eams toolkit guide - 3istudio
TRANSCRIPT
EAMS TOOLKIT GUIDE
Guide to using the EAMS Upload Toolkit Spreadsheets
Version 3.1 March 2016
EAMS TOOLKIT GUIDE | Guide to using the EAMS Upload Toolkit Spreadsheets | Page 1
Contents
Contents .............................................................................................................................................. 1
Version History ........................................................................................................................................ 1
Introduction.............................................................................................................................................. 2
Important Notes ....................................................................................................................................... 2
Scope of Excel Spreadsheets ................................................................................................................. 3
General Information for All Spreadsheets ............................................................................................... 3
Property Appraisal Manual .................................................................................................................. 3
Colour Coding ...................................................................................................................................... 3
Drop Down Lists and Validation .......................................................................................................... 3
Adding New Lines ................................................................................................................................ 4
Information Specific to Each Spreadsheet .............................................................................................. 4
Site Information ................................................................................................................................... 4
Block Information ................................................................................................................................. 6
Floor Information ............................................................................................................................... 10
Room Information .............................................................................................................................. 11
Appraisal Information – NHS Scotland .............................................................................................. 12
Lease Information .............................................................................................................................. 17
Valuation Information ......................................................................................................................... 18
Version History
Version Notes Date By
Revision 3.0 New document created from HFS’ “Estates Asset Management Import Toolkit - 2 2 Issue.doc”
01/03/2016 CB
Revision 3.1 Amendments after feedback from HFS 30/03/2016 CB
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Introduction
Health Facilities Scotland have developed an Estates Asset Management software system (EAMS)
with 3i Studio to assist with the management of the NHS Scotland property portfolio.
The system is to include healthcare facilities and owned and/or leased office accommodation and will
provide the facility for effective, efficient and consistent data collection and analysis.
The purpose of this document is to give guidance on how to bulk populate certain parts of the Estates
Asset Management System with new data using Excel spreadsheets in defined formats provided as
part of this toolkit which are then imported into the system.
Important Notes
New data only:
The import spreadsheets should only be used for initial import of new data provided by 3rd Parties who
do not have access to the EAMS system.
It should be noted that 3i Studio will charge for uploading these toolkits into EAMS so please
consider using the following alternative options, that attract no charge, before filling in these
sheets.
Direct entry in the EAMS system
Particularly for updating existing information or adding Sites and Blocks
See: HFS User Guide_EstateManager
and: HFS User Guide_Updating appraisal data
Using the Import / Export function for Appraisal Data
This function in the software will either export existing data to a spreadsheet which can be edited,
added to and re-imported or a blank template can be created into which data can be added and
imported by the user
See: Data Import & Export Guide
In the first instance please contact a Board “Super User”, who has the necessary privileges to be able
to add sites and buildings, before using the toolkit. If you don’t know who your Board’s Super User is
please contact HFS or 3iStudio.
Charges for data work
These toolkit spreadsheets cannot be automatically imported into the EAMS system by users and
have to be imported by 3iStudio. There is a cost associated with this work that will be quoted for
on request. We would recommend contacting 3iStudio’s NHS Scotland Project Manager, Charles
Barrett, before issuing the toolkit out.
Assuming a purchase order is in place 3iStudio will require up to two weeks to schedule and complete
imports - sometimes more during particularly busy periods. We will ensure you are made aware of
estimated timescales if we are unable to complete within 2 weeks. We work on a first come – first
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served basis. Please ensure you consider this when trying to meet a deadline for data entry by
allowing ample time for data imports.
3iStudio will check all spreadsheets prior to upload for data compatibility (i.e. whether it can be
uploaded or not) but not for data accuracy. Sheets with errors that prevent upload (such as incorrect
site codes) will be returned with guidance on what needs to be updated for successful upload. We
cannot upload part sheets.
Scope of Excel Spreadsheets
The spreadsheets that are currently available in this toolkit are:
02. Site Information Rev4.5
03. Block Information Rev6.0
04. Floor Information Rev1.1
05. Room Information Rev1.1
06. Appraisal Information – NHS Scotland Rev9.5
07. Lease Information Rev1.5
08. Valuation Information Rev1.3
Please check with 3i Studio prior to issuing any toolkits to ensure that you have the most up to date
version.
