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E N G H O U S E S Y S T E M S L I M I T E D

E N G H O U S E N E T W O R K S D I V I S I O N

A S S E T M A N A G E M E N T G R O U P

ESTATES MANAGEMENT CONFIGURATION

Configuration Guide

Document ID: CGU19

Revision: 1.10

Lifecycle Status: Work In Progress

Owner: Helpdesk

Project: GNO

PROPRIETARY INFORMATION: The information contained in this document is the property of Enghouse Systems Limited. Except as specifically authorized in writing by Enghouse Systems, the holder of this document shall keep all information contained herein confidential and shall protect same in whole or in part from disclosure and dissemination to all third parties.

Associated DocumentsDocument ID TitleTRG212 GEM-TRG-7793-ESTATES MANAGEMENT USER GUIDE

Document Revision HistoryVersion Date Author Details0.00 16-JUL-2003 Kevin Bowden Initial Version0.01 18-JUL-2003 Kevin Bowden Document created0.02 18-JUL-2003 Kevin Bowden QRI document - Related ID - added0.03 11-AUG-2003 Kevin Bowden Updated0.04 12-AUG-2003 Kevin Bowden Updated0.05 19-AUG-2003 Kevin Bowden Updated0.06 15-SEP-2003 Kevin Bowden Updated0.07 17-OCT-2003 Kevin Bowden Updated1.00 09-MAY-2005 Anna Fowles Issued1.01 29-MAY-2012 Richard Hopkins Enghouse format applied1.02 29-MAY-2012 Richard Hopkins Replaced screenshots for v61.03 29-MAY-2012 Richard Hopkins Updated details1.04 29-MAY-2012 Andrew Watkins Updated spelling, grammar and removed

reference to Gamma.1.05 08-JUN-2012 Richard Hopkins Removed related doc QRI1.06 08-JUN-2012 Richard Hopkins Added training guide1.07 08-JUN-2012 Andrew Watkins Updated footer1.08 20-JUL-2012 Richard Hopkins Added v7 screenshots1.09 24-JUL-2012 Andrew Watkins Formatting, grammar and spelling

changes.1.10 01-AUG-2012 Neal Williams Updated screenshots for V7 GNO

ReviewersReviewer Name Reviewed Date Reviewed Version Review Status

Please Note – Do not manually edit any details above this line. This should be undertaken through the Document Control System only!

Table of Contents

1. Course Objectives..........................................................................................................................4

2. Introduction to Estates Management Configuration.....................................................................5

2.1. Interaction with Other Modules............................................................................................5

2.2. Typical Department Usage.....................................................................................................5

3. Look Up Value Setup......................................................................................................................6

3.1. Adding Lookup Values to the Required Domain Code.........................................................15

4. System Parameters......................................................................................................................16

4.1. Parameter Usage.................................................................................................................16

5. Status List and Transitions...........................................................................................................18

5.1. Status List Screen.................................................................................................................18

5.2. Creating New Status Lists.....................................................................................................19

5.3. Status Transition Screen......................................................................................................19

5.4. Creating Status Transitions..................................................................................................20

6. Site Churn Admin.........................................................................................................................21

7. Rating Admin...............................................................................................................................23

7.1. Rates Tab.............................................................................................................................23

7.2. Rating Lists tab.....................................................................................................................24

7.3. District Valuers Tab..............................................................................................................25

8. Service Types...............................................................................................................................26

9. Service Suppliers..........................................................................................................................27

9.1. Service Supplier Screen........................................................................................................27

9.2. Service Supplier – Accounts sub-tab....................................................................................28

9.3. Service Supplier – Sites sub-tab...........................................................................................28

9.4. Assigning Sites to an Account..............................................................................................30

10. Planning Authorities................................................................................................................32

10.1. Planning Policy sub-tab....................................................................................................33

10.2. Planning Moratoriums.....................................................................................................34

11. Insurance.................................................................................................................................35

11.1. Company Policies tab.......................................................................................................35

11.2. Site Insurance Tab............................................................................................................37

12. Course Review.........................................................................................................................40

ESTATES MANAGEMENT CONFIGURATIONESTATES MANAGEMENT CONFIGURATIONESTATES MANAGEMENT CONFIGURATION

1. Course Objectives

The purpose of this course is as follows:

To provide the user with an overview of the Estate Management functionality and typical department usage.

To provide an insight into all screens within the module enabling the user to record task information.

To explain the query functions and enable users to find existing Estate Management records.

At the end of the course, the user will be able to:

Configure the Estate Management lists of value entries for display and selection throughout the module.

Set specific system parameters for the module

Define and set Status List and Transitions for the Estates Management module.

Define the Site Churn settings within the Site Churn Admin screen

Define Rating Admin within the Rating Admin Screen

Define Service Types and Suppliers

Define Planning Authorities

Define Insurance Companies

of 41 Confidential, Enghouse Networks Ltd


2. Introduction to Estates Management Configuration

The Estates Management module is broken down into the following areas:

Master Legals

The Master Legals module allows users to record details of Master Legal Agreements, Multi-Site Agreements, Agency Agreements and Templates. These allow details to be held of the terms of individual site agreements, which can be created under the master agreement thus speeding up the creation of legal agreements.

Property Legals

The Property Legals module allows full details of all site leases to be held. The creation of these will be greatly sped up where the site in question is assigned to a Master Legal as its details will be used to pre-populate the site agreement. The details can then be amended as necessary.

