Asset Management – Stock Condition Costs

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

The report includes costs associated with the shared elements of the Block only. It does not include Asset Management costs belonging to the individual properties within the Block.

To access the report, open the required Housing Group and select the Blocks tab. Select the required Block, click Asset Management and then select Stock Condition Costs.

Before You Begin

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

Before viewing the report, ensure that:

• The Block’s Year Built has been recorded.
• The required Block Components have been configured.
• The appropriate Compliance Checks have been selected.
• Known component replacement years and completed block inspections have been recorded.

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

Important: A Year Built must be recorded before Affinity can configure or forecast Asset Management costs for the Block.

Summary Forecast

The Block 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 from Block Components.
• Compliance Maintenance costs from 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 shared components and compliance responsibilities of the Block.

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 Block 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 Block Components and Compliance Checks.

For Block Components, Affinity considers:

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

For Compliance Checks, Affinity considers:

• The Standard Cost.
• The Service Interval.
• The most recent active inspection date recorded for the block and check type, where available.
• The Block’s Year Built.

These values are used to calculate when future expenditure is expected to occur during the forecast period. Component replacement and Compliance Check costs are repeated according to their applicable Life Cycle or Service Interval.

Management Reporting

The costs shown on this page relate only to the selected Block.

Block costs are also included within the Asset Management reports available from the Management Reports area. When reporting for a Housing Group or the entire housing stock, Affinity combines:

• Property Components and Compliance Checks.
• Block Components and Compliance Checks.

Each Block cost is included once within its Housing Group and is not repeated against every property belonging to the Block.

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.

The cutoff applies to five-year bands, planned and compliance totals, the detailed CSV export and combined Housing Group and portfolio reports. The full 40-year horizon remains visible. If the end year is before the current calendar year, the block’s forecast costs and annual averages are zero.

Annual averages

Block annual averages remain the included forecast totals divided by 40, even when the end date is sooner. For example, included costs of 8,000 give an annual average of 200. Management reports use the same 40-year calculation. Individual property views use their own remaining forecast years, so their averages can differ.

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

Good Practice

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

Recording completed component replacements, updating planned replacement years and maintaining accurate Compliance Check schedules ensures that future forecasts continue to reflect the condition of the Block and provide a reliable basis for long-term asset planning.