P2.net Property Core modules
A comprehensive site database allows authorities to hold key strategic data against their sites. Details such as address details, contact details, key photographs, and details of ownership are recorded and managed through a friendly intuitive input screen. The web based P2.net site register records details of building block and rooms together with extensive details of building ages and build details. Authorities can define what is visible on the site page and can include information about listed status, tree preservation issues, DDA status for example. In addition other data useful to see in summary in relation to site data can be added to show on the Site home page.
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The web based P2.net Acquisition and Disposal register holds key data allowing the tracking of movements of parcels of land through their disposal or acquisition process. Information can be captured including all details regarding interests, purchase price and details of any restrictions or covenants. For ease of access details of related acquisitions and disposals can be linked on a many to many relationship. To complete the picture, deed packet information is linked to the site, managed records and can be linked to a GIS system (link to p2.net GIS) to graphically show the true and complete picture of ownership across the authority.
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In order to manage income portfolio effectively the web based P2 net Estate Management module captures key details on leases, way leaves and other key managed records. Details such as parties, rental income and agreement details are all captured using intuitive easy to use input screens. Information such as next rent review key dates and step rents can trigger auto alerts to designated Estate Managers and these can be integrated into Microsoft Outlook where required. Missed deadlines become a thing if the past. Other key information such as responsibilities and key terms can be added to ensure all details are centrally held. Scanned copies of legal agreements can be attached to the document resister to ensure efficient working either in the office or working remotely. A comprehensive on-line Calendar allows views from all automatically generated aspects of the property and asset management function. These include events arising from management of the estate, such as rent reviews, break clauses and step rent, the management of the condition survey function and management of the re-valuation process.
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The web based p2.net on-line condition survey solution holds information and can produce analysis of maintenance needs in line with the Department for Children, Schools and Families, Communities and Local Government's and Scottish Executives requirements. A comprehensive suite of reports and graphics allows the analysis of the data and allows the use of RAG reporting to rank of sites and buildings. P2.net Condition Survey allows for the collection and retention of data relating to the condition of all major elements of both the external and internal fabric of buildings as well as the condition of all plant and services. P2.net Condition Survey identifies essential repairs, non-essential repairs and planned maintenance requirements. Inputting data is easy and can be managed using P2 Onsite.net inputting directly or importing from spreadsheet. A comprehensive Surveyor Management tool can also be used to manage the survey team to ensure all surveys are being completed within agreed timescales.
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The web based P2.net Document register provides a central location for all Asset related correspondence, notes, reports and documentation, eliminating the risk of duplications and miscommunication. The document register can also hold details of plans, agreements and photographs. The in-built document approval and version control function means that users are seeing the correct version of any document at any time. Document approvals requests are generated by the system and are sent to the team via a p2.net internal message or by an auto generated email to ensure full compliance with version control.
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The web based P2.net valuation module is designed to allow valuations to be held for properties at land and building level. Several methods of valuation can be held and the current valuations for the asset can be exported to an accounting entries system via excel spreadsheet, CSV or xml. Impairment valuations can be flagged and can arise when an asset is re-valued and this is automatically calculated and recorded. A re-instatement valuation for insurance purposes can also be held. The in built approval management system allows senior management to approve values before becoming live. A comprehensive on-line Calendar allows views from all automatically generated aspects of valuation function.
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Users requirements vary and many users require an overview of core data. The web based P2.net Property Passport integrates and graphically displays core Asset Management data for each property held within the portfolio and whose details are held within the P2.net database. Where P2.net project is deployed key projects data will also be highlighted. Passports can be viewed on screen, emailed or produced automatically using the P2.net report generator.
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Whilst Asset Management has been with us for some time now it continues to be an increasingly important area for Local Government. The Key Lines of Enquiry (KLOE) on the Use of Resources for CPA and in particular the value for Money indicators prescribed by central government reinforce this position. The web based P2 .net Property Performance Indicator (PPI) module is designed to provide performance indicator methodology across a range of similar properties so that asset management plans can include benchmark comparators. The module will also produce the COPROP Performance Management Indicators where possible from the core data stored with P2.net
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Which is my worst building? This is a common question by many working in the field of asset management. The web based P2.net scorecard allows sites to be ranked against a number of criteria and begins to answer that question of which is the worst site. Scoring can be weighted by users to provide a rank against a defined set of similar buildings. The scorecard can take data from a number of sources within p2.net including condition, asbestos and suitability.
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