Asset Management – Block Compliance Checks

Block Compliance Checks identify the statutory inspections and servicing requirements that apply to an individual housing block. Examples include fire alarm servicing, lift maintenance and water quality certification.

They are used by the Asset Management module to forecast future compliance expenditure and are included within Stock Condition reports.

To access Block Compliance Checks, open the required Housing Group and select the Blocks tab. Select the required Block, click Asset Management and then select Compliance Checks.

Before You Begin

Important: Before Compliance Checks can be configured, the Block’s Year Built must be recorded.

The Year Built is the starting point for forecasting when no valid recorded inspection date is available for the block and check type.

If the Year Built has not been entered, the Block’s Asset Management area displays a warning and its Compliance Checks cannot be configured or forecast.

To add a missing Year Built, open the Block’s Options menu and select Edit Block.

Updating Compliance Checks

When a Block 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 Block.

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

Unlike Property Asset Management, Asset Management Profiles are not applied to Blocks. Compliance Checks are selected and configured directly for each Block.

Configuring Compliance Checks

The Compliance Checks page displays all available Block Services Check Types.

For each item, the following information is available:

Select the Compliance Checks that apply to the Block and click Save Compliance Checks.

Forecasting Compliance Costs

Affinity uses the most recent active inspection recorded against this block and check type, together with the Service Interval, to calculate the Next Scheduled Check year. Without a valid recorded inspection date, it uses the Block’s Year Built and advances by the Service Interval to the current or a future year.

If a recorded inspection makes the next check overdue, the first occurrence is forecast in the current year. Its original due date is retained when comparing it with the forecast end date.

The forecast cost is based on the Standard Cost defined for the Block Services Check Type. Future costs are repeated according to the applicable Service Interval throughout the forecast period.

The resulting forecasts are included within:

• The Block’s Stock Condition Costs.
• The Stock Condition Costs management report.
• The Annualised 40-Year Stock Condition Cost report.

Block Services and Asset Management

Block Compliance Checks use the same types maintained under Admin → Settings → Block Services Check Types. The Standard Cost and Service Interval recorded there form the basis of Asset Management forecasting.

The Compliance Checks selected within Asset Management are used for financial forecasting. Operational inspections and service records continue to be maintained separately within the Housing Group’s Block Services area.

Asset Management Forecast End Date

When your responsibility for a block is expected to end, for example when a lease expires, enter an optional Asset Management Forecast End Date beneath the block’s Asset Management subtab navigation and click Save. Leave it blank for the full forecast. Clear the date and save to restore the full forecast. You need permission to update Housing Group Asset Management to change it; users with read-only access can view the saved date.

The date limits costs recorded against this block. It does not delete or archive the block, remove its components or inspection records, or change the end dates of its individual properties. Property and block forecasts have independent end dates.

• Component replacements and checks forecast only by year include the selected calendar year; later years are excluded.
• Where a recorded inspection supplies a compliance due date, occurrences due on or before the end date are included. Later due dates are excluded, even within the same calendar year.

Example: With an end date of 30 June 2030 and an annual check last completed on 15 September 2029, the check due on 15 September 2030 is excluded. A check due on 30 June 2030 is included. The rule applies to later recurrences as well as the next check, and to both forecast costs and occurrence counts. A 29 February anniversary falls on 28 February in a non-leap year.

The Compliance Checks list labels a next check beyond the cutoff Due after the Asset Management Forecast End Date. This limits the financial forecast; operational inspection and service records remain available in Block Services.

Good Practice

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

Keep completed block inspection records up to date. Review Standard Costs and Service Intervals periodically within Block Services Check Types so forecasts reflect current servicing arrangements.