NHS SCOTLAND ESTATES ASSET MANAGEMENT SOFTWARE AND SERVICES PROJECT IMPORT TOOLKIT

Transcription

1 NHS SCOTLAND ESTATES ASSET MANAGEMENT SOFTWARE AND SERVICES PROJECT IMPORT TOOLKIT Document Status: Issued to Boards Version Number: 2.2 Created: 25 th March 2010 NHS Scotland Estates Asset Management System Import Toolkit Page 1 of 55

2 TABLE OF CONTENTS 1. Introduction 2. Scope of Excel Spreadsheets 3. General Information For All Spreadsheets 3.1. Property Appraisal Manual 3.2. Colour Coding 3.3. Drop Down Lists and Validation 3.4. Copying and Pasting New Lines 4. Information Specific To Each Spreadsheet 4.1. Site Information 4.2. Block Information 4.3. Floor Information 4.4. Room Information 4.5. Appraisal Information - Mandatory 4.6. Lease Information 4.7. Valuation Information 4.8. Appraisal Information - 5. Creating CSV Files For Import 6. Uploading CSV Files to the Server 7. Importing CSV Files Into The System 8. Import Logs and Troubleshooting 9. Example Excel Worksheets NHS Scotland Estates Asset Management System Import Toolkit Page 2 of 55

3 1. INTRODUCTION Health Facilities Scotland have procured 3i Studio to provide NHS Scotland with an Estates Asset Management software system to assist with the management of the NHS Scotland property portfolio. The system is to include healthcare facilities and owned and/or leased office accommodation and will provide the facility for effective, efficient and consistent data collection and analysis. The purpose of this document is to give guidance to a user on how to populate certain parts of the Estates Asset Management System in bulk using pre-populated CSV files which are then imported into the system. These CSV files are created using Excel spreadsheets in defined formats provided as part of this toolkit. PLEASE NOTE AT PRESENT THE IMPORT SPREADSHEETS SHOULD ONLY BE USED FOR INITIAL IMPORT OF DATA TO BE LOADED ONTO THE SYSTEM WHETHER AS AN INITIAL LOAD OF EXISTING DATA OR A LOAD OF FRESH SURVEY DATA. IN DUE COURSE WE WILL BE PROVIDING THE FACILITY TO UPDATE DATA THAT ALREADY EXISTS ON THE SYSTEM IN THE SAME MANNER BUT THAT FUNCTIONALITY IS NOT YET AVAILABLE. 2. SCOPE OF EXCEL SPREADSHEETS The spreadsheets that are currently available in this toolkit are: 02. Site Information Rev Block Information Rev Floor Information Rev Room Information Rev Appraisal Information Mandatory Rev Lease Information Rev Valuation Information Rev Appraisal Information Rev7.0 Import spreadsheets for other datasets will be added in due course but the initial primary focus has been on datasets that provide the data for National Reporting. 3. GENERAL INFORMATION FOR ALL SPREADSHEETS 3.1. PROPERTY APPRAISAL MANUAL Everything contained in this toolkit must be read in conjunction with the NHS Scotland Estates Asset Management Property Appraisal Manual. This Manual is available from Health Facilities Scotland. NHS Scotland Estates Asset Management System Import Toolkit Page 3 of 55

4 3.2. COLOUR CODING The columns in each spreadsheet are colour coded as follows: Blue columns - data that should be provided for all records and feeds in to the National Reporting Orange columns - data that should ideally be provided but is not always necessary Yellow columns - data that is completely optional but may be of use to the Organisation 3.3. DROP DOWN LISTS AND VALIDATION The spreadsheets contain validation of certain cells to tie in with the NHS Scotland Estates Asset Management Property Appraisal Manual. This Manual is available from Health Facilities Scotland. The spreadsheets are protected so that the validation cannot be changed. If there are any queries over the validation please send an to support@3istudio.com or call and ask for the support desk COPYING AND PASTING NEW LINES Where additional lines are required in any of the toolkit spreadsheets please ensure that you copy and paste new lines from those that have all the pick lists and other validation pre-defined as this will make it much easier to enter the data and will also help to prevent errors. NHS Scotland Estates Asset Management System Import Toolkit Page 4 of 55

5 4. INFORMATION SPECIFIC TO EACH SPREADSHEET 4.1. SITE INFORMATION The Site Information spreadsheet has two worksheets in it: a) Site Information This contains the basic site information to be populated into the system. When saved as a CSV file for import it must be named Site_Information.csv. SITE INFORMATION Column Notes Requirement Site Code Site Name Site Status Essential Site Future Plan Land Area (Ha) Site Grouping The Site Code entered here should be the correct Location Code from the NHS Scotland Location Code Directory maintained by NSS. See Section 5.0 of the NHS Scotland Estates Asset Management Property Appraisal Manual for more information. The locally used Site Name should be entered here. This name should be unique across all Sites entered. The Site Status (Land) should be selected from the picklist. It should be noted that the Site Status is independent of the Block Status, except that if you select, for example, Surplus as a Site Status then it would be expected that all the Blocks on that site would also be shown as Surplus. If the Site is an Essential Site select Yes from the picklist, otherwise select No. The Future Plan for the Site (Land), in relation to disposals, should be selected from the picklist. The Land Area should be entered in Hectares up to 2 decimal places. The NHS Organisation responsible for maintaining the information on this Site should be selected from the picklist for the Site Grouping. Note that this value will be used to define who has access to view and update data on this Site within the system. Address Line 1 Enter the first line of the address for the Site. Ideal Address Line 2 Enter the second line of the address for the Site where applicable. Ideal Address Line 3 Enter the third line of the address for the Site where applicable. Ideal Town Enter the Town. Ideal NHS Scotland Estates Asset Management System Import Toolkit Page 5 of 55

