Estates Asset Management Import Toolkit - 2.2 IssueAsset+Manag… · The Site Information spreadsheet has two worksheets in it: a) Site Information This contains the basic site information

NHS Scotland Estates Asset Management System Import Toolkit Page 1 of 55 Version: 2.2

NHS SCOTLAND ESTATES ASSET MANAGEMENT SOFTWARE AND SERVICES

PROJECT

IMPORT TOOLKIT

Document Status: Issued to Boards Version Number: 2.2 Created: 25

th March 2010


TABLE OF CONTENTS

1. Introduction

2. Scope of Excel Spreadsheets 3. General Information For All Spreadsheets

3.1. Property Appraisal Manual 3.2. Colour Coding 3.3. Drop Down Lists and Validation 3.4. Copying and Pasting New Lines

4. Information Specific To Each Spreadsheet

4.1. Site Information 4.2. Block Information 4.3. Floor Information 4.4. Room Information 4.5. Appraisal Information - Mandatory 4.6. Lease Information 4.7. Valuation Information 4.8. Appraisal Information - Optional

5. Creating CSV Files For Import 6. Uploading CSV Files to the Server

7. Importing CSV Files Into The System

8. Import Logs and Troubleshooting

9. Example Excel Worksheets


1. INTRODUCTION Health Facilities Scotland have procured 3i Studio to provide NHS Scotland with an Estates Asset Management software system to assist with the management of the NHS Scotland property portfolio.

The system is to include healthcare facilities and owned and/or leased office accommodation and will provide the facility for effective, efficient and consistent data collection and analysis.

The purpose of this document is to give guidance to a user on how to populate certain parts of the Estates Asset Management System in bulk using pre-populated CSV files which are then imported into the system. These CSV files are created using Excel spreadsheets in defined formats provided as part of this toolkit.

2. SCOPE OF EXCEL SPREADSHEETS The spreadsheets that are currently available in this toolkit are: 02. Site Information Rev4.5 03. Block Information Rev5.7 04. Floor Information Rev1.1 05. Room Information Rev1.1 06. Appraisal Information – Mandatory Rev7.0 07. Lease Information Rev1.5 08. Valuation Information Rev1.3 09. Appraisal Information – Optional Rev7.0 Import spreadsheets for other datasets will be added in due course but the initial primary focus has been on datasets that provide the data for National Reporting. 3. GENERAL INFORMATION FOR ALL SPREADSHEETS

3.1. PROPERTY APPRAISAL MANUAL

Everything contained in this toolkit must be read in conjunction with the “NHS Scotland – Estates Asset Management – Property Appraisal Manual”. This Manual is available from Health Facilities Scotland.

PLEASE NOTE

AT PRESENT THE IMPORT SPREADSHEETS SHOULD ONLY BE USED FOR INITIAL IMPORT OF DATA TO BE LOADED ONTO THE SYSTEM WHETHER AS AN INITIAL LOAD OF EXISTING DATA OR A LOAD OF

FRESH SURVEY DATA.

IN DUE COURSE WE WILL BE PROVIDING THE FACILITY TO UPDATE DATA THAT ALREADY EXISTS ON THE SYSTEM IN THE SAME MANNER

BUT THAT FUNCTIONALITY IS NOT YET AVAILABLE.


3.2. COLOUR CODING

The columns in each spreadsheet are colour coded as follows:

• Blue columns - data that should be provided for all records and feeds in to the National Reporting

• Orange columns - data that should ideally be provided but is not always necessary

• Yellow columns - data that is completely optional but may be of use to the Organisation

3.3. DROP DOWN LISTS AND VALIDATION

The spreadsheets contain validation of certain cells to tie in with the “NHS Scotland – Estates Asset Management – Property Appraisal Manual”. This Manual is available from Health Facilities Scotland. The spreadsheets are protected so that the validation cannot be changed. If there are any queries over the validation please send an e-mail to [email protected] or call 0845 675 5051 and ask for the support desk.

3.4. COPYING AND PASTING NEW LINES

Where additional lines are required in any of the toolkit spreadsheets please ensure that you copy and paste new lines from those that have all the pick lists and other validation pre-defined as this will make it much easier to enter the data and will also help to prevent errors.


4. INFORMATION SPECIFIC TO EACH SPREADSHEET

4.1. SITE INFORMATION

The Site Information spreadsheet has two worksheets in it: a) Site Information

This contains the basic site information to be populated into the system. When saved as a CSV file for import it must be named “Site_Information.csv”.

SITE INFORMATION

Column Notes Requirement

Site Code

The Site Code entered here should be the correct Location Code from the NHS Scotland Location Code Directory maintained by NSS. See Section 5.0 of the “NHS Scotland – Estates Asset

Management – Property Appraisal Manual” for more information.

