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MICAD Systems (UK) Ltd – IPR Estate Terrier Module User Guide

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Contents

Introduction How to Use This Guide General Notes

GN1. Field entry boxes are hidden if no data exists. GN2. Adding Data to Drop Down Box GN3 Picking Data from Drop Down Box GN4. Uploading Documents to System GN5. Uploading Images to SVG Group GN6. Moving between Site and Buildings Sections GN7. To add edit or delete a contact in the All Contacts list GN8. To add, edit or delete a contact in the specific contacts list GN9. Using Calendar.

The Terrier Module 1.0 Setting Access Permissions

1.0.1 Terrier Category Access 1.0.2 Contact List Access 1.03 Import location area from the IPR to the Terrier

2.0 Building/Site information 2.1 Essential Data

2.1.1 Name & Address 2.1.2 Appearance & Description 2.1.3 Contacts

2.2 Geographical Data 2.2.1 2.2.1a Site Level Data Screen 2.2.1b Building Level Data Screen 2.2.2 Maps, References and Links 2.2.3 Relevant Authorities

2.3 Car Parking & External Spaces 2.3.1 Car Parking Facilities 2.3.2 External Spaces

2.4 Capacity and services 2.4.1 Capacity Profile 2.4.2 Services

2.5 Occupancy [Building level only] 2.6 Statutory Regulations 2.7 Additional Information

3.0 Construction Data 3.01 General 3.02 Files and Links 3.03 Structure 3.04 Construction

4.0 Legal Tenure 4.1 Tenure Type

4.1.1 Tenure 4.1.2 Legal Documents

4.2 Land and Boundaries (applicable to all tenures)


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4.2.1 Land Registration 4.2.2 Boundary Information

4.3a Covenants, Right and Restrictions. (Freehold tenure only) 4.3b Leasehold Details. (Leasehold tenure only) 4.3c License Details. (License tenure only) 4.4a Lettings (Freehold tenure only) 4.4b Underlettings (Leasehold tenure only)

5.0 Charges and Values 5.1 Property Taxes

5.1.1 Council Tax 5.1.2 Business Rates

5.2 Values 5.2.1 Valuations 5.2.2 Insurance

6.0 For Sale (Acquisitions/Disposals) 6.0.1 Acquisitions 6.0.2 Disposals

7.0 Planning Constraints 7.1 Planning Details 7.2 Conservation, Preservation and Listings

7.2.1 Conservation and Preservation Details 7.22 Listed Building Details

8.0 Contacts

9.0 Reports


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1. Introduction The Estates Terrier Module is a part of the Intranet Property Register (IPR). It is a property catalogue that includes a wide range of site and building information. Statutory regulations, car parking details, construction data with CDM references, land and boundaries, covenants, rights and restrictions, legal tenure, charges and valuations, acquisitions, disposals and planning constraints. All subjects are supported with links to include any given document. CAD drawings and photographs may be marked and hyperlinked as required to emphasise any specific subject. A user must have access rights (albeit only as a guest) to the IPR and permission set for the Terrier module in order to access the Terrier module.

--------------------------- Due to the amount of data and the size of the screens once inside the program, it is recommended that the software be operated on a computer using a screen resolution of 1024x768 (or higher) with small fonts. Using other resolutions and font sizes won't affect the operation of the software but you may find that text on some screens doesn't fit.

--------------------------- Several IPR browser windows can be open at any one time. In some cases this can be advantageous, especially if you need to keep going back and forth between different pages. The software does not however allow a user to log in as another user while on the same machine.

How to Use this Guide. The same actions are used throughout the Terrier module to enter, edit, store and delete data. Rather than endlessly repeating the same instructions they have been collected and listed in the chapter headed General Notes. It is therefore suggested that General Notes chapter is printed and used as a reference when working through the sections of the module.


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General Notes In the example below the equipment field in the Car Parking section of Building/Site Information has been used, but the information is applicable to all sections.

GN1. Field entry boxes are hidden if no data exists. 1.1 For a new car park, the equipment field will appear as shown. Click on the equipment banner 1.2. The section will change to 1.3 Once the specific entries have been selected from the drop down menu the equipment field will be seen as

GN2. Adding Data to Drop Down Box 2.1 In a new software installation no data exists

in drop down menu when is clicked

2.2 Click (edit) and a ‘Car Park Equipment’ page will appear in a new window. 2.3 Add data in the top box then click (add) The new equipment will be added to the list. Repeat 2.3 above to add further data To Amend. Amend data then click (update) To Delete. Click (delete this item) to the right of the entry 2.3 When you have finished adding data, close the ‘Car Park Equipment’ window by clicking the red X at the top right hand corner of the page 2.4 The above procedure is only required for a new installation. Once the drop down list has been populated these entries are available for selection for all sites


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General Notes (continued)

GN3 Picking Data from Drop Down Box 3.1 Access the drop down list of previously entered data (in the example the list is of types of

equipment), by clicking (‘down’ arrow) Pick from the list (Pay and display in the example shown) and click on the selection

3.2 Click (submit)

3.3 ‘Pay and display’ is listed in the equipment field. 3.4 To add further items, or modify an existing entry. Click on the equipment banner, and the display will change as shown. To add another item, click the down arrow in the empty box and repeat 3.1-3.2 until all equipment applicable to that car park has been selected. To delete. Click (delete this item) to the right of the entry


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GN4. Uploading Documents to System In the example below the Health and Safety field in the Statutory Regulations section of Building/Site Information has been used, but the information is applicable to all sections

except where (SVG) is indicated. For information on uploading images to the system where SVG is indicated refer to GN5

4.01 Pick and click (edit) 4.02 The add and remove documents page appears

NOTE. For clarity the screen grab has been truncated, removing some of the system folders and files. The system folders are listed at top left of the screen, with the files in that folder listed below. In this example we will be uploading to the Asbestos folder. 4.03 In the System Folder section at top left of page, click on


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4.04 The page will change to show the contents of the Asbestos folder.

4.05 To add files to the folder click on and the publish files page appears 4.06 Click (Browse) to the right of File 1

A Windows Explorer window opens showing the folders and files on your PC. 4.07 Navigate to the file to be uploaded and pick the file.

4.08 Click

4.09 The Windows Explorer window closes and the file appears in File 1 of the Publish Files page 4.10 If additional files are to be uploaded Click (Browse) to the right of File 2 and repeat 4.06 to 4.09 4.11 Repeat 4.10, selecting the next File number each time until all the required files have been added to the Publish Files page 4.12 Click (Publish) to upload the files to the Asbestos folder. The Publish Files page will be replaced with the add and remove documents page. The uploaded files have been added to the folder and appear in the files list at the bottom left hand side of the screen 4.13 We will now publish the file(s). In the example given we will publish to the Health and Safety field in the Statutory Regulations section of Building/Site Information. This was selected at the start (see 4.01) 4.14 Click in the (Add File to Folder box) to select a file. A tick will appear in the box as shown. 4.15 Repeat 4.14 until all required files have been selected. 4.16 Click (submit) 4.17 The documents have been published and appear in the listing at the top right hand side of the add and remove documents page 4.18 Modify the description by clicking within the description box and altering the text as required. 4.19 A note and/or hyperlink can be added in the same way. On completion of each entry click for the appropriate section. NOTE. It is necessary to submit each section change separately using the submit button for the section.


