This section provides an overview of the Capital Management tools available within the Metrix Asset Management system. These tools are design to streamline the management of capital budgets, capital spends, and the capitalisation processes within your organisation. The concepts discussed in this section include:
This section provides an overview of the Capital Budgets module within the Metrix Asset Management system. The Capital Budgets module is designed to assist with the planning and management of capital expenditure projects. The module allows users to create and manage budgets for capital projects, track expenditure against budgets, as well as monitor the progress of projects.
The following topics are covered in this section:
Additionally, the following topics are covered in the How-To section:
This section discusses budgets within the Metrix Asset Management system. A budget is a means of grouping together one or more different budget buckets, which are used to track the budgeted and actual values of a specific asset or group of assets.
The following topics are covered in this section:
Within the Metrix Asset Management system, a Budget is a means of grouping together one or more different budget buckets - which are used to track the budgeted and actual values of a specific asset or group of assets. Budgets act as an entry point for users to view and manage their budget buckets in a controlled and structured way.
The section contains How-to-Guides for performing various budget processes in the Metrix Asset Management system. Including:
In order to create a budget, simply navigate to the ‘Capital’ section of the application and, from the top-right corner, click on the ‘Create New Budget’ button. Follow the steps below to create a budget:
The new budget will now appear in the list of budgets. You can commence adding budget buckets to this budget.
In order to edit an existing budget, simply navigate to the ‘Capital’ section of the application and locate the budget in the list of budgets shown. Once found, complete the following:
In order to delete a budget, simply navigate to the ‘Capital’ section of the application and locate the budget in the list of budgets shown. Once found, complete the following:
The budget will be removed from the list of budgets and will no longer be available in the system.
If the budget contains any buckets, it will NOT be possible to delete the budget. All buckets must be deleted first.
This section provides an overview of Buckets within Capital Budgets in the Metrix Asset Management system. A Capital Budget Bucket is designed to assist with refining the scope of planning and management when it comes to capital expenditure projects - a budget bucket is the container for the budget items that make up a budget.
The following topics are covered in this section:
Additionally, the following topics are covered in the How-To section:
Within the Metrix Asset Management system, a Budget Bucket is the key working unit for managing groups of budgeted items. A budget bucket can be likened to the idea of a Capital Project. Examples include the annual reseals program, installation of a new traffic signal, or a new footpath program.
The following topics are covered in this section:
Within the Metrix Asset Management system, a Budget Bucket is the key working unit for managing groups of budgeted items. A budget bucket can be likened to the idea of a Capital Project. Examples include the annual reseals program, installation of a new traffic signal, or a new footpath program.
A single Budget can have one or more budget buckets. Each bucket manages their assigned items independently of each other.
The bucket limit is the maximum amount of money that should be spent within a bucket. This limit is set by the user and can be adjusted at any time. The bucket limit is important because it helps to ensure that assignments of work to the bucket are not exceeding the expected cost of the project. In fact, when assigning items to a budget bucket, the Allocation Tracker will compare the current amount in the bucket to the limit.
By setting a limit, users can avoid over-funding a bucket and can ensure that their money is being allocated to the right places.
Each budget bucket can have three (3) separate descriptor values, including:
There are no restrictions to the use of these fields, but they are intended to be used as follows:
Each budget bucket can be controlled with optional capitalisation share settings. The capitalisation shares refer to:
When you specify capitalisation shares on a budget bucket, you are controlling how any capital expenditures within the bucket are capitalised against the underlying components. For example:
A single bucket can have multiple capitalisation shares. For example, you can have a bucket with 50% renewal and 50% upgrade. In this case, all capital expenditures within the bucket will be split 50% to renewals and 50% to the improvement of capacity of the same assets.
The total percentage share across the three (3) categories must equal 100%. For example, a project that is 50% Renewal, and 30% Upgrade, must be 20% New; or else have additional weighting directed towards Renewal or Upgrade. In most cases, the Capitalisation Shares will be set to 100% for a single category (such as 100% New), and not split across two or three categories.
A budget bucket’s allocation refers to the calculated cost of works associated with all the component items assigned to the bucket. As you add component items to a bucket, the allocation will be updated to reflect the total cost of all items in the bucket.
