Core Reference Data

The Core reference data window can be accessed by navigating to Functions > Core > Reference Data > Core.

Note: You must have a role with the CoreReferenceData permission to access this window.

Refer to Manage Reference Data for further information on using reference data screens.

The following reference data is available:

Use this reference data to define the priorities (for example: Priority 1 for the most important, then Priority 2, Priority 3, and so on) of work required for action plans.

Action Plan Priorities reference data

Use this reference data to define current statuses of an action plan (for example: Closed, In progress, Deferred).

Action Plan Status reference data

Use this reference data to define types of action plan (for example: Action, Observation and Recommendation).

Action Plan Type reference data

Use this reference data to define action types (for example: repair, decontaminate and so on).

Action Type reference data

Use this reference data to define administrative areas.

Administrative Area reference data

Back to top

Use this reference data to define types of agency events.

Agency Event Type reference data

Back to top

Use this reference data to define masks for attributes to force the formatting of a number or string.

Attribute Common Mask reference data

Back to top

Use this reference data to record bank holidays.

Bank Holiday reference data

These are displayed in the Employee Calendar (provided the Bank Holiday check box is selected in the top drop-down list).

Bank Holiday check box

Back to top

Use this reference data to define reasons for cancelling a request.

Cancellation Reason reference data

Back to top

Use this reference data to define charge types (for example: parking, security, catering and so on).

Charge Type reference data

Back to top

Use this reference data to record names of certificates that can be recorded against contacts (for example: diploma, HNC and so on).

Contact Certificate Name reference data

Back to top

Use this reference data to define contact job positions (for example: director, foreman, manager and so on).

Contact Position reference data

Back to top

Use this reference data to define courses that staff have undertaken.

Course Title reference data

Back to top

Use this reference data to define electoral divisions.

Electoral Division reference data

Back to top

Use this reference data to specify employee statuses (for example: fixed term contractor, full time, part time and so on).

Employee Status reference data

Back to top

Use this reference data to define categories of employee tasks (for example: Annual Leave, Sick Days, Training Days). This is used when adding an event in the Employee Calendar.

Employee Task Category reference data

Back to top

Use this reference data to define environmental factors, which are recorded on the Site Editor and record things such as pH, temperature, dissolved oxygen, salinity and so on.

Environmental Factor reference data

Back to top

Use this reference data to record exam result grades.

Exam Result reference data

Back to top

Use this reference data to define financial years, which are used in various areas in K2. These must be consecutive and the start and end dates cannot overlap.

Note: Changes made to Financial Years reference data will affect all modules using this reference data.

Financial Years reference data

The fields in Financial Year reference data are described in the following table.

This field Holds this information...
Description The description of the financial year. This field is mandatory.
Start Date The start date of the financial year. Select the day, month and year.
End Date The end date of the financial year. Select the day, month and year.
Status The status of the financial year, whether it is open or archived. If this is set to 'Archive', it cannot be selected in K2. Select from the drop-down list.
Code The code associated with the financial year.

Back to top

Global analysis can be linked to buildings and sites. It is a reporting option to allow you to create a hierarchy and then link in buildings and sites based on the type of building or site service delivery. It allows you to report on the number of warehouses, land used for car parking, and so on.

Global Analysis reference data

Right-click on an item or in blank space to add, remove or edit items in the hierarchy.

New Group or Item options

Back to top

Use this reference data to define heritage designations for sites (for example: World Heritage Site, Scheduled Monuments, Listed Buildings and so on).

Heritage Designation reference data

Back to top

Use this reference data to define labour rate bands (for example: for standard labour, overtime and so on).

Labout Rate Band reference data

Select the Exclude from Weekly Timesheet check box if tasks delivered during the time band should be excluded from the operatives' weekly timesheet.

Select the Automatically Approve Time check box if tasks completed during this time band should automatically be approved without the supervisor having to approve the time.

Note: Selecting this option overrides the Time Approval Threshold system setting.

Back to top

Use this reference data to define measurement unit types (for example: foot, metre, kilometre, and so on).

Measurement Unit Types reference data

Back to top

Use this reference data to specify email text to be sent to new users.

New Created User Custom Email Text reference data

Click and drag the fields from the Fields section into the Subject and Content fields to personalise the email.

