box.
Name	The name of the building.
Building Age	The age of the building. This is calculated automatically based on the Year Built field.
Description	A description of the building.
Age Category	The age category of the building. Note: These can be defined in Building Type reference data (accessed by navigating to Functions > Core > Reference Data > Buildings).
Listed Building Type	The listed building type. Note: These can be defined in Listed Building Type reference data (accessed by navigating to Functions > Core > Reference Data > Buildings).
Tenure	The tenure of the building (for example: freehold, leasehold). Note: These can be defined in Tenure reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Insurance Schedule	The insurance schedule. Note: These can be defined in Insurance Schedule reference data (accessed by navigating to Functions > Core > Reference Data > Buildings).
Physical Status	The physical status of the building. Note: These can be defined in Physical Status reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Operational Risk	The building's operational risk. Note: These can be defined in Operational Risk reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Global Analysis	The level of global analysis. Note: These can be defined in Global Analysis reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Temporary	Whether the building is temporary. This changes the building icon.
Application Resource	Whether the building is an application resource.
Operational Risk Description	A description of the operational risk. This is populated automatically.
Responsible Person	The person responsible for the building. Click the button and select the relevant person. Note: These can be defined in Responsible Person reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Floor Area	The floor area. This is calculated automatically based on total floor and room areas associated with the building. You can enter your own value, if required, by selecting the Override check box and entering a value.
GIA	The gross internal area of the building. Refer to the GOV.UK website for further information. This is calculated automatically based on total floor and room areas associated with the building. You can enter your own value, if required, by selecting the Override check box and entering a value.
GEA	The gross external area of the building. Refer to the GOV.UK website for further information. This is calculated automatically based on total floor and room areas associated with the building. You can enter your own value, if required, by selecting the Override check box and entering a value.
Perimeter	The length of the building perimeter.
Height	The height of the building.
Number of Storeys	The number of storeys high that the building is.
Is Car Park	Whether the building is a car park.
Temporary	Select tick box to display the Temporary tab. Note: When selected the Temporary tab is displayed and a temporary building can be created.
Energy Performance Exempt	When selected the building will become exempt from the Energy Performance Certificate. Note: When selected, the banner for the Energy Performance Certificate will not be displayed under Manage Units > Add or Edit a Unit and Manage Lease > Manage Lease Records
Comments	Any relevant comments.
Physical/Invoice/Postal/Trade	Select from the drop-down list to display the physical, invoice, postal or trade address for the business unit. Double-clicking in the field displays the Edit Address Details window, where you can edit the details for the address type.
Site	The site that the building is in. This is populated automatically.
Business Unit	The business unit that the building is in. This is populated automatically.

• Click Save.

New buildings are then added to the Navigation panel on refreshing.

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Sub blocks are used for dividing up a building into specific regions, or where the building is comprised of different types of structure requiring different types of maintenance and assessment to that of the main building. Sub blocks are always linked directly to a parent building. A parent building may be divided up by many sub blocks or none at all.

To add a sub block to a building:

Do one of the following:

• Click the New Sub Block option in the Tasks panel when a building record is open.

  

• Click the Sub Block(s) option in the Associated Items panel to display the Sub Block List screen, and then double-click an existing record.
• Search for and open the relevant sub block.

The Sub Block Editor window is displayed.

• Enter or edit the relevant details.

The fields on the Sub Block Editor are described in the following table.

This field	Holds this information...
Unique Identifier	A unique identifier for the sub block. This is generated automatically and cannot be edited.
Number	The sub block number.
Year Built	The year the sub block was built. If an exact year cannot be determined, select the Estimated check box.
Name	The sub block of the building.
Building Age	The age of the sub block . This is calculated automatically based on the Year Built field.
Description	A description of the sub block.
Age Category	The age category of the sub block. Note: These can be defined in Building Type reference data (accessed by navigating to Functions > Core > Reference Data > Buildings).
Listed Building Type	The listed building type. Note: These can be defined in Listed Building Type reference data (accessed by navigating to Functions > Core > Reference Data > Buildings).
Tenure	The tenure of the sub block (for example: freehold, leasehold). Note: These can be defined in Tenure reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Physical Status	The physical status of the sub block. Note: These can be defined in Physical Status reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Operational Risk	The sub block's operational risk. Note: These can be defined in Operational Risk reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Global Analysis	The level of global analysis. Note: These can be defined in Global Analysis reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Temporary	Whether the sub block is temporary. This changes the building icon. Refer to Add a Temporary Building for further information.
Application Resource	Whether the building is an application resource.
Operational Risk Description	A description of the operational risk. This is populated automatically.
Responsible Person	The person responsible for the building. Click the button and select the relevant person. Note: These can be defined in Responsible Person reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Floor Area	The floor area. This is calculated automatically based on total floor and room areas associated with the building. You can enter your own value, if required, by selecting the Override check box and entering a value.
GIA	The gross internal area of the floor. Refer to the GOV.UK website for further information. This is calculated automatically based on total floor and room areas associated with the building. You can enter your own value, if required, by selecting the Override check box and entering a value.
GEA	The gross external area of the floor. Refer to the GOV.UK website for further information. This is calculated automatically based on total floor and room areas associated with the building. You can enter your own value, if required, by selecting the Override check box and entering a value.
Perimeter	The length of the building perimeter.
Height	The height of the building.
Number of Storeys	The number of storeys high that the building is.
Is Car Park	Whether the building is a car park.
Comments	Any relevant comments.
Physical/Invoice/Postal/Trade	Select from the drop-down list to display the physical, invoice, postal or trade address for the business unit. Double-clicking in the field displays the Edit Address Details window, where you can edit the details for the address type.
Site	The site that the building is in. This is populated automatically.
Business Unit	The business unit that the building is in. This is populated automatically.