The calculated cost of work is based upon the component’s selected budgeted method. See Budgeted Treatment Methods for more information
The status of a budget bucket can be useful for understanding the current state of the bucket and its contents. The following status indicators are currently available for budget buckets:
Currently, the ‘Closed’ status is the only status that affects how the system treats the bucket. Any closed buckets can not be edited or modified in any way. The system will also not allow the user to assign any new items or spend items to a closed bucket.
When working with an asset portfolio across many different asset/component types, it can become tedious to constantly filter your available items to the specific type that the bucket is designed for. This is why the concept of a default filter was introduced.
The default filter is a filter that is applied to the map when the bucket is opened. The filter does NOT control the items that are assigned to the bucket, but rather, it controls the items that are displayed in the map when the bucket is opened.
This section covers some How-To instructions for working with budget buckets in the Metrix Asset Management system. Included in this section are the following topics:
In order to create a budget bucket, you must first navigate to the budget that will contain the bucket. Once you have selected the target budget, simply click on the ‘Create New Bucket’ button located in the top-left corner of the budget card. A dialog will appear prompting you to complete the following steps:
Once your have filled out the above fields, click ‘Save’ to create the bucket. The new bucket will now be visible against the budget.
Only the Bucket Name is a mandatory field. All other fields are optional and can be defined later in the process if needed.
In order to edit an existing budget bucket, simply navigate to the ‘Capital’ section of the application and locate the budget bucket you wish to modify. Once found, complete the following:
In order to delete a budget bucket, simply navigate to the ‘Capital’ section of the application and locate the budget bucket within the parent budget. Once found, complete the following:
The budget will be removed from the list of budgets and will no longer be available in the system.
If the budget bucket contains any assigned items (components), or has any spends logged against it, it will NOT be possible to delete the bucket. All spends and assigned items must be removed first.
In order to set the default filter for a given Budget Bucket, navigate to the ‘Capital’ section of the application and locate the budget bucket within the parent budget. Once found, complete the following:
If no saved filters exist, you will need to save one first.
Only SHARED filters are available for selection as a default filter.
This section provides an overview of Bucket Items within a Capital Budget Bucket in the Metrix Asset Management system. A Bucket Item is essentially an Asset Component that has been included in a Capital Budget Bucket for some form of capital intervention - renewal, upgrade, installation, etc.
The following topics are covered in this section:
Additionally, the following topics are covered in the How-To section:
Within the Metrix Asset Management system, a bucket item is a specific item within a budget bucket. It represents a single line item or entry that contributes to the overall budget for a particular group of assets. Bucket items are used to track and manage the budgeted and actual values associated with specific activities, projects, or expenses.
The following topics are covered in this section:
An item within a Metrix Assets Budget Bucket is an Asset Component that has been assigned to the bucket, setup with a proposed budgeted treatment method, and hence, a proposed budgeted cost. The allocation of a budget bucket is the sum of all the bucket items within it.
In order to be assigned to a bucket as a bucket item, an Asset Component should have the following properties:
Whilst the above requirements to not preclude the assignment of an Asset Component to a bucket, they do mean that the allocation assumptions and/or the capacity for the bucket item costs to be capitalised may be limited. Below are some details pertaining to these issues:
A budgeted treatment method is the method used to calculate the cost of works for a component item in a budget bucket. A budgeted method is chosen by the user for each component item in the bucket and can include:
Upon assigning an item to a budget bucket, the system will automate the selection of the budgeted method as per the following:
It should be noted, that for ‘Next Treatment’ and ‘Budget Override’ specifications, the following options exist:
This section provides a series of How-To guides for the following topics:
The following is a generic guide on making a selection set for assigning items to (or unassigning items from) a Budget Bucket. The process remains the same regardless of whether you are assigning singularly or in bulk.
To assign/unassign Components to a Budget Bucket as an item, you will need to have navigated to the desired Budget Bucket in the Capital module. The entry point for any budget bucket is the ‘View Items’ tab; navigate, using the tabs, to the ‘Assign Items’ tab to enter assignment mode.
From here you should see a map containing ALL the Asset Components in your portfolio. In the case that a Default Filter has already been assigned to the Budget Bucket, you will see all the Asset Components relative to that filter.