Planning

The Planning Authorities and Planning Applications screens allow full details to be held of all relevant planning authorities and the planning applications and appeals submitted for sites. Tracking of the activities involved in this can be linked to the relevant dates.

Utilities and Suppliers

The Utilities screens allow details to be held of all suppliers of services to sites and their accounts. For each account a number of sites may be covered and the details of each site’s account and billing details can be held.

In addition to the Legal, Planning and Utilities screens the Estates Management module covers Site Rating, Insurance, Site Configuration and Site Churn.

2.1. Interaction with Other Modules

The Estates Management module will affect the following modules:

Site Module

Estates Management

2.2. Typical Department Usage

Estates Management Department

Legals Department

NetOne Administration



3. Look Up Value Setup

The following is a list of the Domain Codes that are required to be set-up correctly before the NetOne Estates Management area can be used effectively. If users have added to this list, they may not appear here. The codes below are for illustration purposes only and will always be supplied with NetOne. Where values are hard coded a ‘Fixed values’ comment within the ‘Examples’ column is given.

Module Field Domain Examples

Master Legals

Agreement Type ATC

MSA - Multi-Site Agreement

TEMP – Template

MOD - Model

Provider PRO User defined e.g. Crown Castle, Post Office, Unknown

StatusStatus area MLG

Fixed values

Currency CUR

GBP - Pounds Sterling

EURO – Euros

Entered though Currencies form in Materials Management menu.

Commencement Event

CECSIG - Signature of Agreement

MOU - Memorandum of Understanding

Review Basis RRBRPI - Retail Price Index

LLD - Landlord's Discretion

Type BCTFIX - Fixed Break Clause

VAR - Variable Break Clause

Party PAR LL – Landlord

TEN – Tenant

BOTH - Landlord and Tenant



Break Reasons BRC

RENT - Rent Dispute

TRAF – Reduction in site traffic

PREF - Preferred site found

Rent Type RNT

HLR -Headline Rent

DIS - Discounted Rent

OOP - One-off Payment

Pay Freq. PFR

ONE - Once Only

ANN – Annual

QRT – Quarterly

MON - Monthly

Adv/Arr PTIADV – Advance

ARR - Arrears

Repairing Liability PAR

LL – Landlord

TEN – Tenant

BOTH - Landlord and Tenant

Calculation Method CAL

FIXED – Fixed

PERC – Percentage

NONE – None

These values are fixed/seed data

Charge Type SCT

SEC – Security

PARK – Parking

FENCE - Fencing

Housing Type HTC CAB - Outdoor Cabin

INC - Indoor Cabin



Equipment Type ETC

ENH2 - Type 2 Enhancer

B3_25 - Type 3 BTS - max 25 sq metres

D06 - 0.6 metre dish

Dimensions DIM

M – Metre

FT – Foot

M3 - Cubic Metre

Fee Item FEI

ENH2 - Type 2 Enhancer

B3_25 - Type 3 BTS - max 25 sq metres

D06 - 0.6 metre dish

Property Legals

Site IDBased on SIT_UDK

Agr. Type ATCCOL - Co-locationTKY - Turnkey

Property Use PUCMAIN - Main Equipment InstallationSEC - Secondary Equipment InstallationACC - Access Only

Legal Int. LEG

FHOLD - FreeholdLEASE - Leasehold(Note, value of freehold code is held in system parameter EMAN/FHOLD to indicate that the Freehold tab should be enabled if that code is used).

Cost Centre CCC Existing values

StatusStatus area MLG

Fixed values

Agreement Currency

CUR

GBP - Pounds SterlingEURO - EurosEntered though Currencies form in Materials Management menu.

Commencement Event

CEC SIG - Signature of AgreementMOU - Memorandum of Understanding



Rent Type RNTHLR -Headline RentDIS - Discounted RentOOP - One-off Payment

Pay Freq. PFR

ONE - Once OnlyANN - AnnualQRT - QuarterlyMON - Monthly

Adv/Arr PTIADV - AdvanceARR - Arrears

Review Basis RRBRPI - Retail Price IndexLLD - Landlord's Discretion

Type BCTFIX - Fixed Break ClauseVAR - Variable Break Clause

Party PARLL - LandlordTEN - TenantBOTH - Landlord and Tenant

Break Reason BRCRENT - Rent DisputeTRAF - Fall in Traffic so site no longer neededPREF - Preferred site found

Location Type LTCExisting values egCOMP - CompoundCAB - Cabin

Repairing Liability PARLL - LandlordTEN - TenantBOTH - Landlord and Tenant

Calculation Method CAL

FIXED - FixedPERC - PercentageNONE - NoneThese values are fixed/seed data

Charge Type SCTSEC - SecurityPARK - ParkingFENCE - Fencing

Housing Type HTC CAB - Outdoor CabinINC - Indoor Cabin



Equipment Type ETCENH2 - Type 2 EnhancerB3_25 - Type 3 BTS - max 25 sq metresD06 - 0.6 metre dish

Dimensions DIMM - MetreFT - FootM3 - Cubic Metre

Fee Item FEIENH2 - Type 2 EnhancerB3_25 - Type 3 BTS - max 25 sq metresD06 - 0.6 metre dish

Planning Authorities

LPA Rating LPAPOS - Positive Approach to Planning IssuesNEG - Negative Approach to Planning Issues

Cost Centre CCC Existing values

Region LARBRIS - Bristol City CouncilBANES - Bath and North East SomersetMNDP - Mendip District