6 Postcode Enter the Postcode. Ideal County Select the County from the picklist. Ideal GIA (m2) Is GIA Estimated? Site Cross Reference UPRN Enter the Site Gross Internal Area (GIA) in square metres rounded to the nearest square metre. Note that the system can calculate the Site GIA from the sum of the Block GIA s within a Site if these are provided in the Block Information. If the Site GIA is estimated select Yes from the picklist, otherwise select No. If your Organisation knows the Site by a different code or other reference then you can enter that code as a cross reference in this column. The Local Land and Property Gazetteer UPRN from your local Council. b) Site Type This identifies the overall or main type of activity carried out on a Site. When saved as a CSV file for import it must be named Site_Types.csv. SITE TYPE Column Notes Requirement Site Code Organisation Name Site Type Enter the same Site Code here as you entered on the Site The NHS Organisation occupying this Site should be selected from the picklist. The Site Type should be selected from the picklist. It should be noted that the Site Type selected should be the most appropriate when the primary uses of the Site are taken into consideration. It is understood that this may be difficult in certain situations, hence the Site Type 08 Multi Service Hospital has been included in the list where there is more than one primary use for a hospital site. NHS Scotland Estates Asset Management System Import Toolkit Page 6 of 55

7 4.2. BLOCK INFORMATION The Block Information spreadsheet has two worksheets in it: a) Block Information This contains the basic block information to be populated into the system. When saved as a CSV file for import it must be named Block_Information.csv. BLOCK INFORMATION Column Notes Requirement Site Code Block No Block Name Block Status Essential Block Type Block Future Plan Site Address Enter the same Site Code here as you entered on the Site Enter a unique Block Number for this Block within the Site. Note that it is recommended in most cases that a block should generally equate to a building. The main instance in which this would not be the case is where an extension with a different build year has been added to an older building in which case it makes sense to treat the extension as a separate block. Also note that the Block No 00 is required to be used by all NHS Organisations for the Site and External Areas on a Site. The locally used Block Name should be entered here. This name should be unique within the Site. The Block Status should be selected from the picklist. It should be noted that the Block Status is independent of the Site Status, except that if you select, for example, Surplus as a Site Status then it would be expected that all the Blocks on that site would also be shown as Surplus. If the Block is an Essential Block select Yes from the picklist, otherwise select No. The Block Type should be selected from the picklist. It should be noted that the Block Type selected should be the most appropriate when the primary uses of the Block are taken into consideration. It is understood that this may be difficult in certain situations, hence the Block Type 08 Multi Service Hospital has been included in the list where there is more than one primary use for a hospital block. The Future Plan for the Block, in relation to disposals, should be selected from the picklist. If the Block Address is the same as the Site Address select Yes from the picklist, otherwise select No. Tenure The Tenure should be selected from the picklist. Organisation Name The NHS Organisation occupying this Site should be selected from the picklist. NHS Scotland Estates Asset Management System Import Toolkit Page 7 of 55

8 Year Built GIA (m2) Is GIA Estimated? Construction Narrative Enter the Year the Block was built. If the build year is uncertain then an approximate build year should be entered. Enter the Block Gross Internal Area (GIA) in square metres rounded to the nearest square metre. If the Block GIA is estimated select Yes from the picklist, otherwise select No. Enter a short descriptive narrative on the construction of the Block. Ideal Ideal Historic Listing The Historic Listing should be selected from the picklist. Ideal Telephone Number Temporary Construction Remaining Life of Block (Yrs) Cross Reference UPRN Enter the main telephone contact number for the Block, if appropriate. If the Block is a temporary construction (eg Portakabin) select Yes from the picklist, otherwise select No. Enter the estimated Remaining Life of the Block in Years. If your Organisation knows the Block by a different code or other reference then you can enter that code as a cross reference in this column. The Local Land and Property Gazetteer UPRN from your local Council. Notes Enter any notes related to the Block. NHS Scotland Estates Asset Management System Import Toolkit Page 8 of 55

9 b) Block Appraisal Summary This contains a summary of the Condition Appraisal information at Block level. When saved as a CSV file for import it must be named Block_Appraisal.csv. BLOCK APPRAISAL SUMMARY Column Notes Requirement Site Code Block No Facet Condition Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block The Facet for which you are entering an Executive Summary should be selected from the picklist. The Condition for the selected Facet should be selected from the picklist. This is a field for: a). Physical Condition. This is an overall ranking for Physical Condition for the Block taking into account both Building Fabric and Engineering Elements. This is an field for: a). Building Fabric b). Engineering c). Statutory d). Environment e). Space Utilisation f). Functional Suitability g). Quality Note that overall condition rankings for Space Utilisation, Functional Suitability and Quality are required to be reported at Department level and this is covered by entries in the Rooms data. / dependent on Facet see notes Appraisal Level The Appraisal Level should be selected from the picklist. Appraisal Date Enter the Date the Appraisal was carried out. Executive Summary A general narrative regarding the condition appraisal findings for this Facet on this Block. NHS Scotland Estates Asset Management System Import Toolkit Page 9 of 55

10 c) Block Photo This contains one or more Photos of each Block. When saved as a CSV file for import it must be named Block_Photos.csv. BLOCK PHOTO Column Notes Requirement Site Code Block No Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block Date Enter the Date the Photo was taken. Description Enter a description for the photo (eg Front Elevation). Enter the physical filename for the photo. Please ensure you follow the guidelines from the Guidance Manual for the size and naming of the photograph as follows: Photo Filename Photo Folder Main View Each photograph should be stored as an individual JPG file and be no greater than 150kB in size with a resolution of 150 pixels per inch (recommended size 640 x 480 pixels). Each JPG file should be named in accordance with the following convention; A-B-C-D-E where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the text FABRIC for Building Fabric or M&E for Engineering Services D is a unique (per Block) three digit photograph reference eg. 002 E is the file extension ie. jpg Example: T504B-01-FABRIC-002.jpg The Photo folder should be selected from the picklist. When uploaded to the server the photographs will be segregated into folders by NHS Organisation using this Photo Folder name. If the Photo is the Main Front View Photograph of the Block select Yes from the picklist, otherwise select No. Please only select Yes for one photograph per Block. NHS Scotland Estates Asset Management System Import Toolkit Page 10 of 55

