To create a management episode for an asset

The procedure to create a management episode for an asset is as follows:

1. Using the global search facility, type in the first few characters of the asset address 1.
2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
3. Click on Asset Details. The Asset Details window is displayed for the current asset.
4. Click on Management & Ownership. The Management & Ownership tab is activated.
5. Click on New Management. The Management Episode Details window is displayed.
6. Where the asset is Managed by the Organisation, activate the tick box provided. Proceed to step 10.
7. Alternatively, where the asset is managed by a third party, select the Managing Contact Group or Managing Contact using the corresponding spy-glass icon (). The Search Group (or Search Contact) window is displayed.
8. Enter sufficient group (or contact) details into the search fields provided and click on Search. The Select Group (or Select Contact) window is displayed, returning all possible matches.
9. Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria.
10. Using the Management agreement type drop-down field, select a parameter value appropriate for the asset management episode e.g. Repairs Management, Void and Lettings Management, PSL Scheme, PRS Delegated Service, etc.
11. Use the Comments field to add any contextual data that is relevant to the asset management episode.
12. Choose an Effective from date for this asset management episode i.e. the date on which it came into effect 2.
13. Choose an Effective to date if the management episode status is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the management episode will never expire.
14. Using the Previous episode end reason drop-down field, select a parameter value to qualify the circumstance of the management responsibility change.
15. Click on Confirm 3. The new record is displayed in the Management Episodes summary table 4.
16. Click on Save 5.

Note

1 The search facility will return all possible matches for any corresponding address field once the Number of characters before an automatic search commences system preference is reached.

2 The Effective from date defaults to the current system date and cannot be left blank.

3 Only one asset management episode can be effective at any one time; where the asset is transferred to a different management type, the end user is asked to affirm the automatic population of the Effective To date for the previous management episode to coincide with the new record.

4 System validation rules ensure that where current or future agreements are active for the asset, any conflicts resulting from a change in Management agreement type are reported to the end user and the new management episode halted.

5 To amend the details of an existing management episode, double-click on the desired row in the Management Episodes summary table; only a limited number of fields can be updated once a record has been created.

See related topics...

To create an ownership episode for an asset

To assign an asset to a company

To add a new asset

Using the search facility