Rating Region RRCEANDW - England and WalesSCOT - ScotlandNI - Northern Ireland

Stage STG

DRFT - DraftSTG1 - Stage 1STG2 - Stage 2FINAL - Final

Type MOTOFF - Official MoratoriumPAR - Partial MoratoriumUNOFF - Unofficial Moratorium

Category MOC

OWN - Council PropertySCHL - Near SchoolsTOTAL - Total MoratoriumUPG - Upgrades

Planning Applications

Site ID Based on SIT_UDK



LPABased on AUT_UDK

Authority short names entered in Planning Authorities screen

ApplicantBased on Users table

Type

APT

GPDO - General Permitted Development OrderLICEN - LicenceFULL - Full ApplicationDEMIN - De Minimis Application

Application StatusStatus area APP

Reason Refused ACREXIST - Existing mast within areaSCHL - Too close to schoolHOSP - Too close to hospital

(Special Area) Code SPAAONB - Area of Outstanding Natural BeautySSSI - Site of Special Scientific Interest

(Conditions) Code COCTREE - Tree mast to be usedHIGH - Mast height restriction

Type APLFULL - Full ApplicationPART - Partial AppealCLAR - Clarification

Appeal StatusStatus area APS

(Final Conditions) Code

COCTREE - Tree mast to be usedHIGH - Mast height restriction

Housing Type HTCCAB - Outdoor CabinINC - Indoor Cabin

Equipment Type ETCENH2 - Type 2 EnhancerB3_25 - Type 3 BTS - max 25 sq metresD06 - 0.6 metre dish




Rating Admin Rating Region RRC

EANDW - England and WalesSCOT - ScotlandNI - Northern Ireland

Rating List RLC1990 - 1990 Rating List1995 - 1995 Rating List2000 - 2000 Rating List

Rating Notices

Billing AuthorityBased on AUT_UDK

Authorities added through Planning Authorities screen

Valuation OfficeBased on DVA_UDK

District Valuers added through Rating Admin screen

Rating List RLC1990 - 1990 Rating List1995 - 1995 Rating List2000 - 2000 Rating List

Service Types Service Type SEC

ELEC - Electricity SupplyWATER - Water Supply

Supply Unit UMEKWH - KiloWatt hoursM3 - Cubic Metres

Capacity Unit UMEAMPH - Ampere HoursM3 - Cubic Metres

Service Suppliers Supplier Type SUC

GEN - General Utitlity CompanyREC - Regional Electricity CompanyWATER - Water Company

Service Type SECELEC - Electricity SupplyWATER - Water Supply

Service Type SEC As above

Site Services

Site ID SIT_UDK From Site table

Service Type SEC ELEC - Electricity SupplyWATER - Water Supply



Host Supplier SSU_UDKShort Name of Service Suppliers entered in Service Suppliers screen

Tariff TACDN - Day/Night tariffWS - Winter/Summer tariffSDN - Seasonal Day/Night tariff

Reader Category RCCCOR - Customers own readingSUPR - Supplier readingSWMR - South West Meter Readers Ltd

Insurance Insurer (in two places)

INS_UDKShort Name of Insurance Companies entered on first tab of this screen.

PolicySIT_IPO_PO

LICYPolicy number from first tab of this screen for the given Insurer

Site Churn Admin

Churn Colour CCL

BLACK - Severity BlackRED - Severity RedAMBER - Severity AmberGREEN - Severity Green

Site Churn Churn Colour CCL As above

Site Provider PROUser defined e.g. Crown Castle, Post Office, Unknown

Churn Colour CCL As above

Churn Reason CHUPREF - Other preferred site identifiedRENT - Rent too high

Importance (twice)Estate ValueTraffic ValueCoverage Value

IMP

1 - High Importance2 - Important…5 Not important

Value Factor SVFUPGP - Upgrade potentialACCES - Accessibility



Site Configur-ation

Housing Type HTCCAB - Outdoor CabinINC - Indoor Cabin

Equip. Type ETCENH2 - Type 2 EnhancerB3_25 - Type 3 BTS - max 25 sq metresD06 - 0.6 metre dish


These codes can be found in the Lookup Values screen within the Generic tab of the Administration screen. The values that are set against these look up codes, (which, form list of values throughout the application), are configured by the user. Some of these Domain Codes will be supplied with values set against them, but additional values can be added if required.

The Lookup Values screen contains the look up headers, which are supplied as hard coded data (seed data, compiled by Enghouse Networks Ltd) with NetOne. These headers represent the list of values found throughout NetOne. Against these headers, the Administrator can define the values (options) that will be found in the list of values.

This screen can also be used to create specific look up headers to use with dynamic fields that have been created. It is possible to create dynamic fields with validation that require a value from a pick list.



Maintain Look Up details screen

NOTE: For further details on the creation of LOV’s, refer to the Generic Configuration Guide.



3.1. Adding Lookup Values to the Required Domain Code.

1. Navigate to the Lookup values screen by selecting the Administration option from the navigation bar.

2. Select the Admin Menu option and the Generic tab within this screen. The Lookup Values

button can be located at the top of the third column of buttons, just use the mouse pointer to press the button and enter the screen.

3. Press the F8 key on the keyboard, or press the icon on the toolbar, to execute a query to bring back all existing records; use the scroll bar to move through the records until you find the code SAC.

4. Highlight SAC by using the mouse pointer and clicking on the Domain code field, then select the Domain codes tab at the top of the screen to navigate to that tab.