Fields section

Note: The URL Link field must be included.

Back to top

Use this reference data to specify headers for notebook entries.

Notebook Header reference data

Back to top

Use this reference data to define the risks if a building is not operational and the impact if the property is closed for any reason (for example: if a school is closed, it has significant operational risk to a local authority both politically and reputationally).

Operational Risk reference data

Back to top

Use this reference data to define the sub-teams that staff members work in. These must be linked to an operative team.

Operative Sub Team reference data

Back to top

Use this reference data to define operative teams.

Operative Team reference data

Back to top

Use this reference data to define parishes.

Parish reference data

Back to top

Use this reference data to define the text for password reset emails.

Password Reset Custom Email Text reference data

Click and drag the fields from the Fields section into the Subject and Content fields to personalise the email.

Fields section

Note: The URL Link field must be included.

Back to top

Use this reference data to define payment periods (for example: monthly, quarterly, yearly and so on).

Payment Period reference data

Back to top

Use this reference data to define payment terms (for example: In Advance, In Arrears, On Completion).

Payment Term reference data

Back to top

Use this reference data to define time periods, which are used in various parts of K2.

Period reference data

You can define the following period types:

  • Cyclical Period – a period (for example: a season) that occurs every year on the same dates.

    Note: Cyclical Periods do not link to a Period Group.

  • Annual Period – a single period that may span multiple years.

    Note: Multiple annual periods can be created within a Period Group.

Click the Assign Period to Business Unit button to display the Link Period to Business Unit(s) window.

Link Period to Business Unit(s) reference data

This allows you to link a period (for example: summer) to a property, so that you can link a PPM schedule to the property and period (for example: to only cut the grass in the summer).

Back to top

Use this reference data to define groups for periods that are used for particular modules, since periods are used in various parts of K2.

Period Group reference data

Back to top

Use this reference data to define the durations that work permits apply for.

Permit To Work - Duration Type reference data

Back to top

Use this reference data to define types of work that the worker has a permit for.

Permit To Work - Work Type reference data

Back to top

Use this reference data to define the physical status of entities (for example: In Use, In Disposal Process, and so on).

Physical Status reference data

Back to top

Use this reference data to manage pre-defined text message to send to a radio operative.

Note: This is only applicable if radio integration is enabled.

Pre-Defined Messages reference data

Back to top

Use this reference data to define the source of a reading (for example: gas meter).

Reading Source reference data

Back to top

Use this reference data to define reading types.

Reading Type reference data

The Reading Type reference data fields are described in the following table.

This field Holds this information...
Type Classification The type classification. These are defined in the Reading Type Classification reference data.
Type Code A code for the reading type.
Type Description A description of the reading type.
Type Unit Description The units that the reading was measured in (for example: litres).
Department Recharge Whether to allow certain running costs to be recharged to departments that occupy a building.

Back to top

Use this reference data to define reading type classifications (for example: water, gas, electricity and so on).

Reading Type Classification reference data

Back to top

Use this reference data to create validation rules for readings.

Reading Validation Rules reference data

Back to top

Use this reference data to define current statuses of a direct labour operative.

Note: This is only used in conjunction with dispatches.

Resource Status reference data

Back to top

Use this reference data to define people responsible for various entities.

Responsible Person reference data

Back to top

Use this reference data to define school age ranges (for example: 3-6, 16-18 and so on).

School Age Range reference data

Back to top

Use this reference data to define the service charges. This is used for business units that have parent units.

Service Charge reference data

Back to top

Use this reference data to write any frequently used text (for example: corporate footers). These can be used in emails.

Standard Text reference data

Back to top

Use this reference data to

Tenure reference data

Back to top

Use this reference data to define trade types (for example: builders, carpenters, electricians, and so on).

Trade reference data

To add a new trade, enter text into the * field.

Back to top

Use this reference data to define VAT rates.

VAT reference data

Back to top

Use this reference data to define wards.

Ward reference data

Back to top

Use this reference data to define various layouts or configurations for different events (for example: for a wedding, a zone may be a 100 person venue, but 150 people can use it as an outdoor theatre).

Zone Layout Style reference data

Back to top

Use this reference data to define types of zone (for example: car park, grass pitches, and so on).

Zone Types reference data

Back to top