Appraisal Module. 1. Introduction 1.01 Changes in this Version. 2. Start Page 2.1 Survey details.

Appraisal Module 1. Introduction 1.01 Changes in this Version 2. Start Page 2.1 Survey details. 3. Manage Appraisal Users 3.1 Initial setup 3.2 New User 3.3 Setting Appraisal Permissions 4. User Preferences 5. Manage Change 5.01 To access. 5.02 Rankings 5.03 Category Visibility Box. 5.04 Sub Element Breakdown 5.05 Editing Data Cells 5.05.01 Risk 5.05.02 Priority, Potential Hazard, Population at Risk, Rank, Life Expectancy, Inspection Date 5.05.03 Cost to B, Remedial Action 5.05.04 Defects 5.05.05 Attachments 6. Appraisal Data Wizard 6.01 Observation, Potential Hazard, Population at Risk, Life Expectancy, Inspection Date. 6.02 Risk. 6.03 Priority, Condition Rank. 6.04 Defects 6.04.01 Add a defect from existing list of effect types 6.04.02 Add a new defect type 6.04.03 Existing Defects 6.05 Residual Risk 6.06 Maintenance Costs 7. Survey Import/Export 7.1 Survey Export 7.2 Survey Import 8. Generate Report 8.01 Access via Appraisal Home page. 8.02 Access via Survey page. 9. Query Designer 9.01.01 Creating a query 9.01.02 Add properties to a query 9.01.03 Setting restrictions on a query 9.01.04 Executing the query 9.01.05 Previously created queries 2

10. Remaining Life Name of Surveyor. 11. Surveys 11.01 Configure a New Survey Design template and configure sub element level of survey 11.02 Setting up appraisal elements 11.03 Facets. Modifying Facets or adding a Category 11.04 Category. Modifying a Category or adding a Major Element 11.05 Major Elements. Modifying a Major Element or adding a Sub Element 11.06 Sub Element. Modifying a Sub Element or setting Visibility 11.07 Visibility. Set Visibility. 11.08 Delete Survey 11.09 Mass Updating of Cost Annually 11.10 Central Defect List 12. Setting up ranking score per facet 13. Configure priorities - Setting up priority values for survey 14. Setting up Risk Values 15. Resolved Defects 16. Remove Location from Survey 3

1. Introduction To access the Appraisal module from the IPR home page. Select location from left hand side navigation menu. A list of regions is shown. Select required region. The Appraisal module can then be selected from the left hand navigation menu. The Appraisal Module is a part of the Intranet Property Register (IPR). Highlights include :- The Appraisal module can be configured by the client to record information for any survey required. Multiple surveys can be run at the same time for example Condition; Disability Discrimination Audit (DDA); Fire. Users can set up new surveys and configure the locations and elements to be inspected. Elements can be configured to be surveyed at any location type (Region, Site, Building, Floor, Room) Each facet can be given it s own scoring system, for example A,B,C,D,E or 1,2,3,4 or Good, Acceptable, Poor etc A user-definable risk matrix is included using the standard of Likelihood * Severity = Risk Priorities can also be configured and assigned to individual sub elements Security IPR users can be given access to view or edit data in specific surveys. Individual users can then customise their own view so that they are only presented with the fields that they are interested in Appraisal module conforms to IPR location colour coding to aid user recognition where regions are pink, sites are green, buildings are orange, floors are blue and rooms are yellow. As in the real world, every element can have multiple defects If all the rooms on a floor (or building) have the same score, they can be mass updated in one hit. This speeds up data-entry enormously. Survey sheets can be exported to Excel spreadsheets which allows surveyors to conduct the survey remotely in Microsoft Excel, then later, once finished, import them back into the appraisal module Maintenance costs can be viewed over time. Moving the slide bar reflects the costs required for that date. --------------------------- A user must have access rights (albeit only as a guest) to the IPR and permission set for the Appraisal module in order to access the 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. 4

