When you run the Summary Maintenance Plan, these are the steps Chintaro takes to populate the Summary Maintenance Plan Template:


Once you have selected the Start and End Dates, the Output folder, the Output Filename, and the Programs you want included, click the Create Summary Maintenance File.  This starts the process.



1. Open the Excel Template

Chintaro opens the \data\templates\Summary_Maintenance_2016.xlsx file.  If the template is not there, you can download it from here:

Download Summary Maintenance Plan


2. Select All Properties

Chintaro makes a list of all the active properties that have been allocated the programs you selected. If a property is missing, make sure it has the right Program.

Chintaro then loops through each of the properties looking for the Maintenance items that have been completed during the period selected.


3. Add Programmed Maintenance to Spreadsheet

A line is added to the spreadsheet for each Property.  From the Property record in Chintaro, the ID (CPG#), Property Address, Property Type and Built In columns are populated.

Chintaro then looks for all Maintenance tasks for the Property that have a Maintenance Type beginning with "Planned" or "Program", and a scheduled date between the selected dates.



  It doesn't matter whether the Maintenance Task is a Forecast task or a normal task.  Columns 11 and 12 are populated from the totals of the Budget Cost and the Actual Cost fields on each Maintenance Task




4. Add Forecast Maintenance to Spreadsheet

Chintaro then looks for all Forecast Maintenance tasks for the Property that have a Maintenance Type beginning with "Planned" or "Program" within the next 10 years and adds the Budget Amount to the relevant column



5. Add Emergency Maintenance to Spreadsheet


Chintaro then looks for all Maintenance tasks for the Property that have a Maintenance Type beginning with "Emerg" or "Respons", and a scheduled date between the selected dates. Only Columns 11 and 12 are populated from the Budget Cost and Actual Cost fields


6. Add Vacancy Maintenance to Spreadsheet


Chintaro then looks for all Maintenance tasks for the Property that have a Maintenance Type beginning with "Vacan" , and a scheduled date between the selected dates. Only Columns 11 and 12 are populated from the Budget Cost and Actual Cost fields


7. Spreadsheet is Closed and Saved

All sections below this are populated by formula Calculations.  Chintaro closes Excel and saves the spreadsheet in the location specified.