5. To create a new Lookup Code click the mouse pointer over the next available field or use the

F6 button, or press the icon on the toolbar to insert a new record, then enter a unique lookup code no longer than five characters.

6. Select any of the NetOne Codes found in the list of values. Should a pre-existing value use the same NetOne code, these records have a related process checkbox checked. These codes are seed data and cannot be edited.

Next ensure that the record is saved, by pressing F10 or using diskette icon in the top right hand corner of the screen in the tool bar, then close the screen down by using the button in the top right hand corner of the lookup details form.



4. System Parameters

System Parameters is an important area of configuration, containing commands that allow areas of functionality to be enabled or disabled. As such, the user must ensure they are fully aware of the impact of making a change to the data held in this screen. If unsure, please contact an Enghouse Networks Ltd Representative for further information.

The System Parameters screen represents all the NetOne system parameters within the database and how those parameters affect the different NetOne screens.

Maintain System Parameters screen

Parameter Type & Parameter Code –The Parameter Type will indicate the relevant area of NetOne affected by the parameter and the Parameter Code is a unique identification code for the parameter (These fields are protected from update).

Value – Dependant on the selected parameter, the user can enter a value to control areas of functionality within NetOne. The data entered could be a simple Y (yes), N (no) value or could be as complicated as coordinates for the view area in the Map module.

Notes – The notes field will give a description of what area the system parameter will affect and possibly what values can be entered.

4.1. Parameter Usage

The following tables show the System Parameters that exist by default for each NetOne module.



Column Headings

Type – This data will appear in the Parameter Type column within NetOne.

Code – This data will appear in the Parameter Code column within NetOne.

Options – This data can be entered into the Value column within NetOne.

Used? – An indicator as to whether or not the parameter is in use, and any limitations of its use.

Action – any action that is required following this review e.g. deletes from Baseline.

Note: The user should take advice from Enghouse Networks Ltd before making alterations to any System Parameters. The changes made may impact the functionality of NetOne.

A list of all module specific system parameters, are listed below, but this does not constitute the complete list of system parameters. For more information, please contact the Enghouse Networks Ltd Representative.

Type Code Parameter Purpose

EMAN ELEC

This parameter holds the value of the Service Type code, which equates to the supply of electricity. This is initially set to ELEC but can be user defined. This determines if the MPAN and Phase fields are displayed in the Site Services screen. For any other Service Type code they are not displayed.

EMAN FHOLD

Determines the Legal Interest code that equates to Freehold. This is initially set to FHOLD. For legal interest code of FHOLD in the Property Legals screen only the F H Terms and Property tabs are enabled. For any other value all tabs are enabled EXCEPT the F H terms tab.



5. Status List and Transitions

5.1. Status List Screen

Within Estates Management, status areas are used to allow for the progression through a series of statuses. The allowable statuses for each module are defined in this screen.

Status Lists and Status Transitions can be dynamic and dependant on the type of record that has been created. It may be necessary to establish a different default status for a Property Legal, for example a status of Draft to Approved, or Draft to Cancelled. For this reason NetOne attaches different Status List types to the appropriate status transition.

Maintain Status Lists screen



5.2. Creating New Status Lists

1. Enter the Administration module and select the Generic Tab, press the button Status Lists.

2. To display all the Status Areas available, use F8 or the icon.

3. Highlight a status area and ensure that no values are displayed in the Status Lists block.

4. From the list of values in the NetOne Status field, select a status from the list. Repeat for the Status field, the Status Description field will auto-populate.

5. Set one of the statuses to be the default value, this is accomplished by clicking the Default Status checkbox adjacent the status selected. Repeat for another status from the list, but this time, use the Live Status checkbox. This will indicate the final status.

Repeat steps 3 to 5 until all statuses are added. It is necessary within the Status Area screen to assign one of the statuses added as Default.

Next ensure that the record is saved, by pressing F10 or using diskette icon in the top left hand corner of the screen in the tool bar, then close the screen down by using the button in the top right hand corner of the form.

5.3. Status Transition Screen

This screen allows the user to define the allowable status progressions for each status area. Before defining the status transitions it is necessary to create the status lists.

Maintain Status Lists Screen



The status transitions screen is used to define the rules that will control the order in which users can progress through statuses. The user should select the same Status Area as selected in status lists. This will then populate the drop down lists From Status and To Status fields.

The From Status indicates the starting status and the To Status being a valid status to which the status level can be progressed. Therefore, the business rules for the client can be adopted and enforced using these transitions to ensure work follows the correct procedures.

The Type field defines how a status can be progressed to another. The values available are, A (All), M (Manual) and P (Process). When the value is set to M the status can only be progressed manually. If the value is set to P the status can only be progressed automatically, i.e., when a pre-requisite task has been completed. The value of A allows both manual and automatic update of the status field.

5.4. Creating Status Transitions

1. Open the Status Transitions screen.

2. Press the F8 key or the icon to query/bring back all existing records, use the scroll bar to move through the records until the required code is located.

3. Enter a user for which this particular transition applies, however if it applies to all users then the NetOne Owner can be selected.

4. In the From Status field select the first status that will form this transition.

5. Use the To Status to define which status will be displayed next

6. Go to the Type field. From here select the required transition type.

7. Use the Order field to define the order in which the transitions are to be viewed.

8. Repeat steps 3 to 5 until all statuses are added. It is necessary within the Status Area screen to assign one of the statuses added as Default

9. Next ensure that the record is saved, by pressing F10 or using diskette icon in the top left hand corner of the screen in the tool bar, then close the screen down by using the button in the top right hand corner of the form.