1.01 Changes in version 2 of this manual. Appraisal Data Wizard. A new section has been added dealing with the wizard. Many of the actions previously requiring access to multiple sections can now be carried out via the wizard, and the layout of the whole manual has been modified to reflect this. Resolved Defects. New section. Remove Location from Survey. New section. Manage Appraisal Users. To reduce the page loading time a users name has to be selected before the permissions listing for that person is visible. The section on Setting Appraisal Permissions has been modified to reflect this change. Generate Reports. Rank, Risk and Residual Risk pie charts have been added. Screen Grab Images. Updated throughout the manual to show the latest version of the software. Query Designer. Redundant Appraisal Query section removed. 5

2. Start Page Fig. 2a. Start Page The navigation menu is at the left hand side and each of the available elements is dealt with later in this manual. 2.1 Survey details. The current survey is shown in the box. Clicking on the available surveys as shown. Surveys, once setup, are automatically added to the list. Clicking on the required survey makes it the current selection. The Survey Start Date and the details in the Facet and Locations in Survey sections will automatically update to reflect the new selection. (down arrow) opens the list of 3. Manage Users 3.1 Initial setup 3.1.1. If the Appraisal module has not been used before and therefore there are no permissions set up, any IPR administrator can access the 'Manage Appraisal Users' page. However, once a Appraisal administrator has been created the IPR administrators can no longer access the 'Manage Appraisal Users' page, unless they have also been set up as a Appraisal administrator 3.1.2. The level of permission is specific to the Appraisal module. For example, someone with only guest access to the IPR programme, could have full administrator rights within the Appraisal module. 3.2 New User 3.2.1. 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. It is necessary to grant IPR access, albeit only as a guest, before Appraisal module access can be set up for that user. 6

3.2.2. Once IPR access has been granted the Users name automatically appears in the Appraisal module 'Manage Users' section, and permissions can be set by the Appraisal section administrator, as detailed below. 3.3 Setting Appraisal Permissions Select Manage Users from the left hand side menu. The Manage Appraisal Users page will open showing a list of users. Click on this link at the top of the Manage Appraisal Users page to return to the Appraisal module start page. Click on the name of any user to set up that permissions for that person. The screen will refresh and show the list of all users and below that the set up screen for the selected user. The screen grabs above show sections of the page. A tick in any box indicates that the user can carry out that function. For example Stuart Flight can carry out every function except the Building category in the facet F1 Physical Condition for the Heart of England survey. Category. Click on any category name and all the sections for that category are either set or unset. Visible; Edit Single; Edit Mass; Edit Attachments. The whole of the column for each of these sections can be set or unset by clicking on the title of the column. 7

3.3 Setting Appraisal Permissions (continued) At the base of each users setup are a series of selector buttons Selection indicates that the user can initiate a new type of survey or amend an existing survey. It also allows the user access to the Manage Appraisal Users section. Each permission for each survey can be set by selected by ticking individual boxes. User can access all functions. Clicking the button flood fills all sections. Clicking the All button when all sections have been filled (ticked), clears all sections. If a tick is made in one column then that column will not be filled if the All button is clicked. Resets any operation made prior to the page being updated on the server. Updates the options on the server. Changes do not take effect until the server has been updated. 8

4. Manage User Preferences To access, select User Preferences from the left hand menu. This section allows individuals to customise their own view so that they are only presented with the fields of interest to them. For example a maintenance officer may require only the priority, defects, remedial action and costs. A tick in the box indicates that the field is included. Clicking on a box removes the tick and deselects the field. When the required changes have been made click on to accept the changes. Click on the link to return to the Appraisal module start page 9

5. Manage Change Physical Condition in NHS Backlog has been used as the example throughout this section. From Appraisal Home Page. Select survey required from Current Survey drop down list. Click on the required facet in the Facet box. [Physical Condition used as the example]. A new page appears as shown below. 5.01 Manage Change Main Page NOTE. For clarity the screen grab has been split into 2. The section will appear on the screen as a single horizontal bar, and on all but very high resolution computer monitors it will be necessary to scroll horizontally to access all fields. Top left screen grab Top right screen grab The number of columns can be reduced by selecting only those of interest. Refer to section 4 - Manage User Preferences. A detailed breakdown and editing facility is available by clicking on any sub element. Refer to section 6 Appraisal Data Wizard. Export to Microsoft Excel. If your computer has MS Office 2003 or later installed right click with the mouse anywhere within the title row or field header row and a standard Microsoft operating system menu appears with an option to Export to Microsoft Excel. Select this option from the menu. Microsoft Excel will open and the data will be pasted into a blank worksheet. 10