General Information for All Spreadsheets
Property Appraisal Manual
Everything contained in this toolkit must be read in conjunction with the “NHS Scotland – Estates
Asset Management – Property Appraisal Manual”. This manual is available from Health Facilities
Scotland.
Colour Coding
The columns in each spreadsheet are colour coded as follows:
Blue columns - data that is required for all records and feeds in to the National Reporting
Orange columns - data that should ideally be provided but is not always necessary
Yellow columns - data that is completely optional but may be of use to the Organisation
Grey Columns – Provided for calculations / info but not imported into EAMS
Drop Down Lists and Validation
The spreadsheets contain validation of certain cells to tie in with the EAMS system; the spreadsheets
are protected so that the validation cannot be changed. If there are any queries over the validation
please send an e-mail to [email protected] or call 0845 675 5051 and ask for the support
desk.
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Adding New Lines
Where additional lines are required in any of the toolkit spreadsheets please insert new lines between
the pink lines – do not enter data into the white rows at the bottom as they have no data validation.
Copying and pasting pre-populated lines will also provide additional lines available to populate.
Information Specific to Each Spreadsheet
Site Information
Important: The site information spreadsheet should only be used for adding multiple new sites to
the system. However, it is strongly recommended sites are added directly to the system by the local
Board “Super User”
The Site Information spreadsheet has two worksheets in it:
Site Information
This contains the basic site information to be populated into the system.
SITE INFORMATION
Column Notes Requirement
Site Code
The Site Code entered here should be the correct Location Code from the NHS Scotland Location Code Directory maintained by NSS. “NHS Scotland – Estates Asset Management – Property Appraisal Manual” for more information. Up to 10 Characters
Required
Site Name The locally used Site Name should be entered here. This name should be unique across all Sites entered. Up to 10 Characters
Required
Site Status
The Site Status (Land) should be selected from the picklist. It should be noted that the Site Status is independent of the Block Status, except that if you select, for example, ‘Surplus’ as a Site Status then it would be expected that all the Blocks on that site would also be shown as ‘Surplus’.
Required
Essential If the Site is an Essential Site select ‘Yes’ from the picklist, otherwise select ‘No’.
Required
Site Future Plan The Future Plan for the Site (Land), in relation to disposals, should be selected from the picklist.
Required
Land Area (Ha) The Land Area should be entered in Hectares up to 2 decimal places.
Required
Site Grouping The NHS Organisation responsible for maintaining the information on this Site should be selected from the picklist for the Site Grouping.
Required
Address Line 1 Enter the first line of the address for the Site. Ideal
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Address Line 2 Enter the second line of the address for the Site where applicable.
Ideal
Address Line 3 Enter the third line of the address for the Site where applicable. Ideal
Town Enter the Town. Ideal
Postcode Enter the Postcode. Ideal
County Select the County from the picklist. Ideal
GIA (m2)
Enter the Site Gross Internal Area (GIA) in square metres rounded to the nearest square metre. Note that the system can calculate the Site GIA from the sum of the Block GIA’s within a Site if these are provided in the Block Information.
Optional
Is GIA Estimated? If the Site GIA is estimated select ‘Yes’ from the picklist, otherwise select ‘No’.
Optional
Site Cross Reference
If your Organisation knows the Site by a different code or other reference then you can enter that code as a cross reference in this column.
Optional
UPRN The Local Land and Property Gazetteer UPRN from your local Council.
Optional
Site Type
This identifies the overall or main type of activity carried out on a Site.
SITE TYPE
Column Notes Requirement
Site Code Enter the same Site Code here as you entered on the Site Information worksheet.
Required
Organisation Name
The NHS Organisation occupying this Site should be selected from the picklist.
Required
Site Type
The Site Type should be selected from the picklist. It should be noted that the Site Type selected should be the most appropriate when the primary uses of the Site are taken into consideration. It is understood that this may be difficult in certain situations, hence the Site Type “08 Multi Service Hospital” has been included in the list where there is more than one primary use for a hospital site.
Required
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Block Information
Important: The block information spreadsheet should only be used for adding multiple new
blocks to the system. It is strongly recommended blocks are added directly to the system by the local
Board “Super User”
The Block Information spreadsheet has three worksheets in it:
Block Information
This contains the basic block information to be populated into the system.