11 4.3. FLOOR INFORMATION The Floor Information spreadsheet has a single worksheet in it. a) Floor Information This contains the floor level information to be populated into the system. When saved as a CSV file for import it must be named Floor_Information.csv. FLOOR INFORMATION Column Notes Requirement Site Code Block No Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block Floor Level Enter the Floor Level eg. 0, 1, 2 etc. Floor Code The Floor Code will auto-complete from a formula. It can be overwritten if necessary. The Floor Code follows the convention: A-B-C where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the Floor Level eg. 0 Example: T504B-01-0 Floor Description Enter the Floor Description eg. Ground Floor. GIA (m2) Is GIA Estimated? GEA (m2) Level Order Enter the Floor Gross Internal Area (GIA) in square metres rounded to the nearest square metre. Note that if you have accurate CAD drawings, it is possible to populate the Floor GIA from the drawing using the Easylink module. If the Floor GIA is estimated select Yes from the picklist, otherwise select No. Enter the Floor Gross External Area (GEA) in square metres rounded to the nearest square metre. Note that if you have accurate CAD drawings, it is possible to populate the Floor GEA from the drawing using the Easylink module. By default the system orders the floor levels alphabetically by Floor Level. However this may not order the floors in the way you require. The Level Order column allows you to define the order you would like the system to order the floor levels. NHS Scotland Estates Asset Management System Import Toolkit Page 11 of 55

12 4.4. ROOM INFORMATION The Room Information spreadsheet has a single worksheet in it. The Space Utilisation, Functional Suitability and Quality Information for the National Reporting is required to be collected at a minimum at Department level (Level 1 and Level 2 appraisals). It may also be collected at Room level (Level 3 appraisal). For both these approaches (Department and Room level) the information is to be entered into the Rooms/Areas section of the system. When the information is collected at Department level then it is entered against a Rooms/Area record that represents the Department with the relevant ranking for each facet and a floor area square meterage that represents the area occupied by that Department. When the information is collected at Room level then it is entered against individual Rooms/Area records. When the information is collected against Departments then it is entered against what we call pseudo rooms i.e. the room record is being used simply as a representation of that Department area and does not tie in to the physical structure in the same way as individual room records do. For pseudo rooms we would recommend that these are prefixed with the letters PS so that it is obvious that they are not physical rooms eg PS001, PS002 etc. This also means that at a later date the physical room numbers can be populated without needing to delete or re-number the pseudo rooms before entering the real rooms data. Once the real rooms data has been entered then the pseudo rooms should be removed from the system to avoid confusion. Note that when using pseudo room records the floor areas entered for each Department on the same floor of a Block should total to the GIA of that floor. Note also that if rankings are collected at Department level but rooms data is already entered onto the system then the rankings should be applied to all the room records that are occupied by the relevant Department rather than creating additional pseudo room records and that there is a data entry function that allows for flood filling of these rankings against room entries. If any Board is interested we have additional modules that allow the room areas to be populated accurately from AutoCAD drawings. Please ask for more information. Please see the sample completed rooms worksheets in Section 9 for an example of both approaches. NHS Scotland Estates Asset Management System Import Toolkit Page 12 of 55

13 a) Rooms This contains the room information to be populated into the system. When saved as a CSV file for import it must be named Room_Information.csv. ROOM INFORMATION Column Notes Requirement Site Code Block No Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block Floor Level Enter the Floor Level eg. 0, 1, 2 etc. Room Number Zone Name Enter the Room Number eg. 001, 002, etc or for pseudo rooms PS001, PS002 etc The Zone Name will auto-complete from a formula. It can be overwritten if necessary. The Zone Name follows the convention: A-B-C-D where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the Floor Level eg. 0 D is the Room Number eg. 001 Example: T504B Room Description Enter the Room Description eg. Office. Room Area (m2) Space Utilisation Functional Suitability Quality Room Height (m) Enter the Room Area in square metres with an accuracy of up to two decimal places. Note that if you have accurate CAD drawings, it is possible to populate the Room Areas from the drawing using the Easylink module. The Space Utilisation ranking for the Room/Department Area should be selected from the picklist. The Functional Suitability ranking for the Room/Department Area should be selected from the picklist. The Quality ranking for the Room/Department Area should be selected from the picklist. Enter the Room Height in metres with an accuracy of up to two decimal places. NHS Scotland Estates Asset Management System Import Toolkit Page 13 of 55

14 4.5. APPRAISAL INFORMATION MANDATORY The Appraisal Information Mandatory spreadsheet has four worksheets in it. For ease of entry of data related to different facets the worksheets have been pre-populated with one set of Element / Sub-element entries for each facet. These entries can be copied and pasted where more than one set or additional individual line entries are required. Lines can also be deleted where they are not required and depending on the Level of Appraisal being conducted. For example, if a Level 1 Appraisal is being conducted then it may be deemed appropriate to use the Whole Element options at Sub-Element level and delete out the other Sub-Element options. For example a Condition, Cost, Consequence, Likelihood, Remaining Life and Year may be entered against Element: 01 Structure, Sub-Element: Whole Element and the other Sub-Elements under Structure might then be deleted. a) Building Fabric Appraisal This contains the Building Appraisal information to be populated into the system. When saved as a CSV file for import it must be named Appraisal_Building.csv. BUILDING FABRIC APPRAISAL Column Notes Requirement Site Code Block No Location Facet Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block The Location should be entered here. The Location can be any one of a Location Name, a Department Name or a Room Zone Name. A Location Name is a descriptor of a physical location eg: Whole Block, Ground Floor, Elevation 01, Roof 01. A Department Name is an identified Department within the Organisation eg X-Ray Department, Alexandra Ward, Finance Department. A Room Zone Name is a unique identifier that ties in with rooms data for the Block and follows the convention: A-B-C-D where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the Floor Level eg. 00 D is the Room Number eg. 001 Room Zone Name Example: T504B The Facet should be selected from the picklist. Note that in the system the Physical Condition is split into two facets ; Building NHS Scotland Estates Asset Management System Import Toolkit Page 14 of 55

15 Fabric and Engineering Services. Element The Element should be selected from the picklist. Sub Element The Sub-Element should be selected from the picklist. Condition The Condition for the Sub-Element should be selected from the picklist. Quantity The Quantity can be entered with up to 2 decimal places. Unit Rate Cost Cost Base Date Consequence Likelihood Remaining Life (Yrs) Year Comments Remedial Action Photo Filename If a Quantity is entered then a Unit should be selected from the picklist. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. Note that this means that any figures calculated to be less than 500 will be rounded down to zero. Alternatively you may enter a cost directly into this cell. Enter a Cost Base Date. Preferably your costs will have been uplifted to be estimated costs as at 1 st April 2010 if that is required. The Consequence score, where applicable, should be selected from the picklist. A Consequence score should be entered for every record that has a cost. The Likelihood score, where applicable, should be selected from the picklist. A Likelihood score should be entered for every record that has a cost. Enter a Remaining Life in years for any Sub-Element that has a cost. Any Sub-Element in condition B with a cost should have a Remaining Life of between 1 and 5 years. Any Sub-Element in condition C or below that has a cost should have a Remaining Life of 0 years. If a Remaining Life has been entered then the spreadsheet will auto-calculate the Year. Alternatively select a Year from the picklist. Enter a comment about the condition of a Sub-Element, where applicable. Enter a comment about the Remedial Action required to be taken, where applicable. Enter the physical filename for the photo. Please ensure you follow the guidelines from the Guidance Manual for the size and naming of the photograph as follows: Ideal Ideal NHS Scotland Estates Asset Management System Import Toolkit Page 15 of 55