5.01 Manage Change Main Page (continued) Returns to Appraisal home page Returns to the location Selects Charts (see section 8.01) Selects Facet Observation 5.02 Rankings Refer to section 12 Setup ranking scores per facet for detailed information. 5.03 Category Visibility Box. This box appears at bottom left of the Manage Change page 5.03.01 Modifying the visible fields. By default all categories are visible. Click within box to untick and remove one or more categories from the report, then click. The page will refresh with only the require categories visible. Reducing the number of categories has several advantages. It reduces the size of the report and ensures concentration on the required category. 5.04 Sub Element Breakdown. A detailed breakdown is available by clicking on any sub element. The Appraisal Data Wizard will appear. The Appraisal Data Wizard is a powerful management tool. Addition and editing of sub elements can be performed, as well as changes to the data cells, all from a single page. Use of the Appraisal Data Wizard is the recommended method for making changes. Refer to section 6 Appraisal Data Wizard for detailed information. Individual cells can be selected and modified if preferred, as shown in later sections, 11

5.05 Editing Data Cells. All data cells are active. Select by clicking on the cell. 5.05.01 Risk. Select by clicking on the risk cell for any sub element. A pop up window will appear. Select from each drop down list (Likelihood is shown opened). The risk will automatically update as the likelihood and severity cells are modified. When complete click. The pop up window will close and the physical condition report will be updated to reflect the changes. 5.05.02 Priority, Potential Hazard, Population at Risk, Rank, Life Expectancy, Inspection Date. These cells are dealt with in a similar way to Risk, with a pop up window appearing when the cell is clicked. 5.05.03 Cost to B, Remedial Action, Recommendations are all dealt with under Defects. 5.05.04 Defects Select by clicking on the defects cell for any sub element. A new page will appear. The page shown below is for a sub element with no existing defects. Click on (add a defect). Data entry cells will appear. Select defect from the drop down list (shown opened above). Extents the amount of damage in the unit of measurement (determined when the defect type was setup) 12

Add new defect type Click on (edit) and the Setting up Defects page will open. Enter the defect name, the measurement (m 2 or whatever), the cost per measurement and any notes, then click. The page will refresh. Continue adding new defects if required. Modify a defect type. Type over the existing entry, then click Delete a defect type. To remove a defect from the list click on. The page will refresh and show the change. at the right of the redundant defect row. To close the page and return to the defect entry cells. Click on the windows close button at the top right corner to the defect entry cells. to close the page and return See section 11.02 for an alternative method of accessing the Setting up Defects page via the Setting up Appraisal elements for Survey screen 13

5.05.05 Attachments. Pictures and documents, can be added to provide further information. To access the file selector RIGHT click within the Attachments cell. TIP. Depending on the security setting of Windows XP/Internet Explorer could stop the file selector window from loading. If this occurs the line shown below will appear immediately under the address bar. Clicking on the bar as suggested will open the menu. Selecting Temporarily Allow Pop-ups from this Site or Always Allow Pop-ups from this Site will allow the file selector to load. Add an attachment. Navigate to the required file or files using the file selector. Select by ticking within the box then click. The file selector will update as shown, with the selected files listed 14

If the wrong file has been selected remove from the list by clicking on. This will remove the file from the list to be published but will not delete the file from the source folder. Click to attach the files to the report. Click on the Windows close button in the top right hand corner of the pop up page to return to the report page. The availability of an attachment will be shown by the presence of and clicking on the icon will display the attachment. A more detailed explanation of file selection can be found in the IPR manual. 15

6. Appraisal Data Wizard. A detailed breakdown is available by clicking on any sub element. The Appraisal Data Wizard will open as shown below. Appraisal Data Wizard Header Return to previous page Return to Locations All fields can be modified for the selected sub element from this page. The information below is common to all field rows. Help. Help is obtained by clicking on the help icon at the right of any field row. Help has been selected for the Population at Risk field in the example shown. Click anywhere with the help field to return to normal. Saving Changes Once data has been added/modified in any cell a green flashing arrow will appear to the right of that cell as shown. Click submit to save the change. NOTE. Each field change has to be saved individually. If you can see been saved. the change has not 6.01 Observation, Potential Hazard, Population at Risk, Life Expectancy, Inspection Date. Each of these cells is each dealt with in the same way. Enter or modify data as required. Up to 255 characters can be entered for each cell. When complete click on to save the change. 16

