40-Year Cost Forecast

The 40-Year Cost Forecast report provides an asset-by-asset forecast of planned maintenance and cyclical or compliance expenditure across your housing stock.

The report combines Asset Management information recorded against properties and blocks and projects the associated costs over a rolling 40-year period, beginning with the current calendar year.

Note: This report is available only when the optional Asset Management module has been enabled and the user has access to Management Reports.

Accessing the Report

Open Reports, select Management, and click 40-Year Cost Forecast within the Asset Management section.

Select either:

• A specific Housing Group.
• All Housing Groups.

Click Generate to produce the report.

You can refine the generated report using the Asset Type filter:

• Select All Assets to include both properties and blocks.
• Select Property to include all properties, or choose a specific Property.
• Select Block to include all blocks, or choose a specific Block.

Click Apply Filters to update the report, or Clear Filters to return to all assets within the selected Housing Group scope.

When All Housing Groups is selected, the available properties and blocks—and the report results—include only the Housing Groups the current user is authorised to access.

If no configured components or Compliance Checks match the selected filters, the report displays a message confirming that no qualifying items were found.

Before You Begin

The accuracy of the report depends on the Asset Management information recorded against each property and block.

Before generating the report, ensure that:

• The Year Built has been recorded for each relevant property and block.
• The required Property Components and Block Components have been configured.
• The appropriate property and block Compliance Checks have been selected.
• Standard Costs, Life Cycles and Service Intervals have been configured accurately.
• Known replacement years, adjusted life cycles and next-check years have been recorded where appropriate.

Only active Asset Management items are included. Inactive and archived properties are excluded.

Important: A property or block with configured Asset Management items cannot be included if its Year Built has not been recorded. When this occurs, the report displays a warning showing the number of configured assets excluded. When filters are applied, this warning relates only to configured assets within the selected scope.

Report Sections

The report separates property and block expenditure into four sections:

1. Property Planned Maintenance
2. Block Planned Maintenance
3. Property Cyclical and Compliance Maintenance
4. Block Cyclical and Compliance Maintenance

Each property or block appears as a single row within the relevant section. Where an asset has several components or Compliance Checks, their forecast costs are combined into that asset’s row.

Property rows display the property address and Asset Reference.

Block rows are displayed in the following format:

Housing Group Name, Block Name

This makes blocks identifiable where the same Block name is used in more than one Housing Group. Block Asset References are left blank.

Block costs remain assigned to the Block and are not divided between, or repeated against, the individual properties associated with it.

Understanding the On-Screen Forecast

The on-screen report groups the 40-year forecast into eight five-year periods:

• Years 1–5
• Years 6–10
• Years 11–15
• Years 16–20
• Years 21–25
• Years 26–30
• Years 31–35
• Years 36–40

For each asset, the report displays:

• The asset name.
• The Asset Reference, where applicable.
• The total forecast cost across all 40 years.
• The forecast cost within each five-year period.

Each populated section includes a section total. The Total 40-Year Cost Forecast row combines all property and block planned-maintenance and compliance costs.

Configured assets remain visible even when their forecast cost within the 40-year period is zero.

Exporting the Report

Click Export CSV to download a detailed annual breakdown. The export reflects the currently applied Asset Type, Property or Block filters.

The export includes:

• Asset
• Asset Reference
• Total
• One column for each of the 40 calendar years
• A Forecast Year row numbered from 1 to 40
• Section totals
• The combined Total 40-Year Cost Forecast

Unlike the on-screen report, which groups costs into five-year bands, the CSV shows the forecast for every individual year. This is useful for detailed financial planning, budget modelling and further analysis in spreadsheet software.

How Planned Maintenance Is Calculated

Planned Maintenance forecasts are based on the Property Components and Block Components configured for each asset.

Affinity considers:

• The component’s Standard Cost.
• Its standard Life Cycle.
• Any Adjusted Life Cycle recorded against the asset.
• The First Replacement Year or Override First Replacement Year, where specified.
• The Last Replaced Year, where specified.
• The asset’s Year Built.

Future replacement costs are repeated throughout the forecast according to the applicable Life Cycle.

How Cyclical and Compliance Maintenance Is Calculated

Cyclical and Compliance Maintenance forecasts are based on the Compliance Checks selected for each property or block.

Affinity considers:

• The check’s Standard Cost.
• Its Service Interval.
• The asset’s Year Built.
• The latest active inspection recorded for a property and check type.
• The Override Next Check Due Year recorded for a Block Compliance Check, where applicable.

If a property check calculated from its latest inspection is overdue, the next cost is included in the current forecast year. Future costs are then repeated according to the applicable Service Interval.

Property and Block Forecast End Dates

The report respects the optional Asset Management Forecast End Date set separately for each property and block. Set or change it in the relevant asset’s Asset Mgmt area and click Save. Leave it blank for the full forecast, or clear it and save to remove a limit. For block instructions, see setting a block 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.

Each cutoff applies only to costs recorded against that property or block. A block end date does not change property forecasts, and property end dates do not change block forecasts. Combined results can include assets with different end dates. The report’s overall 40-year period remains unchanged.

The cutoff is applied before costs are combined into each property or block row, five-year band, section total and overall total. The CSV uses the same rule for its annual columns. A configured property or block can remain visible with a zero forecast cost after its included occurrences have been removed.

Example: A property ending on 30 June 2030 can still have a component replacement included in 2030 because replacements are forecast by year. An annual compliance check last completed on 15 September 2029 is due on 15 September 2030, so that occurrence and cost are excluded.

For further details, see compliance due dates and overdue checks.

Good Practice

Review the report regularly and keep the underlying Asset Management information up to date.

In particular:

• Record completed component replacements.
• Update planned replacement and last-replaced years.
• Maintain accurate Compliance Check schedules.
• Review Standard Costs, Life Cycles and Service Intervals periodically.
• Add missing Year Built information promptly.

Accurate source information ensures that the 40-Year Cost Forecast provides a reliable basis for long-term maintenance planning, investment decisions and budget preparation.