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Tip. Documents can be in virtually any electronic document or image format. It should be remembered that the associated program for that format must be installed on the PC of any person reading the document. [See note below regarding SVG] MS Office documents. Where possible documents should be transferred into PDF prior to uploading. This ensures that the recipient views the document in its intended layout, and that the document is opened more quickly.

GN5. Uploading Images to SVG Group This applies to section 2.1 Building/Site Information – Essential Data - Images. The method of uploading is virtually identical to that outlined in GN4. The differences are:-

1. To start the uploading process click on (Add/Remove/Edit images) and then follow the instructions from 4.02 in GN4.

2. Only images in JPG format can be added. This is because they are displayed using SVG and have extra properties that can be utilized when the thumbnails are clicked.

Detailed information on Scalable Vector Graphics can be found in section 21 of the main IPR User Guide.


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GN6. Moving between Site and Buildings Sections From Site to Building. 6.01 Click on the Site name in the top banner. In the example shown below you would click on (CODE1: Example Hospital)

6.02 Click on Building/Blocks button as shown below

6.03 Click on the link for the first building. In the example shown below the site has only one building. You would click on ‘Example Building’

6.04 Click on Terrier in the left hand side menu as shown below.

6.05 Terrier screen for the Building will be displayed. Select section as required. 6.06 To change to another building or return to site click on the building name in the top banner (similar to that shown in 6.01). 6.07 You will return to the screen shown in 6.04 above. Click on Site name (Example Hospital CODE1 in example) 6.08 You will return to the screen shown

6.09 To return to the site select Example Hospital Code 1 6.10 To return to the list of buildings click on Buildings/Blocks button, then in the new screen click on the building you require. At the new screen repeat from 6.04 above


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GN7. To add edit or delete a contact in the All Contacts list

The contact list will open in a separate window To add to the All Contacts List 7.01. In the Contacts List window, click on (add) to the right of the Header Block ‘All Contacts’ 7.02 A further ‘Add Contact’ window will appear. Enter data and on completion click on (submit). 7.03. Close the pop up windows by selecting the close icon at the top right hand side of window. 7.04. Return to item 7.01 above to add another new contact to the location contact list. Note: The name field is used for the drop down menus. It can sometimes be useful to put the name of the company rather than an individual in the name field. For example, in the section on charges and values there is a drop down menu to select the Insurance Company. EasyPeasy Insurance Company is probably more useful than Fred Bloggs, the name of the contact

To edit a person in the All Contacts List 7.05 In the Contacts List window (shown above), click on (edit) to the right of the entry you wish to modify. 7.06 An ‘Edit Contact’ window will appear as shown.


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7.07 Modify the data as required. On completion, click (submit) at bottom of section to submit and save data. 7.08 Close the window by clicking on the red X in the top right hand corner of the window.

To delete a person in the All Contacts List 7.09 In the Contact List window, click on (delete) to the right of the entry you wish to modify. 7.10 The entry will be deleted without further warning.


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GN8. To add, edit or delete a contact in the specific contacts list Architects used as the specific contacts list in the example below, but the same procedure applies for any specific contacts list.

To add a new person/company to the specific contacts list 8.0.1. If the name of the person/company is in the top (All Contacts) list, drag that person’s contact icon from the top frame to the bottom one. [[If the person you require is not in the All Contacts list refer to GN7] 8.0.2. When you close this window the location contact list box will have updated to reflect your changes. To edit a person in the specific contacts list 8.0.3 In the specific contact list window click on (edit) to the right of the entry you wish to modify. 8.0.4 An ‘Edit Contact’ page will appear as shown below.

8.0.5 Modify the data as required. On completion, click (submit) at bottom of section to submit and save data. 8.0.6 Close the window by clicking on the red X in the top right hand corner of the window. To delete a person in the specific contacts list 8.0.7 In the specific contacts list window, click on (delete) to the right of the entry you wish to modify. 8.0.8 The entry will be deleted without further warning.


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GN9. Using Calendar

Selecting will open a calendar in a new window as shown. Note that numbers with a bold blue background refer to previous/next month. Select month and year from drop down boxes, then click on number to select day. Select to paste the date into the field and close the calendar window


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Terrier Module

1.0 Estate Terrier Category Access The permissions link is only visible at site or building level under the Terrier sidebar link To navigate from the IPR Home Page. Pick Location from the left hand side menu Pick required Region Pick required Site. Pick Terrier/Edit Permissions (requires Administrator privileges) from the left hand side menu as shown below.

This section sets specific permissions for the Terrier module for people who already have access to the main IPR programme.

Notes.

1. Adding a User to the IPR and managing IPR access for those Users is dealt with in ‘The Administration Page’, section 3 of the main IPR Guide.

2. If the terrier has not been used before and therefore there are no permissions set up, any IPR administrator can access the Terrier permissions page. However, once a Terrier administrator has been created the IPR administrators can no longer access the permissions page, unless they have also been set up as a Terrier administrator

3. The level of permission is specific to the Terrier module. For example, someone with only guest access to the IPR programme, could have full administrator rights within the Terrier module.

4. Although the permission section is only visible at site or building level, the permissions are set for the user, not by location.


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1.0.1 Terrier Category Access

To add or modify access for a user click within the box for each required section. Administrate Clicking the Administrate box for a user will automatically select view and edit for all sections of both Category Access and Contact Access . Terrier module Administrators can set access rights for other users, provided the user already has access rights to the main IPR and is therefore listed in the left hand column. As already mentioned, adding a User to the main IPR and managing IPR access for those Users is dealt with in ‘The Administration Page’, section 3 of the main IPR Guide. Edit Editing rights can be set for each section of the Terrier module and allows the user to modify and add as well as view data. View Viewing rights can be set for each section of the Terrier module – Building/Site Information; Construction Data; Legal Tenure; Charges and Values; For Sale; Planning Constraints; Contacts; Reports. With viewing rights enabled the user can read data but not modify it in any way. When permissions have been entered click on Submit at the bottom of the Access Category list to submit and save the changes. Click on Reset if the changes are to be ignored.