Required

Site Name The locally used Site Name should be entered here. This name

should be unique across all Sites entered. Required

Site Status

The Site Status (Land) should be selected from the picklist. It should be noted that the Site Status is independent of the Block Status, except that if you select, for example, ‘Surplus’ as a Site Status then it would be expected that all the Blocks on that site

would also be shown as ‘Surplus’.

Required

Essential If the Site is an Essential Site select ‘Yes’ from the picklist,

otherwise select ‘No’. Required

Site Future Plan The Future Plan for the Site (Land), in relation to disposals,

should be selected from the picklist. Required

Land Area (Ha) The Land Area should be entered in Hectares up to 2 decimal

places. Required

Site Grouping

The NHS Organisation responsible for maintaining the information on this Site should be selected from the picklist for the Site Grouping. Note that this value will be used to define

who has access to view and update data on this Site within the system.

Required

Address Line 1 Enter the first line of the address for the Site. Ideal

Address Line 2 Enter the second line of the address for the Site where

applicable. Ideal

Address Line 3 Enter the third line of the address for the Site where applicable. Ideal

Town Enter the Town. Ideal


Postcode Enter the Postcode. Ideal

County Select the County from the picklist. Ideal

GIA (m2)

Enter the Site Gross Internal Area (GIA) in square metres rounded to the nearest square metre. Note that the system can calculate the Site GIA from the sum of the Block GIA’s within a

Site if these are provided in the Block Information.

Optional

Is GIA Estimated? If the Site GIA is estimated select ‘Yes’ from the picklist,

otherwise select ‘No’. Optional

Site Cross Reference

If your Organisation knows the Site by a different code or other reference then you can enter that code as a cross reference in

this column. Optional

UPRN The Local Land and Property Gazetteer UPRN from your local

Council. Optional

b) Site Type This identifies the overall or main type of activity carried out on a Site. When saved as a CSV file for import it must be named “Site_Types.csv”.

SITE TYPE


Site Code Enter the same Site Code here as you entered on the Site

Information worksheet. Required

Organisation Name

The NHS Organisation occupying this Site should be selected from the picklist.

Required

Site Type

The Site Type should be selected from the picklist. It should be noted that the Site Type selected should be the most appropriate when the primary uses of the Site are taken into consideration. It is understood that this may be difficult in certain situations,

hence the Site Type “08 Multi Service Hospital” has been included in the list where there is more than one primary use for

a hospital site.

Required


4.2. BLOCK INFORMATION

The Block Information spreadsheet has two worksheets in it: a) Block Information

This contains the basic block information to be populated into the system. When saved as a CSV file for import it must be named “Block_Information.csv”.

BLOCK INFORMATION


Site Code Enter the same Site Code here as you entered on the Site


Block No

Enter a unique Block Number for this Block within the Site. Note that it is recommended in most cases that a block should

generally equate to a building. The main instance in which this would not be the case is where an extension with a different

build year has been added to an older building in which case it makes sense to treat the extension as a separate block. Also note that the Block No ’00’ is required to be used by all NHS

Organisations for the ‘Site and External Areas’ on a Site.

Required

Block Name The locally used Block Name should be entered here. This

name should be unique within the Site. Required

Block Status

The Block Status should be selected from the picklist. It should be noted that the Block Status is independent of the Site Status, except that if you select, for example, ‘Surplus’ as a Site Status then it would be expected that all the Blocks on that site would

also be shown as ‘Surplus’.

Required

Essential If the Block is an Essential Block select ‘Yes’ from the picklist,

otherwise select ‘No’. Required

Block Type

The Block Type should be selected from the picklist. It should be noted that the Block Type selected should be the most

appropriate when the primary uses of the Block are taken into consideration. It is understood that this may be difficult in certain situations, hence the Block Type “08 Multi Service Hospital” has been included in the list where there is more than one primary

use for a hospital block.

Required

Block Future Plan The Future Plan for the Block, in relation to disposals, should be

selected from the picklist. Required

Site Address If the Block Address is the same as the Site Address select ‘Yes’

from the picklist, otherwise select ‘No’. Required

Tenure The Tenure should be selected from the picklist. Required

Organisation Name

The NHS Organisation occupying this Site should be selected from the picklist.

Required


Year Built Enter the Year the Block was built. If the build year is uncertain

then an approximate build year should be entered. Required

GIA (m2) Enter the Block Gross Internal Area (GIA) in square metres

rounded to the nearest square metre. Required

Is GIA Estimated? If the Block GIA is estimated select ‘Yes’ from the picklist,

otherwise select ‘No’. Ideal

Construction Narrative

Enter a short descriptive narrative on the construction of the Block.

Ideal

Historic Listing The Historic Listing should be selected from the picklist. Ideal

Telephone Number

Enter the main telephone contact number for the Block, if appropriate.