• Click Save.

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It is possible to set a building as temporary by selecting the Temporary check box on the Building Editor. Temporary Buildings have the same functionality as buildings throughout K2.

Once saved, the building will change icon to represent the different nature of the structure.

It also enables the Temporary Building tab in the Building Editor.

The fields on the Temporary Building tab are described in the following table.

This field	Holds this information...
Make of Building	The make of building. Note: These can be defined in Make Of Building reference data (accessed by navigating to Functions > Core > Reference Data > Buildings).
Number of Bays	The number of bays in the sub block.
Bay Length	The length of the bays.
Bay Width	The width of the bays
Main Use	The main use of the sub block. Note: These can be defined in Main Use reference data (accessed by navigating to Functions > Core > Reference Data > Buildings).
Year First Installed	The year the sub block was first installed.
Year First Sited	The year the sub block was first sited.
Number Of Transfers	The number of times the sub block has transferred.
Actual Age	The age of the sub block in years. This is calculated based on the time between the Year First Installed field and the current year.
Effective Age	The effective age of the sub block. This is based on the Actual Age and Number Of Transfers fields.

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Once a building has been defined as temporary (that is: the Temporary check box is selected on the Building Editor), the Transfer Temporary Building option is displayed in the Tasks panel. You can use this to move the building from one business unit or site to another.

To transfer a temporary building:

• Click the Transfer Temporary Building option in the Tasks panel.

The Building Transfer window is displayed.

• Click the Business Unit and/or Site button as appropriate, and then search for and select the new location of the building.

The Current Effective Age is then automatically obtained from the building data and cannot be edited. The Effective Age After Transfer is also automatically calculated and can be overridden by selecting the adjacent Override check box.

• Click OK to complete the transfer.

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Refer to Add or edit a consent record for further information.

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To add a cost centre to a building:

• Open the relevant building record.

• Click the New Cost Centre option in the Tasks panel.

The Select Cost Centre window is displayed.

• Select the relevant cost centre and then click OK.

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Refer to Add or Edit a Contact for further information.

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To add or edit a restriction or warning:

• Search for and open the relevant building record.

• Click the New Restriction\Warning option in the Tasks panel.

Alternatively, click the Restriction(s)\Warning(s) option in the Associated Items panel and then double-click an existing record to open it.

The Restrictions and Warnings window is displayed.

The fields on the Restriction and Warnings window are described in the following table.

This field	Holds this information...
Category	The category of restriction or warning. Note: These can be defined in Restriction And Warning Category reference data (accessed by navigating to Functions > Core > Reference Data > Restrictions and Warnings).
Comment	Any comments on the restriction or warning. This field is mandatory.
Logged By	The user who logged the restriction or warning. This defaults to the logged-in user but can be amended.
Logged Date	The date the restriction or warning was logged
Input Date	The date the restriction or warning was input. This defaults to the logged-in user on saving and cannot be amended.
Input By	The user who input the restriction or warning. This defaults to the logged-in user and cannot be amended.
Requirements	Any requirements for the restriction or warning. Note: This is populated based on the selected Category and can be defined in Restriction And Warning Requirements reference data (accessed by navigating to Functions > Core > Reference Data > Restrictions and Warnings).
DBS Required	Whether a DBS check is required.
DBS Level	The DBS level required for the restriction. This list is hard-coded and cannot be edited.

• Click OK.

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Refer to Add or edit an incident for further information.

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To add or edit a building's non-domestic energy performance certificate:

• Search for and open the relevant building record.

• Click the New Non-Domestic Energy Performance Certificate option in the Tasks panel.

The Non-Domestic Energy Performance Certificate is displayed.

The fields on the Operational Rating tab are described in the following table.

This field	Holds this information...
Operational Rating	Energy rating given to a building.
Annual Energy Use (kWh/m2/year)	The building's annual energy use in kilowatts per hour per metre squared.
Typical Energy Use (kWh/m2/year)	The building's typical energy use in kilowatts per hour per metre squared.
Energy From Renewables	The percentage of energy used from renewable sources.

• Enter or edit the relevant details on the Operational Rating tab.

• Click on the Information tab.

The fields on the Information tab are described in the following table.