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1.0.2 Contact List Access

The method of selection and granting is the same as for the category access. There are six levels of permission. Note: As already mentioned, granting Administrator rights will automatically select view and edit for all sections of both Category Access and Contact Access When permissions have been entered click on Submit at the bottom of the Access Category list to submit and save the changes. Click on Reset if the changes are to be ignored.

1.03 Import location area from the IPR to the Terrier This link is used to propagate the empty terrier tables with the IPR data and after that an SQL trigger keeps them synchronised.. Click (Edit/Update). A message "Data sync completed successfully" will be shown. Click the Return link to return to the Estate Terrier Category Access page. Import is required only once, after that the data is synchronised automatically.


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2.0 Building/Site Information Note: If an external space is added in the Terrier module, this data will not automatically transfer to the IPR. It can however be seen, and accessed by the Leases and Licenses module. See section 3.5.6 of the Leases and Licences user manual.

2.1 Essential Data

2.1.1 Name and Address

To enter or modify data. Click in field box. Type in data. Repeat for other lines. On completion, click (submit) at bottom of section to submit and save data The majority of fields are self explanatory. Code refers to the unique code identifying the site. In the NHS this is the same code as that used for ERIC

2.1.2 Appearance & Description

Images To upload click on and follow the instructions detailed in GN5. Function. The primary use of the site. Select from drop down menu. Click to Edit/Update contents of drop down menu. Planning Use Class. Select from drop down menu. Click to Edit/Update contents of drop down menu. No. of Buildings; No. of Floors/Levels and No. of Rooms/Spaces are all calculated automatically and cannot be added or modified at this point [Figures are greyed out to indicate this] Notes. Add comments as required. On completion click on underneath notes box in order to submit and save data.


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2.1.3 Contacts

The screen grab above shows all available columns. To alter the amount of information shown on screen click (show/hide columns). The manage location contacts column page will open in a new window. The name of the contact cannot be hidden. All other columns can be hidden/made visible as required. Note. The data for these optional columns is taken from the contacts listing, and can be viewed by clicking (view full contact details) On completion of changes click on at foot of window in order to submit and save data. Close the manage location contacts column page will open in a new window. The Essential Data page will refresh to show the selected columns. The screen grab below shows the contacts section with minimum information.

Contact section with minimum data visible.


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Contact Name To add a contact from the existing location contact list. 1. Click on to the right of the empty Name field 2. The drop down menu lists the available location contacts. [If the contact you require is not on the drop down list go to item 5] 3. Pick the required contact and click on (submit) 4. To delete a named contact Click on (delete) to the right of the name entry. The entry will be deleted and the page will refresh to show the remaining contacts 5. To add a new contact to the existing location contacts list 6. At the right of the Contacts banner - click on (edit) to open the contact list. 7. The Contact List will appear in a separate window. Refer to GN7 for more detailed information 8. If the name of the contact is in the top (All Contacts) list, select the contact you require, and

drag the contact icon from the top frame to the bottom one. [[If the contact you require is not in the All Contacts list go to item 10] 9. When you close this window the location contact list box will have updated to reflect your changes. 10. To Add, Edit or Delete a contact in the All Contacts list If you have not already done so, carry out instructions 4 to 6 above Refer to GN7 -To add edit or delete a contact in the All Contacts list Contact Responsibility. 11. To add, change or delete a contact responsibility from the existing responsibility list. Click on to the right of the Responsibility field The drop down menu lists the available areas of responsibility. [If the required responsibility is not on the drop down list go to item 12] Pick the required contact and click on (submit) 12. To add a new area of responsibility to the existing list 5. At the right of the Responsibility banner - click on (edit) to open the list. 6. The Responsibility List will appear in a separate window. Refer to GN2 for more detailed information


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2.2 Geographical Data

The Site Information – Geographical Data screen is shown above

2.2.1 Area The area section of the Geographical data screen is different depending on whether building or site level has been chosen. Site level is dealt with first, followed by building level.

2.2.1a Site Level Data Screen View As. Select from the drop down menu to view data in different units of measurement All data below must be entered in square metres, irrespective of units of measurement selected in ‘view as’ Site Area. Enter the total site area in sq. mtrs. Site Cover % Calculated automatically using formula (Built area /Site area ) * 100 Site Density % Calculated automatically using formula (GIA / Site area) * 100 Site Type. To enter select from drop down menu. Provided as defaults are :-

General Acute Hospital (1) Multi-Service Hospital (2) Short Term Non-Acute Hospital (3) Long Stay Hospital (4) Specialist Hospital (5) University Residential Commercial Industrial

The first five items are specifically for NHS use and are the standard types used for ERIC returns. The list can be modified as required. Refer to GN2 for detailed instructions. Site Setting. To enter select from drop down menu. Provided as defaults are :- Rural; Suburban; Inner City. These items are specifically for NHS use and are the standard types used for ERIC returns. The list can be modified as required. Refer to GN2 for detailed instructions.


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Total Footprint (G.E.A). The site footprint is the total ground floor area of all buildings. At site level the data cannot be entered manually as it is automatically calculated (shown by the figures being greyed out), from the sum of the footprints of all buildings making up the site. If an error icon appears alongside the footprint data in the Site Information - Geographical Data screen as shown below, this indicates that not all buildings have the footprint data entered.

Refer to 2.2.1b. Building Information - Geographical Data for step by step instructions on adding footprint data at individual building level. Gross Internal Area (GIA). At site level the data cannot be entered manually. It is automatically calculated (shown by the figures being greyed out) from the sum of the GIA of all buildings making up the site. Hard Landscape. Entered at the site level screen. Ideally this should be measured from the CAD drawing by putting polyline(s) around each area of hard landscaping. Soft Landscape Entered at the site level screen. Ideally this should be measured from the CAD drawing by putting polyline(s) around each area of soft landscaping. Parking Spaces and Parking Area. These fields are automatically updated from data submitted in Section 2.3 Car Parking

2.2.1b Building Level Data Screen To change from site to building, refer to GN6. Items 6.01 to 6.05 provide detailed information on carrying out this task. All data in this section for except footprint is transferred automatically from the main IPR program. Footprint. To enter footprint data, navigate to the Building Information - Geographical Data screen for each individual building within the site. The Building Information - Geographical Data / Area screen is shown below

Select the floor which indicates the footprint by clicking in the circle. This will normally be the ground floor, except where an upper floor overhangs the ground floor. Enter the footprint area (in Sq. Mtrs) into the footprint field and click on to submit and save the data. Navigate to the other buildings and repeat the operation. GN6 provides detailed information on moving from one building to another.


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2.2.2 Maps, Reference and Links

Ordnance Survey Ref. No. Click within the white box, enter the Ordnance Survey number and click on to submit and save the data. Description/Filename. This is a document repository section for geographical area maps. To access the file upload system click on edit at the right of Maps, References and Links. Refer to GN4 for step by step instructions on using the file upload system.