BLOCK INFORMATION
Column Notes Requirement
Site Code Enter the same Site Code here as you entered on the Site Information worksheet or as is entered in EAMS
Required
Block No
Enter a unique Block Number for this Block within the Site. Note that it is recommended in most cases that a block should generally equate to a building. The main instance in which this would not be the case is where an extension with a different build year has been added to an older building in which case it makes sense to treat the extension as a separate block. Also note that the Block No ’00’ is required to be used by all NHS Organisations for the ‘Site and External Areas’ on a Site. Up to 10 Characters
Required
Block Name The locally used Block Name should be entered here. This name should be unique within the Site. Up to 50 Characters
Required
Block Status
The Block Status should be selected from the picklist. It should be noted that the Block Status is independent of the Site Status, except that if you select, for example, ‘Surplus’ as a Site Status then it would be expected that all the Blocks on that site would also be shown as ‘Surplus’.
Required
Essential If the Block is an Essential Block select ‘Yes’ from the picklist, otherwise select ‘No’.
Required
Block Type
The Block Type should be selected from the picklist. It should be noted that the Block Type selected should be the most appropriate when the primary uses of the Block are taken into consideration. It is understood that this may be difficult in certain situations, hence the Block Type “08 Multi Service Hospital” has been included in the list where there is more than one primary use for a hospital block.
Required
Block Future Plan The Future Plan for the Block, in relation to disposals, should be selected from the picklist.
Required
Site Address If the Block Address is the same as the Site Address select ‘Yes’ from the picklist, otherwise select ‘No’.
Required
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Tenure The Tenure should be selected from the picklist. Required
Organisation Name
The NHS Organisation occupying this Site should be selected from the picklist.
Required
Year Built Enter the Year the Block was built. If the build year is uncertain then an approximate build year should be entered.
Required
GIA (m2) Enter the Block Gross Internal Area (GIA) in square metres rounded to the nearest square metre.
Required
Is GIA Estimated? If the Block GIA is estimated select ‘Yes’ from the picklist, otherwise select ‘No’.
Ideal
Construction Narrative
Enter a short descriptive narrative on the construction of the Block.
Ideal
Historic Listing The Historic Listing should be selected from the picklist. Ideal
Telephone Number
Enter the main telephone contact number for the Block, if appropriate.
Optional
Temporary Construction
If the Block is a temporary construction (e.g. Portakabin) select ‘Yes’ from the picklist, otherwise select ‘No’.
Optional
Remaining Life of Block (Yrs)
Enter the estimated Remaining Life of the Block in Years. Optional
Cross Reference If your Organisation knows the Block by a different code or other reference then you can enter that code as a cross reference in this column.
Optional
UPRN The Local Land and Property Gazetteer UPRN from your local Council.
Optional
Notes Enter any notes related to the Block. Optional
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Block Appraisal Summary
This contains a summary of the Condition Appraisal information at Block level.
BLOCK APPRAISAL SUMMARY
Column Notes Requirement
Site Code Enter the same Site Code here as you entered on the Block Information worksheet.
Required
Block No Enter the same Block Number here as you entered on the Block Information worksheet.
Required
Facet The Facet for which you are entering an Executive Summary should be selected from the picklist.
Required
Condition
The Condition for the selected Facet should be selected from the picklist.
This is a Required field for:
Physical Condition
Building Fabric
Engineering
Statutory
This is an Optional field for:
Environment
Space Utilisation
Functional Suitability
Quality
Note that overall condition rankings for Space Utilisation, Functional Suitability and Quality are required to be reported but this is covered by entries in the Rooms data.
Required / Optional dependent on Facet – see notes
Appraisal Level The Appraisal Level should be selected from the picklist. Required
Appraisal Date Enter the Date the Appraisal was carried out. Required
Executive Summary
A general narrative regarding the condition appraisal findings for this Facet on this Block.
Optional
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Block Photo
This contains one or more Photos of each Block.
BLOCK PHOTO
Column Notes Requirement
Site Code Enter the same Site Code here as you entered on the Block Information worksheet.
Optional
Block No Enter the same Block Number here as you entered on the Block Information worksheet.
