Forecast (or Long-Term) Maintenance is used to budget for the types of works that your organisation will conduct on your Properties to maintain their asset value. Forecast Maintenance Tasks are entered the same way that Responsive Maintenance Tasks are entered, however the Maintenance Type selected will be something like ‘Upgrade’ and it will be scheduled into the future.
This solution details:
- Step 1: Create an Inventory Item for the Forecast Maintenance
- Step 2: Add a Maintenance Task and set the dates
- Step 3: Add the estimated and budget costs to the task
- Step 4: Set the schedule of creating the task(s)
- Viewing all Forecasted Maintenance Tasks
Step 1: Create an Inventory Item for the Forecast Maintenance
NOTE: Before you enter a Forecast Maintenance Task, you will need to ensure that there is an Inventory Item in the Property that you will link the Forecast Maintenance to (EG External Painting, Kitchen Upgrade, Replace Floor Coverings, etc.)
If you choose to enter a new Inventory Item for Forecast Maintenance, you won't need to use all fields on the Inventory Item screen, but the Item's details will look similar to the example below with a Maintenance Type as Upgrade/Forecast:
Step 2: Add a Maintenance Task and set the dates
When you've entered an Inventory Item to the Property, click Add Maintenance Task.
Enter the appropriate fields of information for the task, remembering to change the Scheduled Start Date on the right hand side of the screen:
Step 3: Add the estimated and budget costs to the task
After you have entered the task information, click on the Completion/Forecast button at the top of the screen.
Enter the Estimated and Budget Costs of the works:
Step 4: Set the schedule of creating the task(s)
Click the Completion/Forecast button at the top of the screen.
Tick the Forecast Task box:
This will inactivate the 'Action' section (you will not be able to send the Maintenance Task to a Tradesperson while it is a Forecast Task), then select the Frequency of Maintenance from the drop down list:
You then have the option to schedule the task to be created once in the future, or on several occasions in the future from the For this many times drop down:
| Multiple: Select the number of years you would like to task to replicate, for instance, if the frequency selected is 5 years, and you select 3 for the 'how many times', 3 tasks will be created: one for 5 years after the scheduled start date, one for 10 years after scheduled start date and one for 15 years after scheduled start date. | Once: Select 1 from the drop down list and one task will be created in the forecasted number of years (replicate task every number) from the scheduled start date. |
Click the Replicate Task Every button to create the Forecast Task(s) to be created.
6. Sending the Forecast Maintenance Task to a Tradesperson
Forecast Maintenance Tasks that are due in the next 30 days will appear on the Home Screen under Forecast Tasks Due 30 Days:
Double click on the Maintenance Type to open (EG Upgrade), then double click on the Maintenance Task you want to send to a Tradesperson.
Click on the Completion/Forecast box and untick the Forecast Task? box. This will activate the Action section, where you can select how you want to send the Forecast Task to the Tradesperson.
Viewing all Forecasted Maintenance Tasks
Forecast Maintenance Tasks have their own search screen in Chintaro. All Forecast Maintenance Tasks can be viewed by clicking Property Maintenance in the Main Menu, then clicking Manage Forecast Property Forecast Maintenance:
You can also view the Forecast Maintenance Tasks for a specific Property, by going to the Property screen, and clicking Forecast:
Reporting on Forecasted Maintenance Tasks
Chintaro has a number of reports you can run to show you how much your Organisation is expecting to spend on upgrades.
From the Home Screen, go to Reports and Exports > Reports > Property & Maintenance. If you want to see a detailed report of all works for all Properties, select Forecast Maintenance Detail, then click Preview:
If you want to see a summary of the total spend on your Forecast Maintenance Tasks, select Forecast Maintenance Summary, then click Preview:
Chintaro also has a number of exports you can run to show you how much your Organisation is expecting to spend on upgrades.
If you want to see Exports for your Forecast Maintenance, from the Reports and Exports menu, click Exports.
Select Property & Maintenance, then select either the Forecast Maintenance Detail or Forecast Maintenance Summary exports, and click Open in Excel Now. NOTE: When clicking on an Export, the Included Fields will appear on the left hand side of the screen to show you what's included in the export:
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