Asset Management - Compliance Checks

Compliance Checks identify the statutory inspections and servicing requirements that apply to an individual property. They are used by the Asset Management module to forecast future compliance expenditure and are included within the Stock Condition reports.

To access Compliance Checks, open the required Property, select the Asset Mgmt tab and click Compliance Cost Forecast.

Before You Begin

Important: Before Compliance Checks can be configured, the property's Year Built must be recorded on the Details tab.

The Year Built is used by the Asset Management module as the starting point when forecasting future compliance inspections based on the Service Interval defined for each Safety Check Type.

If the Year Built has not been entered, Asset Management features for the property will not be available.

Applying an Asset Management Profile

Before configuring Compliance Checks manually, consider applying an Asset Management Profile.

An Asset Management Profile provides a predefined set of Property Components and Compliance Checks that can be applied to a property with a single click. This is the recommended approach where multiple properties share a similar specification.

Important: Applying an Asset Management Profile replaces the property's existing Property Components and Compliance Checks.

Updating Compliance Checks

When a property has not yet been configured, the Compliance Checks page displays an empty state. Click the Update link to begin selecting the Compliance Checks that apply to the property.

Once Compliance Checks have been configured, click the Update button to modify the existing selection.

Configuring Compliance Checks

The Compliance Checks page displays all available Safety Check Types.

Simply select the Safety Check Types that apply to the property. The Service Interval and Standard Cost defined for each Safety Check Type are then used automatically by the Asset Management module when forecasting future compliance expenditure.

No additional information is required for each selected check. You can optionally set a property-wide Asset Management Forecast End Date as described below.

Forecasting Compliance Costs

For each selected Compliance Check, Affinity calculates the Next Scheduled Check year using:

• The inspection year of the most recent active check recorded for the property and Safety Check Type, plus the Service Interval.
• If this calculated year is overdue, the current year is used.
• If no previous check has been recorded, the property’s Year Built and the Service Interval are used to calculate the next applicable current or future year.

The forecast cost is based on the Standard Cost defined for the Safety Check Type.

The resulting forecasts are included within the Property Stock Condition Costs report and the Housing Group and Portfolio Stock Condition reports.

Asset Management Forecast End Date

Set the optional Asset Management Forecast End Date beneath the Asset Mgmt subtab navigation and click Save to limit this property's cost projections. Leave it blank for the full forecast, or clear it and save to remove an existing limit. See how to set and change the forecast end date.

Where a previous active inspection has been recorded, Affinity uses its inspection date and the Service Interval to calculate the due date for the cutoff comparison. Occurrences due on or before the forecast end date are included. Later occurrences are excluded, even when their Next Scheduled Check year is the same as the end year. This applies to the next check and later recurring checks.

Example: If the forecast ends on 30 June 2030 and an annual check was last completed on 15 September 2029, the next check is due on 15 September 2030. Its occurrence and cost are excluded. A check due on 30 June 2030 remains included.

If no inspection date is available and the forecast is based only on a year, checks in the selected end year remain included. An overdue first check retains its original due date for the cutoff comparison, although its projected cost is shown in the current forecast year. A 29 February anniversary falls on 28 February in a non-leap year.

The Compliance Cost Forecast labels a next check due after the cutoff Excluded from forecast. Its Standard Cost remains visible as the configured cost; it does not mean the cost is included in the projection.

The same rule applies to property Stock Condition Costs, combined management reports, occurrence counts and exports. The date limits financial projections; it does not remove the configured check, delete inspection history or change operational safety-check requirements.

Blocks have their own optional Asset Management Forecast End Date. Set it separately in the block’s Asset Management area to limit shared block costs. A property’s end date does not limit its block’s forecast, and a block’s end date does not limit its properties’ forecasts. See setting a block forecast end date.

Good Practice

Maintaining an accurate set of Compliance Checks ensures that future compliance expenditure is forecast as accurately as possible.