6.02 Risk. Select from the drop down lists for Likelihood and Severity (Likelihood is shown opened). The Risk will automatically update as the likelihood and severity cells are modified. When complete click to save the change. 6.03 Priority, Condition Rank. These cells are each dealt with in a similar way to Risk. Select from each drop down list. When complete click on to save the change. 6.04 Defects The screen grab below is for a sub element with no existing defects. The screen grab below is for a sub element with two existing defects. To add a defect. There are two methods of adding a defect, selecting from existing drop down list or adding a new defect type. 6.04.01 Add a defect from existing list of effect types. Simply select from the drop down list (shown opened above). The preset measurement and cost per measurement will be automatically added. 6.04.02 Add a new defect type Enter the defect name. All other fields are optional. Measurement. The unit of measurement (m 2 or whatever) Cost per measurement. Extents the amount of damage in the unit of measurement. When complete click on to save the change. 6.04.03 Existing Defects The screen grab shows an entry for an existing defect with that defect selected by clicking within the defect text box. Note the additional buttons to the right. Save Changes. Already dealt with in the introduction to this chapter. Delete Defect. Select to remove defect completely. Duplicate Defect. Select to make a copy of the defect. A duplicate entry will appear with all data in each cell identical to the original. 17

Mark Defect as Completed. If selected an additional section will appear as shown below Select to close the section without making any changes. Completion of each section is optional, enter data if required. The Date Resolved defaults to the current date and can be changed if necessary. When data entry has been completed click on. The defect completed section will close and the defect will no longer appear in the list of defects. Completed defects can be viewed by selecting Resolved Defects from the left hand side menu. See section 15 Resolved Defects. 6.05 Residual Risk Residual Risk is dealt with in exactly the same way as Risk (section 6.02). Select from each drop down list. The residual risk will automatically update as the likelihood and severity cells are modified. In the example shown the Residual Likelihood is Unlikely and the Residual Severity is Minor, resulting in a calculated Low Residual Risk. Note that in the example the setting has not yet been changed, hence the Save button to the right of the section. Click on to save the change. Modify Residual Risk by carrying out the selection detailed above. 6.06 Maintenance Costs Modifying existing maintenance cost. Enter the new data in the Costs( s), Date or Notes fields. The example above shows a maintenance cost in year 0 which has been modified but not yet saved. Click on to save the change. Select to delete the maintenance cost completely. NOTE. The cost will appear in the Year 0 row unless a date is specified. The programme uses the date you specify and the Inspection date to calculate in which maintenance cost year the cost is inserted. 18

7. Survey Import/Export 7.1 Survey Export Select the required location (Region/Site/Building) then select Appraisal from the left hand side menu. The Setting up appraisal elements page will appear. Select the required survey from the Current Survey drop down menu, then click on Survey Export from the left hand side menu. A new page will open as shown below. The screen grab shows the drop down list expanded. Select survey from list and click on A new page will open as shown below. The screen grab shows the drop down list expanded. Select a survey from list and click on Click on (download or view). You will be asked if you wish to open the file or save to your PC. Save to a convenient location on your PC. Open the excel file. This file can be used by the Surveyor as a working document. 19

7.2 Survey Import * You must have administrator privileges to the appraisal module to import data from a spreadsheet.* Ensure that the spreadsheets you wish to import are located on the IPR server and that they are saved as native.xls files, and NOT in xml format. From any location in the IPR, select Appraisal from the left hand side menu, depending on the location type, a page similar to the one below will appear. Select the Survey Import option from the left-hand menu and the following file selection page will appear. Navigate to your Microsoft Excel files using the file selector on the right-hand-side, then when you have located the files you wish to import, click and hold the left mouse button on each file and drag it onto the blue folder icon on the left-hand-side. When you let go of the mouse (or drop the file), the following confirmation page will appear: 20

