Asset, condition and maintenance
The asset base, its condition, its lifecycle and the work done on it, held together. Each asset carries a unique QR tag, its make, model and serial number, its category and type from a preconfigured catalogue of more than six hundred asset types, where it sits down to the room, the dates it was made, acquired and commissioned, its warranty, its manuals and certificates, and its linked statutory and maintenance tasks. Condition is captured on the DfE elemental structure and graded A to D with a repair priority, the scale the framework and the annual return expect, and it is kept as a history, so an asset's deterioration is visible over time rather than overwritten. A surveyor's report imports into the platform, creates or updates the asset records for the issues it identifies, and becomes operational data: the work is tracked, the budget is managed per site against plan, and the evidence is held. Planned maintenance and a reactive helpdesk run against the same record. Contractors are managed through an approved register and formal engagements, with a pre-works gate that confirms risk assessments and method statements, insurance and asbestos checks before work begins, held on the system rather than in a filing cabinet.
What is in this area
Asset Register
Every asset held as one record: a unique QR tag, its make, model, serial number and supplier, its category and type from a preconfigured catalogue of more than six hundred asset types, where it sits down to the room, the dates it was made, acquired and commissioned, its warranty, its manuals and certificates, its condition graded over time, and its linked statutory and maintenance tasks. Each catalogue type carries its own compliance and condition identity, so registering an asset drafts its statutory schedule for a person to review. A minimally recorded asset, make and model and site, is a valid asset, and the rest enriches it as it is added. The register sorts by condition and exports in full, and a transparent priority ranking shows the evidence behind each asset's position without ever telling you what to replace
Assets Overview
Section dashboard: total assets, condition profile (grades A to D plus unknown awaiting survey), assets by category and by site, and a requiring-attention feed
Floor Plans
A floor plan held per building and per floor. Open the plan and reach the assets and the survey lines recorded in each room from the plan itself, so the estate reads spatially as well as as a list
Condition Surveys
Survey records held on the DfE elemental structure of elements, sub-elements and construction types, graded A to D with a repair priority, imported from a surveyor's report or captured in the platform. The status of each finding runs a workflow from identified through to verified, so a survey is a set of managed work items, not a filed PDF
Survey Import
Import a surveyor's condition report. The platform validates it against the A to D grade and resolves it onto the DfE elemental keying, generates or updates the asset records for the identified issues, and carries a DfE Condition Data Collection mode for returns. The report becomes operational data the moment it lands
PPM Programmes
Planned maintenance programmes on a preconfigured task library, built on the same engine as compliance and running against the same asset record: asset type, frequency, next due, assigned contractor and annual budget per programme
Helpdesk
Reactive job management on a kanban board with priorities, due dates, and contractor assignment; table view, SLA report, and cost report
Maintenance Overview
Planned against reactive position (ratio with a 70 percent planned target), open jobs, SLA breaches, upcoming planned maintenance, cost summary by site against budget
Reactive Reporting
Portfolio-wide reactive volume, spend, resolution, and SLA performance per site
Contractors
An approved contractor register that runs trust-wide, carrying each contractor's specialisms, sites, contacts and approval status, with their work opened and closed as formal engagements. Before a contractor starts, a pre-works gate confirms their risk assessments and method statements, an insurance and accreditation check, an asbestos check, the site information they need and their acknowledgement, and holds their access until those are confirmed. Certificates and reports come back as structured records against the engagement, and contractor access ends when the engagement does
Space Utilisation
Occupancy data across buildings and spaces: capacity, utilisation percentage, and underutilisation flags identifying potential surplus capacity
Inventory
Site stock management with quantities, minimum levels, low and out of stock alerts, and total value
Room Booking
Per-site room booking calendars
| Module | What it does |
|---|---|
| Asset Register | Every asset held as one record: a unique QR tag, its make, model, serial number and supplier, its category and type from a preconfigured catalogue of more than six hundred asset types, where it sits down to the room, the dates it was made, acquired and commissioned, its warranty, its manuals and certificates, its condition graded over time, and its linked statutory and maintenance tasks. Each catalogue type carries its own compliance and condition identity, so registering an asset drafts its statutory schedule for a person to review. A minimally recorded asset, make and model and site, is a valid asset, and the rest enriches it as it is added. The register sorts by condition and exports in full, and a transparent priority ranking shows the evidence behind each asset's position without ever telling you what to replace |
| Assets Overview | Section dashboard: total assets, condition profile (grades A to D plus unknown awaiting survey), assets by category and by site, and a requiring-attention feed |
| Floor Plans | A floor plan held per building and per floor. Open the plan and reach the assets and the survey lines recorded in each room from the plan itself, so the estate reads spatially as well as as a list |
| Condition Surveys | Survey records held on the DfE elemental structure of elements, sub-elements and construction types, graded A to D with a repair priority, imported from a surveyor's report or captured in the platform. The status of each finding runs a workflow from identified through to verified, so a survey is a set of managed work items, not a filed PDF |
| Survey Import | Import a surveyor's condition report. The platform validates it against the A to D grade and resolves it onto the DfE elemental keying, generates or updates the asset records for the identified issues, and carries a DfE Condition Data Collection mode for returns. The report becomes operational data the moment it lands |
| PPM Programmes | Planned maintenance programmes on a preconfigured task library, built on the same engine as compliance and running against the same asset record: asset type, frequency, next due, assigned contractor and annual budget per programme |
| Helpdesk | Reactive job management on a kanban board with priorities, due dates, and contractor assignment; table view, SLA report, and cost report |
| Maintenance Overview | Planned against reactive position (ratio with a 70 percent planned target), open jobs, SLA breaches, upcoming planned maintenance, cost summary by site against budget |
| Reactive Reporting | Portfolio-wide reactive volume, spend, resolution, and SLA performance per site |
| Contractors | An approved contractor register that runs trust-wide, carrying each contractor's specialisms, sites, contacts and approval status, with their work opened and closed as formal engagements. Before a contractor starts, a pre-works gate confirms their risk assessments and method statements, an insurance and accreditation check, an asbestos check, the site information they need and their acknowledgement, and holds their access until those are confirmed. Certificates and reports come back as structured records against the engagement, and contractor access ends when the engagement does |
| Space Utilisation | Occupancy data across buildings and spaces: capacity, utilisation percentage, and underutilisation flags identifying potential surplus capacity |
| Inventory | Site stock management with quantities, minimum levels, low and out of stock alerts, and total value |
| Room Booking | Per-site room booking calendars |
One condition language with the framework. Condition is captured on the DfE elemental structure and the A to D grade, so the survey data is already in the form the annual return and the funding case expect, rather than a private scale that has to be translated later.