Optional
Date Enter the Date the Photo was taken. Optional
Description Enter a description for the photo (e.g. Front Elevation). Optional
Photo Filename
Enter the physical filename for the photo. Please ensure you follow the guidelines from the Guidance Manual for the size and naming of the photograph as follows: Each photograph should be stored as an individual JPG file and be no greater than 150kB in size with a resolution of 150 pixels per inch (recommended size 640 x 480 pixels). Each JPG
It is recommended files should be named in accordance with the following convention; A-B-C-D-E where; A is the Site Code e.g. T504B B is the Block no e.g. 01 C is the text FABRIC for Building Fabric or M&E for Engineering Services D is a unique (per Block) three digit photograph reference eg. 002 E is the file extension i.e. jpg
Example: T504B-01-FABRIC-002.jpg
Optional
Photo Folder The Photo folder should be selected from the picklist. When uploaded to the server the photographs will be segregated into folders by NHS Organisation using this Photo Folder name.
Optional
Main View If the Photo is the Main Front View Photograph of the Block select ‘Yes’ from the picklist, otherwise select ‘No’. Please only select ‘Yes’ for one photograph per Block.
Optional
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Floor Information
The Floor Information spreadsheet has a single worksheet in it.
Floor Information
This contains the floor level information to be populated into the system.
FLOOR INFORMATION
Column Notes Requirement
Site Code Enter the same Site Code here as you entered on the Block Information worksheet or as is entered in EAMS
Required
Block No Enter the same Block Number here as you entered on the Block Information worksheet or as is entered in EAMS
Required
Floor Level Enter the Floor Level e.g. 0, 1, 2 etc. Up to 6 Characters Required
Floor Code
The Floor Code will auto-complete from a formula. It can be overwritten if necessary. The Floor Code follows the convention: A-B-C where; A is the Site Code e.g. T504B B is the Block no e.g. 01 C is the Floor Level e.g. 0 Example: T504B-01-0
Required
Floor Description Enter the Floor Description e.g. Ground Floor. Up to 20 Characters
Required
GIA (m2)
Enter the Floor Gross Internal Area (GIA) in square metres rounded to the nearest square metre. Note that if you have accurate CAD drawings, it is possible to populate the Floor GIA from the drawing using the Easylink module.
Required
Is GIA Estimated? If the Floor GIA is estimated select ‘Yes’ from the picklist, otherwise select ‘No’.
Optional
GEA (m2)
Enter the Floor Gross External Area (GEA) in square metres rounded to the nearest square metre. Note that if you have accurate CAD drawings, it is possible to populate the Floor GEA from the drawing using the Easylink module.
Optional
Level Order
By default the system orders the floor levels alphabetically by Floor Level. However this may not order the floors in the way you require. The Level Order column allows you to define the order you would like the system to order the floor levels.
Optional
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Room Information
The Room Information spreadsheet has a single worksheet in it.
Rooms
This contains the room information to be populated into the system.
ROOM INFORMATION
Column Notes Requirement
Site Code Enter the same Site Code here as you entered on the Block Information worksheet or as is entered in EAMS
Required
Block No Enter the same Block Number here as you entered on the Block Information worksheet or as is entered in EAMS
Required
Floor Level Enter the Floor Level as entered on the Floors worksheet or as is entered in EAMS.
Required
Room Number Enter the Room Number e.g. 001, 002, etc. or for ‘pseudo’ rooms PS001, PS002 etc. Up to 8 Characters
Required
Zone Name
The Zone Name will auto-complete from a formula. It can be overwritten if necessary. The Zone Name follows the convention: A-B-C-D where; A is the Site Code e.g. T504B B is the Block no e.g. 01 C is the Floor Level e.g. 0 D is the Room Number e.g. 001 Example: T504B-01-0-001
Required
Room Description Enter the Room Description e.g. Office. Up to 35 Characters Required
Room Area (m2)
Enter the Room Area in square metres with an accuracy of up to two decimal places. Note that if you have accurate CAD drawings, it is possible to populate the Room Areas from the drawing using the Easylink module.
Required
Space Utilisation The Space Utilisation ranking for the Room/Department Area should be selected from the picklist.
Required
Functional Suitability
The Functional Suitability ranking for the Room/Department Area should be selected from the picklist.
