Software Tips

April 2018

Assets Intelligence - Work Order Dashboard

This dashboard presents work order data in various ways and enables users to identify interesting insights from the data. The detailed table shows users the work orders they are interested in whilst being easy to use and interpret in different ways.​

New Dashlet – Age vs GRC vs CGI

We recently introduced a new analytical model that highlighted outliers when comparing the age, condition and value of properties. From May, rather than adding a new website item, can you simply add this new screen image to the previous website article and extend the article with: “From May, you also have access to a new advanced reporting function to interrogate the resulting data using the Self Service Reporting (SSR) function.”

Save your selected dataset for quick access in the future

All functions within SPM Assets are based on a selection of data that you determine before accessing a specific function. The selection of many datasets is a very simple and quick exercise however much more complex datasets can be selected to view a specific group of properties through various means such as applying search criteria on multiple attributes of your properties. In order to simplify this selection process and save you as much time as possible, you can save a particular dataset to access it the click of a button rather than having to repeat the complex selection process. In order to do this, you have to save a specific dataset of property records so it can be accessed either by you only or by all users. Then you are able to select this dataset again in the future in a couple of simple steps. This two minute video explains how to set up and access a saved dataset.

View the helpful tutorial here.

Keeping your Data Safe

Losing important data and the knowledge this data can provide can be an absolute nightmare. Often a huge amount of time and money has been invested to build that data and resulting knowledge up, usually over extended periods of time. In many cases, that knowledge is relied on for critical business operations. 

SPM Assets recognises that catastrophes do happen from time to time and as a result significant focus is placed on keeping your data safe in the event the worst does happen. Specifically, we follow the 3-2-1 approach to data backups which is widely recognised as good practice. At least three separate copies of the data are kept, on at least two different types of media, with at least one copy held at a separate location. This approach is based on achieving a conservative balance between risk of data loss and the cost of data retention.

SPM Assets follows this process by replicating data on a server locally in the cloud for retention of backups over the medium term and a cloud archiving service that stores backup data on a different form of media and in a separate location over the long term. 

Component Survey Year

The survey year of a component is the year that the most recent survey was completed and condition values updated for the selected component. This year is shown in figure 2 within the screenshot for any selected component. This is one of the most critical data points as the lifecycle analysis is based on this year when an analysis method that considers assessed condition or remaining life is used. In most cases the component survey year will be the same as the property level survey date or more recent when an individual component is updated without the whole property being surveyed. An example of when it may be more recent could be the result of a resurvey of an air-conditioning unit when it is serviced by a specialist in between periodic surveys of the property. However, occasionally a component survey year maybe older than a property level survey date. This could occur when a property is surveyed but the mechanical plant and equipment components are not included in this survey. If a specific component is surveyed in a different year to the overall property, the year of survey is entered in the field highlighted as figure 1 in the screenshot.

If the survey year field is left blank, the survey date at the property level will be used.

Mobile Data Collection

The Mobile data collection tool has many great features for optimising the data collection process. Due to the extent of handy features available, some aspects that speed up the data collection process are not as obvious as others, particularly to infrequent users of the tool. 

One very useful feature, is the ability to copy data collected, such as components, defects, and property quality standards, from a property to another existing property on the user’s device. This feature is ideally suited for surveyors who are surveying multiple dwellings of a similar nature or in the case where the property hierarchy is detailed to a room level, or where large buildings have multiple rooms of a similar nature.

To use this feature simply select a property within the property list screen to highlight the row and select the copy button at the bottom of the screen. That will present a screen that gives you the option to copy your selected property by creating a new property. To avoid creating an additional property and copying the associated information to a new property, simply select the ‘copy this property to:’ text at the top of the screen and select the existing property from the list presented. 

Property Status and Survey Date

The survey date of a property record or an individual component is the line in the sand from which the timing of replacement is forecast using assessed condition and other factors within the SPM Software. The accuracy of this date is critical to ensure lifecycle analysis forecasts produced within SPM Assets are meaningful and can be used as the basis for evidence based planning decisions. 

We often find surveyors overlook the need to update this date for every survey they complete so there is a handy feature within SPM Assets that links this date to a change in the Property Status. When a surveyor marks a property as being ‘Surveyed’ the survey date can be automatically set. We find that having a business process as part of a survey project that involves a series of steps including each property being ready for survey, in progress, surveyed, checked, and finalised results in much more accurate survey dates. Those involved with the project are responsible for update the status as each property moves through the survey process which also has the added bonus of being able to monitor the progress of a project using the Survey Dashboard within the software.

Contact your Account Manager to make sure the Survey Date is set to automatically update on status change or for further information on using the status as part of a survey project. 

Calculator in Mobile

Within Mobile there is a handy calculator feature for collating the quantities of components that are made up of several parts. Whether it is the area of multiple windows, multiple lengths of downpipes, or convoluted roof areas the component quantity calculator makes it easy to aggregate and capture the quantity of any component. 

To use the calculator simple click on the drop-down arrow beside the quantity field of an individual component and enter as many dimensions you require to calculate the overall quantity of a component. More rows will automatically appear if you need them. The left column is pre-populated with values of one for adding multiple lengths in the right column. These can be overwritten for calculating multiple areas using length and width dimensions. You can also enter negative dimensions which is very useful for subtracting the area of window space from a wall cladding or finishes component!

This feature is widely used by SPM Assets’ surveyors including Simon Meadowcroft who had this to share:

"Operating the calculator is so simple, with a quick tap on the drop-down arrow at each individual component you can quickly add or subtract various quantity totals and even do individual multiplications without fumbling around trying to balance a calculator and an iPad at the same time! Thanks for this fantastic function!"

Capturing Accurate GPS Coordinates in the Field using Mobile

The Mobile module allows users of the SPM Assets software to capture their GPS location when using the application in the field in order to specify the location of records (both properties and components) within their portfolio. The software pulls location information from the device that is determined using inbuilt GPS functionality. This functionality does not always run continuously on various table devices so in order to ensure accurate coordinates are captured in the field we recommend that users launch a map application and check the device’s perceived location is accurate before selecting the Get Position button in Mobile to populate the GPS fields. This can be done by selecting the ‘show location’ option within Apps such as Google Maps or Apple Maps before switching back to Mobile to capture your coordinates.

As you can see in the following graphic, the history of 'repaired defects' is stored at a component-level. With this information being maintained, you will be able to report which component types have had the highest number / cost of repairs. It will also allow the 'mean time between failure' style analysis. Ideally, the function should be used for annual inspections to generate the 'repairs work programme'.  

Full Search

Learn how to use the full search tool to select a list of properties based on a search criteria. See how you can search using property-level data and/or component data.

Click here to watch the video tutorial

Custom Expressions

Our range of custom filters (custom expressions) allow you to filter on component data when using Project Planning, Survey Planner, Component Workspace or Component Updater. Within these modules, select 'custom' from the drop-down list at the top of any column then enter a custom filter.

Click here to view a list of custom expressions

Example
To setup a project that includes those components in poor and very poor condition. use a CUSTOM EXPRESSION under the Condition Column: IN('C4','C5')

Google Maps

Quickly view the location of a property by clicking on the 'Google maps' icon within the address section of the property summary page. A new window will open pinpointing the location on Google Maps.