2.2.3 Relevant Authorities

Details for local councils, planning authorities etc. are kept in this section. The example above shows entries for the Borough Council and County Council. To add an authority enter the name in the empty box. Select the type from the drop down box and click on at the foot of the Relevant Authorities section to submit and save the data. If the type you require is not listed, click on (edit) in the Type header. Refer to GN2 for step by step instructions on adding data to drop down menus, and GN3 for picking data from drop down menus. To delete an authority click on (delete) to the right of the entry you wish to delete. The entry will be deleted without further warning.


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2.3 Car Parking & External Spaces

Note: If an external space is added in the Terrier module, this data will not automatically transfer to the IPR. It can however be seen, and accessed by the Leases and Licenses module. See section 3.5.6 of the Leases and Licences user manual.

2.3.1 Car Parking Facilities

Add a New Car Park Pick (add) to the right of the Header Block ‘Car Parking Facilities’. Entry fields appear for each column. Complete as appropriate and on completion click on (submit) to save. TIP. Only the name box has to be completed, data for the other fields can be added or amended later. Amend/Delete an existing car park. Pick the car park entry to be amended or deleted by clicking on the car park name. The selected row will change to yellow.

In the example given West Car Park has been selected Select anywhere in yellow boxes to right of car park name. Submit and delete icons are revealed at the end of the line. Delete by clicking on (delete) to the right of the entry you wish to delete. The entry will be deleted without further warning Amend fields as required then save by clicking on (submit). Refer to GN1 and GN2 for more detailed information Type. The type of construction, for example tarmac, concrete, grass, gravel, multi-storey etc. Responsibility. The department or company responsible for the running of the car park. Total Spaces. Data is automatically added to this box when the Spaces/No. section is completed. See below Gross Area in m2. Self Explanatory!

Spaces/No./Avail % - The Type of User, the number of spaces and the availability. Click on the Spaces/No./Avail % banner to access entry fields. If no Spaces (user types) have been specified, or new types require entering, click (edit) and ‘Car Parking Types’ will appear in a new window. Add the data in the top box then click (add) and the new type will be added to the list Amend data then click (update) Delete. Click on (delete) to the right of the entry you wish to delete. The entry will be deleted without further warning Close the ‘Car Parking Types’ window on completion Refer to GN1 to 3 in General Notes section for more detailed information


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Space Type. Type of car park users. Examples :- Disabled; Patients & Visitors; Staff; Contractors; Students.

Tip. ERIC (the annual estate return for NHS Trusts in England) asks for data for the first three types. No. Number of spaces for each particularly type of user. Availability % Average availability during a normal working day. For example if after 9am there are never any empty places availability would be 0%. To add/amend or delete click on the Spaces/No./Avail % banner. Select the space type, then enter the number of spaces and the % availability for that space type then save by clicking on

(submit). Repeat as required for each required space type. Tip. For each space type, enter number of spaces AND % availability at the same time Accessible from. The name of road or gate used to enter the car park by car (name of road). To add/amend or delete click on the Accessible from banner. Refer to GN1 in General Notes section for more detailed information Services for and Dist(M). The area of the site that the car park serves and distance from car park to that area. To add/amend or delete click on the ‘Services for’ banner. Refer to GN1 in General Notes section for more detailed information Equipment. Equipment installed in the car park. Selected from drop down lists. Typical equipment includes :- Pay and display, manned, barrier, CCTV, lighting, drain separator, security fencing. GN1 to GN3 gives detailed information for setting up and using drop down boxes Files/Photos. View files/photos by clicking on the file/photo name. If the item being viewed is an image a new window will open and a short delay will occur whilst the drawing is being plotted. During this time a holding page will be displayed. Refer to section 6 of the IPR manual for a detailed description of the graphics report viewer. Add files/photos by clicking on and refer to GN4 for a detailed description. Contacts. To add/amend or delete click on the ‘Contacts’ banner. Refer to GN1–GN2 for more detailed information To add a contact to a specific car park from the existing car park contact list.

1. Open field. Refer to GN1 for more detailed information 2. Click on 3. The drop down menu lists the available car park contacts. [If the contact you require is not on the drop down list go to item 5] 4. Pick the required contact and click on (submit).

5. To add a new contact to the existing car park contact list

If you have not already done so, carry out instructions 1 and 2 above 6. At the right of the Contacts banner - click on (edit) to open the contact list. 7. The Contact List will appear in a separate window. 8. If the name of the contact is in the top (All Contacts) list, select the contact you require, and drag the contact icon from the top frame to the bottom one. [[If the contact you require is not in the All Contacts list go to item 10] 9. When you close this window the car park contact list box will have updated to reflect your changes.


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10. To add a contact to the All Contacts list If you have not already done so, carry out instructions 5 to 7 above Refer to GN7 -To add edit or delete a contact in the All Contacts list

Notes This is a text box and can be used for any purpose. For example, if the car park is of grass construction but unusable in wet conditions you could put a comment to that effect, together with a budget price for adding hard standings or access roads. The notes shown apply to the currently selected car park. To use. Ensure that the car park to which the notes will apply is selected (highlighted in yellow). If not already selected click on the description entry for the car park. The selected row will change to yellow. Click within the text box, and add, edit or delete information as required. On completion click (submit) underneath the Notes field.

2.3.2 External Spaces

Add an external space. Pick (add) to the right of the Header Block ‘External Spaces’. Entry fields appear for each column. Complete as appropriate and on completion click on (submit) to save. TIP. Only the description box has to be completed, data for the other fields can be added or amended later. Amend/Delete an existing external space. Pick the entry to be amended or deleted by clicking on the description entry for the external space. The selected row will change to yellow.

Select anywhere in yellow boxes to right of the external space description. Submit and delete icons are revealed at the end of the line. Delete by clicking on (delete) to the right of the entry you wish to delete. The entry will be deleted without further warning Amend fields as required then save by clicking on (submit). Refer to GN1 and GN2 for more detailed information Description. Use a description that clearly identifies the space. Type. The type of construction, for example tarmac, concrete, grass, gravel etc. Responsibility. The department or company responsible for the external space. Gross Area in m2. Self Explanatory! Notes. This is a text box and can be used for any purpose. The notes shown apply to the currently selected external space. To use. Ensure that the external space to which the notes will apply is selected (highlighted in yellow). If not already selected click on the description entry for the external space. The selected row will change to yellow. Click within the text box, and add, edit or delete information as required. On completion click (submit) underneath the Notes field.


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2.4 Capacity and Services

2.4.1 Capacity profile

Capacity Profile provides detailed information on the number of people within the block or site, listed in groups.