The most common approach to assigning items to a Budget Bucket is a two-step approach:
First, design a filter that scopes the visible Asset Components down to a relevant set of items. This is done using the ‘Filter’ on the left-hand side of the map window. For help with filtering, see this section.
Once you have a relevant set of Asset Components visible on the map, you can select them using either:
All of the above tools are available in the top-left corner of the map window. The ‘Info/Pan’ tool is the default.
The above process will result in a ‘selection set’ of one or more Assets. That is, selections are ‘Asset based’ meaning that one (1) selection could pertain to multiple Component records related to the same parent Asset record.
Your ‘selection set’ will be displayed in an Info Panel on the right-hand side of the map window. If your selection set contains more than one (1) Asset, the Info Panel will display the list of selected Assets, rather than details about any single Asset. Clicking one of the listed Assets will narrow your selection set to that Asset.
Once you have built a ‘selection set’ you can proceed to assign or unassign Components belonging to the selected Asset(s) using either single or bulk methods.
To assign a Component as an Item to a Budget Bucket, you must have navigated to the desired Budget Bucket, and have selected the parent Asset or Assets of the Components you want to assign. See Selecting Items for detailed instructions on doing this.
This how-to guide pertains to assigning a single Component to a Budget Bucket. For help on assigning multiple Component Items in bulk, see Bulk Assign Budget Items.
To assign a Component as an Item to a Budget Bucket, follow these steps:
Select a single Asset from the map using the above-mentioned methods. You will know that you have a single selected Asset when the Asset is highlighted in blue on the map, and the Asset’s details are displayed in the right-hand Info Panel.
The Info Panel is split into three main sections:
a. The top of the Info Panel has information pertaining to the selected Asset, such as its classification, ID, and description.
b. Below this, on the left-hand side, is the Component Switcher, which allows you to select a particular Component of the Asset to view its details, and manage its assignment state.
c. The right-hand side of the Info Panel contains the Component information pertaining to the selected Component above.
Isolate the single Component you wish to assign to the Budget Bucket by selecting it in the Component Switcher.
Click on ‘Assign to Bucket’ to assign the selected Component as an Item to the Budget Bucket.
The Component has now been assigned to the Budget Bucket as an Item. It will be configured automatically with a default budgeted treatment method, and if this treatment method amounts to a cost, the Buckets Allocation gauge will react accordingly.
Further to the above, any assigned Component Items will appear with an orange halo around their map feature in the map window.
If your selected Asset Component does NOT have an option to ‘Assign to Bucket’, rather, it shows options to ‘Manage Item/Treatment’, this means that the Component is already assigned as an item to the Budget Bucket. See Unassign Budget Items for assistance on unassigning items from a Bucket.
To assign many Components as Items to a Budget Bucket, you must have navigated to the desired Budget Bucket, and have selected the parent Assets of the Components you want to assign. See Selecting Items for detailed instructions on doing this.
Bulk Assignment will group all selected Assets by their Asset Classification, and then by their Component Group. It is not possible to use the Bulk Assignment method in groups other than Component Group level. Users should be conscious of this when finalising their selection set.
To assign Components as Items to a Budget Bucket, follow these steps:
Make a selection of multiple Assets from the map using the above-mentioned methods. You will know that you have a multiple selected Assets when they are highlighted in blue on the map, and a list of Assets are displayed in the right-hand Info Panel.
Once multiple Assets are selected, you will see an option to ‘Bulk Assign’ at the top of the Info Panel. Click on this option.
A dialog window will appear with some options for refinement of the selected Assets. For each unique Asset Classification, you will be offered a choice to ‘Include’ or ‘Exclude’ the one or more Component Groups within that classification. By default, all Component Groups are marked as ‘Excluded’ - that is, nothing will be assigned by default. To ‘Include’ a Component Group, click on that Component Group tile. The tile will change colour. To ‘Exclude’ it, simply click on it again and the tile will revert to no colour.
Your selection may contain Sewer Reticulation Mains and several Local Sealed Roads. In this case, you may see the following options (represented by gridded tiles):
In the above, you could elect to Assign just the Sewer Manhole Components (by ‘Including’ the Manhole Component Group), or you could Assign all Sealed Road Components (by ‘Including’ the Earthworks, Pavement and Surface Component Groups).