Optional

Temporary Construction

If the Block is a temporary construction (eg Portakabin) select ‘Yes’ from the picklist, otherwise select ‘No’.

Optional

Remaining Life of Block (Yrs)

Enter the estimated Remaining Life of the Block in Years. Optional

Cross Reference If your Organisation knows the Block by a different code or other reference then you can enter that code as a cross reference in

this column. Optional

UPRN The Local Land and Property Gazetteer UPRN from your local

Council. Optional

Notes Enter any notes related to the Block. Optional


b) Block Appraisal Summary

This contains a summary of the Condition Appraisal information at Block level. When saved as a CSV file for import it must be named “Block_Appraisal.csv”.

BLOCK APPRAISAL SUMMARY


Site Code Enter the same Site Code here as you entered on the Block


Block No Enter the same Block Number here as you entered on the Block


Facet The Facet for which you are entering an Executive Summary


Condition

The Condition for the selected Facet should be selected from the picklist.

This is a Required field for:

a). Physical Condition. This is an overall ranking for Physical Condition for the Block taking into account both Building Fabric

and Engineering Elements.

This is an Optional field for: a). Building Fabric

b). Engineering c). Statutory

d). Environment e). Space Utilisation

f). Functional Suitability g). Quality

Note that overall condition rankings for Space Utilisation,

Functional Suitability and Quality are required to be reported at Department level and this is covered by entries in the Rooms

data.

Required / Optional

dependent on Facet – see

notes

Appraisal Level The Appraisal Level should be selected from the picklist. Required

Appraisal Date Enter the Date the Appraisal was carried out. Required

Executive Summary

A general narrative regarding the condition appraisal findings for this Facet on this Block.

Optional


c) Block Photo This contains one or more Photos of each Block. When saved as a CSV file for import it must be named “Block_Photos.csv”.

BLOCK PHOTO



Information worksheet. Optional



Date Enter the Date the Photo was taken. Optional

Description Enter a description for the photo (eg Front Elevation). Optional

Photo Filename

Enter the physical filename for the photo. Please ensure you follow the guidelines from the Guidance Manual for the size and

naming of the photograph as follows:

Each photograph should be stored as an individual JPG file and be no greater than 150kB in size with a resolution of 150 pixels

per inch (recommended size 640 x 480 pixels). Each JPG file should be named in accordance with the following

convention; A-B-C-D-E

where; A is the Site Code eg. T504B

B is the Block no eg. 01 C is the text FABRIC for Building Fabric

or M&E for Engineering Services D is a unique (per Block) three digit

photograph reference eg. 002 E is the file extension ie. jpg

Example: T504B-01-FABRIC-002.jpg

Optional

Photo Folder The Photo folder should be selected from the picklist. When

uploaded to the server the photographs will be segregated into folders by NHS Organisation using this Photo Folder name.

Optional

Main View If the Photo is the Main Front View Photograph of the Block

select ‘Yes’ from the picklist, otherwise select ‘No’. Please only select ‘Yes’ for one photograph per Block.

Optional


4.3. FLOOR INFORMATION

The Floor Information spreadsheet has a single worksheet in it.

a) Floor Information This contains the floor level information to be populated into the system. When saved as a CSV file for import it must be named “Floor_Information.csv”.

FLOOR INFORMATION






Floor Level Enter the Floor Level eg. 0, 1, 2 etc. Required

Floor Code

The Floor Code will auto-complete from a formula. It can be overwritten if necessary. The Floor Code follows the convention:

A-B-C where;

A is the Site Code eg. T504B B is the Block no eg. 01

C is the Floor Level eg. 0 Example: T504B-01-0

Required

Floor Description Enter the Floor Description eg. Ground Floor. Required

GIA (m2)

Enter the Floor Gross Internal Area (GIA) in square metres rounded to the nearest square metre. Note that if you have

accurate CAD drawings, it is possible to populate the Floor GIA from the drawing using the Easylink module.

Required

Is GIA Estimated? If the Floor GIA is estimated select ‘Yes’ from the picklist,


GEA (m2)

Enter the Floor Gross External Area (GEA) in square metres rounded to the nearest square metre. Note that if you have

accurate CAD drawings, it is possible to populate the Floor GEA from the drawing using the Easylink module.

Optional

Level Order

By default the system orders the floor levels alphabetically by Floor Level. However this may not order the floors in the way you require. The Level Order column allows you to define the

order you would like the system to order the floor levels.