To add a new profile. Select the type from the drop down box. Add Number and Notes and on completion of data entry click at the foot of the Capacity Profile section to submit and save the data. To delete a profile. Click on (delete) to the right of the row. Type Type can be used to describe the job grouping ( clerical, managerial, technical etc.), or a more general grouping (visitor, patient, student etc.). Tip. ERIC (the annual estate return for NHS Trusts in England) asks for data for the following types of staff :- Trust wide. Total number of staff employed in Trust; Estates; Facilities (Hotel Services); Sterile Services. For each site. Total number cleaning staff; Security staff; Porters; Postal staff If the type you require is not listed, click on (edit) in the Type header. Refer to GN2 for step by step instructions on adding data to drop down menus, and GN3 for picking data from drop down menus. Once groups have been entered in the drop down ‘type’ box, the entries are available for all future sites. Numbers The number of persons of that type. Enter the number in the box. Tip. It is standard practice to record numbers using Whole Time Equivalents (WTE) Notes. Free text box. Leave blank or add data as required.


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2.4.2 Services

NOTE. For clarity the screen grab has been split into 2. The Services section will appear on the screen as a single bar, and on all but very high resolution PC’s it will be necessary to scroll horizontally to access all fields. This section is not intended to replace dedicated Energy Monitoring and Targeting software, but to provide a single point of reference for the annual cost of services for a site. To add a Service. Select the type from the drop down box. Add data in other fields and on completion of data entry click at the foot of the section to submit and save the data. To delete a Service. Click on (delete) to the right of the row. Type. The type of service. It is not restricted to energy, but can be used for any utility. Services are listed in a drop down box. Refer to GN2 and GN3 in the General Notes section for more detailed information on setting up drop down boxes. Once the service type has been selected the other fields can be completed. All entries are optional. If you do not have the information the fields can be left blank and completed at a later date. For each field click in the box and add/amend as required. The fields are :- Description. Any special characteristics. For example an HV (High Voltage) Electricity supply, or Interruptible tariff for Gas. Supply Point No. Electricity =MPAN; Gas= MPRN (Meter Point Reference) Meter No. Meter Size. Size or maximum rating Supplier Customer Reference. The account number Cost (£). Annual cost in £’s Files/Links. View files/links by clicking on the appropriate file/link name. Add files/links by clicking on (add/remove services files). Refer to GN4 for a detailed description. Notes. Large site with multiple services might prefer to leave the supply point and meter number fields blank and give a single entry for each service showing the total annual cost of that service, together with a note in the description saying ‘aggregate of xx supplies to site".


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2.5 Occupancy [Building level only]

The data for this section is entered automatically from the IPR. Refer to section 4 of the IPR user guide. Occupancy data can be viewed as a chart or exported into MS Excel. To view a chart. Click on (view a piechart) and the chart appears in a separate window. Shown below is the result for a building, accessed by clicking on (view a piechart) to the right of the Occupancy banner When first viewed the chart can be difficult to read, with labels overlapping one another as shown in the left hand side chart.

The labels can be repositioned. Click within the label, hold the left mouse button down and drag the label to the required position. The title and the total usable area details can also be moved. The result of repositioning is shown in the right hand side chart. A segment legend is also provided for the piechart, but this been removed from both the examples shown above. Occupancy charts are available for the individual floors as well as the whole building. Select

(view a piechart) at the required floor level

Tip. To Export Chart. The piechart can be exported into Microsoft Office programs 1. Right mouse click on chart and select ‘Copy SVG’ from menu. Microsoft Word/Excel/PowerPoint 2. Open required programme 3. Select Edit/paste special/ 4. Select ‘Device Independent Bitmap’ (MS Word/PowerPoint) or ‘Bitmap’ (MS Excel/PowerPoint)


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Export to Microsoft Excel. Click (export building department occupancy data to Excel) to the right of the Occupancy banner. If your operating system uses Microsoft 2000 or XP, right click with the mouse anywhere within the occupancy table and select ‘Export to Microsoft Excel’ from the menu. Microsoft Excel will open and the data will be pasted into a blank worksheet.

2.6 Statutory Regulations

Sub sections - Fire Certificate; Health and Safety; Compliance Testing; Legionella; Other Regulations. The sub sections are all identical, in that they each provide a document repository. The Health and Safety and Compliance Testing sections are shown in the screen grab above with documents available. Details/Notes. Add or modify information by typing within the appropriate box. Click at the bottom of the screen to submit and save the data To view any document. Click on the icon in the Document field. Once you have finished viewing the document click the Statutory Regulations tab to return to the normal page. Add into Diary? If selected the information will be added into the Leases and Licenses diary using the selected dates. Issue Date/Expiry Date. Enter date in the form dd/mm/yyyy or select to enter using the calendar. Refer to GN9 for detailed instructions. To Add, Modify or Delete Documents. To access the file upload system click (edit) at the right of any of the sub sections. Refer to GN4 for step by step instructions on using the file upload system. Click at the bottom of the screen to submit and save the data

2.7 Additional Information A text box for storing additional information. Click to submit and save the data


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3.0 Construction Data

3.01 General Remaining Life. Click in the entry box and add or amend. Assessed by. Select assessor from drop down list. Full contact details of any listed assessor can be obtained by clicking (view full contact details). If the assessor is not listed, click on (edit) in the Assessed by header. Refer to GN7 and GN8 for detailed instructions. Assessed on. Enter date in the form dd/mm/yyyy or select to enter using the calendar. Refer to GN9 for detailed instructions. Notes. Enter any notes referring to the date of construction. Click below the Structure section to submit and save the data

3.02 Files/Links. View files/links by clicking on the appropriate file/link name. Add files/links by clicking on (add/remove files) in the Files/Links header. Refer to GN4 for a detailed description.

3.03 Structure Structural Item. Select from drop down menu. If the required item is not in the menu, add to the list by clicking on . Refer to GN2 and GN3 for step by step instructions on carrying out these tasks. Description. This is a text box used for a description of the structural item. Notes. This is a text box and can be used for information regarding the structural item. Can be left blank if required. For both description and notes, click within the text box to add, edit or delete information as required. On completion click (submit) underneath the Notes field. Typical site example: Structural item; service roads. Description; Asphalt construction. Notes; Relaid 1998.