6. Site Churn Admin

It is necessary for Estates Management personnel to know if a particular site is in jeopardy due to an imminent break clause, renewal or other reason. Weighing this against the importance of the site to the operator allows an informed decision to be made on whether to acquire a replacement site or make renewed efforts to retain the site. The Site Churn Admin module allows this information to be gathered and is used to pre-empt site churn problems.

The Site Churn screen allows the user to assign one of four colours to the proximity of a break clause or renewal for a site. The colours and their meanings are as follows:

Green – no risk of churn.

Amber – slight risk of churn.

Red – definite risk of churn.

Black – the site will be lost.

The user may check one or both of two checkboxes representing Break Clauses and Renewal and then specify a time period and the appropriate colour. This will then signify that if a site is within the given time period of the marked event or events, the chosen churn colour will apply to that site.

Site Churn Administration screen

Example: If a site is up for renewal in 6 months the user is able to enter this criterion into the screen thus;

1. The user enters a check within the Renewal checkbox.

2. A value of ‘6’ is entered within the Period(Mths) field.

3. The churn colour of choice, for example Amber, is selected from the respective field using the list of values.

Break Clause - a checkbox to indicate that the period is to apply to a site’s break clause dates. Once a colour is entered for the Break Clause there must not be a colour of greater severity specified for


Site Churn

The degree to which sites are lost and have to be replaced to maintain the network topology. Example reasons for churn are too high a rent being asked by a landlord, a better site becoming available.


the Break Clause with a greater time period. Likewise there must not be a colour of lesser severity specified for a Break Clause with a shorter period.

Renewal- a checkbox to indicate that the period is to apply to a site’s lease renewal date. Once a colour is entered for the Renewal there must not be a colour of greater severity specified for the Renewal with a greater time period. Likewise there must not be a colour of lesser severity specified for a Renewal with a shorter period.

One or both of these checkboxes must be checked before proceeding to save the record.

Period Yrs, Mths, Days, part of the Period of time within which the site is to be flagged with the given churn colour. The following table shows the values that are permissible within the respective fields.

Period(Yrs) 0-99

Period(Mths) 0-11

Period(Days) 0-30

Site Churn Colour, the churn “traffic-light” colour to apply to the given event. Selected from a list of values in order of growing severity.



7. Rating Admin

The Rating Admin screen allows Estates Management users to record the details of the Rates set, Rating Lists and the Valuation Assessors. The Rating Admin screen is accessed via the Estate Management menu within NetOne.

The Rating Notices screen can be used in two ways: one where notices can be recorded against individual sites and for cumulo assessments (which cover more than one site) where the notice will be entered against the authority itself.

This screen comprises of three tabs:

7.1. Rates Tab

The Rates tab allows details to be held of the rating multiplier to be charged within each defined rating region (in the UK this is the UBR). The records are shown in reverse Start Date order i.e. most recent first.

Rates tab

Rating Region Code refers to the code for the rating region e.g. EANDW, SCOT, NI, and is validated against the same lookup code as used in the Authorities screen to define the rating region for a Rating Authority. Rating Region Description refers to the description of the code e.g. England & Wales, Scotland, and Northern Ireland and is automatically populated on selection of the Region Code.

Rate refers to the rate or multiplier to be used in the given rating region.

Example:Rates are the business rates levied on companies. There is a rateable value (roughly equivalent to the rent that would be paid for a property/site) and the rating multiplier – i.e. the amount to multiply the rateable value by to give the rates for the year e.g. if rateable value is £10,000 per



annum (i.e. rent that could be received) and multiplier is 40p in the pound then the rates for the year are £10,000 x 0.40 = £4,000 p.a.

Start Date refers to the date on which the given rate takes effect. The value entered cannot have the same Start Date as any other Rate record.

7.2. Rating Lists tab

The Rating List tab allows details to be maintained of the different rating valuation lists, which are issued from time to time (typically every five years in the UK). The records are again shown in reverse Start Date order i.e. most recent first.

Rating Administration screen

Rating List Code refers to the code for the Rating List e.g. 1990, 1995 etc.

Rating List Description refers to the description of the rating list code entered above e.g. “1995 Rating List”. Automatically populated on selection of the List Code.

Start Date refers to the date the Rating List becomes effective. Must be on or before the End Date of this record and on or after that of any previous rating list.

End Date refers to the date the rating list ceases to be effective. Must be on or after the Start Date of this record. The current rating list must be given an end date before a new rating list can be created.



7.3. District Valuers Tab

The District Valuers tab allows details of each District Valuer Office to be recorded and through the contacts functionality the names and details of individual valuers can be added.

District Valuers tab

The Short Name field is a unique name given by the user for the Valuer. This value/name is used by the NetOne system to uniquely identify a District Valuer.

The Name field is full name of the Valuer.

Address 1,2,3,4 and Postcode refer to the postal address of the Insurer.

The Telephone and Email details of a contact may be entered here.



8. Service Types

The Service Type screen allows basic details to be set up for each Service Type to be supplied to a site e.g. gas, electricity, water etc. These are used to define the services supplied by suppliers to sites and to define the units in which the service is measured and paid for. The Service Types screen is accessed via the Estate Management menu.