Once you have marked items to be ‘Included’ for assignment by clicking on their Component Group tile, you can then click the ‘Add Filtered Component Types’ button at the bottom of the dialog window.
The Components have now been assigned to the Budget Bucket as independent Items. Each will be configured automatically with a default budgeted treatment method, and if this treatment method amounts to a cost, the Buckets Allocation gauge will react accordingly.
Further to the above, any assigned Component Items will appear with an orange halo around their map feature in the map window.
When selecting Component Group tiles, you may notice that the tile indicates that there ar ‘X’ in Selection and ‘Y’ Already Assigned. This means that there are ‘X’ number of Components of that Component Group in your selection set, and ‘Y’ number of those Components are already assigned to the Budget Bucket. Don’t worry, Components cannot be added to the same Budget Bucket twice and any previously assigned Components will just be skipped.
To unassign a Component Item from a Budget Bucket, you must have navigated to the desired Budget Bucket, and have selected the parent Asset of the Component you want to unassign. See Selecting Items for detailed instructions on doing this.
This how-to guide pertains to unassigning a single Component from a Budget Bucket. For help on unassigning multiple Component Items in bulk, see Bulk Unassign Budget Items.
To unassign a Component Item from a Budget Bucket, follow these steps:
Select a single Asset from the map using the above-mentioned methods. You will know that you have a single selected Asset when the Asset is highlighted in blue on the map, and the Asset’s details are displayed in the right-hand Info Panel.
For items already assigned to the Budget Bucket, the Info Panel will show a ‘Manage Item/Treatment’ button at the top. Next to this button will be an actions menu (denoted by three dots) with additional options. Click on the ‘Actions’ menu.
From the actions menu, select ‘Remove from Bucket’.
A confirmation window will appear. Click ‘Delete’. This will unassign the selected Component from the Budget Bucket.
The Component Item has now been removed from the Budget Bucket. If the budgeted treatment method for the Item resulted in a cost, the Bucket’s Allocation gauge will react accordingly.
There are circumstances where the ‘Remove from Bucket’ option will not be available. This is usually due to the Item having capital spends linked to it. In this case, you will need to remove any and all of these affected capital spend before you can unassign the Item from the Bucket.
To unassign many Component Items from a Budget Bucket, you must have navigated to the desired Budget Bucket, and have selected the parent Assets of the Components you want to unassign. See Selecting Items for detailed instructions on doing this.
Like Bulk Assignment, Bulk Unassignment will group all selected Assets by their Asset Classification, and then by their Component Group. It is not possible to use the Bulk Unassignment method in groups other than Component Group level. Users should be conscious of this when finalising their selection set.
To unassign Component Items from a Budget Bucket, follow these steps:
Make a selection of multiple Assets from the map using the above-mentioned methods. You will know that you have a multiple selected Assets when they are highlighted in blue on the map, and a list of Assets are displayed in the right-hand Info Panel.
Once multiple Assets are selected, you will see an option to ‘Bulk UnAssign’ at the top of the Info Panel. Click on this option.
A dialog window will appear with some options for refinement of the selected Assets. For each unique Asset Classification, you will be offered a choice to ‘Include’ or ‘Exclude’ the one or more Component Groups within that classification. By default, all Component Groups are marked as ‘Included’ - that is, all currently selected Items will be removed by default. To ‘Include’ a Component Group for unassignment, click on that Component Group tile. The tile will change colour. To ‘Exclude’ it (saving it from unassignment), simply click on it again and the tile will revert to no colour.
In this process, ‘Include’ means that you with to ‘Include the Component Group for Unassigning’ from the Budget Bucket. ‘Exclude’ means that you do NOT wish to Unassign any Items associated with the Component Group from the Budget Bucket.
Your selection may contain Sewer Reticulation Mains and several Local Sealed Roads, all of which are currently assigned to the Budget Bucket. In this case, you may see the following options (represented by gridded tiles):
In the above, you could elect to Unassign just the Sewer Manhole Components (by ‘Including’ the Manhole Component Group), or you could Unassign all Sealed Road Components (by ‘Including’ the Earthworks, Pavement and Surface Component Groups).
Once you have marked items to be ‘Included’ for unassignment by clicking on their Component Group tile, you can then click the ‘Remove Filtered Component Types’ button at the bottom of the dialog window.