Press the green yes button to confirm that you wish to import the file, or the red no button to cancel. On pressing the green yes button, the import should begin, once finished a page similar to the one below should be visible, at the bottom of the import page should be the word Finished in red. You can now close the import screen and drag another file onto the blue import icon. 21

8. Generate Report Pie Charts are available for Rank, Risk and Residual Risk. To access the charts. Two methods of access are available. 8.01 Accessed via Appraisal Home page. Navigate to the required building or site. Select appraisal to open the home page. Select Rank, Risk or Residual Risk from the left hand menu. If this method is selected the pie chart for Risk and Residual Risk will be displayed in a new window. Additional selections are required in order to display the Rank chart If Rank has been selected:- From the Select Survey page choose from the drop down list and click on. From the Select Facet page choose from the drop down list and click on Select Survey The report has been selected and it will be displayed in tabular form as well as a pie chart. 22

When first viewed the chart can be difficult to read, with labels overlapping one another as shown in the 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. 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) 8.02. Access via Survey page. Select the required survey and facet from the Appraisal home page. The survey page opens. Select the required pie chart from the survey page. The report opens as a pie chart. 23

9. Query Designer Query designer allows users to set up customised queries within the Appraisal module, giving the freedom to set up constraints for the information they want to see. 9.01.01 Creating a Query Query Designer is found on the left hand side menu when in Survey Details. Clicking on the link takes you to the Appraisal Module Queries page (seen below), from this page you can create new queries, edit or delete previously created queries or run previously created queries, either at the current location or all locations. New Query name New Query Facet To create a new query, it first needs to be given a name, which is entered into the text box containing the words -New Query- on the Appraisal Module Queries page (above image). Also, the facet or survey from which the query will be run on needs to be selected from the drop down menu on the same page. Once a Name has been given and a facet entered, press submit. The newly created query now appears in the list, with the other queries, if there are any. Now the query has been created the properties of the query need to be set. To enter the properties of a query click on the icon for the query you wish to edit. This takes you to the Appraisal Module Query Designer screen (image below). This is where the requirements are set into the query. For this example the query will be made to show where items have a physical condition below C, the query will be on the survey NHS Backlog \ Physical Condition. 24

9.01.02 Adding properties to a Query To define the properties of the query, the drop down menus in the gold box at the top, labelled Query Item are used. The first drop down menu contains the main property from which the query is based. In this case Ranking is selected. The next drop down menu now contains the all the controls that can be used to compare rankings. The Less than (<) option is picked. A third drop down menu appears. This is what will determine the limit of the information that will be shown by the query. And as ranking has been selected this drop down menu contains the list of rankings. In this case the B(C) option is selected. Once the drop down menus have been selected you need to press add now. The screen now changes slightly, and displays the newly added constraints of the query. There are also two new icons, the green & / or icon allows you to add sub queries to the main query, and the red x deletes the properties of the query. The query will now be able to return the required data when it is run. As well as this there will be additional drop down menus, underneath the properties that were just set. These allow the query to be more specific. To add further stipulations to the query select either and or or from the first drop down menu. If and is selected then the query will bring back information that meets the previously added constraints and the new constraints. If or is selected the query will back information that meets either of the two constraints. The remaining drop down boxes are the same as the previous ones. And for the sake of this example the query will now only return information when the cost to B is less than 1000. 25

Pressing add new adds the new properties to the query And is selected Cost to B Less than (<) 1000 The query will now return more specific data when it is run. Further properties can be added to make the information that the query returns even more exact. 9.01.03 Setting restrictions on a Query Once the query has enough properties set in the query items box, restrictions can be set as to which categories, Major Elements and Sub Elements the query can be run on. (see image below). The restrictions can be left blank, in which case they will use all categories, all Major Elements and all Sub Elements. Once a restriction has been set, the button along side it must be pressed in order for it to be included in the query. (image below). 9.01.04 Executing the Query Once the query is complete, it can be run from the design screen. There are two buttons at the bottom of the screen. Execute (This Location) and Execute ( All Locations). After executing the query, the results of the information request are presented on screen (image below). 26