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3.04 Construction

NOTE. For clarity the screen grab for this section has been split into four parts. The Construction section will appear on the screen as a single bar, and on all but very high resolution PCs it will be necessary to scroll horizontally to access all fields. Vacated Date; Start Date; Practical Completion Date; Occupied Date. Enter date in the form dd/mm/yyyy or select to enter using the calendar. Refer to GN9 for detailed instructions. Description of Project. Click within the text box to add, edit or delete information as required. Contract Ref. Click within the text box to add, edit or delete information as required. Architect. Select from drop down menu by clicking on Pick the required person/company and click (submit). Full contact details of the listed Architect can be obtained by clicking (view full contact details). If the Architect is not listed, click on (edit) in the Architect header. Refer to GN7 and GN8 for detailed instructions. Project Manager; Contractor. Select from drop down list as per Architect above. Stage. Select from drop down list. If the required item is not in the menu, add to the list by clicking on . Refer to GN2 and GN3 for step by step instructions on carrying out these tasks. % Complete; Accounts ref.; Funding Source; CDM Ref. No.; Refurbished Area m2.; Refurbished Area Cost; New Area m2; New Area Cost. For each field, click within the text box to add, edit or delete information as required. Project Folders. Press HTTP button to open IPR projects window Right click the desired project. Close IPR projects window. Click back into the hyperlink textbox. Hyperlink is automatically pasted in. Submit construction data. Refer to Projects in IPR User Guide for detailed information Notes. Click within the text box to add, edit or delete information as required. Click below the Structure section to submit and save the data


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4.0 Legal Tenure

4.1 Tenure Type

NOTE. The tabbed pages, will change depending upon the type of tenure selected. The page above is for Freehold Tenure.

4.1.1 Tenure Tenure is: Select Freehold, Leasehold or License by clicking within the appropriate circle Occupied. Select All or Part by clicking within the appropriate circle Notes. Click within the text box to add, edit or delete information as required. Click at the foot of the page to submit and save the data. If a different tab is selected before submitting the data any changes will be lost. 4.1.2 Legal Documents Physical Location. Click within the text box to add, edit or delete information as required. Click at the foot of the page to submit and save the data. If a different tab is selected before submitting the data any changes will be lost. Files/Links. View files/links by clicking on the appropriate file/link name. Add files/links by clicking on (add/remove files) in the Files/Links header. Refer to GN4 for a detailed description.

4.2 Land and Boundaries (applicable to all tenures)

4.2.1 Land Registration

Land Registration Number: Click within the text box to add, edit or delete information as required. Address and OS Ref. Both these are automatically entered from the information in Building/Site information. Refer to section 2.1.1 Essential Data/Name and Address and section 2.2.2 Geographical Data/Maps, References and Links for information on entering the data.


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4.2.2 Boundary Information

NOTE. For clarity the screen grab for this section has been split into two parts. The Boundary Information section will appear on the screen as a single bar, and on all but very high resolution PCs it will be necessary to scroll horizontally to access all fields. Boundary Type. Typical types are Stone wall; Fence; Party wall; Hedge; No boundary markings; Road; Path; Ditch; Building Elevation. Select from drop down menu. If the required item is not in the menu, add to the list by clicking on . Refer to GN2 and GN3 for step by step instructions on carrying out these tasks. Boundary Ownership and Responsibility Details Click within the text box to add, edit or delete information as required. Date of Last Change. Select date from drop down menu. Details of Changes Click within the text box to add, edit or delete information as required. Notes Click within the text box to add, edit or delete information as required. Files/Links. Files/Links cannot be added until after boundary information has been entered. Once this has been done the appearance of the Files/Links section changes from that shown above in the main screen grab to that shown here, with additional (edit) and (delete) icons. To access the file upload system click (edit) Refer to GN4 for step by step instructions on using the file upload system. Delete the line of boundary information by clicking (delete) NOTE. The row is deleted without any additional warning being provided Click at the bottom of the section to submit and save the Boundary Information data


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4.3a Covenants, Right and Restrictions. ( Freehold tenure only)

Six sub sections - Rights; Easements; Wayleaves; Restrictive Covenants; Restrictions; Grazing Rights. The three sub sections are all identical, in that they each provide a document repository. To view any document. Click on the icon in the Document field. Once you have finished viewing the document click the Covenants, Rights and Restrictions tab to return to the normal page. To access the file upload system. Click on (edit) at the right of the sub section. Refer to GN4 for step by step instructions on using the file upload system. Click at the bottom of the screen to submit and save the data 4.3b Leasehold Details. (Leasehold tenure only)

The data on this page is automatically populated from the Leases and Licenses module. Click on any entry listed under any column to access the details in the Leases and Licenses module. 4.3c License Details. (applicable only when License tenure is selected)

The screen grab above shows that no information is available in the Leases and Licenses module. If data was available it would be listed as shown in the Leasehold Details above, and could be accessed by clicking on any entry listed under any column.


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4.4a Lettings (applicable only when Freehold tenure is selected)

The data on this page is automatically populated from the Leases and Licenses module. Click on any entry listed under any column to access the details in the Leases and Licenses module. 4.4b Underlettings (applicable only when Leasehold tenure is selected)

The data on this page is automatically populated from the Leases and Licenses module. Click on any entry listed under any column to access the details in the Leases and Licenses module.


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5.0 Charges and Values

5.1 Property Taxes

5.1.1 Council Tax

NOTE. For clarity the screen grab for this section has been split into two parts. The Council Tax section will appear on the screen as a single bar, and on all but very high resolution PCs it will be necessary to scroll horizontally to access all fields. Council Tax is levied on residential property in England, Wales and Scotland. The equivalent in Northern Ireland is referred to as Rates. For other properties refer to Business Rates General Notes. Click within the text box to add, edit or delete information as required. Ref. The account number or similar reference. Date Set. Enter date in the form dd/mm/yyyy or select to enter using the calendar. Refer to GN9 for detailed instructions. Council Tax Band. 8 bands, from A to H. Click within the textbox to add, edit or delete information as required. Council Tax Charge. The annual amount payable, in £. Click within the textbox to add, edit or delete Charitable Relief. The annual discount, in £, given where the ratepayer is a Charity or Trustees for a Charity and the property is used wholly or mainly for charitable purposes. Click within the textbox to add, edit or delete Other Discounts. Any other annual discount, in £. Click within the textbox to add, edit or delete Billing Authority. The council or local authority responsible for issuing bills and collecting council tax. A 'billing authority' is also commonly known as your 'local authority' or 'council'. The easiest way to find out the name of your billing authority is to look at your council tax bill. Select from drop down menu. If the required item is not in the menu, add to the list by clicking on . Refer to GN2 and GN3 for detailed information. Notes. Click within the text box to add, edit or delete information as required. Files/Links. View files/links by clicking on the appropriate file/link name. Add files/links by clicking on (add/remove files) in the Files/Links header. Refer to GN4 for a detailed description. The add/remove files button is not visible until a Council Tax entry has been made. Click at the bottom of the Council Tax section to submit and save the data. Delete a Council Tax entry (the whole row) by clicking on (delete).