The Components have now been unassigned from the Budget Bucket. If any of the Items had a budgeted treatment method amounting to a cost, the Buckets Allocation gauge will react accordingly.
When selecting Component Group tiles, you may notice that the tile indicates that there ar ‘X’ Assigned in Selection and ‘Y’ Selected Items not Assigned. This means that there are ‘X’ number of Components of that Component Group in your selection set that are indeed assigned to the Budget Bucket, and ‘Y’ number of those Components that are not assigned to the Budget Bucket.
Clearly, you cannot unassign a Component that is not assigned to the Budget Bucket. Don’t worry, the system will handle this for you and skip over any items not assigned already.
This page describes how to set the budgeted treatment method for a Budget Bucket Item. It is presumed that you have already followed the required steps to assign the Items to the bucket, either individually or in bulk. It is also presumed that you understand the different budgeted treatment methods available to you.
To set the budgeted treatment method for a Budget Bucket Item, follow these steps:
With the desired Budget Bucket Item selected, you will see an option to ‘Manage/Item Treatment’ at the top of the Info Panel for the Item. Click this option.
A dialog window will appear with the range of possible budgeted treatment methods available to the selected Item. In the top-right corner of this window, the current method will be displayed.
Each available budgeted treatment method is represented by a Tab within the dialog window. Each tab can be selected and viewed without any changes being made to the Item.
If a particular Tab is deactivated (i.e. Next Treatment) this means that that specific method is not available for the selected Item. This would be due to a lack of information on the underlying Component. Updating this information (i.e. adding a ‘Next Treatment’ definition) and refreshing the Budget page will resolve this.
To set either the Current or Next Treatment Methods as the current budgeted treatment method, select the desired Tab and click the ‘Set this as the Budgeted Treatment Method’ button at the bottom of the Tab panel.
For Current and Next Treatment methods, you have finished the process. For Override Treatment methods, you will need to follow the additional steps below:
To set a Budgeted Override Treatment as the current budgeted treatment method, select the ‘Override Treatment’ Tab and click the ‘Define an Override as the Budgeted Treatment Method’ button at the bottom of the Tab panel.
The Tab panel will change to display the Override Treatment definition options where you can proceed to choose the desired Override Treatment method. For this, you will need to define either:
The override treatment also requires that you enter a brief description of the treatment, as well as provide a reason for the override. This is important for audit purposes (helping future you).
Once finshed, click on the ‘Apply Override Treatment’ button at the bottom of the Tab panel.
The Budget Bucket Allocation gauge will react to the new costs associated with the chosen budgeted treatment method.
This section provides an overview of the capital spending functionality within Capital Budgets module of the Metrix Asset Management system. The capital spending functionality is designed to assist users in managing the actual outgoings of their capital projects as they progress through stages of completion.
The following topics are covered in this section:
Additionally, the following topics are covered in the How-To section:
This section introduces the capital spending functionality within the Capital Budgets module of the Metrix Asset Management system. Designed to support users in tracking actual expenditures, this functionality helps manage capital project outgoings as they advance through various stages of completion.
The following topics are covered in this section:
Within the Metrix Asset Management system, a Capital Spend refers to an amount of money that has been incurred against a specific project (Budget Bucket) and will be Capitalised to the underlying Asset Components at the conclusion of the project.
A Global Capital Spend is one of two types of Capital Spends that can be allocated to a Budget Bucket (the other being a Linked Capital Spend). A spend type of Global or Linked simply controls how the Capital Spend is capitalised/recognised against the underlying Asset Components at the end of the project. In either spend type, the total Capital Spend amount is the total amount of all Capital Spends that have been incurred against the Budget Bucket.
The term “Global” refers to the fact that the Capital Spend is not linked to a specific Asset Component, but rather is attributed to the entire Budget Bucket. When it comes to capitalising/recognising the Capital Spends at the end of the project, Global Capital Spends are distributed evenly (based on Cost Units) across all Budget Bucket Items that are assigned to the Budget Bucket.
In the above example, the Budget Bucket has three items (Component A, Component B, and Component C) with differing cost unit values. Altogether, they combine with a total cost unit value of 6000. The Budget Bucket also has two (2) Global Capital Spends allocated to it, one for $15,000 and the other for $2,000. The total Global Capital Spend for the Budget Bucket is $17,000.