Optional


4.4. ROOM INFORMATION

The Room Information spreadsheet has a single worksheet in it. The Space Utilisation, Functional Suitability and Quality Information for the National Reporting is required to be collected at a minimum at Department level (Level 1 and Level 2 appraisals). It may also be collected at Room level (Level 3 appraisal). For both these approaches (Department and Room level) the information is to be entered into the Rooms/Areas section of the system. When the information is collected at Department level then it is entered against a ‘Rooms/Area’ record that represents the Department with the relevant ranking for each facet and a floor area square meterage that represents the area occupied by that Department. When the information is collected at Room level then it is entered against individual ‘Rooms/Area’ records. When the information is collected against Departments then it is entered against what we call ‘pseudo’ rooms i.e. the room record is being used simply as a representation of that Department area and does not tie in to the physical structure in the same way as individual room records do. For ‘pseudo’ rooms we would recommend that these are prefixed with the letters ‘PS’ so that it is obvious that they are not physical rooms eg PS001, PS002 etc. This also means that at a later date the physical room numbers can be populated without needing to delete or re-number the ‘pseudo’ rooms before entering the real rooms data. Once the real rooms data has been entered then the ‘pseudo’ rooms should be removed from the system to avoid confusion. Note that when using ‘pseudo’ room records the floor areas entered for each Department on the same floor of a Block should total to the GIA of that floor. Note also that if rankings are collected at Department level but rooms data is already entered onto the system then the rankings should be applied to all the room records that are occupied by the relevant Department rather than creating additional ‘pseudo’ room records and that there is a data entry function that allows for ‘flood filling’ of these rankings against room entries. If any Board is interested we have additional modules that allow the room areas to be populated accurately from AutoCAD drawings. Please ask for more information. Please see the sample completed rooms worksheets in Section 9 for an example of both approaches.


a) Rooms This contains the room information to be populated into the system. When saved as a CSV file for import it must be named “Room_Information.csv”.

ROOM INFORMATION






Floor Level Enter the Floor Level eg. 0, 1, 2 etc. Required

Room Number Enter the Room Number eg. 001, 002, etc or for ‘pseudo’ rooms

PS001, PS002 etc Required

Zone Name

The Zone Name will auto-complete from a formula. It can be overwritten if necessary. The Zone Name follows the

convention: A-B-C-D where;


C is the Floor Level eg. 0 D is the Room Number eg. 001

Example: T504B-01-0-001

Required

Room Description Enter the Room Description eg. Office. Required

Room Area (m2)

Enter the Room Area in square metres with an accuracy of up to two decimal places. Note that if you have accurate CAD

drawings, it is possible to populate the Room Areas from the drawing using the Easylink module.

Required

Space Utilisation The Space Utilisation ranking for the Room/Department Area


Functional

Suitability

The Functional Suitability ranking for the Room/Department Area should be selected from the picklist.

Required

Quality The Quality ranking for the Room/Department Area should be

selected from the picklist. Required

Room Height (m) Enter the Room Height in metres with an accuracy of up to two

decimal places. Optional


4.5. APPRAISAL INFORMATION – MANDATORY

The Appraisal Information – Mandatory spreadsheet has four worksheets in it. For ease of entry of data related to different facets the worksheets have been pre-populated with one set of Element / Sub-element entries for each facet. These entries can be copied and pasted where more than one set or additional individual line entries are required. Lines can also be deleted where they are not required and depending on the Level of Appraisal being conducted. For example, if a Level 1 Appraisal is being conducted then it may be deemed appropriate to use the ‘Whole Element’ options at Sub-Element level and delete out the other Sub-Element options. For example a Condition, Cost, Consequence, Likelihood, Remaining Life and Year may be entered against Element: 01 Structure, Sub-Element: 01.00 Whole Element and the other Sub-Elements under ‘Structure’ might then be deleted. a) Building Fabric Appraisal

This contains the Building Appraisal information to be populated into the system. When saved as a CSV file for import it must be named “Appraisal_Building.csv”.

BUILDING FABRIC APPRAISAL






Location

The Location should be entered here. The Location can be any one of a ‘Location Name’, a ‘Department Name’ or a ‘Room

Zone Name’.

A ‘Location Name’ is a descriptor of a physical location eg: ‘Whole Block’, ‘Ground Floor’, ‘Elevation 01’, ‘Roof 01’.

A ‘Department Name’ is an identified Department within the

Organisation eg ‘X-Ray Department’, ‘Alexandra Ward’, ‘Finance Department’.

A ‘Room Zone Name’ is a unique identifier that ties in with rooms

data for the Block and follows the convention: A-B-C-D where;



Room Zone Name Example: T504B-01-00-001

Required

Facet The Facet should be selected from the picklist. Note that in the system the Physical Condition is split into two ‘facets’; ‘Building

Required


Fabric’ and ‘Engineering Services’.

Element The Element should be selected from the picklist. Required

Sub Element The Sub-Element should be selected from the picklist. Required

Condition The Condition for the Sub-Element should be selected from the

picklist. Required

Quantity The Quantity can be entered with up to 2 decimal places. Optional

Unit If a Quantity is entered then a Unit should be selected from the

picklist. Optional

Rate If a Quantity and Rate are entered then the spreadsheet will

auto-calculate the cost rounded to the nearest £1,000. Optional

Cost

If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest £1,000. Note that this means that any figures calculated to be less than £500 will be rounded down to zero. Alternatively you may enter a cost

directly into this cell.