16 Photo Folder Each photograph should be stored as an individual JPG file and be no greater than 150kB in size with a resolution of 150 pixels per inch (recommended size 640 x 480 pixels). Each JPG file should be named in accordance with the following convention; A-B-C-D-E where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the text FABRIC for Building Fabric D is a unique (per Block) three digit photograph reference eg. 002 E is the file extension ie. jpg Example: T504B-01-FABRIC-002.jpg The Photo folder should be selected from the picklist. When uploaded to the server the photographs will be segregated into folders by NHS Organisation using this Photo Folder name. Surveyor Enter the Surveyor s name or initials. Survey Date Enter the approximate Date the Survey was undertaken. NHS Scotland Estates Asset Management System Import Toolkit Page 16 of 55

17 b) Engineering Services Appraisal This contains the Engineering Appraisal information to be populated into the system. When saved as a CSV file for import it must be named Appraisal_Engineering.csv. ENGINEERING SERVICES APPRAISAL Column Notes Requirement Site Code Block No Location Facet Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block The Location should be entered here. The Location can be any one of a Location Name, a Department Name or a Room Zone Name. A Location Name is a descriptor of a physical location eg: Whole Block, Ground Floor, Elevation 01, Roof 01. A Department Name is an identified Department within the Organisation eg X-Ray Department, Alexandra Ward, Finance Department. A Room Zone Name is a unique identifier that ties in with rooms data for the Block and follows the convention: A-B-C-D where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the Floor Level eg. 00 D is the Room Number eg. 001 Room Zone Name Example: T504B The Facet should be selected from the picklist. Note that in the system the Physical Condition is split into two facets ; Building Fabric and Engineering Services. Element The Element should be selected from the picklist. Sub Element The Sub-Element should be selected from the picklist. Condition The Condition for the Sub-Element should be selected from the picklist. Quantity The Quantity can be entered with up to 2 decimal places. Unit Rate If a Quantity is entered then a Unit should be selected from the picklist. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. NHS Scotland Estates Asset Management System Import Toolkit Page 17 of 55

18 Cost Cost Base Date Consequence Likelihood Remaining Life (Yrs) Year Comments Remedial Action Photo Filename Photo Folder If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. Note that this means that any figures calculated to be less than 500 will be rounded down to zero. Alternatively you may enter a cost directly into this cell. Enter a Cost Base Date. Preferably your costs will have been uplifted to be estimated costs as at 1 st April 2010 if that is required. The Consequence score, where applicable, should be selected from the picklist. A Consequence score should be entered for every record that has a cost. The Likelihood score, where applicable, should be selected from the picklist. A Likelihood score should be entered for every record that has a cost. Enter a Remaining Life in years for any Sub-Element that has a cost. Any Sub-Element in condition B with a cost should have a Remaining Life of between 1 and 5 years. Any Sub-Element in condition C or below that has a cost should have a Remaining Life of 0 years. If a Remaining Life has been entered then the spreadsheet will auto-calculate the Year. Alternatively select a Year from the picklist. Enter a comment about the condition of a Sub-Element, where applicable. Enter a comment about the Remedial Action required to be taken, where applicable. Enter the physical filename for the photo. Please ensure you follow the guidelines from the Guidance Manual for the size and naming of the photograph as follows: Each photograph should be stored as an individual JPG file and be no greater than 150kB in size with a resolution of 150 pixels per inch (recommended size 640 x 480 pixels). Each JPG file should be named in accordance with the following convention; A-B-C-D-E where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the text M&E for Engineering Services D is a unique (per Block) three digit photograph reference eg. 002 E is the file extension ie. jpg Example: T504B-01-M&E-002.jpg The Photo folder should be selected from the picklist. When uploaded to the server the photographs will be segregated into folders by NHS Organisation using this Photo Folder name. Ideal Ideal NHS Scotland Estates Asset Management System Import Toolkit Page 18 of 55

19 Surveyor Enter the Surveyor s name or initials. Survey Date Enter the approximate Date the Survey was undertaken. c) Statutory Appraisal This contains the Statutory Appraisal information to be populated into the system. When saved as a CSV file for import it must be named Appraisal_Statutory.csv. STATUTORY APPRAISAL Column Notes Requirement Site Code Block No Location Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block The Location should be entered here. The Location can be any one of a Location Name, a Department Name or a Room Zone Name. A Location Name is a descriptor of a physical location eg: Whole Block, Ground Floor, Elevation 01, Roof 01. A Department Name is an identified Department within the Organisation eg X-Ray Department, Alexandra Ward, Finance Department. A Room Zone Name is a unique identifier that ties in with rooms data for the Block and follows the convention: A-B-C-D where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the Floor Level eg. 00 D is the Room Number eg. 001 Room Zone Name Example: T504B Facet The Facet should be selected from the picklist. Element The Element should be selected from the picklist. Note that the Element list is based on the SCART headings and it is acknowledged that some elements may not be relevant to Estates issues but have been kept for sake of completeness. Also note that DDA and Radiation Protection have been added. Sub Element The Sub-Element should be selected from the picklist. NHS Scotland Estates Asset Management System Import Toolkit Page 19 of 55