Initially the locations are simply displayed by their level, an orange square representing block level, yellow square representing a room, etc. To get more information on locations, click on the + symbol next to the square. This adds the region, site, building, floor and room information to the query results. Also in the query results screen are links to each sub elements physical condition report. This is done by clicking on the description of each sub element. 9.01.05 Previously created Queries Getting back and running previously created queries is done by selecting the Query designer from the left hand side menu in the survey details page. This brings up the Appraisal Module Queries page (below). From here to run the query, select either execute (this location) or Execute (all locations), To edit a query, select the icon. To delete a query select the icon. Once this has been pressed no warning will appear and the query will be deleted. To delete a query To run a query at the current level To run a query at all levels To edit a query 27

10. Remaining Life Name of Surveyor The name of the surveyor appears in the Survey Report Form. This information is generated from the Terrier module. To add or alter the name of Surveyor. 1.Select a Region from IPR location page. 2. Click on SITES button to access list of sites. 28

3. Select site from list (Oakwood OK2 selected in example). 4. Click on Building/Blocks button to access list of buildings. 5. Select building from list (Wrekin House OK1 selected in example). 6. Select Terrier module from menu 29

7. Click on Building Information Header (WD: Westwood Development in example) OR Select Construction Data from menu at left 8. Construction Data appears with surveyors name in Assessed By box. 30

11. Surveys 11.01. Configure a New Survey Design template and configure sub element level of survey Fig. 11a Appraisal Module Home Page On the Appraisal Module home page, click on Select Manage Templates from the left hand side menu. The Survey List page will open showing the available surveys on the left. On a new installation without any surveys click on the Add Survey link. Fig. 11b Survey List The Create New Survey section is on the right hand side of the page. Name. The new survey name. Test Survey has been entered in the example above. Survey Start Date. The current date is entered as default. If a different date is required, either enter the date using the format dd/mm/yyyy or click on (calendar) to the left of the date box. A new window will appear. Click on the required date in the calendar and the calendar window will close leaving the date inserted in the box. Use this survey as a template. You have the option of using an existing survey as a template Pick from the drop down box. Data from this existing survey will be transferred into the new survey if box is ticked. Click (Submit) to add the new survey. The Survey List page automatically refreshes with the new survey added. Modify an existing survey by clicking on (Configure Survey) to the right of the Survey Name. The Setting up Appraisal elements for Survey page will appear. Setting up the elements is dealt with in the next section. 31

11.02 Setting up appraisal elements Select the Survey you have just added and click on Appraisal elements for Survey page will open (Configure Survey). The Setting up Return to Location. Click this link and it will return to the original location without making any changes. Return to Survey. Click the survey name and it will return to the survey details page without making any changes. Configure Priorities for this Survey. See section 13 Configure priorities Configure Risks for this Survey. See section 14 Setup Risks 11.03 Facets. Click on to open a pop up box. Type in the new facet name and click submit. The new facet appears in the list. Repeat to add further facets. 32

Modifying Facets or adding a Category From the Setting up Appraisal elements for Survey page shown below right click on the required facet entry and a window will open as shown below Close window without modifying Rename facet Add category Rename Facet. Enter new name in box then click on (Submit) to rename the Facet. Setup Scores for Facet. See section 6 Setting up ranking score per facet. Set sort order for Facet. Click on Set sort order for Facet and a new screen will open as shown below. The order in which the facets are listed can be changed by clicking on the up or down arrow as appropriate. When the required changes have been made click on Return to Survey configuration screen and the Setting up Appraisal elements for Survey page will reappear. Delete Facet. Click on Delete Facet. A box will appear asking if you want to delete this Facet. Click on OK to delete, cancel to return to the Editing Facet page without deleting. 33

11.04 Category Enter category name in the New Category Name box and click category. Repeat to add further categories. (Submit) to add the Modifying a Category or adding a Major Element From the Setting up Appraisal elements for Survey page shown below Right click on the required Category entry and a window will open as shown below. Close window without modifying Rename category Add a Major Element Rename Category. Enter new name in box then click on (Submit) to rename. Set sort order for Category. As Set sort order for Facet in the Facet section of this manual. Delete Category. Click on Delete Category. A box will appear asking if you want to delete this Category. Click on OK to delete, cancel to return to the Editing Category page without deleting. 34