Required

Cost Base Date Enter a Cost Base Date. Preferably your costs will have been

uplifted to be estimated costs as at 1st April 2010 if that is

required. Required

Consequence The Consequence score, where applicable, should be selected from the picklist. A Consequence score should be entered for

every record that has a cost. Required

Likelihood The Likelihood score, where applicable, should be selected from

the picklist. A Likelihood score should be entered for every record that has a cost.

Required

Remaining Life (Yrs)

Enter a Remaining Life in years for any Sub-Element that has a cost. Any Sub-Element in condition B with a cost should have a Remaining Life of between 1 and 5 years. Any Sub-Element in condition C or below that has a cost should have a Remaining

Life of 0 years.

Required

Year If a Remaining Life has been entered then the spreadsheet will

auto-calculate the Year. Alternatively select a Year from the picklist.

Required

Comments Enter a comment about the condition of a Sub-Element, where

applicable. Ideal

Remedial Action Enter a comment about the Remedial Action required to be

taken, where applicable. Ideal

Photo Filename Enter the physical filename for the photo. Please ensure you

follow the guidelines from the Guidance Manual for the size and naming of the photograph as follows:

Optional






B is the Block no eg. 01 C is the text FABRIC for Building Fabric

D is a unique (per Block) three digit photograph reference eg. 002 E is the file extension ie. jpg

Example: T504B-01-FABRIC-002.jpg



Optional

Surveyor Enter the Surveyor’s name or initials. Optional

Survey Date Enter the approximate Date the Survey was undertaken. Optional


b) Engineering Services Appraisal This contains the Engineering Appraisal information to be populated into the system. When saved as a CSV file for import it must be named “Appraisal_Engineering.csv”.

ENGINEERING SERVICES APPRAISAL






Location


Zone Name’.









Required

Facet The Facet should be selected from the picklist. Note that in the system the Physical Condition is split into two ‘facets’; ‘Building

Fabric’ and ‘Engineering Services’. Required




picklist. Required



picklist. Optional




Cost



Required



required. Required





Required



Life of 0 years.

Required



Required


applicable. Ideal



Photo Filename







B is the Block no eg. 01 C is the text M&E for Engineering Services


Example: T504B-01-M&E-002.jpg

Optional



Optional




c) Statutory Appraisal This contains the Statutory Appraisal information to be populated into the system. When saved as a CSV file for import it must be named “Appraisal_Statutory.csv”.

STATUTORY APPRAISAL






Location


Zone Name’.









Required

Facet The Facet should be selected from the picklist. Required

Element

The Element should be selected from the picklist. Note that the Element list is based on the SCART headings and it is

acknowledged that some elements may not be relevant to Estates issues but have been kept for sake of completeness.

Also note that DDA and Radiation Protection have been added.

Required




picklist. Optional



picklist. Optional



Cost



Required



required. Required





Required



Life of 0 years.

Required



Required


applicable. Ideal



Photo Filename






where;

Optional



C is the text STAT for Statutory D is a unique (per Block) three digit

photograph reference eg. 002 E is the file extension ie. jpg

Example: T504B-01-STAT-002.jpg



Optional



d) Environment Appraisal This contains the Environment Appraisal information to be populated into the system. When saved as a CSV file for import it must be named “Appraisal_Environment.csv”.

ENVIRONMENT APPRAISAL




Block No

Enter the same Block Number here as you entered on the Block Information worksheet. Note that for the utility consumption Elements / Sub-Elements listed below the values are only

required to be entered for each Site against Block ‘00’: 01 Energy Consumption - 01.01 Electricity Consumption

01 Energy Consumption - 01.02 Gas Consumption 01 Energy Consumption - 01.03 Oil Consumption

03 Clinical Waste - 03.01 Clinical Waste 05 Water Consumption - 05.01 Water Consumption

Required


Location


Zone Name’.

A ‘Location Name’ is a descriptor of a physical location eg: ‘Whole Site’, ‘Whole Block’.








Required

Facet The Facet should be selected from the picklist. Required




picklist. Note that the picklist for the EPC – Energy Rating is different from the normal Condition picklist.

Required (only for

highlighted cells)

Quantity The Quantity can be entered with up to 2 decimal places.

Required (only for

highlighted cells)


picklist.

Required (only for

highlighted cells)



Cost



Ideal (for Board

Schemes)



required.

Ideal (for Board

Schemes)



every record that has a cost. Optional



Optional



Life of 0 years.