20 Condition The Condition for the Sub-Element should be selected from the picklist. Quantity The Quantity can be entered with up to 2 decimal places. Unit Rate Cost Cost Base Date Consequence Likelihood Remaining Life (Yrs) Year Comments Remedial Action Photo Filename If a Quantity is entered then a Unit should be selected from the picklist. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. Note that this means that any figures calculated to be less than 500 will be rounded down to zero. Alternatively you may enter a cost directly into this cell. Enter a Cost Base Date. Preferably your costs will have been uplifted to be estimated costs as at 1 st April 2010 if that is required. The Consequence score, where applicable, should be selected from the picklist. A Consequence score should be entered for every record that has a cost. The Likelihood score, where applicable, should be selected from the picklist. A Likelihood score should be entered for every record that has a cost. Enter a Remaining Life in years for any Sub-Element that has a cost. Any Sub-Element in condition B with a cost should have a Remaining Life of between 1 and 5 years. Any Sub-Element in condition C or below that has a cost should have a Remaining Life of 0 years. If a Remaining Life has been entered then the spreadsheet will auto-calculate the Year. Alternatively select a Year from the picklist. Enter a comment about the condition of a Sub-Element, where applicable. Enter a comment about the Remedial Action required to be taken, where applicable. Enter the physical filename for the photo. Please ensure you follow the guidelines from the Guidance Manual for the size and naming of the photograph as follows: Each photograph should be stored as an individual JPG file and be no greater than 150kB in size with a resolution of 150 pixels per inch (recommended size 640 x 480 pixels). Each JPG file should be named in accordance with the following convention; A-B-C-D-E where; Ideal Ideal NHS Scotland Estates Asset Management System Import Toolkit Page 20 of 55

21 Photo Folder A is the Site Code eg. T504B B is the Block no eg. 01 C is the text STAT for Statutory D is a unique (per Block) three digit photograph reference eg. 002 E is the file extension ie. jpg Example: T504B-01-STAT-002.jpg The Photo folder should be selected from the picklist. When uploaded to the server the photographs will be segregated into folders by NHS Organisation using this Photo Folder name. Surveyor Enter the Surveyor s name or initials. Survey Date Enter the approximate Date the Survey was undertaken. d) Environment Appraisal This contains the Environment Appraisal information to be populated into the system. When saved as a CSV file for import it must be named Appraisal_Environment.csv. ENVIRONMENT APPRAISAL Column Notes Requirement Site Code Block No Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block Note that for the utility consumption Elements / Sub-Elements listed below the values are only required to be entered for each Site against Block 00 : 01 Energy Consumption Electricity Consumption 01 Energy Consumption Gas Consumption 01 Energy Consumption Oil Consumption 03 Clinical Waste Clinical Waste 05 Water Consumption Water Consumption NHS Scotland Estates Asset Management System Import Toolkit Page 21 of 55

22 Location The Location should be entered here. The Location can be any one of a Location Name, a Department Name or a Room Zone Name. A Location Name is a descriptor of a physical location eg: Whole Site, Whole Block. A Department Name is an identified Department within the Organisation eg X-Ray Department, Alexandra Ward, Finance Department. A Room Zone Name is a unique identifier that ties in with rooms data for the Block and follows the convention: A-B-C-D where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the Floor Level eg. 00 D is the Room Number eg. 001 Room Zone Name Example: T504B Facet The Facet should be selected from the picklist. Element The Element should be selected from the picklist. Sub Element The Sub-Element should be selected from the picklist. Condition Quantity Unit Rate Cost Cost Base Date The Condition for the Sub-Element should be selected from the picklist. Note that the picklist for the EPC Energy Rating is different from the normal Condition picklist. The Quantity can be entered with up to 2 decimal places. If a Quantity is entered then a Unit should be selected from the picklist. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. Note that this means that any figures calculated to be less than 500 will be rounded down to zero. Alternatively you may enter a cost directly into this cell. Enter a Cost Base Date. Preferably your costs will have been uplifted to be estimated costs as at 1 st April 2010 if that is required. (only for highlighted cells) (only for highlighted cells) (only for highlighted cells) Ideal (for Board Schemes) Ideal (for Board Schemes) NHS Scotland Estates Asset Management System Import Toolkit Page 22 of 55

23 Consequence Likelihood Remaining Life (Yrs) Year Comments Remedial Action Photo Filename Photo Folder The Consequence score, where applicable, should be selected from the picklist. A Consequence score should be entered for every record that has a cost. The Likelihood score, where applicable, should be selected from the picklist. A Likelihood score should be entered for every record that has a cost. Enter a Remaining Life in years for any Sub-Element that has a cost. Any Sub-Element in condition B with a cost should have a Remaining Life of between 1 and 5 years. Any Sub-Element in condition C or below that has a cost should have a Remaining Life of 0 years. If a Remaining Life has been entered then the spreadsheet will auto-calculate the Year. Alternatively select a Year from the picklist. Enter a comment about the condition of a Sub-Element, where applicable. Enter a comment about the Remedial Action required to be taken, where applicable. Enter the physical filename for the photo. Please ensure you follow the guidelines from the Guidance Manual for the size and naming of the photograph as follows: Each photograph should be stored as an individual JPG file and be no greater than 150kB in size with a resolution of 150 pixels per inch (recommended size 640 x 480 pixels). Each JPG file should be named in accordance with the following convention; A-B-C-D-E where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the text ENVIRON for Environment D is a unique (per Block) three digit photograph reference eg. 002 E is the file extension ie. jpg Example: T504B-01-ENVIRON-002.jpg The Photo folder should be selected from the picklist. When uploaded to the server the photographs will be segregated into folders by NHS Organisation using this Photo Folder name. Surveyor Enter the Surveyor s name or initials. Survey Date Enter the approximate Date the Survey was undertaken. NHS Scotland Estates Asset Management System Import Toolkit Page 23 of 55

24 4.6. LEASE INFORMATION The Lease Information spreadsheet has two worksheets in it. a) Lease Information This contains the core lease information to be populated into the system. When saved as a CSV file for import it must be named Lease_Information.csv. LEASE INFORMATION Column Notes Requirement Site Code Block No Lease Reference ID Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block Enter a Lease Reference ID that is unique for this Lease note that this must be a whole number greater than zero. VERY IMPORTANT you must use the same Lease Reference ID on the other worksheets in the Lease Information spreadsheet to tie other information to the correct lease. Type of Lease The Type of Lease should be selected from the picklist. Granted or Taken Floor Area Leased (m2) Land Area Leased (Ha) If the Lease is one where you are the Landlord and you have Granted a Lease to another Person or Organisation then select Granted from the picklist. If the Lease is one where you are the Tenant and you have Taken a Lease from another Person or Organisation then select Taken from the picklist. Enter the internal Floor Area in square metres that is the subject of the Lease rounded to the nearest square metre. Enter the Land Area in Hectares that is the subject of the Lease to two decimal places. Lease Term (yrs) Enter the number of complete years of the Lease term. Lease Term (months) Commencement Date Enter the number of months of the Lease term. Enter the Commencement Date of the Lease. Expiry Date Enter the Expiry Date of the Lease. NHS Scotland Estates Asset Management System Import Toolkit Page 24 of 55