11.05 Major Elements Enter Major Element name in the New Major Element Name box and click add the Major Element. Repeat to add further Major Elements. (Submit) to Modifying a Major Element or adding a Sub Element From the Setting up Appraisal elements for Survey page shown below Right click on the required Major Element entry and a window will open as shown below. Close window without modifying Rename Major Element Add a Sub Element Rename Major Element. Enter new name in box then click on (Submit) to rename. Set sort order for Major Elements. As Set sort order for Facet in the Facet section of this manual. Delete Major Element. Click on Delete Major Element. A box will appear asking if you want to delete this Major Element. Click on OK to delete, cancel to return to the Editing Major Element page without deleting. 35

11.06 Sub Element Enter Sub Element name in the New Sub Element Name box and click add the Sub Element. Repeat to add further Sub Elements. (Submit) to Modifying a Sub Element or setting Visibility From the Setting up Appraisal elements for Survey page shown below Right click on the required Sub Element entry and a window will open as shown below. Close window without modifying Rename Sub Element Set Visibility Rename Sub Element. Enter new name in box then click on (Submit) to rename. Edit Defect List for Sub Element. See section 11.10.04 Setting Up Defects page Set sort order for Sub Elements. As Set sort order for Facet in the Facet section of this manual. Delete Sub Element. Click on Delete Sub Element. A box will appear asking if you want to delete this Major Element. Click on OK to delete, cancel to return to the Editing Sub Element page without deleting. Update costs for Sub Element. See section 11.09 Mass Updating of Cost 11.07 Visibility The Appraisal module conforms to IPR location colour coding to aid user recognition. Regions are pink, sites are green, buildings are orange, floors are blue and rooms are yellow. Sub element visibility has not been set Sub element is visible at region Sub element is visible at site Sub element is visible at building/block Sub element is visible at floor/level Sub element is visible at room/space Set Visibility. In the Editing Sub Element page, click on (drop down button) to the right of Region to reveal menu. Select from drop down menu then click on (Submit) to set visibility Modify visibility. Repeat the above operation, selecting the new visibility level. 36

11.08 Delete Survey On the Appraisal Module home page, click on Manage Templates from the left hand menu. The Survey List page will open showing the available surveys on the left. Fig. 11b Survey List Select the Survey to be deleted from the list on the left hand side. Delete by clicking on (Delete this survey). A box will appear asking if you want to delete this survey. Click on OK to delete, cancel to return to the survey list without deleting. 37

11.09 Mass Updating of Cost Annually 11.09.01 On the Appraisal Module home page, click on Manage Templates from the left hand menu. The Survey List page will open showing the available surveys on the left. 11.09.02 Click on configure current survey to right of any survey. 11.09.03. Setting up Appraisal elements for Survey page appears. Right click on any Facet, Category, Element or Sub Element entry. Physical Condition facet selected in example. 11.09.04 Editing Facet Physical Condition box appears. Select Update costs for Facet Physical Condition. 11.09.05. Appraisal Module Cost Updater page appears. Two items are available on the page; Cost to B Updater and Impending Costs Updater Each allows a mass update by increasing/decreasing all the appropriate costs in the Facet of Physical Condition by the percentage specified. 38

We are working at Facet level in the example and the drop down box allows selection of whole of Estatecode Survey 2003 instead of the facet. Once the selections have been made and the percentage specified click to the right of the item. 11.09.06 A warning will appear as shown. Select OK to change the costs. The costs will be updated, the screen will refresh and the Setting up Appraisal elements for Survey page will reappear. Select Cancel to return to the change costs screen without making any changes. 11.10 Central Defect List 11.10.01 On the Appraisal Module home page, click on Manage Templates from the left hand menu. The Survey List page will open showing the available surveys on the left. 11.10.02 Click on configure survey cog to right of any survey.. 11.10.03. Setting up Appraisal elements for Survey screen appears. Right click on any sub element (Foundations selected in example) 39