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5.1.2 Business Rates

NOTE. For clarity the screen grab for this section has been split into two parts. The Business Rates section will appear on the screen as a single bar, and on all but very high resolution PCs it will be necessary to scroll horizontally to access all fields. All non-domestic property has a rateable value set by the Valuation Office, unless it is exempt. Exempt properties include Churches, public parks, agricultural land and buildings. General Notes Click within the text box to add, edit or delete information as required. Ref. The account number or similar reference. Summary Valuation As provided by by the Valuation Office Agency (VOA) Date Set. Enter date in the form dd/mm/yyyy or select to enter using the calendar. Refer to GN9 for detailed instructions. Rateable Value The rateable value of the property, in £. Click within the text box to add, edit or delete information as required. Rates Poundage To calculate the rates bill the rateable value is multiplied by the national multiplier. This is set by central government each year. Rates Charge The annual amount payable, in £. Click within the textbox to add, edit or delete Charitable Relief The annual discount, in £, given where the ratepayer is a Charity or Trustees for a Charity and the property is used wholly or mainly for charitable purposes. Click within the textbox to add, edit or delete Other Discounts Any other annual discount, in £. Click within the textbox to add, edit or delete Billing Authority The council or local authority responsible for issuing bills and collecting council tax. A 'billing authority' is also commonly known as your 'local authority' or 'council'. The easiest way to find out the name of your billing authority is to look at your council tax bill. Select from drop down menu. If the required item is not in the menu, add to the list by clicking on . Refer to GN2 and GN3 for detailed information. Notes Click within the text box to add, edit or delete information as required. Files/Links View files/links by clicking on the appropriate file/link name. Add files/links by clicking on (add/remove files) in the Files/Links header. Refer to GN4 for a detailed description. The add/remove files button is not visible until a business rates entry has been made. Click at the bottom of the Business Rates section to submit and save the data Delete a Business Rates entry (the whole row) by clicking on (delete).


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5.2 Values

5.2.1 Valuations

NOTE. For clarity the screen grab for this section has been split into three parts. The Valuations section will appear on the screen as a single bar, and on all but very high resolution PCs it will be necessary to scroll horizontally to access all fields. General Notes; NRC Structure; NRC Services; NRC External Works; Land Value; Open Market Value; Existing Use Value; Alternative Use Value; Capital Charges Value; Depreciated Replacement Cost; Donated Asset; Notes. These fields are all text boxes. Click within the text box to add, edit or delete information as required. NRC = Net replacement cost. The NRC fields are specific to Welsh Health Trusts. Other users should enter the total NRC in any of the NRC columns. Worth in Existing Use. Calculated total of the three NRC costs. Date of Valuation. Enter date in the form dd/mm/yyyy or select to enter using the calendar. Refer to GN9 for detailed instructions. Valuer. Select from drop down menu by clicking on . Pick the required person/company and click (submit). If the person/company you require is not on the drop down list, click on (edit) at the right of the banner to open the contact list . Refer to GN8 for more detailed information. Files/Links View files/links by clicking on the appropriate file/link name. Add files/links by clicking on (add/remove files) in the Files/Links header. Refer to GN4 for a detailed description. The add/remove files button is not visible until a business rates entry has been made. Delete a Valuation entry (the whole row) by clicking on (delete). Click at the bottom of the Valuations section to submit and save the data


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5.2.2 Insurance

NOTE. For clarity the screen grab for this section has been split into two parts. The Valuations section will appear on the screen as a single bar, and on all but very high resolution PCs it will be necessary to scroll horizontally to access all fields. Risks Covered; Reinstatement Value; Notes. These fields are all text boxes. Click within the text box to add, edit or delete information as required. Date Of Valuation; Date of Next Valuation; Include in Diary From. Enter date in the form dd/mm/yyyy or select to enter using the calendar. Refer to GN9 for detailed instructions. Insurance Company; Broker; Valuer. Select from drop down menu by clicking Pick the required person/company and click (submit). If the person/company you require is not on the drop down list, click on (edit) at the right of the banner to open the contact list and refer to GN8 for more detailed information. Full contact details of the listed person can be viewed by clicking (view full contact details) Loss of Rent Insurance. If loss of rent is covered by the insurance tick the box. Frequency. Select from drop down menu. If the required item is not in the menu, add to the list by clicking on . Refer to GN2 and GN3 for detailed information. Include in Diary. If selected the information will be added into the Leases and Licenses diary using the selected dates. Files/Links. View files/links by clicking on the appropriate file/link name. Add files/links by clicking on (add/remove files) in the Files/Links header. Refer to GN4 for a detailed description. The add/remove files button is not visible until a Valuation entry has been made. Click at the bottom of the Insurance section to submit and save the data


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6.0 For Sale (Acquisitions/Disposals)

6.0.1 Acquisitions

NOTE. For clarity the screen grab for this section has been split into two parts. The Acquisitions section will appear on the screen as a single bar, and on all but very high resolution PCs it will be necessary to scroll horizontally to access all fields. General Notes. Information for whole site with regard to acquisitions Purchase Date; Agent Appointed Date. Enter date in the form dd/mm/yyyy or select to enter using the calendar. Refer to GN9 for detailed instructions. Details of Purchase. The location of the building/land Purchase Cost ; Current Book Value. Cost in £ Seller; Agent; Solicitor. Select from drop down menu by clicking Pick the required person/company and click (submit). If the person/company you require is not on the drop down list, click on (edit) at the right of the banner to open the contact list and refer to GN8 for more detailed information. Full contact details of the listed person can be viewed by clicking (view full contact details) Compulsory Purchase? Tick box if acquisition is through compulsory purchase. Funding Details. The source of funding. Files/Links. To access the file upload system click (edit) in the files/links field. Refer to GN4 for step by step instructions on using the file upload system. Note that (Add/Remove Files) does not appear until an acquisition has been entered and data saved. Notes. Click within the text box to add, edit or delete information as required. Click at the bottom of the Acquisitions section to submit and save the data To delete an acquisition record. Click on (delete) to the right of the entry you wish to delete. The entry will be deleted without further warning


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6.0.2 Disposals

NOTE. For clarity the screen grab for this section has been split into two parts. The Disposals section will appear on the screen as a single bar, and on all but very high resolution PC’s it will be necessary to scroll horizontally to access all fields. General Notes. Information for whole site with regard to disposals. Declared Surplus to Reqs. Date; Disposal Date; Agent Appointed. Enter each date in the form dd/mm/yyyy or select to enter using the calendar. Refer to GN9 for detailed instructions. Details of Disposal. The location of the building/land Selling Price; Loss Against Sale. Cost in £ Purchaser; Agent; Solicitor Select from drop down menu by clicking Pick the required person/company and click (submit). If the person/company you require is not on the drop down list, click on (edit) at the right of the banner to open the contact list and refer to GN8 for more detailed information. Full contact details of the listed person can be viewed by clicking (view full contact details) Cost of Sale Summary. The cost is entered via a separate window. Access the Disposal Cost of Sale Summary screen by clicking on (edit). New window will open as shown below.