25 Is VAT charged on Rent? Is VAT Recoverable? If the Landlord has opted to charge VAT on the Lease then select Yes from the picklist, otherwise select No. If the Landlord has opted to charge VAT on the Lease and you are able to recover the VAT then select Yes from the picklist, otherwise select No. Rental Basis The Rental Basis should be selected from the picklist. Legal Date Enter the Legal Date of the Lease. Deed Packet No Enter a Deed Packet Number if appropriate. Notes Enter any general notes relating to the Lease. b) Rent Information This contains the rent information that relates to a particular lease. When saved as a CSV file for import it must be named Rent_Information.csv. RENT INFORMATION Column Notes Requirement Site Code Block No Lease Reference ID Rent Date Rent Type Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block VERY IMPORTANT Enter a Lease Reference ID that relates back to the same Lease Reference ID entered on the Lease Information sheet note that this must be a whole number greater than zero. Enter the Date that this annual rent amount came into effect. Note that you may enter Dates and Amounts in the future if so desired (eg if you know what future rent reviews will be) but the system will show the current rent based on the current date. If this is the Initial rental amount payable under the terms of a new Lease then select Initial Rent. If this is a revised rental amount after a Rent Review then select Rent Review. Rent Amount Enter the annual rental amount exclusive of VAT. NHS Scotland Estates Asset Management System Import Toolkit Page 25 of 55

26 4.7. VALUATION INFORMATION The Valuation Information spreadsheet has a single worksheet in it. a) Valuation Information This contains the valuation information to be populated into the system. When saved as a CSV file for import it must be named Valuation_Information.csv. VALUATION INFORMATION Column Notes Requirement Site Code Block No Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block Valuation Date Enter the Date that this valuation was effective from. Valuation Type The Type of Valuation should be selected from the picklist. Value Enter the Valuation Value. Notes Enter any general notes relating to the Valuation. NHS Scotland Estates Asset Management System Import Toolkit Page 26 of 55

27 PLEASE NOTE THE FOLLOWING PAGES AND THE DATA COLLECTION OUTLINED IN THEM ARE ALL OPTIONAL FOR THE BOARDS PLEASE SEE THE EXPLANATORY NOTE ON THE NEXT PAGE FOR MORE INFORMATION NHS Scotland Estates Asset Management System Import Toolkit Page 27 of 55

28 EXPLANTORY NOTE Space Utilisation, Functional Suitability and Quality appraisal information is handled differently by the system than the other facets. Please read this explanatory note carefully so that you understand the differences in how you should enter the data for these three facets. The expected appraisal methodology for the Space Utilisation, Functional Suitability and Quality audits is as follows: It is recommended that a questionnaire based appraisal should be carried out for each Department using the Elements and Sub-elements defined in the guidance documents at Level 1, 2 or 3. If a Level 3 survey is being carried out then at the same time as the Department questionnaire based Elements / Sub-Elements are being surveyed, an individual room by room ranking for each of these three facets should also be captured. If a Level 1 or 2 survey is being carried out then a Department level ranking for each facet is adequate. For a Level 3 survey individual room square meterages are required. For a Level 1 or 2 survey a Departmental floor area is required. These details are entered into the Rooms/Areas part of the system (see Section 4.4 of this document) and not into the Appraisal part of the system. The questionnaire based approach allows for the capture of significant issues or improvements that are required at Department level which can be noted, costed and risk scored if the Board wishes to do so this is an optional and not a mandatory requirement in the Guidance notes. For a Level 1 or 2 survey, once the Department based appraisal has been carried out the overall ranking for each of these three facets along with the square meterage that the Department occupies should be entered as a pseudo room/area in the Rooms/Areas part of the system. For a Level 3 suvey, the ranking for each room along with the room square meterage should be entered in the Rooms/Areas part of the system (see Section 4.4 of this document). The recording of data at either Department or Room level for these three facets in the Rooms/Areas section of the system is required as this forms the basis for the National Reporting on these facets. For more details on the Rooms/Areas part of the system please see Section 4.4 of this document. NHS Scotland Estates Asset Management System Import Toolkit Page 28 of 55

29 4.8. APPRAISAL INFORMATION - OPTIONAL The Appraisal Information spreadsheet has three worksheets in it. For ease of entry of data related to different facets the worksheets have been pre-populated with one set of Element / Sub-element entries for each facet. These entries can be copied and pasted where more than one set or additional individual line entries are required. Lines can also be deleted where they are not required and depending on the Level of Appraisal being conducted. For example, if a Level 1 Appraisal is being conducted then it may be deemed appropriate to use the Whole Element options at Sub-Element level and delete out the other Sub-Element options. For example a Condition, Cost, Consequence, Likelihood, Remaining Life and Year may be entered against Element: 01 Structure, Sub-Element: Whole Element and the other Sub-Elements under Structure might then be deleted. a) Space Utilisation Appraisal This contains part of the Space Utilisation Appraisal information that can be populated into the system. When saved as a CSV file for import it must be named Appraisal_Space.csv. Note that the key Space Utilisation information required for National Reporting needs to be populated into the Rooms/Areas part of the system and is explained in a Section 4.4 of this document. The information that can be populated here is mainly to assist with gaining an overall assessment of changes that could be considered for improvements in the overall Space Utilisation of the Block. Although this facet is not required to be costed for the National Asset Management reports, an NHS Organisation is free to add costs into this section for their own internal use. SPACE UTILISATION APPRAISAL Column Notes Requirement Site Code Block No Location Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block The Location should be entered here. The Location can be any one of a Location Name, a Department Name or a Room Zone Name. A Location Name is a descriptor of a physical location eg: Whole Block, Ground Floor, Elevation 01, Roof 01. Ideal Ideal Ideal NHS Scotland Estates Asset Management System Import Toolkit Page 29 of 55

