Reports - Compliance reporting for Property Safety Checks (NSW / HOMES Reporting)

Modified on Wed, 21 Sep, 2022 at 11:58 AM

Chintaro includes the necessary fields for the reporting of Smoke Alarms, Exit Lights and Thermostatic Mixing Valves. This reporting is mandatory for some Australian states to comply with state based regulations, but may be useful to other states/countries internal reporting also. This solution details:

Setting Up Reference Tables for Safety Checks
Adding a HOMES Reference Number to properties
If you do have existing Inventory Items for Safety Checks
If you do not have existing Inventory Items for Safety Checks

Setting Up Reference Tables for Safety Checks

The first step in this process is to ensure that all item types linked to safety in your system have a Reference Table option selected.

From the Home Screen, open the System Maintenance menu, followed by Reference Tables and scroll down and select the Item Type table:

Each item that is required to be reported on for safety checks (EG Smoke Alarms, Exit Lights, TMV's, Plumbing, RCD and Electrical) will need to be set up as an Inventory Item with a Safety option selected. From the list, select the appropriate option for all Item Types you have in Chintaro that concern Safety:

Repeat for all Items in the list and click Exit when completed.

Adding a HOMES Reference Number to properties

If you are required to enter a HOMES Reference number for your properties, click the Home button, then open the Property Search Screen by clicking Property in the Toolbar, and open a Property that you would like to add the HOMES Reference Number to, then click the Reporting tab:

In the HOMES Data section, add the Property's HOMES Property Reference Number:

Repeat for all Properties that have a HOMES Reference number.

If you do have existing Inventory Items for Safety Checks

If you already have Inventory Items set up in Chintaro for safety check items, open each Inventory Item and enter the quantity of items in the Quantity box:

Next, check the Cyclical Maintenance on this Item fields are filled in, with the Maintenance Cycle (the basis of time-frame you would like Chintaro to create the Maintenance Tasks) and the First Maintenance date (the date you would like the first Cyclical Maintenance Task created):

Repeat for all Inventory Items with an Item Type that you are required to report on (EG Smoke Alarms, TMV, Exit Lights etc) in the system.

Reporting on Safety Compliance

Once you have updated all Inventory Items in the system, you can run the necessary report by going to the Home Screen, clicking Properties and opening the Manage Inventory Items screen:

Filter the Item Name column by the Items you would like to report on (EG Smoke Alarms):

Scroll to to the right hand side of the screen to see the following:

Column Name	Description	Where in Chintaro?
HOMES Reference Number	If your organisation is required to report on HOMES Data you must have a HOMES Reference Number in each Property you are reporting on.	Property > Reporting tab > HOMES Reference Number field.
Safety Quantity	Number of Items to be checked in Property per Inventory Item	Property > Inventory > Safety Quantity box (only available if Smoke Alarm, Exit Light or TMV selected).
Safety Last Checked	The date the last Maintenance Task for this Inventory Item was closed.	Maintenance Task > Completion Details > Actual Completion Date
Safety Last Outcome	A description of the works completed for the last Maintenance Task for this Inventory Item was closed.	Maintenance Task > Completion Details > Work Completed:
Safety Checked By	Tradesperson allocated to the last Maintenance Task	Maintenance Task > Tradesperson Details:
Safety Next Checked	The date the next maintenance is due on the item(s)	Property > Inventory > open Inventory Item > Cyclical Maintenance on this Item > First Maintenance:
Safety Interval	The time interval in which the maintenance is due on the item(s)	Property > Inventory > open Inventory Item > Cyclical Maintenance on this Item > Maintenance Cycle:

NOTE: If the Safety Last Checked field is showing a time (12:00:00) or is blank, and the Safety Last Outcome is showing as No Report, it means this is a new Inventory Item, and Chintaro hasn't created any cyclical tasks to populate the screen yet.

When you are ready to report on the data in this screen, click the Export button at the top to take the data out of Chintaro and populate it in Excel.

If you do not have existing Inventory Items for Safety Checks

The data required for this reporting needs to have an Inventory Item to link Cyclical Maintenance To. Please click this link to see How to Set Up Recurring Maintenance Tasks (Cyclical Maintenance) or contact support@chintaro.com.au for assistance with setting up Cyclical Maintenance.

If you would like further assistance with compliance for Safety Checks

Chintaro Support are here to help if you would like assistance with anything in this solution. Please email support@chintaro.com.au and request a Go To Meeting for assistance if you would like us to assist you in setting up Smoke Alarm, Exit Light or TMV Inventory Items for reporting.