Menu box will appear. Select Edit Defect List for Sub Element Foundations 11.10.04 Setting Up Defects page Adding New Defect to List Enter a name for the defect. If required the unit of measurement (m2 or m3 for example), the repair cost per unit of measurement and notes can be entered, but this is optional. Once the details are complete, click. The new defect will be added to the list. Defects are listed alphabetically. NOTE If no name is entered and the submit button is pressed then a blank entry will be produced. Refer to the sections below to modify or delete this entry. Modifying Defect on List Modify the details on any existing defect then click on to accept the changes entry. (delete) Deletes selected defect. A pop up box will appear. Select Cancel to return to the Setting Up Defects page without making any changes, or select OK to confirm the deletion. See section 6 Appraisal Data Wizard for an alternative method of accessing the Setting up Defects page. 40

12. Setup ranking scores per facet. See Facets, section 11.03 Click on Setup Scores for Facet and a new screen will open as shown below. The screen grab shown above is a for new template before any figure have been entered. The rank, score and description are all fully user configurable. To add a new score add a rank in the New Rank box, and the score associated with that rank and click on Repeat the above step until all required ranking scores have been entered. The entries can be made in any order, then sorted into order afterwards. A typical completed ranking scores screen is shown below. Modifying an entry. Click within the appropriate box, make the required changes, then click on Deleting an entry. Click on (Delete) alongside the redundant rank. Sort Order. The order in which the entries are listed can be changed by clicking on the up or down arrow as appropriate. The page will refresh each time an arrow is pressed. When setup is complete click on Return to Survey configuration screen and the Setting up Appraisal elements for Survey page will reappear. 41

13. Configure priorities (Setting up priority values for survey) Access by selecting Configure Template from left hand menu on Appraisal Module page. The Setting up appraisal elements page will load. Click on Configure Priorities for this Survey (at bottom of page) and a new screen will open as shown below. The screen grab shown above is from a new template before any figure have been entered. The label, value and description are all fully user configurable. New Priority. Add a name in the label box, the associated value and a description then click on Repeat the above step until all required priorities have been entered. A typical completed priority screen is shown below. Modifying an entry. Click within the appropriate box, make the required changes, then click on Deleting an entry. Click on (Delete) alongside the redundant rank. When setup is complete click on Click here to Return and the Setting up Appraisal elements for Survey page will reappear. 42

14. Setting up Risk Values Access by selecting Configure Template from left hand menu on Appraisal Module page. The Setting up appraisal elements page will load. Click on Configure Risks for this Survey (at bottom of page) and a new screen will open as shown below. The screen grab shown above is from a new template before any figure have been entered. Risk values are set globally. That is, changing a value modifies the settings for all surveys on all sites. Because risk values are set globally the current survey set on the start page is irrelevant in this section. Likelihood, Severity, Risk and Priority are preset during installation at the values shown in the screen grab below. All items (label, value or description) can be modified by authorised users. To update. Modify as required by typing in the new data, then click to the right of the modified section. The page will update to reflect the changes. To delete. Click. The entire entry will be deleted without further warning. To add a new entry. Enter the new label, value, and description (Priority only) then click. The page will update to reflect the changes. Closes section and returns to the Appraisal start page. NOTE. If changes have been made in error, clicking on before clicking will close the page without making any changes. 43

15. Resolved Defects Details of completed defects can be viewed by selecting Resolved Defects from the left hand side menu. A new page will appear. Resolved Defects screen Any column can be used to sort the report. Select any column by clicking on it s title header and an arrow will appear to the right of the text. The report can then be sorted by ascending or descending order by clicking within the cell. Any data which is underlined is hyperlinked. Walls and Finishes, within the Sub Element column is shown. Clicking on the link takes you to the appropriate entry. If defects within the sub element remain unresolved then this will be noted in grey text. Click on the link to view the outstanding defects for this Sub Element. Export to Microsoft Excel. If your computer has MS Office 2003 or later installed right click with the mouse anywhere within the table and a standard Microsoft operating system menu appears with an option to Export to Microsoft Excel. Select this option from the menu. Microsoft Excel will open and the data will be pasted into a blank worksheet. 44

16. Remove Location from Survey. Ensure that the required Location and Survey have been selected. Select Remove Location from Survey from the left hand menu bar. A new page will appear. Select to return to exit the page without making any changes. To remove the Location from the Survey :- Confirm that the location and survey details are correct. Click. The location will be removed from the survey. 45