Expenditure. Select from drop down menu. If the required item is not in the menu, add to the list by clicking on . Refer to GN2 and GN3 for detailed information. Year 1 etc. Add any cost for each year and on completion click to submit and save the data. The window will refresh and the total cost calculated and displayed. To delete an expenditure record. Click (delete) to the right of the entry you wish to delete. The entry will be deleted without further warning. Close the window by clicking on the red X in the top right hand corner of the window. NOTE. Any changes to expenditure costs will not be shown in the Disposals section until the section has been saved. Compulsory Purchase? Tick box if disposal is through compulsory purchase. Files/Links. To access the file upload system click (edit) in the files/links field. Refer to GN4 for step by step instructions on using the file upload system. Note that (Add/Remove Files) does not appear until a disposal has been entered and data saved. Notes. Click within the text box to add, edit or delete information as required. Click at the bottom of the Disposals section to submit and save the data. To delete a disposal record. Click (delete) to the right of the entry you wish to delete. The entry will be deleted without further warning.


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7.0 Planning Constraints 7.1.0 Planning Details

NOTE. For clarity the screen grab for this section has been split into four parts. The Planning Details section will appear on the screen as a single bar, and on all but very high resolution PC’s it will be necessary to scroll horizontally to access all fields. Notes. Information for whole site with regard to planning details. Date of Application; Date of Consent; Date Work Started; Date Work Completed. Enter each date in the form dd/mm/yyyy or select to enter using the calendar. Refer to GN9 for detailed instructions. Planning Authority Contact; Planning Consultant. Select from drop down menu by clicking Pick the required person/company and click (submit). If the person/company you require is not on the drop down list, click on (edit) at the right of the banner to open the contact list and refer to GN8 for more detailed information. Full contact details of the listed person can be viewed by clicking (view full contact details) Application Number. Enter application number Application Description. Enter brief description Consent Type. To enter select from drop down menu. Provided as defaults are Temporary/ Outline / Full. The list can be modified as required. Refer to GN2 for detailed instructions. Consent Expiry Time. Enter expiry time in years. Consent Expiry Date. Will be calculated and added automatically once the consent expiry time has been provided and saved Conditions. Any conditions imposed by the Planning Authority Restrictions. Any restrictions imposed by the Planning Authority Alternative Uses. Any alternative uses. Local Plan Ref. Location of Copy Consent. Files/Links. To access the file upload system click (edit) in the files/links field. Refer to GN4 for step by step instructions on using the file upload system. Note that (Add/Remove Files) does not appear until a Planning Details entry has been made and data saved. Click at the bottom of the Planning Details section to submit and save the data. To delete a record. Click on (delete) to the right of the entry you wish to delete. The entry will be deleted without further warning.


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7.2 Conservation, Preservation and Listings

7.2.1 Conservation and Preservation Details

Conservation Type To enter select from drop down menu. Provided as defaults are Standard / Green Belt The list can be modified as required. Refer to GN2 for detailed instructions. Details Information regarding the conservation and preservation Files/Links To access the file upload system click (edit) in the files/links field. Refer to GN4 for step by step instructions on using the file upload system. Note that (Add/Remove Files) does not appear until a conservation entry has been made and data saved . Click at the bottom of the section to submit and save the data Notes. Information for whole site with regard to conservation and preservation details.

7.2.2 Listed Building Details

Details field only appear if ‘Building is listed’ box is ticked. Grade To enter select from drop down menu. Provided as defaults are :-

Grade I – Buildings of exceptional interest Grade II* - Important buildings of more than a special interest Grade II - Buildings of special interest which warrant every effort being made to preserve them

These are the grades for England and Wales. Scotland and Northern Ireland use different grades. The list can be modified as required. Refer to GN2 for detailed instructions. Date of Listing Select date from drop down menu. Listed Ref. No. Enter the listed reference number Notes . Information with regard to listed building details. Click at the bottom of the section to submit and save the data


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8.0 Contacts

Contacts can be added in several sections. This section lists all contacts, whether they have been entered directly into this section or in a different section (for example 2.1.3 Contacts in Building/Site Information) A step by step guide to adding, editing or deleting a contact in the All Contacts list is provided in General Notes GN7, but for convenience is also repeated below. Refer to GN8 for guidance on adding, editing or deleting a contact in the specific contacts list To add to the All Contacts List 8.01. Click (add) to the right of the Header Block ‘All Contacts’ 8.02 An ‘Add Contact’ window will appear. Enter data and on completion click (submit). 8.03. Close the pop up windows by selecting the close icon at the top right hand side of window. 8.04. Return to item 8.01 above to add another new contact to the location contact list. Note: The name field is used for the drop down menus. It can sometimes be useful to put the name of the company rather than an individual in the name field. For example, in the section on charges and values there is a drop down menu to select the Insurance Company. EasyPeasy Insurance Company is probably more useful than Fred Bloggs, the name of the contact


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To edit a person in the All Contacts List 8.05 In the Contacts List (shown above), click (edit) to the right of the entry you wish to modify. 8.06 An ‘Edit Contact’ window will appear as shown below.

8.07 Modify the data as required. On completion, click (submit) at bottom of section to submit and save data. 8.08 Close the window by clicking on the red X in the top right hand corner of the window.

To delete a person in the All Contacts List 8.09 In the Contacts List, click (delete) to the right of the entry you wish to modify. 8.10 The entry will be deleted without further warning.


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9.0 Reports Example shown is 'Age of Building'. The method of accessing all reports is the same. Other reports will be added at the request of users. To access Reports. 9.01. Pick ‘Reports’ from left hand side menu

9.02. Select 'Reports from Report Description as shown above.

9.03. Select terrier-build-age.asp from the left hand column ‘Report Description’ as shown above. The report will appear as shown below.

9.04. Reformatting the Chart. When first viewed the chart can be difficult to read, with labels overlapping one another as shown above. The labels can be repositioned. Click within the


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label, hold the left mouse button down and drag the label to the required position. The title and the usable area details can also be moved. The result of repositioning is shown below.

Tip. To Export Chart. The piechart can be exported into Microsoft Office programs 1. Right mouse click on chart and select ‘Copy SVG’ from menu.

Microsoft Word/Excel/PowerPoint 2. Open required programme 3. Select Edit/paste special/ 4. Select ‘Device Independent Bitmap’ (MS Word/PowerPoint) or ‘Bitmap’ (MS Excel/PowerPoint)


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9.05 Exporting Data. If your operating system uses Microsoft 2000 or XP the table can be imported into MS Excel. Right click anywhere within the data table and select 'Export to Microsoft Excel' from the menu. MS Excel will open, and after a short delay the data will appear within a new worksheet. To add or modify Reports. The method of adding or modifying reports is identical to that shown in section 15 of the IPR User Guide. Refer to this for detailed guidance.