Service Types screen

Service Type Code refers to the code for the type of service provided e.g. ELEC, GAS, and WATER. Validated against the lookup domain ‘SEC’. No duplicate Type Codes are allowed therefore the entry must be unique. Code ‘ELEC’ with description ‘Electricity’ is seed data and is indicated as the code for electricity with a system parameter: Parameter Type = ‘EMAN’, Parameter ‘ELEC’, Value ‘ELEC’. This is used in the supply screens to determine whether to display electricity-related fields. The Service Type Description is auto-populated on selection of the Type Code.

Supply Unit Code refers to the code for the supply unit e.g. kWh, M3, LTR etc. Validated against the existing Unit of Measure lookup codes: domain ‘UME’. The Supply Unit Description is auto-populated on selection of the Supply Unit e.g. Kilowatt-hour, cubic metre, litre etc.

Capacity Unit Code refers to the code for the capacity unit e.g. VOLT, M3, LTR etc. Validated against the existing Unit of Measure lookup codes: domain ‘UME’. The Capacity Unit Description is auto-populated on selection of the Supply Unit e.g. Volt, cubic metre, litre etc.



9. Service Suppliers

This screen allows details to be held for each supplier of site services such as electricity and gas. Details of electricity and gas companies etc. will be recorded here as well as details of landlords who are supplying services through a lease. In this latter case though the services are better recorded through the Services tab of the Property Legal module.

Each supplier’s details are recorded and the accounts they supply. The main address for the supplier is shown but further contact details may be added through the standard contacts functionality. Each account has the Service Type defined for it to cater for the situation where one supplier can supply more than one service e.g. electricity and gas. The sites tab shows all the sites covered by the selected account.

In the Sites tab sites are assigned through the Assign Sites function accessed through the right-click menu within that tab. This option is only available for Open Accounts.

9.1. Service Supplier Screen

Service Suppliers screen

The Short Name field is a unique name given by the user for the Supplier. This value/name is used by the NetOne system to uniquely identify a Supplier.

Supplier Type Code refers to the code for the type of Supplier e.g. REC, Landlord, and Key Supplier. This field is validated against a new look up domain: ‘SUC’.

Supplier Type Description refers to the description of the Supplier Type. This field is auto-populated on selection of the Type Code.



The Name field is full name of the Supplier.

Address 1,2,3,4 and Postcode refer to the postal address of the Insurer.

The Telephone and Email details of a contact may be entered here.

9.2. Service Supplier – Accounts sub-tab

Accounts tab

Service Type Code refers to the code for the type of service provided e.g. ELEC, GAS, WATER. This field is validated against the same lookup codes used on the Service Types screen defined above: domain ‘SEC’. Defaults to the Service Type held in the Suppliers Header block. Service Type Description is auto-populated on selection of the Type Code

Account Number refers to the unique reference number for this account. Must be unique for the supplier.

Supplier Reference refers to the consumer’s reference to be used by supplier.

Account Opened Date refers to the account was opened. Must be on or before the Closed Date.

Account Closed refers to the date the account was closed. Must be on or after the Opened Date. Setting the Account Closed Date will also set the Account Closed Date of all related Site Accounts to the same date. This is the same as de-assigning all sites on the account.

9.3. Service Supplier – Sites sub-tab

Sites tab



Site Type Area

Site ID refers to the unique identifier of the site. The Site ID can either be typed in to assign a site to the account or the Assign Sites function can be called for Open Accounts via the right-click functionality. A site may only be assigned to one live/open account of the same Service Type at one time. Assigning a site creates a Site Account record and sets its Opened Date to today’s date. De-assigning a site closes its Site Account record by putting today’s date in the Date Closed. Site Name is auto-populated on selection of the Site ID.

The Open checkbox is used to indicate if a Site Account under this Supplier Account is Open. This field is display only – populated if the Account Closed Date is filled in for the Site Account.

Account Details area

This area of the screen is display only and therefore cannot be edited.

Address 1,2,3,4 fields refer to the postal address of the Site.

Connected refers to the date the site was connected to the given service. Retrieved and displayed for the given site/service combination.

Disconnected refers to the date the site was disconnected from the given service. Retrieved and displayed for the given site/service combination.

A/C Opened refers to the date the given Site Account was opened i.e. the date the site was assigned to the Account. Retrieved and displayed for the given site/service combination

A/C Closed refers to the date the given Site Account was Closed i.e. the date the site was de-assigned from the Account. Retrieved and displayed for the given site/service combination

Capacity Units refers to the capacity of the site for this Service. Retrieved and displayed for the given site/service combination.

Capacity Units Description refers to the unit’s descriptor for the capacity units. Retrieved and displayed for the given site/service combination.

Metered? A checkbox indicating if the supply to this site is metered.

Meter ID refers to the Meter ID for the given site.

Tariff Code refers to the Tariff Code for the given supply. Tariff Description is auto-populated on selection of the tariff code.



9.4. Assigning Sites to an Account

Within the Sites sub-tab the user is able to access the Assign Sites option via the right click speed menu. On selection the Assign Sites screen is displayed.

The purpose of the Assign Sites screen is to allow the user to search for sites based on defined criteria and assign or de-assign sites to the open account. Sites currently assigned are shown on the Sites tab with the “Open” checkbox checked, sites which have been de-assigned are shown on the Sites tab but do not have the “Open” checkbox checked. Any site which is currently associated with another open account for the same Service Type will not be returned in a search.

A site may only be assigned to one live/open account of the same Service Type at one time.

Assign Sites screen

The user is able to select a query criterion from the list of values within each field, such as a Provider

or Site Type. The button is pressed and all records using the criteria entered will be displayed. If no entries have been made within any field all sites will display.



