Planning

In the planning, you can see an overview of the expected maintenance costs, per object (Advanced version) or for the selected objects (Ultimate version).

The icons shown in the red frame are described below. You can find the explanations of the other icons under Icon overview

Block start years. This allows you to block or unblock the start year of one or more actions. If a start year is blocked, it is shown in grey in the grid and a padlock icon is displayed in the field. A blocked start year can no longer be changed manually or with a Wizard.

Marking the action/actions as completed. Once the maintenance has been carried out, you can mark the action as completed. This adjusts the start year of the action based on the action cycle. The completed action can be found in the Action History tab for the building component and in the Module History

The Planning Wizard. This allows you to automatically adjust the planning based on a number of options.

Shift planning by a number of years

If you choose this functionality, you must first decide whether it should apply to the entire object/objects or to a section. You can select the maintenance actions that need to be shifted in two ways: by filtering or by selecting the maintenance rules.

You can either shift the planning by a number of years (for 2 years, enter the value “2”), or assign an absolute start year to the maintenance actions (for 2028, enter the value “2028”). If this applies to the entire planning or the filtered view, you can click Complete. However, if it concerns the selected values, do not forget to select the “Shift selected rules only” checkbox before clicking Complete.

If you have used this functionality, particularly with filters or selections, it is advisable to assess the planning as a whole to check whether it is logical.

 Set up planning based on priority

Using the risk priority matrix, which is determined under Object maintenance (NEN2767), findings are assigned a priority. If one or more actions are linked to the finding, these can be planned based on the priority of the linked finding.

In the overview, enter either an Absolute Start Year or a Number of Years to Shift for each priority. You cannot use both fields for one priority.

If you have used this functionality, it is advisable to assess the planning as a whole. Actions may be interrelated; the Wizard does not take this into account.

Plan based on construction year

This allows maintenance actions to be planned based on the construction year of the Building Component or the Object. Actions are planned based on the construction year of the building component if this has been entered; otherwise, they are planned based on the construction year of the object. This results in a theoretically correct planning.

Plan from: Enter the year from which the maintenance actions are first shown in the planning. In other words, the start years of the actions cannot be earlier than the year entered. In the example above, this is 2025. Suppose you have a building component with a construction year of 2000 and a 10-year cycle. The Start Year is then adjusted based on the cycle and must be 2025 or later. In this case, the Start Year would therefore become 2030.

Shift selected rules only: If you have selected rules in the planning that should be planned based on the construction year, select this checkbox. This ensures that the unselected actions are not adjusted.

Show financial overview. This functionality is enabled by default, providing an overview of the planned maintenance costs.

If you want to assess whether a planning is logical—for example, when planning maintenance activities on a roof, you would not first replace the installations on the roof and then replace the roof covering two years later—it may be clearer not to look at amounts but at blocks.

Clicking the icon switches between the Financial and Blocks views. In both views, you can double-click a year in the Year Columns to adjust the start year of the action to that year. Certain settings may prevent this from being applied (hierarchy, blocked start year, end year, etc.).

Planning options

PLEASE NOTE: The settings are user-specific. As a result, the output may show different values, such as a financial planning excluding or including VAT. Therefore, always check carefully that the correct settings have been entered.

Planning options contains 2 tabs:

Display options:

Start year of the planning: Enter the year in which the planning should start, usually the current or next calendar year.

Total number of years in the planning: Enter the number of years you want to display on your screen (1–99).

Marking expired start years: This functionality can help you keep your planning up to date. If you use the start year of the action as the next year of execution, selecting this option colours the action’s start year red if:

• The start year of the action is before the start year of the planning. In the example below, an action is planned in 2024 and the start year of the planning is 2025. If this occurs, you must consider whether the action was actually carried out. If so, mark it as completed and it will move on to the next cycle, or manually adjust the start year. Even if an action’s start year is before the start year of the planning, the maintenance costs for the future are still included in the planning, depending on the cycle. It is a choice whether to use the start year as the year of the next execution. It is not ‘wrong’ to use start years that lie in the past.
• The start year of the action has not been entered. This means that the costs for the action are not displayed in the planning.

Financial Options:

Amounts including VAT: here you can choose whether the amounts in the planning should be displayed including or excluding VAT. In the example above, it is indicated that the amounts should be displayed excluding VAT. PLEASE NOTE: this only applies to the calculated amounts shown in the Year Columns. The data fields on the left side of the grid always exclude VAT.

Index amounts: here you can choose whether to display the maintenance costs indexed or not. In the example above, it is indicated that the costs are displayed indexed.

PLEASE NOTE: this function does not index the standard/unit prices. You do this under system administration–indexation

 Capitalisation indexation percentage: enter the percentage for indexation here, representing the expected annual increase in costs. In the example above, 6.00% has been entered.

Capitalisation – start year: Enter the calendar year from which indexation should begin. This depends on the price level of the standard/unit prices that have been entered.

The Capitalisation report is available under Reports. In addition to the settings described above, this report also uses the values entered under Object–Financial.

It is possible to calculate the reserve costs. See Reports–Capitalisation

Screenshot of the Capitalisation report below

Net present value: here you can choose to discount the maintenance costs in the year columns to their net present value. This recalculates future cash flows to their value today.

Net present value percentage: enter the so-called discount rate here as a percentage, the interest rate used to calculate the return.

Net present value start year: Enter the calendar year from which the net present value percentage should be calculated.

Financial planning without net present value

With net present value

These settings can also be used in the capitalisation report.

Apply decimals to currency: When you select this option, the amounts in the planning are displayed with decimal places. A second option also appears, allowing you to apply decimal places to total rows.

Apply overhead costs: Here you choose which overhead costs should be calculated.

These are then displayed at the bottom of the screen.

Overhead cost sets are created under System administration / Data management / Overhead costs