Estates Management record 2012/13 - Repairs and maintenance costsRepairsandMaintenanceCosts
Estates Management record 2012/13
Fields required from institutions in Northern Ireland
Repairs and maintenance costs
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The fields in this entity contain data about repairs and maintenance costs.
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All higher education institutions (HEIs).
All revenue expenditure costs associated with the on-going repair and maintenance of the estate, but excluding costs relating to the commercial estate (it may include costs that fall below a certain HEI-specific spending threshold). This will be for the HEI as a whole, not just the estates department. Include the costs of maintenance and repair on all buildings, roads, grounds and playing fields as follows:
Specifically exclude any costs included under the heading of internal estate management costs at internally-incurred property management costs and any depreciation on capital costs of equipment.
However, under Capital expenditure buildings there is guidance on the break down required under this heading. For reference, it should be noted that the total figure for Capital expenditure buildings returned in the Estates management record should be the same as the return made in the HESA Finance Statistics Return (FSR) Table 8 'Capital expenditure'. This, along with the definition of maintenance under Repairs and maintenance costs, should ensure compatibility with HESA returns for the topics of maintenance and capital expenditure.
It is important, however, that care is taken to avoid double-counting between Capital expenditure buildings and the Repairs and maintenance costs made here.
The combination of Repairs and maintenance costs and Capital expenditure buildings should result in the total building works related expenditure for the HEI. It is recognised, however, that there may be some inaccuracies using these sources, but they should still give a reasonable picture of these elements of property costs over time.
The figures for Non-residential repairs and maintenance costs total and Residential repairs and maintenance costs total should include buildings, grounds and playing field repairs and maintenance costs.
Building maintenance definition
Work undertaken to keep and restore every part of a building, its services and surrounds (including underground installations). This includes planned and reactive maintenance which are defined as:
Planned building maintenance is any work done with forethought and control to a predetermined plan, even on a day-to-day basis. This includes:
Cleaning of external brickwork should be included under Repairs and maintenance costs and not under Cleaning costs.
Reactive building maintenance is carried out in response to unplanned breakdowns and emergencies. This includes:
With term maintenance contracts and total facilities management contracts, reactive maintenance costs are costs of unforeseen break downs and ad hoc occupier requests for building maintenance, under the direct control of the contractor.
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