The user can highlight a site record within the Available Sites area and, using the arrow icons, add and remove sites to and from the account being defined. The sites selected will appear within the Selected Sites area of the screen. Only one site can be selected at any one time. Using the Move All buttons will move all sites.

Select highlighted record

Select all records displayed

Remove highlighted record

Remove all records

Once the selected sites have been entered the user clicks the OK button to confirm the selection. The sites are then entered into the Sites sub-tab. If the user makes an error or has chosen not to add any sites, the Cancel button can be used and no changes will be made.

Note: If a site is moved from the Selected Area and the OK button is selected it is removed from the record and therefore will lead to that site being de-assigned from the agreement. This means that the Site Account has its Account Closed Date set to the current date. This condition applies only to the two remove buttons within this screen and ONLY when the user selects the OK button to confirm the action.



10. Planning Authorities

The Planning Authority screen allows data to be gathered about all relevant Authorities. As well as contacts and contact addresses etc. Together with the holding of relevant details that will aid the planning application process, for example, if there is a moratorium on the building of certain site types or in certain locations then applications for those types or in those areas can be avoided.

Planning Authorities screen

Authority area

The upper area of the screen enables the user to enter the high-level details for an Authority record, such as the mailing address and region. Details of contacts within the authority can be added through the toolbar contacts icon. This allows the different addresses and contacts for planning and rating departments to be held. For further details relating to the Contacts area, please refer to the Generic Features and Generic Configuration documentation.

The Short Name field is a unique name given by the user for the Authority. This value/name is used by the NetOne system to uniquely identify an Authority.

The Name field is the full name of the Authority.

Address 1,2,3,4 and Postcode refer to the postal address of the Authority.

Telephone and E-mail details can also be entered here for a contact.

Account Code refers to the Account Code to be used internally for payments to this authority e.g. SAP code, payment code.



LPA Rating refers to the user-defined code classing the authority in terms of its approach/attitude to planning applications. Validated against a look-up code LPA. LPA Rating Description is auto-populated on selection of the rating code.

Cost Centre Code refers top the user-defined cost centre code that covers the authority. Validated against look-up code CCC. Cost Centre Description is auto-populated on selection of the cost centre code.

Region Code refers to the user-defined region code that covers the authority area. Validated against look-up code LAR. Region Name is auto-populated on selection of the region code. Retrieved for the given code.

Rating Region Code refers to the user-defined rating region code that corresponds to the regions used for rating purposes e.g. England & Wales, Scotland, Northern Ireland. Validated against look-up code RRC. is auto-populated on selection of the rating region code.

10.1. Planning Policy sub-tab

The Planning Policy sub-tab enables the user to enter the high-level details of the authority’s planning policy as it affects the organisation’s planning requirements. The stages that the authority’s planning policy passes through can be entered in the Stage field on this sub-tab.

Stage refers to the user-defined code representing the stage that the planning authority policy is at e.g. Draft, Stage 1 etc. Stage Description is auto-populated on selection of the stage code.

Date refers to the date the policy reached the given stage or that notification was given of the stage.

LPA Mast Register? A checkbox indicating if the authority maintains a mast register.

Date Response Sent refers to the date the organisation sent a response to the authority’s policy

Supplementary Guidance? A checkbox to indicate if the planning authority has supplementary guidance for organisations making planning applications.

The Remarks field refers to the free text entry field for remarks on any aspect of the authority’s policy.



10.2. Planning Moratoriums

The Planning Moratoriums sub-tab enables the user to enter the details of any moratoriums, which may affect the organisation’s planning applications and requirements, and allows an unlimited number of moratoriums to be recorded. A checkbox is used to denote active records.

Type refers to a user-defined code for the type of moratorium e.g. Official, Unofficial etc. Validated against a look-up code MOT. Type Description is auto-populated on selection of the type chosen.

Category refers to the user-defined code for the category covered by the moratorium e.g. upgrade, 3G, Total, Authority’s Property etc. Validated against a look-up code MOC. Category Description is auto-populated on selection of the category chosen.

Date refers to the date the moratorium came into effect.

Active? A checkbox indicating if the moratorium is still in effect.



11. Insurance

The Insurance screen displays details of the company’s insurers and policies. The screen also has a query facility, which will allow the user to see which sites are covered by each of the Company’s policies, which are covered by a Landlord policy and which have no policy.

Through the right-click speed menu it is possible to move a site between the three options: a Company policy, Landlord’s policy or None.

Insurance screen

The Insurance screen is split into two tabs:

The Company Policies tab

and

The Site Insurance tab.

11.1. Company Policies tab

The first, Company Policies, allows details to be held of all the Company’s Insurers and their policies. There could be several Insurers and several policies with each Insurer over time. A Finder Tree of Insurers is used to select an insurer and then the current and previous policies for that company shown in reverse chronological order. Through the Contacts button it is possible to assign internal and external contacts to the Insurance Company. It is also possible to attach documents to the Insurance Company record and to the Policy records e.g. scanned copies of the policies themselves.



Insurance Company details area

The Short Name field is a unique name given by the user for the Insurance Company. This value/name is used by the GNO system to uniquely identify an Insurance company.

The Name field is full name of the Insurance Company.

Address 1,2,3,4 and Postcode refer to the postal address of the Insurer

Telephone and E-mail details can also be entered here for contact.

Current Policies area

Policy Number field - The user enters Insurance Policy Number within this field.