This field	Holds this information...
Reference Number	Displays the certificate number.
Main Heating Fuel	Displays the main heating fuel used for a building.
Building Environment	Displays the environment in and around the building.
Building Emission Rate	Displays the rate of emissions emitted from a building.
Total Useful Floor Area	Displays the floor area in square metres.
Asset Rating	Displays the rating given to an asset.
Primary Energy Use	Displays the amount of energy used to produce one kilowatt of power for the business.
Assessment Software	The software used to process the EPC assessment.
Property Reference	Displays the reference number of the property.
Assessor Name	Displays the name of the assessor.
Assessor Number	Displays the assessor number.
Accreditation Scheme	Displays the accreditation scheme associated with the EPC.
Related Party Disclosure	Displays the related party disclosure.
Employer/Trading Name	Displays the name of the Employer/Trader.
Employer/Trading Address	Displays the address of the Employer/Trader.
Issue Date	Displays the issue date of the EPC.
Nominated Date	Displays the nominated date of the EPC.
Valid Until	The date that the EPC will expire.

• Enter or edit the relevant details on the Information tab.

• Click OK.

Details are displayed on the Non-Domestic Energy Performance Certificate List tab.

The energy performance certificate is displayed on the Building Summary tab.

Archive Certificates

• Click on the Non-Domestic Energy Certification List tab.

• Select a record to be archived.

• Check that Archived becomes active.

The record is removed from the grid.

• Select Yes in the Archived column.

The record is displayed on the grid.

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To add or edit a building's new display energy certificate:

• Search for and open the relevant building record.

• Click on New Display Energy Certificate option in the Tasks panel.

The fields on the Operational Rating tab are described in the following table.

This field	Holds this information...
Operational Rating	Energy rating given to a building.
Annual Energy Use (kWh/m2/year)	The building's annual energy use in kilowatts per hour per metre squared.
Typical Energy Use (kWh/m2/year)	The building's typical energy use in kilowatts per hour per metre squared.
Energy From Renewables	The percentage of energy used from renewable sources.

• Enter or edit the relevant details on the Operational Rating tab.

• Click on the Information tab.

The fields on the Information tab are described in the following table.

This field	Holds this information...
Reference Number	Displays the certificate number.
Main Heating Fuel	Displays the main heating fuel used for a building..
Building Environment	Displays the environment in and around the building.
Total Useful Floor Area	Displays the floor area in square metres.
Asset Rating	Displays the rating given to an asset.
Assessment Software	The software used to process the EPC assessment.
Property Reference	Displays the reference number of the property.
Assessor Name	Displays the name of the assessor.
Assessor Number	Displays the assessor number.
Accreditation Scheme	Displays the accreditation scheme associated with the EPC.
Related Party Disclosure	Displays the related party disclosure.
Employer/Trading Name	Displays the name of the Employer/Trader.
Employer/Trading Address	Displays the address of the Employer/Trader.
Issue Date	Displays the issue date of the EPC.
Nominated Date	Displays the nominated date of the EPC.
Valid Until	Displays the date that the EPC will expire.

• Enter or edit the relevant details on the Information tab.

• Click OK.

Details are displayed on the Display Energy Certificate List tab.

The energy performance certificate is displayed on the Building Summary tab.

Archived Records

• Click on the Display Energy Certificate List tab.

• Select a record to be archived.

• Check that Archived becomes active.

• Click on the Archive icon.

The record is removed from the grid.

• Select Yes in the Archived column.

The archived record is displayed in the grid.

To add or edit a building's domestic energy performance certificate:

• Search for and open the relevant building record.

• Click the New Domestic Energy Performance Certificate option in the Tasks panel.

The Domestic Energy Performance Certificate is displayed.

Note: A value between 0 and 200 can be set for Current and Potential under Energy Efficiency Rating.

Note: A value between 0 and 200 can be set for Current and Potential under Environmental Impact (CO2) Rating.

The fields are described in the following table.

This field	Holds this information...
Rating Recorded Date	Displays the date of rating.
Energy Efficiency Rating (Current)	Displays the current efficiency rating for a building.
Energy Efficiency Rating (Potential)	Displays the potential efficiency rating for a building.
Environmental Impact Rating (Current)	Displays the current impact rating on the environment of a building.
Environmental Impact Rating (Potential)	Displays the potential impact rating on the environment of a building.
Visual Indicator	Displays the rating set for efficiency and environment.

• Enter or edit the relevant details on the certificate.

• Click on OK

Details are displayed on the Domestic Energy Performance Certificate List tab.

The energy performance certificate is displayed on the Building Summary tab.

• Click on the Domestic Energy Certificate List tab.

• Select a record to be archived.

• Check that Archived becomes active.

• Click on the Archive icon.

The record is removed from the grid.

• Select Yes in the Archived column.

The record is displayed on the grid.

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Refer to Add or edit a PPM task for further information.

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Refer to Add or edit a deed for further information.

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Refer to Add or edit a standard valuation for further information.

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Refer to Add or edit a floor for further information.

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Refer to Buildings Reference Data for further information.

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Refer to Manage Notes for further information.

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Refer to Use Attribute Manager for further information.

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