Required
Quality The Quality ranking for the Room/Department Area should be selected from the picklist.
Required
Room Height (m) Enter the Room Height in metres with an accuracy of up to two decimal places.
Optional
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Appraisal Information – NHS Scotland
The Appraisal Information – Mandatory spreadsheet has four worksheets in it. For ease of entry of
data related to different facets the worksheets have been pre-populated with one set of Element /
Sub-element entries for each facet. These entries can be copied and pasted where more than one
set, or additional individual line entries, are required. Lines can also be deleted where they are not
required and depending on the Level of Appraisal being conducted.
Building Appraisal
This contains the Building Appraisal information to be populated into the system.
BUILDING APPRAISAL
Column Notes Requirement
Site Code Enter the same Site Code here as you entered on the Block Information worksheet or as is entered in EAMS
Required
Block No Enter the same Block Number here as you entered on the Block Information worksheet or as is entered in EAMS
Required
Block GIA For calculating other columns
Block Type For Information Not Imported
Location
The Location should be entered here. The Location can be any one of a ‘Location Name’, a ‘Department Name’ or a ‘Room Zone Name’.
A ‘Location Name’ is a descriptor of a physical location e.g.: ‘Whole Block’, ‘Ground Floor’, ‘Elevation 01’, ‘Roof 01’.
A ‘Department Name’ is an identified Department within the Organisation e.g. ‘X-Ray Department’, ‘Alexandra Ward’, ‘Finance Department’.
A ‘Room Zone Name’ is a unique identifier that ties in with rooms data for the Block and follows the convention: A-B-C-D where; A is the Site Code e.g. T504B B is the Block no e.g. 01 C is the Floor Level e.g. 00 D is the Room Number e.g. 001 Room Zone Name Example: T504B-01-00-001
Required
Facet The Facet should be selected from the picklist. You will only be able to pick the facet appropriate to the worksheet
Required
Element The Element should be selected from the picklist. Required
Sub Element The Sub-Element should be selected from the picklist. Required
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Design A descriptor of the design of the sub-element; can be picked from the picklist or entered as text
Optional
Materials A descriptor of the materials used in of the sub-element; can be picked from the picklist or entered as text
Optional
Condition The Condition for the Sub-Element should be selected from the picklist.
Required
Remaining Life (Yrs)
Enter a Remaining Life in years for any Sub-Element that has a cost. Any Sub-Element in condition B with a cost should have a Remaining Life of between 1 and 5 years. Any Sub-Element in condition C or below that has a cost should have a Remaining Life of 0 years.
Required
Year If a Remaining Life has been entered then the spreadsheet will auto-calculate the Year. Alternatively select a Year from the picklist.
Required
Life Cycle Period Expected life cycle period in Years Optional
Comments Enter a comment about the condition of a Sub-Element, where applicable.
Ideal
Remedial Action Enter a comment about the Remedial Action required to be taken, where applicable.
Ideal
% of Block GIA Calculation Not Imported
Quantity The Quantity can be entered with up to 2 decimal places. Optional
Unit If a Quantity is entered then a Unit should be selected from the picklist.
Optional
Rate If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest £1,000.
Optional
Cost
If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest £1,000. Note that this means that any figures calculated to be less than £500 will be rounded down to zero. Alternatively you may enter a cost directly into this cell.
Required
Cost Base Date Enter a Cost Base Date. Default is 01/04/2014 Required
Consequence The Consequence score, where applicable, should be selected from the picklist. A Consequence score should be entered for every record that has a cost.
Required
Likelihood The Likelihood score, where applicable, should be selected from the picklist. A Likelihood score should be entered for every record that has a cost.
Required
Total Risk Calculated Not Imported
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Photo Filename
Enter the physical filename for the photo. Please ensure you follow the guidelines from the Guidance Manual for the size and naming of the photograph as follows: Each photograph should be stored as an individual JPG file and be no greater than 150kB in size with a resolution of 150 pixels per inch (recommended size 640 x 480 pixels). Each JPG
file should be named in accordance with the following convention; A-B-C-D-E where; A is the Site Code e.g. T504B B is the Block no e.g. 01 C is the text FABRIC for Building Fabric D is a unique (per Block) three digit photograph reference e.g. 002 E is the file extension i.e. jpg Example: T504B-01-FABRIC-002.jpg
Optional
Photo Folder The Photo folder should be selected from the picklist. When uploaded to the server the photographs will be segregated into folders by NHS Organisation using this Photo Folder name.