To calculate the ‘share’ of the Global Capital Spend that each item will receive, the following formula is used:
$$ [Share of Spend] = \frac{[ Item Cost Units ]}{[ Total Cost Units of all Items ]} \times [ Total Global Spend ] $$How this breaks down for each Component Item is shown in the table below.
| Bucket Item | Cost Units Share | Total Global Spend | Share of Spend |
|---|---|---|---|
| Component A | 2000 / 6000 = 33% | $17,000 | $5,610 |
| Component B | 3000 / 6000 = 50% | $17,000 | $8,500 |
| Component C | 1000 / 6000 = 17% | $17,000 | $2,890 |
This means, when it comes to capitalising/recognising the Global Capital Spend, Component A will incur $5,610 of the overall spent amount.
Within the Metrix Asset Management system, a Capital Spend refers to an amount of money that has been incurred against a specific project (Budget Bucket) and will be Capitalised to the underlying Asset Components at the conclusion of the project.
A Linked Capital Spend is one of two types of Capital Spends that can be allocated to a Budget Bucket (the other being a Global Capital Spend). A spend type of Global or Linked simply controls how the Capital Spend is capitalised/recognised against the underlying Asset Components at the end of the project. In either spend type, the total Capital Spend amount is the total amount of all Capital Spends that have been incurred against the Budget Bucket.
The term “Linked” refers to the fact that the Capital Spend is linked to one or more specific Asset Components. When it comes to capitalising/recognising the Capital Spends at the end of the project, Linked Capital Spends are distributed evenly (based on Cost Units) across ONLY the Budget Bucket Items that are linked to the Capital Spend. Items that are not linked to the Capital Spend will not receive any of the specifically linked Capital Spend amount.
Although the following may seem complicated, it is important to understand that the system will automatically calculate all of this on your behalf. As an end user, you need only understand the principles behind it, and how to set up the Linked Capital Spends correctly.
I.e. “this spend only relates to these three components over here…”
The system will do the rest!
In the above example, the Budget Bucket has three items (Component A, Component B, and Component C) with differing cost unit values. Altogether, they combine with a total cost unit value of 6000. The Budget Bucket also has three (3) Linked Capital Spends allocated to it, one for $15,000, one for $2,000, and the other for $4,000. The total Capital Spend for the Budget Bucket is $21,000.
To calculate the ‘share’ of the Linked Capital Spends that each item will receive, the following formula is used and calculated for EACH Linked Capital Spend:
$$ [Share of Spend] = \frac{[ Item Cost Units ]}{[ Total Cost Units of all Linked Items ]} \times [ Spend Value ] $$It should be noticed that the key difference in the formulas (between global and linked spending) is that for LINKED spends, the denominator for the cost units only considers the cost units of items that are linked to the spend in question. Whereas with a global spend, the denominator considers the cost units of all items in the Budget Bucket.
Furthermore, a Global Capital Spend share is calculated once per Budget Bucket Item. A Linked Capital Spend share is calculated once per Linked Capital Spend entry, per Budget Bucket Item linked to that spend.