30 A Department Name is an identified Department within the Organisation eg X-Ray Department, Alexandra Ward, Finance Department. A Room Zone Name is a unique identifier that ties in with rooms data for the Block and follows the convention: A-B-C-D where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the Floor Level eg. 00 D is the Room Number eg. 001 Room Zone Name Example: T504B Facet The Facet should be selected from the picklist. Ideal Element The Element should be selected from the picklist. Ideal Sub Element The Sub-Element should be selected from the picklist. Ideal Condition The Condition for the Sub-Element should be selected from the picklist. Quantity The Quantity can be entered with up to 2 decimal places. Unit Rate Cost Cost Base Date Consequence Likelihood Remaining Life (Yrs) If a Quantity is entered then a Unit should be selected from the picklist. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. Note that this means that any figures calculated to be less than 500 will be rounded down to zero. Alternatively you may enter a cost directly into this cell. Note that this facet is not required to be costed for the National Asset Management reports, however, an NHS Organisation is free to add costs into this section for their own internal use. Enter a Cost Base Date. Preferably your costs will have been uplifted to be estimated costs as at 1 st April 2010 if that is required. The Consequence score, where applicable, should be selected from the picklist. The Likelihood score, where applicable, should be selected from the picklist. Enter a Remaining Life in years for any Sub-Element that has a cost. Year If a Remaining Life has been entered then the spreadsheet will NHS Scotland Estates Asset Management System Import Toolkit Page 30 of 55

31 Comments Remedial Action Photo Filename Photo Folder auto-calculate the Year. Alternatively select a Year from the picklist. Enter a comment about the condition of a Sub-Element, where applicable. Enter a comment about the Remedial Action required to be taken, where applicable. Enter the physical filename for the photo. Please ensure you follow the guidelines from the Guidance Manual for the size and naming of the photograph as follows: Each photograph should be stored as an individual JPG file and be no greater than 150kB in size with a resolution of 150 pixels per inch (recommended size 640 x 480 pixels). Each JPG file should be named in accordance with the following convention; A-B-C-D-E where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the text SPACE for Space Utilisation D is a unique (per Block) three digit photograph reference eg. 002 E is the file extension ie. jpg Example: T504B-01-SPACE-002.jpg The Photo folder should be selected from the picklist. When uploaded to the server the photographs will be segregated into folders by NHS Organisation using this Photo Folder name. Ideal Ideal Surveyor Enter the Surveyor s name or initials. Survey Date Enter the approximate Date the Survey was undertaken. b) Functional Suitability Appraisal This contains the Functional Suitability Appraisal information to be populated into the system. When saved as a CSV file for import it must be named Appraisal_Function.csv. Note that the key Functional Suitability information required for National Reporting needs to be populated into the Rooms/Areas part of the system and is explained in Section 4.4 of this document. The information that can be populated here is mainly to assist with gaining an overall assessment of changes that could be considered for improvements in the overall Functional Suitability of the Block. Although this facet is not required to be costed for the National Asset Management reports, an NHS Organisation is free to add costs into this section for their own internal use. NHS Scotland Estates Asset Management System Import Toolkit Page 31 of 55

32 FUNCTIONAL SUITABILITY APPRAISAL Column Notes Requirement Site Code Block No Location Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block The Location should be entered here. The Location can be any one of a Location Name, a Department Name or a Room Zone Name. A Location Name is a descriptor of a physical location eg: Whole Block, Ground Floor, Elevation 01, Roof 01. A Department Name is an identified Department within the Organisation eg X-Ray Department, Alexandra Ward, Finance Department. A Room Zone Name is a unique identifier that ties in with rooms data for the Block and follows the convention: A-B-C-D where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the Floor Level eg. 00 D is the Room Number eg. 001 Room Zone Name Example: T504B Ideal Ideal Ideal Facet The Facet should be selected from the picklist. Ideal Element The Element should be selected from the picklist. Ideal Sub Element The Sub-Element should be selected from the picklist. Ideal Condition The Condition for the Sub-Element should be selected from the picklist. Quantity The Quantity can be entered with up to 2 decimal places. Unit Rate Cost If a Quantity is entered then a Unit should be selected from the picklist. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. Note that this means that any figures calculated to be less than 500 will be rounded down to zero. Alternatively you may enter a cost directly into this cell. Note that this facet is not required to be NHS Scotland Estates Asset Management System Import Toolkit Page 32 of 55

33 Cost Base Date Consequence Likelihood Remaining Life (Yrs) Year Comments Remedial Action Photo Filename Photo Folder costed for the National Asset Management reports, however, an NHS Organisation is free to add costs into this section for their own internal use. Enter a Cost Base Date. Preferably your costs will have been uplifted to be estimated costs as at 1 st April 2010 if that is required. The Consequence score, where applicable, should be selected from the picklist. The Likelihood score, where applicable, should be selected from the picklist. Enter a Remaining Life in years for any Sub-Element that has a cost. If a Remaining Life has been entered then the spreadsheet will auto-calculate the Year. Alternatively select a Year from the picklist. Enter a comment about the condition of a Sub-Element, where applicable. Enter a comment about the Remedial Action required to be taken, where applicable. Enter the physical filename for the photo. Please ensure you follow the guidelines from the Guidance Manual for the size and naming of the photograph as follows: Each photograph should be stored as an individual JPG file and be no greater than 150kB in size with a resolution of 150 pixels per inch (recommended size 640 x 480 pixels). Each JPG file should be named in accordance with the following convention; A-B-C-D-E where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the text FUNCTION for Functional Suitability D is a unique (per Block) three digit photograph reference eg. 002 E is the file extension ie. jpg Example: T504B-01-FUNCTION-002.jpg The Photo folder should be selected from the picklist. When uploaded to the server the photographs will be segregated into folders by NHS Organisation using this Photo Folder name. Ideal Ideal Surveyor Enter the Surveyor s name or initials. Survey Date Enter the approximate Date the Survey was undertaken. NHS Scotland Estates Asset Management System Import Toolkit Page 33 of 55