Optional



Optional


applicable. Optional


taken, where applicable. Optional

Photo Filename







B is the Block no eg. 01 C is the text ENVIRON for Environment


Example: T504B-01-ENVIRON-002.jpg

Optional



Optional




4.6. LEASE INFORMATION

The Lease Information spreadsheet has two worksheets in it.

a) Lease Information This contains the core lease information to be populated into the system. When saved as a CSV file for import it must be named “Lease_Information.csv”.

LEASE INFORMATION






Lease Reference

ID

Enter a Lease Reference ID that is unique for this Lease – note that this must be a whole number greater than zero.

VERY IMPORTANT – you must use the same Lease Reference ID on the other worksheets in the Lease Information

spreadsheet to tie other information to the correct lease.

Required

Type of Lease The Type of Lease should be selected from the picklist. Required

Granted or Taken

If the Lease is one where you are the Landlord and you have Granted a Lease to another Person or Organisation then select

‘Granted’ from the picklist. If the Lease is one where you are the Tenant and you have Taken a Lease from another Person or

Organisation then select ‘Taken’ from the picklist.

Required

Floor Area Leased

(m2)

Enter the internal Floor Area in square metres that is the subject of the Lease rounded to the nearest square metre.

Required

Land Area Leased

(Ha)

Enter the Land Area in Hectares that is the subject of the Lease to two decimal places.

Required

Lease Term (yrs) Enter the number of complete years of the Lease term. Optional

Lease Term

(months) Enter the number of months of the Lease term. Optional

Commencement

Date Enter the Commencement Date of the Lease. Optional

Expiry Date Enter the Expiry Date of the Lease. Optional


Is VAT charged on

Rent?

If the Landlord has opted to charge VAT on the Lease then select ‘Yes’ from the picklist, otherwise select ‘No’.

Optional

Is VAT

Recoverable?

If the Landlord has opted to charge VAT on the Lease and you are able to recover the VAT then select ‘Yes’ from the picklist,


Rental Basis The Rental Basis should be selected from the picklist. Optional

Legal Date Enter the Legal Date of the Lease. Optional

Deed Packet No Enter a Deed Packet Number if appropriate. Optional

Notes Enter any general notes relating to the Lease. Optional

b) Rent Information This contains the rent information that relates to a particular lease. When saved as a CSV file for import it must be named “Rent_Information.csv”.

RENT INFORMATION






Lease Reference

ID

VERY IMPORTANT – Enter a Lease Reference ID that relates back to the same Lease Reference ID entered on the Lease Information sheet – note that this must be a whole number

greater than zero.

Optional

Rent Date

Enter the Date that this annual rent amount came into effect. Note that you may enter Dates and Amounts in the future if so desired (eg if you know what future rent reviews will be) but the

system will show the current rent based on the current date.

Optional

Rent Type

If this is the Initial rental amount payable under the terms of a new Lease then select ‘Initial Rent’. If this is a revised rental

amount after a Rent Review then select ‘Rent Review’. Optional

Rent Amount Enter the annual rental amount exclusive of VAT. Optional


4.7. VALUATION INFORMATION

The Valuation Information spreadsheet has a single worksheet in it.

a) Valuation Information This contains the valuation information to be populated into the system. When saved as a CSV file for import it must be named “Valuation_Information.csv”.

VALUATION INFORMATION






Valuation Date Enter the Date that this valuation was effective from. Required

Valuation Type The Type of Valuation should be selected from the picklist. Required

Value Enter the Valuation Value. Required

Notes Enter any general notes relating to the Valuation. Optional


PLEASE NOTE

THE FOLLOWING PAGES AND THE DATA COLLECTION OUTLINED IN

THEM ARE ALL OPTIONAL FOR THE BOARDS

PLEASE SEE THE EXPLANATORY NOTE ON THE NEXT PAGE FOR MORE INFORMATION


EXPLANTORY NOTE Space Utilisation, Functional Suitability and Quality appraisal information is handled differently by the system than the other facets. Please read this explanatory note carefully so that you understand the differences in how you should enter the data for these three facets. The expected appraisal methodology for the Space Utilisation, Functional Suitability and Quality audits is as follows: It is recommended that a questionnaire based appraisal should be carried out for each Department using the Elements and Sub-elements defined in the guidance documents at Level 1, 2 or 3. If a Level 3 survey is being carried out then at the same time as the Department questionnaire based Elements / Sub-Elements are being surveyed, an individual room by room ranking for each of these three facets should also be captured. If a Level 1 or 2 survey is being carried out then a Department level ranking for each facet is adequate. For a Level 3 survey individual room square meterages are required. For a Level 1 or 2 survey a Departmental floor area is required. These details are entered into the Rooms/Areas part of the system (see Section 4.4 of this document) and not into the Appraisal part of the system. The questionnaire based approach allows for the capture of significant issues or improvements that are required at Department level which can be noted, costed and risk scored if the Board wishes to do so – this is an optional and not a mandatory requirement in the Guidance notes. For a Level 1 or 2 survey, once the Department based appraisal has been carried out the overall ranking for each of these three facets along with the square meterage that the Department occupies should be entered as a ‘pseudo’ room/area in the Rooms/Areas part of the system. For a Level 3 suvey, the ranking for each room along with the room square meterage should be entered in the Rooms/Areas part of the system (see Section 4.4 of this document). The recording of data at either Department or Room level for these three facets in the Rooms/Areas section of the system is required as this forms the basis for the National Reporting on these facets. For more details on the Rooms/Areas part of the system please see Section 4.4 of this document.