As noted above, calculating Linked Spend shares is a two-step process. First we must assess the Total Cost Units per Linked Spend, and then we can calculate the share of spend for each item. The following table outlines how we can deduce the Total Cost Units for each Linked Capital Spend:
| Spend | Component A (2000) | Component B (3000) | Component C (1000) | Total Cost Units for Spend |
|---|---|---|---|---|
| Spend 1 | ✅ | ✅ | ❌ | 5000 |
| Spend 2 | ❌ | ✅ | ✅ | 4000 |
| Spend 3 | ❌ | ✅ | ❌ | 3000 |
From the above, we can see that Spend 1 is linked to Component A and Component B, which (through summing their cost units) we can see have a total of 5000 cost units. So, for each spend, the spend shares can be calculated as follows:
Spend 1: $15,000
| Bucket Item | Cost Units Share | Total Linked Spend | Share of Spend |
|---|---|---|---|
| Component A | 2000 / 5000 = 40% | $15,000 | $6,000 |
| Component B | 3000 / 5000 = 60% | $15,000 | $9,000 |
| Component C | 0 / 5000 = 0% | $15,000 | $0 |
Spend 2: $2,000
| Bucket Item | Cost Units Share | Total Linked Spend | Share of Spend |
|---|---|---|---|
| Component A | 0 / 5000 = 0% | $2,000 | $0 |
| Component B | 3000 / 4000 = 75% | $2,000 | $1,500 |
| Component C | 1000 / 4000 = 25% | $2,000 | $500 |
Spend 3: $2,000
| Bucket Item | Cost Units Share | Total Linked Spend | Share of Spend |
|---|---|---|---|
| Component A | 0 / 5000 = 0% | $0 | $0 |
| Component B | 3000 / 4000 = 100% | $2,000 | $2,000 |
| Component C | 0 / 4000 = 0% | $0 | $0 |
Putting this together is simply a matter of summing the share of spend per Component Item within the Budget Bucket. This is detailed below:
| Bucket Item | Spend 1 Share | Spend 2 Share | Spend 3 Share | Total Spend |
|---|---|---|---|---|
| Component A | $6,000 | $0 | $0 | $6,000 |
| Component B | $9,000 | $1,500 | $2,000 | $12,500 |
| Component C | $0 | $500 | $0 | $500 |
This means, when it comes to capitalising/recognising the Global Capital Spend, Component A will incur $6,000 of the overall spent amount.
The previous two (2) sections covered the concepts of Global and Linked Capital Spending. Within those sections, each spend type was assessed in isolation from the other. In practice, however, it is possible (and common) to have both Global and Linked Capital Spend events ascribed to a Budget Bucket. Consider the following:
Consider a Road Resealing program - for simplicity, the program only pertains to two (2) road segments. One segment is a small back lane with next to zero traffic. The other road segment is a major arterial road with heavy traffic. The resealing contractor was able to cover the cost of traffic control internally for the back lane, but for the arterial road, they requested that you hire a traffic control company to manage the traffic on their behalf.
This resealing program has two (2) Capital Spends:
In this example, the Global Capital Spend would be allocated to both road segments, while the Linked Capital Spend would only be allocated to the major arterial road. The system will automatically calculate the share of each spend for each item, and the total Capital Spend for each Bucket Item will be the sum of their Global and Linked Capital Spend Shares.
So, first to calculate the Global Capital Spend share for each item. To do this, we simply apply the formula for Global Capital spend to each item. This is shown in the table below:
| Bucket Item | Cost Units Share | Total Global Spend | Share of Spend |
|---|---|---|---|
| Component A | 2000 / 6000 = 33% | $65,000 | $21,450 |
| Component B | 3000 / 6000 = 50% | $65,000 | $43,550 |
Next, we allocate the Linked Capital Spend to the major arterial road only. As the spend pertains to the one segment only, the share of cost units for this item is 100%. The breakdown per item is therefore:
| Bucket Item | Cost Units Share | Total Linked Spend | Share of Spend |
|---|---|---|---|
| Component A | 0 / 3000 = 0% | $12,000 | $0 |
| Component B | 3000 / 3000 = 100% | $12,000 | $12,000 |
Finally, we can combine the two (2) Capital Spend shares to get the total Capital Spend for each item. This is shown in the table below:
| Bucket Item | Global Capital Spend | Linked Capital Spend | Total Capital Spend |
|---|---|---|---|
| Component A | $21,450 | $0 | $21,450 |
| Component B | $43,550 | $12,000 | $55,550 |
Once again, the system does all of these calculations on your behalf. As an end user, you need only understand the principles behind it, and how to set up the Global and/or Linked Capital Spends correctly.
By now you are familiar with how Capital Spends (Global, spends, Linked spends, and a combination or Hybrid using both) can be used within the Metrix Asset Management system to attribute capital expenditure to your various Budget Buckets. You are also familiar with how the system uses Budget Bucket Capitalisation Shares to determine how any capital expenditure against the Bucket is capitalised at the end of the project.
This section expands upon these concepts and introduces the concept of Spend Capitalisation Share Overrides, which can be used to instruct the system on how to allocate the capital expenditures for a specific Spend entry.
By default, the system will use the Capitalisation Shares set on the Budget Bucket to determine how to allocate the capital expenditures for Spend entries. This article is discussing the use of Spend Capitalisation Share Overrides, which can be used to essentially ignore the Budget Bucket Capitalisation Shares and apply a different set of Capitalisation Shares for the specific Spend entry only.