34 c) Quality Appraisal This contains the Quality Appraisal information to be populated into the system. When saved as a CSV file for import it must be named Appraisal_Quality.csv. Note that the key Quality information required for National Reporting needs to be populated into the Rooms/Areas part of the system and is explained in Section 4.4 of this document. The information that can be populated here is mainly to assist with gaining an overall assessment of changes that could be considered for improvements in the overall Quality of the Block. Although this facet is not required to be costed for the National Asset Management reports, an NHS Organisation is free to add costs into this section for their own internal use. QUALITY APPRAISAL Column Notes Requirement Site Code Block No Location Enter the same Site Code here as you entered on the Block Enter the same Block Number here as you entered on the Block The Location should be entered here. The Location can be any one of a Location Name, a Department Name or a Room Zone Name. A Location Name is a descriptor of a physical location eg: Whole Block, Ground Floor, Elevation 01, Roof 01. A Department Name is an identified Department within the Organisation eg X-Ray Department, Alexandra Ward, Finance Department. A Room Zone Name is a unique identifier that ties in with rooms data for the Block and follows the convention: A-B-C-D where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the Floor Level eg. 00 D is the Room Number eg. 001 Room Zone Name Example: T504B Ideal Ideal Ideal Facet The Facet should be selected from the picklist. Ideal NHS Scotland Estates Asset Management System Import Toolkit Page 34 of 55

35 Element The Element should be selected from the picklist. Ideal Sub Element The Sub-Element should be selected from the picklist. Ideal Condition The Condition for the Sub-Element should be selected from the picklist. Quantity The Quantity can be entered with up to 2 decimal places. Unit Rate Cost Cost Base Date Consequence Likelihood Remaining Life (Yrs) Year Comments Remedial Action Photo Filename If a Quantity is entered then a Unit should be selected from the picklist. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. If a Quantity and Rate are entered then the spreadsheet will auto-calculate the cost rounded to the nearest 1,000. Note that this means that any figures calculated to be less than 500 will be rounded down to zero. Alternatively you may enter a cost directly into this cell. Note that this facet is not required to be costed for the National Asset Management reports, however, an NHS Organisation is free to add costs into this section for their own internal use. Enter a Cost Base Date. Preferably your costs will have been uplifted to be estimated costs as at 1 st April 2010 if that is required. The Consequence score, where applicable, should be selected from the picklist. The Likelihood score, where applicable, should be selected from the picklist. Enter a Remaining Life in years for any Sub-Element that has a cost. Any Sub-Element in condition B with a cost should have a Remaining Life of between 1 and 5 years. Any Sub-Element in condition C or below that has a cost should have a Remaining Life of 0 years. If a Remaining Life has been entered then the spreadsheet will auto-calculate the Year. Alternatively select a Year from the picklist. Enter a comment about the condition of a Sub-Element, where applicable. Enter a comment about the Remedial Action required to be taken, where applicable. Enter the physical filename for the photo. Please ensure you follow the guidelines from the Guidance Manual for the size and naming of the photograph as follows: Ideal Ideal NHS Scotland Estates Asset Management System Import Toolkit Page 35 of 55

36 Photo Folder Each photograph should be stored as an individual JPG file and be no greater than 150kB in size with a resolution of 150 pixels per inch (recommended size 640 x 480 pixels). Each JPG file should be named in accordance with the following convention; A-B-C-D-E where; A is the Site Code eg. T504B B is the Block no eg. 01 C is the text QUALITY for Quality D is a unique (per Block) three digit photograph reference eg. 002 E is the file extension ie. jpg Example: T504B-01-SPACE-002.jpg The Photo folder should be selected from the picklist. When uploaded to the server the photographs will be segregated into folders by NHS Organisation using this Photo Folder name. Surveyor Enter the Surveyor s name or initials. Survey Date Enter the approximate Date the Survey was undertaken. 5. CREATING CSV FILES FOR IMPORT Creating CSV files for import is straightforward. When in the worksheet that you wish to export, select File > Save As from the main Excel menu. Select a File Format of CSV (Comma Delimited) (*.csv). Name the file correctly and save it to a location on your hard disk. Depending on the version of Excel you are using you may get some warning messages confirming that you want to save the file in that format. For reference the file names to be used are as follows: Site_Information.csv Site_Types.csv Block_Information.csv Block_Appraisal.csv Block_Photos.csv Floor_Infomation.csv Room_Information.csv Appraisal_Building.csv Appraisal_Engineering.csv Appraisal_Statutory.csv Appraisal_Environment.csv Lease_Information.csv Rent_Information.csv Valuation_Information.csv Appraisal_Space.csv Appraisal_Function.csv Appraisal_Quality.csv NHS Scotland Estates Asset Management System Import Toolkit Page 36 of 55

37 6. UPLOADING CSV FILES TO THE SERVER Once you have created the set of CSV files that you want to import to the system, log on to the Citrix Web Interface and launch Windows Explorer from the server: When you launch Windows Explorer, you may be asked to permit access to your local drives. Select Allow Full Access and Do not Not Ask Me Again. Then in the Windows Explorer that you have launched from the server, you will find that your local PC C:\ drive is available to you as drive letter V:\. Using Windows Explorer move the CSV files from your local C:\ drive into the CSV Imports folder within your NHS Organisation s folder on the server. The full path to this folder will be C:\Files\NHSScotland\<NHS Organisation Name>\CSVImports. NHS Scotland Estates Asset Management System Import Toolkit Page 37 of 55

38 NHS Scotland Estates Asset Management System Import Toolkit Page 38 of 55

39 7. IMPORTING CSV FILES INTO THE SYSTEM Having uploaded the CSV files into the CSVImports folder for your NHS Organisation, launch the Import Application on the server from within the same folder as the Estate Manager and Estate Terrier icons. The Import application simply requires you to select the CSV Imports folder that you have uploaded the CSV files into by clicking on the button and browsing to the folder C:\Files\NHSScotland\<NHS Organisation Name>\CSVImports. NHS Scotland Estates Asset Management System Import Toolkit Page 39 of 55

40 Clicking on the button displays the following screen: Browse and select the relevant CSVImports folder and click OK. Then click on the Import button on the main application screen. Once the import routine has run, it will give you a visual indication of success or failure. If there have been any issues with the import, you will need to look at the import log file to determine the problems. This log file is saved in the same folder where you copied the import CSV files to and is named <Table_Name YY-MM-DD HH.MM.log>. You can copy this onto your local C:\ drive and then open it to investigate what might have caused any errors. When you have rectified the problems you can then attempt to import the CSV files again. For successful imports the csv file will be moved to an Archive folder within the CSVImports folder and renamed with a date and time stamp for when the import was carried out and a file extension of.done. NHS Scotland Estates Asset Management System Import Toolkit Page 40 of 55