To define PRS asset management agreement types

The creation of one or more PRS-focused asset management types defines the responsibility of the housing organisation in respect of assets secured for tenanting from landlords enlisted for this service provision; these being identified using the 'Private Rental Sector' attribute, which carefully controls the availability and validation of all pertinent data fields.

The procedure to define PRS asset management agreement types is as follows:

1. Navigate to Quick Menu > Assets > Configuration > Agreement Type. The Asset Management Agreement Types window is displayed.
2. Click on New Management Type 1. All fields are activated ready for data entry.
3. Enter a Description for the new PRS asset management agreement type into the field provided e.g. PRS Agreement - Full Repairs, PRS Agreement - Partial Repairs, etc. 2.
4. Use the Comments field to add contextual data in support of the PRS asset management agreement type.
5. Where the housing organisation will manage certain repairs required on the associated assets, activate the Manage repairs tick box provided; use the adjacent Repair category drop-down field to select the agreed level of repair management responsibility i.e. Full Repairs or Partial Repairs.
6. Activate the Private rental sector tick box provided to configure the asset management agreement type for a PRS service.
7. Choose the matching Cost model for the repairs management process to steer the SOR recharge workflow i.e. All, Landlord or None.
8. Use the Repairing notes field to add contextual data qualifying the selected repair management responsibility.
9. Where incurred repair costs are recharged back to the private landlord, enter the default Recharge % value into the field provided. The Up and Down arrows are available to increment or decrement the value, as required.
10. Enter the Asset repair limit into the field provided i.e. the threshold value above which authorisation is required. Use the adjacent 'period' (integer) and 'unit' (Days, Weeks, Months, Years) fields to specify the duration over which the works order accumulator is derived.
11. Enter the Asset order limit into the field provided i.e. the threshold value for an individual works order above which authorisation is required.
12. Multi-select the additional attributes for the PRS asset management agreement type, as required, by activating the tick boxes provided. An explanation of each available attribute is summarised in the table below.
13. Using the Companies drop-down field, multi-select all companies for which this PRS asset management agreement type is relevant, or choose the All option, as required 1.
14. Choose an Effective from date for this PRS asset management agreement type i.e. the date on which it came into effect 3.
15. Choose an Effective to date if the PRS asset management agreement type status is to be reviewed on a specific date, or to capture a change of circumstances; a blank field means the responsibility settings will be continually valid.
16. Click on Save 4.

Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as required; the All tick box will be automatically removed once an item is deselected.

Note

1 Upon first access, all fields are automatically activated ready for data entry; hence the New Management Type button is inactive.

2 System validation rules ensure that the description entered for each new PRS asset management agreement type is unique for the effective period.

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

4 To amend the details of an existing parameter, select an asset management type from the alphabetical list or enter its name into the Search Management Types field. By default the list is filtered to show Current asset management types. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All combinations. Only a limited number of fields can be updated once a record has been created

See related topics...

PRS configuration management overview

To define a SOR rule for a PRS asset management agreement type

To create a management episode for an asset