4.8. APPRAISAL INFORMATION - OPTIONAL

The Appraisal Information – Optional spreadsheet has three worksheets in it. For ease of entry of data related to different facets the worksheets have been pre-populated with one set of Element / Sub-element entries for each facet. These entries can be copied and pasted where more than one set or additional individual line entries are required. Lines can also be deleted where they are not required and depending on the Level of Appraisal being conducted. For example, if a Level 1 Appraisal is being conducted then it may be deemed appropriate to use the ‘Whole Element’ options at Sub-Element level and delete out the other Sub-Element options. For example a Condition, Cost, Consequence, Likelihood, Remaining Life and Year may be entered against Element: 01 Structure, Sub-Element: 01.00 Whole Element and the other Sub-Elements under ‘Structure’ might then be deleted. a) Space Utilisation Appraisal

This contains part of the Space Utilisation Appraisal information that can be populated into the system. When saved as a CSV file for import it must be named “Appraisal_Space.csv”. Note that the key Space Utilisation information required for National Reporting needs to be populated into the Rooms/Areas part of the system and is explained in a Section 4.4 of this document. The information that can be populated here is mainly to assist with gaining an overall assessment of changes that could be considered for improvements in the overall Space Utilisation of the Block. Although this facet is not required to be costed for the National Asset Management reports, an NHS Organisation is free to add costs into this section for their own internal use.

SPACE UTILISATION APPRAISAL



Information worksheet. Ideal



Location


Zone Name’.


Ideal


A ‘Department Name’ is an identified Department within the Organisation eg ‘X-Ray Department’, ‘Alexandra Ward’,

‘Finance Department’.

A ‘Room Zone Name’ is a unique identifier that ties in with rooms data for the Block and follows the convention:

A-B-C-D where;




Facet The Facet should be selected from the picklist. Ideal

Element The Element should be selected from the picklist. Ideal

Sub Element The Sub-Element should be selected from the picklist. Ideal


picklist. Optional



picklist. Optional



Cost

If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest £1,000. Note that this means that any figures calculated to be less than £500 will be rounded down to zero. Alternatively you may enter a cost directly into this cell. Note that this facet is not required to be

costed for the National Asset Management reports, however, an NHS Organisation is free to add costs into this section for their

own internal use.

Optional



required. Optional

Consequence The Consequence score, where applicable, should be selected

from the picklist. Optional


the picklist. Optional


Enter a Remaining Life in years for any Sub-Element that has a cost.

Optional

Year If a Remaining Life has been entered then the spreadsheet will Optional




applicable. Ideal



Photo Filename







B is the Block no eg. 01 C is the text SPACE for Space Utilisation


Example: T504B-01-SPACE-002.jpg

Optional



Optional



b) Functional Suitability Appraisal This contains the Functional Suitability Appraisal information to be populated into the system. When saved as a CSV file for import it must be named “Appraisal_Function.csv”. Note that the key Functional Suitability information required for National Reporting needs to be populated into the Rooms/Areas part of the system and is explained in Section 4.4 of this document. The information that can be populated here is mainly to assist with gaining an overall assessment of changes that could be considered for improvements in the overall Functional Suitability of the Block. Although this facet is not required to be costed for the National Asset Management reports, an NHS Organisation is free to add costs into this section for their own internal use.


FUNCTIONAL SUITABILITY APPRAISAL






Location


Zone Name’.









Ideal





picklist. Optional



picklist. Optional



Cost


Optional



own internal use.



required. Optional






Enter a Remaining Life in years for any Sub-Element that has a cost.

Optional



Optional


applicable. Ideal



Photo Filename







B is the Block no eg. 01 C is the text FUNCTION for Functional Suitability


Example: T504B-01-FUNCTION-002.jpg

Optional



Optional




c) Quality Appraisal This contains the Quality Appraisal information to be populated into the system. When saved as a CSV file for import it must be named “Appraisal_Quality.csv”. Note that the key Quality information required for National Reporting needs to be populated into the Rooms/Areas part of the system and is explained in Section 4.4 of this document. The information that can be populated here is mainly to assist with gaining an overall assessment of changes that could be considered for improvements in the overall Quality of the Block. Although this facet is not required to be costed for the National Asset Management reports, an NHS Organisation is free to add costs into this section for their own internal use.