Optional
Surveyor Enter the Surveyor’s name or initials. Optional
Survey Date Enter the approximate Date the Survey was undertaken. Optional
Engineering Appraisal
This contains the Engineering Appraisal information to be populated into the system. It is essentially
identical to the Building Appraisal sheet but with Engineering Element and Sub-Elements.
Photo files should be named in accordance with the same convention as the Building Facet except
use M&E as the text descriptor;
Example: T504B-01-M&E-002.jpg
Statutory Appraisal
This contains the Statutory Appraisal information to be populated into the system. It is essentially
identical to the Building and Engineering Appraisal sheets but with Statutory Element and Sub-
Elements and the Design, Materials and Lifecycle Period columns are excluded.
Photo files should be named in accordance with the same convention as the Building Facet except
use STAT as the text descriptor;
Example: T504B-01-STAT-002.jpg
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Environment Appraisal
This contains the Environment Appraisal information to be populated into the system. This worksheet
is optional.
ENVIRONMENT APPRAISAL
Column Notes Requirement
Site Code Enter the same Site Code here as you entered on the Block Information worksheet or as is entered in EAMS
Required
Block No
Enter the same Block Number here as you entered on the Block Information worksheet or as is entered in EAMS. Note that for the utility consumption Elements / Sub-Elements listed below the values are only required to be entered for each Site against Block ‘00’:
01 Energy Consumption - 01.01 Electricity Consumption
01 Energy Consumption - 01.02 Gas Consumption
01 Energy Consumption - 01.03 Oil Consumption
03 Clinical Waste - 03.01 Clinical Waste
05 Water Consumption - 05.01 Water Consumption
Required
Location
The Location should be entered here. The Location can be any one of a ‘Location Name’, a ‘Department Name’ or a ‘Room Zone Name’.
See Building Appraisal for more info
Required
Facet The Facet should be selected from the picklist. Required
Element The Element should be selected from the picklist. Required
Sub Element The Sub-Element should be selected from the picklist. Required
Condition The Condition for the Sub-Element should be selected from the picklist. Note that the picklist for the EPC – Energy Rating is different from the normal Condition picklist.
Required (only for highlighted cells)
Quantity The Quantity can be entered with up to 2 decimal places.
Required (only for highlighted cells)
Unit If a Quantity is entered then a Unit should be selected from the picklist.
Required (only for highlighted cells)
Rate If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest £1,000.
Optional
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Cost
If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest £1,000. Note that this means that any figures calculated to be less than £500 will be rounded down to zero. Alternatively you may enter a cost directly into this cell.
Ideal (for Board Schemes)
Cost Base Date Enter a Cost Base Date. Preferably your costs will have been uplifted to be estimated costs as at 1st April 2010 if that is required.
Ideal (for Board Schemes)
Consequence The Consequence score, where applicable, should be selected from the picklist. A Consequence score should be entered for every record that has a cost.
Optional
Likelihood The Likelihood score, where applicable, should be selected from the picklist. A Likelihood score should be entered for every record that has a cost.
Optional
Remaining Life (Yrs)
Enter a Remaining Life in years for any Sub-Element that has a cost. Any Sub-Element in condition B with a cost should have a Remaining Life of between 1 and 5 years. Any Sub-Element in condition C or below that has a cost should have a Remaining Life of 0 years.
Optional
Year If a Remaining Life has been entered then the spreadsheet will auto-calculate the Year. Alternatively select a Year from the picklist.
Optional
Comments Enter a comment about the condition of a Sub-Element, where applicable.
Optional
Remedial Action Enter a comment about the Remedial Action required to be taken, where applicable.
Optional
Photo Filename
Enter the physical filename for the photo. Please ensure you follow the guidelines from the Guidance Manual for the size and naming of the photograph as follows:
Each photograph should be stored as an individual JPG file and be no greater than 150kB in size with a resolution of 150 pixels per inch (recommended size 640 x 480 pixels).