A survey becomes operational, not filed. Importing a surveyor's report creates or updates the asset records for the issues it finds, and the work, the budget and the evidence run from there. The gap where a survey arrives as a PDF and is merely stored is closed.
A preconfigured asset-type catalogue. More than six hundred asset types ship with the platform, each carrying its compliance and its condition identity, so registering an asset drafts its statutory schedule for review rather than leaving the customer to build the register from nothing. An organisation adds and configures its own asset types where its estate needs them.
Preconfigured planned maintenance. A planned maintenance task library ships with the platform and runs on the same engine and the same asset record as compliance, so planned and reactive work sit on one picture with a planned target and cost against budget. An organisation adds and configures its own maintenance programmes on top of the preconfigured library.
A full asset record, not a line in a list. Each asset carries its identity, its documents and its whole lifecycle: make, model and serial number, warranty and manuals, the dates it was made, acquired and brought into service, and its condition tracked over time on the DfE scale. The record is usable from make and model and site alone, and it enriches as the data arrives.
Lifecycle and replacement planning, not a fixed-asset ledger. The record holds each asset's condition trajectory, its remaining serviceable life and its replacement cost, and rolls them up so an organisation can see what is coming due and budget for it. It is an estate-management record, not an accounting one: it holds no depreciation and no book value, which belong in the finance system.
Contractors managed to the CDM standard, not chased by email. An approved register, formal engagements, and a pre-works gate that confirms risk assessments and method statements, insurance and asbestos checks before anyone starts, so contractor safety on site is recorded and enforced rather than assumed.
Where intelligence assists in this area
PPM Analysis. Planned-to-reactive analysis by site, building, and category against the CIBSE 70 percent benchmark, identifying asset categories generating disproportionate reactive demand, with drafted schedule recommendations generated on request. The system drafts or flags; a named person reviews and decides; nothing stands until they do.
The whole intelligence family, and how every member of it works the same way, is gathered on the capabilities overview.
What does the asset record hold?
Each asset is one record with a unique QR tag: its make, model, serial number and supplier, where it sits down to the room, the dates it was made, acquired and commissioned, its warranty, its manuals and certificates, its condition graded over time on the DfE A to D scale, and its linked statutory and maintenance tasks. A minimally recorded asset, make and model and site, is still a valid asset, and the rest enriches it as you add it.
How is condition recorded?
Condition is captured on the DfE elemental structure and graded A to D with a repair priority, the scale the framework and the annual return expect. The assets overview shows the condition profile across the estate, including the assets whose condition is not yet surveyed.
Can we bring in a condition survey from our own surveyor?
Yes. Import a surveyor's report and the platform validates it against the A to D grade, resolves it onto the DfE elemental structure, and creates or updates the asset records for the issues it identifies. From there the findings are managed work items with grade, cost and priority, the budget is managed per site, and the evidence is held for the annual return.
How do planned and reactive maintenance connect?
Planned maintenance programmes and the reactive helpdesk run against the same asset record. The maintenance overview shows the planned against reactive position with a 70 percent planned target, open jobs, SLA breaches, upcoming planned maintenance, and cost by site against budget.
How are contractors and their safety managed?
Contractors are held on an approved register that runs across the trust, carrying their specialisms, sites, contacts and approval status, and their work runs as engagements that are opened and closed. Before a contractor starts, a pre-works gate confirms their risk assessments and method statements, an insurance and accreditation check, an asbestos check and the site information they need, and holds their access until those are in place. Their certificates come back as structured records against the engagement, and contractors are assigned to planned maintenance programmes from the same record.
Registering an asset drafts its statutory schedule automatically, for human review, through the compliance triggers in Statutory compliance and evidence. Statutory compliance and evidence
The GEMS convention this area's condition grading follows is part of the sector spine described in Insight and reporting. Insight and reporting
Asset register
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