QUALITY APPRAISAL






Location


Zone Name’.









Ideal






picklist. Optional



picklist. Optional



Cost



own internal use.

Optional



required. Optional







Life of 0 years.

Optional



Optional


applicable. Ideal



Photo Filename



Optional






B is the Block no eg. 01 C is the text QUALITY for Quality


Example: T504B-01-SPACE-002.jpg



Optional



5. CREATING CSV FILES FOR IMPORT Creating CSV files for import is straightforward. When in the worksheet that you wish to export, select File > Save As from the main Excel menu. Select a File Format of “CSV (Comma Delimited) (*.csv)”. Name the file correctly and save it to a location on your hard disk. Depending on the version of Excel you are using you may get some warning messages confirming that you want to save the file in that format. For reference the file names to be used are as follows:

Site_Information.csv Site_Types.csv Block_Information.csv Block_Appraisal.csv Block_Photos.csv Floor_Infomation.csv Room_Information.csv Appraisal_Building.csv Appraisal_Engineering.csv Appraisal_Statutory.csv Appraisal_Environment.csv Lease_Information.csv Rent_Information.csv Valuation_Information.csv Appraisal_Space.csv Appraisal_Function.csv Appraisal_Quality.csv


6. UPLOADING CSV FILES TO THE SERVER Once you have created the set of CSV files that you want to import to the system, log on to the Citrix Web Interface and launch Windows Explorer from the server:

When you launch Windows Explorer, you may be asked to permit access to your local drives. Select “Allow Full Access” and “Do not Not Ask Me Again”. Then in the Windows Explorer that you have launched from the server, you will find that your local PC C:\ drive is available to you as drive letter V:\. Using Windows Explorer move the CSV files from your local C:\ drive into the CSV Imports folder within your NHS Organisation’s folder on the server. The full path to this folder will be C:\Files\NHSScotland\<NHS Organisation Name>\CSVImports.



7. IMPORTING CSV FILES INTO THE SYSTEM Having uploaded the CSV files into the CSVImports folder for your NHS Organisation, launch the Import Application on the server from within the same folder as the Estate Manager and Estate Terrier icons.

The Import application simply requires you to select the CSV Imports folder that you have uploaded the CSV files into by clicking on the … button and browsing to the folder C:\Files\NHSScotland\<NHS Organisation Name>\CSVImports.


Clicking on the … button displays the following screen:

Browse and select the relevant CSVImports folder and click OK. Then click on the Import button on the main application screen. Once the import routine has run, it will give you a visual indication of success or failure.

If there have been any issues with the import, you will need to look at the import log file to determine the problems. This log file is saved in the same folder where you copied the import CSV files to and is named <Table_Name YY-MM-DD HH.MM.log>. You can copy this onto your local C:\ drive and then open it to investigate what might have caused any errors. When you have rectified the problems you can then attempt to import the CSV files again. For successful imports the csv file will be moved to an Archive folder within the CSVImports folder and renamed with a date and time stamp for when the import was carried out and a file extension of .done.


8. IMPORT LOGS AND TROUBLESHOOTING The Import Log will record which imports have been successful and which imports have failed. For those that have failed the import log will also identify, if it can, the exact reason for the failure along with the line numbers from the CSV file for the records that it could not import. The Log file will be named <Table_Name YY-MM-DD HH.MM.log>. Use the log file to assist with identification of issues that need to be resolved before attempting to import the same CSV file again. The log file is saved in the same folder where you copied the import CSV files to. Using Windows Explorer you can copy and paste it down onto your local C:\ drive to open it and troubleshoot why the import was unsuccessful.

NHS Scotland Estates Asset Management System Import Toolkit Page 42 of 55

Version: 2.0

9. EXAMPLE EXCEL WORKSHEETS a) Site Information


Version: 2.0

b) Site Types


Version: 2.0

c) Block Information


Version: 2.0

d) Block Appraisal Summary


Version: 2.0

e) Block Photo


Version: 2.0

f) Floor Information


Version: 2.0

g) Room Information Note that the rooms entered here for Site A001 Block 01 are ‘pseudo’ rooms and those entered for Site A001 Block 02 are real physical rooms.


Version: 2.0

h) Building Fabric Appraisal


Version: 2.0

i) Engineering Services Appraisal


Version: 2.0

j) Statutory Appraisal


Version: 2.0

k) Environmental Appraisal


Version: 2.0

l) Lease Information


Version: 2.0

m) Rent Information


Version: 2.0

n) Valuation Information

Documents

Estates Asset Management Import Toolkit - 2.2 IssueAsset+Manag… · The Site Information spreadsheet has two worksheets in it: a) Site Information This contains the basic site information