The file should be named in accordance with the same convention as the Building Facet except use ENVIRON as the text descriptor; Example: T504B-01-ENVIRON-002.jpg
Optional
Photo Folder The Photo folder should be selected from the picklist. When uploaded to the server the photographs will be segregated into folders by NHS Organisation using this Photo Folder name.
Optional
Surveyor Enter the Surveyor’s name or initials. Optional
Survey Date Enter the approximate Date the Survey was undertaken. Optional
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Lease Information
The Lease Information spreadsheet has two worksheets in it.
Lease Information
This contains the core lease information to be populated into the system.
LEASE INFORMATION
Column Notes Requirement
Site Code Enter the same Site Code here as you entered on the Block Information worksheet or as is entered in EAMS.
Required
Block No Enter the same Block Number here as you entered on the Block Information worksheet or as is entered in EAMS.
Required
Lease Reference ID
Enter a Lease Reference ID that is unique for this Lease – note that this must be a whole number greater than zero. VERY IMPORTANT – you must use the same Lease Reference ID on the other worksheets in the Lease Information spreadsheet to tie other information to the correct lease.
Required
Type of Lease The Type of Lease should be selected from the picklist. Required
Granted or Taken
If the Lease is one where you are the Landlord and you have Granted a Lease to another Person or Organisation then select ‘Granted’ from the picklist. If the Lease is one where you are the Tenant and you have Taken a Lease from another Person or Organisation then select ‘Taken’ from the picklist.
Required
Floor Area Leased (m2)
Enter the internal Floor Area in square metres that is the subject of the Lease rounded to the nearest square metre.
Required
Land Area Leased (Ha)
Enter the Land Area in Hectares that is the subject of the Lease to two decimal places.
Required
Lease Term (yrs) Enter the number of complete years of the Lease term. Optional
Lease Term (months)
Enter the number of months of the Lease term. Optional
Commencement Date
Enter the Commencement Date of the Lease. Optional
Expiry Date Enter the Expiry Date of the Lease. Optional
Is VAT charged on Rent?
If the Landlord has opted to charge VAT on the Lease then select ‘Yes’ from the picklist, otherwise select ‘No’.
Optional
Is VAT Recoverable?
If the Landlord has opted to charge VAT on the Lease and you are able to recover the VAT then select ‘Yes’ from the picklist, otherwise select ‘No’.
Optional
Rental Basis The Rental Basis should be selected from the picklist. Optional
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Legal Date Enter the Legal Date of the Lease. Optional
Deed Packet No Enter a Deed Packet Number if appropriate. Optional
Notes Enter any general notes relating to the Lease. Optional
Rent Information
This contains the rent information that relates to a particular lease.
RENT INFORMATION
Column Notes Requirement
Site Code Enter the same Site Code here as you entered on the Lease Information Sheet
Optional
Block No Enter the same Block Number here as you entered on the Lease Information Sheet
Optional
Lease Reference ID
VERY IMPORTANT – Enter a Lease Reference ID that relates back to the same Lease Reference ID entered on the Lease Information sheet – note that this must be a whole number greater than zero.
Optional
Rent Date
Enter the Date that this annual rent amount came into effect. Note that you may enter Dates and Amounts in the future if so desired (e.g. if you know what future rent reviews will be) but the system will show the current rent based on the current date.
Optional
Rent Type If this is the Initial rental amount payable under the terms of a new Lease then select ‘Initial Rent’. If this is a revised rental amount after a Rent Review then select ‘Rent Review’.
Optional
Rent Amount Enter the annual rental amount exclusive of VAT. Optional
Valuation Information
The Valuation Information spreadsheet has a single worksheet in it.
Valuation Information
This contains the valuation information to be populated into the system.
VALUATION INFORMATION
Column Notes Requirement
Site Code Enter the same Site Code here as you entered on the Block Information worksheet.
Required
Block No Enter the same Block Number here as you entered on the Block Information worksheet.
Required
EAMS TOOLKIT GUIDE | Guide to using the EAMS Upload Toolkit Spreadsheets | Page 19
Valuation Date Enter the Date that this valuation was effective from. Required
Valuation Type The Type of Valuation should be selected from the picklist. Required
Value Enter the Valuation Value. Required
Notes Enter any general notes relating to the Valuation. Optional