Start Date and End Date - These refer to the start and end date for the cover of the policy being defined. The Start Date field is mandatory and therefore must be entered. The End date refers to the renewal date of the policy; this date must be on or after the Start Date and the current date. If the End Date is earlier than the current date it will be transferred to the Previous Policies area.

No. Sites Covered - Refers to the amount of sites currently under the selected policy’s cover.

Once the End Date for a Current Policy is entered and is earlier than today’s date it will be moved to the Previous Policies area of the screen.

If a new policy superseding an old one and covering the same sites is entered a screen will appear when the new policy is saved (F10) and the user must select which old policy is to be superseded and therefore the sites it covers assigned to the new policy. This value is shown within the No (Number) of Sites Covered field how many sites the policy covers.

The user is required to place a check within the Select Policy checkbox to select the policy to be superseded; on selection and clicking OK the policy will replace the previous and be viewed within the Current Policies area of the screen, the old policy displayed within the Previous Policies area. If Cancel is selected the policy will NOT supersede the displayed policies and will be entered in the Current Policies area of the screen as a new record.

Previous Policies


Policy Number refers to the Insurance Policy Number as given on the policy document.


Note:

Double click within a date field for the current date


Start Date allows the user to enter the start date of the cover under this policy

End Date allows the user to enter the end or renewal date of the Policy.

11.2. Site Insurance Tab

The second tab, Site Insurance, allows the user to enter parameters to filter the sites returned in the bottom part of the screen. By selecting the appropriate option it is possible to show sites linked to a Company Policy, sites covered by a Landlord’s Policy and sites not covered by any policy (None). If Company Policy is chosen it is possible to specify a particular Insurer. Only sites linked to a current policy are shown.

Site Insurance tab

The lower part of the screen shows the filtered sites. Through the right-click speed menu the user is able to choose to assign the site to a Company Policy, Landlord’s Policy or None. If the Company Policy option is chosen the particular Insurer and Policy must be specified. Hence, only Insurers with a “live” policy (i.e. one whose Start Date is on or before today and which has no End Date or an End Date on or after today) are presented for the user to choose. The Lease Type is shown for a site so that it can be seen which sites are in the system but not covered by a lease as well as allowing it to be seen if a lease is a Full Repair & Insure lease etc.

Site Cover area

Company Policy- A checkbox indicating that the search in the Sites block should show sites covered by a Company Insurance Policy. Only one of the three checkboxes may be checked at any one time. Checking this one will uncheck the other two. Checking this box enables the Insurer field and List of Values. When this box is unchecked the Insurer fields are cleared and disabled.



Insurer (Short Name)-The Short Name of a specific Insurer for who records should be retrieved. List of Values based on Insurers entered on the first tab. Insurer (Name) field populates automatically on selection from the short name list of values.

Landlords Policy -Checkbox indicating that the search in the Sites block should show sites covered by a Landlord Insurance Policy. Only one of the three checkboxes may be checked at any one time. Checking this one will uncheck the other two.

None- Checkbox indicating that the search in the Sites block should show sites not covered by any Insurance Policy.

Only one of the three checkboxes may be checked at any one time. Checking this one will uncheck the other two.

Sites area


Site ID refers to the unique identifier of the site returned in the search.

Site Name refers to the Name of the Site.

Lease Type refers to the description of the Lease Type for the Site e.g. Full Repair & Insure. For the given site the Lease Type Code of the current Property Lease record is retrieved. Current means it has a Start Date before today’s date and either no End Date or an End Date after today.

Insurer refers to the full Name of the Insurer whose policy covers this site.

Policy Number refers to the Policy Number for the Insurer under which the Site is covered.

Entering a New Insurance Company

1. Enter the Insurance Company Short Name and Full Name within the respective fields

2. Enter Address, Telephone and E-mail details if known, these fields are not mandatory and therefore can be completed at a later date.

3. Save the record using the button .

4. When saved the record is ready for the addition of Policy Details

Adding a New Policy and Assigning a Site/s

1. Enter the next available record within the Current Policies area of the screen.

2. Enter the Policy Number and the Start Date within the respective fields.

3. An End Date can also be entered, though this is not mandatory.

4. When complete, save the record using the key .



5. While still highlighted, Navigate to the Site Insurance tab.

6. From, here the user can assign sites to included/be covered within the policy.

7. As an example, selected the ‘None’ option, this will display all sites currently with no policy assigned.

8. Query the records, by pressing F8 or the button. Once displayed the required site can be selected by clicking it with the left mouse button.

9. Using the right click speed menu whilst over the highlighted record the user should select the type of policy to assign the site too, for example Company Landlord or None. Select Company.

10. The Insurer and Policy Number fields become active. Select the Insurer from the list of values present within the field.

11. From the Policy Number select the policy relevant to the selected site.

12. Save the record by clicking the button.

13. Navigate back to the Company Policies tab. Query the record (F8 or ) to refresh the screen, the user will notice that the newly created policy now has one site assigned and therefore covered on it.

14. When entering more than one site to a policy the user may remain within the Site Insurance tab until all records are assigned, then once complete return to the Company Policies tab to query the resulting records and assignments.



12. Course Review

The user should now be able to:

Configure the Estate Management lists of value entries for display and selection throughout the module.

Set specific system parameters for the module.

Define and set Status List and Transitions for the Estates Management module.

Define the Site Churn settings within the Site Churn Admin screen.

Define Rating Admin within the Rating Admin Screen.

Define Service Types and Suppliers.

Define Planning Authorities.

Define Insurance Companies.
