Asset Management - Stock Condition Costs

The Stock Condition Costs report provides a long-term forecast of the expenditure required to maintain an individual property. It combines the property's Property Components and Compliance Checks to estimate future planned maintenance and compliance costs.

To access the report, open the required Property, select the Asset Mgmt tab and click Stock Condition Costs.

Before You Begin

The accuracy of the Stock Condition Costs report depends upon the property's Asset Management information being complete.

Before viewing the report, ensure that:

• The property's Year Built has been recorded on the Details tab.
• The required Property Components have been configured.
• The appropriate Compliance Checks have been selected.

Where this information is incomplete, the projected costs may not accurately reflect the future investment requirements for the property.

Summary Forecast

The Property Stock Condition Costs report presents a high-level summary of projected expenditure over the forecast period.

Costs are grouped into five-year bands, allowing future investment requirements to be reviewed quickly.

For each five-year period, the report displays:

• Planned Maintenance costs (Property Components).
• Compliance Maintenance costs (Compliance Checks).
• Total projected expenditure.

The report also displays:

• Total Planned Maintenance expenditure.
• Total Compliance Maintenance expenditure.
• Overall projected Stock Condition Costs.
• Annual average Planned Maintenance expenditure.
• Annual average Compliance Maintenance expenditure.

This summary provides an overview of the long-term investment required to maintain the property.

Detailed Export

Selecting Export generates a CSV file containing a detailed year-by-year breakdown of projected expenditure throughout the forecast period.

Unlike the on-screen summary, the export identifies:

• The individual Property Component or Compliance Check.
• The year in which expenditure is projected to occur.
• The projected replacement or servicing cost.

This detailed analysis is particularly useful when reviewing future maintenance programmes or preparing long-term financial plans.

How the Forecast is Calculated

The report combines information from both Property Components and Compliance Checks.

For Property Components, Affinity considers:

• The component's Standard Cost.
• The applicable Life Cycle.
• Any Adjusted Life Cycle recorded for the property.
• The First Replacement Year, where specified.
• The Last Replaced Year, where specified.
• The property's Year Built.

For Compliance Checks, Affinity considers:

• The most recent active inspection date for the property and Safety Check Type, where available.
• The Standard Cost.
• The Service Interval.
• The property's Year Built.

These values are used to calculate when future expenditure is expected to occur during the forecast period.

Asset Management Forecast End Date

If you expect to stop being responsible for this property's maintenance costs, enter the optional Asset Management Forecast End Date beneath the Asset Mgmt subtab navigation and click Save. Leave it blank for the full forecast. To remove the limit, clear the date and save. See setting and changing the forecast end date.

• Component replacements and compliance checks for which only a forecast year is available include the selected end year; later years are excluded.
• Where a recorded inspection provides a compliance due date, only occurrences due on or before the end date are included. A later due date is excluded even within the same calendar year.

For example, with an end date of 30 June 2030, a component replacement forecast for 2030 remains included. An annual compliance check last completed on 15 September 2029 is due on 15 September 2030 and is excluded.

The cutoff is reflected in the five-year bands, planned and compliance totals, and detailed CSV export. The report still displays the full 40-year forecast horizon.

Annual averages for an individual property

When an Asset Management Forecast End Date is set, the property's annual averages divide the included forecast costs by the number of calendar years from the current year through the end year, inclusive, capped at 40. The display identifies the averaging period, for example Annual average over 5 years. The property CSV includes the same averages and an Annual average period (calendar years) row.

Example: A forecast beginning in 2026 and ending on 30 June 2030 has five averaging years: 2026 to 2030 inclusive. If its included costs total 20,000, the annual average is 4,000 (20,000 ÷ 5). Partial calendar years are counted as full years for this average.

A date in the current calendar year uses one year. With no end date, or an end date beyond the 40-year horizon, the average uses 40 years. If the end year is before the current year, there are no remaining forecast years and the annual averages are zero.

Housing Group and portfolio management reports retain their separate 40-year annualised measure: adjusted total costs divided by 40. They do not add together individual property averages calculated over different periods.

The same property cutoff is used in Housing Group and portfolio management reports. It does not limit costs recorded against a block. For further details, see the compliance due-date rules.

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.

Block Stock Condition Costs retains a 40-year annual-average calculation, even when the block has an earlier forecast end date.

Good Practice

The Stock Condition Costs report should be reviewed periodically as maintenance work is completed.

Updating replacement years following major works and keeping Compliance Checks up to date ensures that future forecasts continue to reflect the current condition of the property and provide a reliable basis for long-term asset planning.