Below is an example of how Capitalisation Shares Overrides can be used, and what impact that has on the final recognition figures for Component Items in a Budget Bucket in regard to their end of project capitalisation. For this example, we will use the simple global spend example from our previous section - as the spending structure is not the focus here, rather the capitalisation shares are.
Also, for the sake of simplicity, we will assume that the Budget Bucket has a simple Capitalisation Share structure of 100% New (that is, we’re building new Assets).
The details of the above spends are as follows:
| Spend | Value | New Override | Renewal Override | Upgrade Override |
|---|---|---|---|---|
| Global Spend 1 | $15,000 | - | - | - |
| Global Spend 2 | $2,000 | 0% | 0% | 100% |
The above table is essentially stating that the first spend does NOT have any overrides defined, and therefore the system will honour the Budget Bucket Capitalisation Shares of 100% New when capitalising this spend. The second spend does have defined overrides, and therefore the system will ignore the Budget Bucket Capitalisation Shares and apply these overrides when capitalising this spend.
This ultimately results in the following capitalisation figures for the two spends:
| Spend | Value | New Capitalisation | Renewal Capitalisation | Upgrade Capitalisation |
|---|---|---|---|---|
| Global Spend 1 | $15,000 | 100% | 0% | 0% |
| Global Spend 2 | $2,000 | 0% | 0% | 100% |
As you can see, the first spend simply inherits the Capitalisation Shares from the parent Budget Bucket. These breakdowns would result in the following capitalisation figures for the underlying components:
| Component Item | Capitalisation Outcome |
|---|---|
| Item 1 | $15,000 capitalised as New infrastructure |
| Item 2 | $2,000 capitalised as an Upgrade of the existing infrastructure |
This example, while simple, demonstrates the concept of Spend Capitalisation Share Overrides. The system will always honour the Capitalisation Shares set on the Budget Bucket, unless you specifically override them at the Spend level.
The Spend Metadata options provide opportunity for users to log ancillary information about a spend entry. Specifically, the following fields are available:
How each field is utilised is a matter of user preference. For example, the Description field could be used to enter a description of the spend entry, while the External Ref field could be used to enter a reference number from an external system. The Comment field could be used to enter any additional comments or notes about the spend entry.
None of the above metadata fields are mandatory, and can be overwritten as blank (by the user) if required at a future date.
This section contains some How-To articles on interacting with Captial Spends in the Metrix Asset Management System. The following topics are covered:
To create a Global Spend within a Budget Bucket, you must have navigated to the desired Budget Bucket and selected the ‘Spending’ tab from the Buckets navigation pane. This page is divided into two sections. The left-hand side contains a map window showing the Budget Bucket Items. The right-hand side contains a summary view of any spends that have been ascribed to the Budget Bucket already.
To create a Global Spend, follow these steps:
From the ‘Spending’ tab of the Budget Bucket, click the ‘New’ button in the top-left corner of the right-hand side summary view.
The ‘Log Spend’ form will appear, and by default, the Spend Type will be set to ‘Global’. Don’t change this.
For the remaining fields, fill in the following as it pertains to your situation:
Spend Value: Enter the value of the spend in this numeric field. This is a required field, so you must enter a value.
Capitalisation Allocation Overrides: Enter any OVERRIDES to the Budget Bucket Capitalisation Shares in these fields. This is an optional field and should only be used if the Spend shares differ from that of the Budget Bucket. Make sure the total of the entered overrides equate to 100%.
Description: Enter a description of the spend in this text field. This is an optional field, but it is recommended that you enter a description to help identify the spend later.
External Ref: Enter an external reference for the spend in this text field. This is an optional field.
Comment: Enter a comment for the spend in this text field. This is an optional field.
Once you have at least entered a Spend Value, you can click the ‘Save’ button at the top of the form to save the spend.
The new Global Spend will now appear in the right-hand side summary view of the Budget Bucket’s Spending tab. The spending summary gauge will also react accordingly to reflect the new spend.
To create a Linked Spend within a Budget Bucket, you must have navigated to the desired Budget Bucket and selected the ‘Spending’ tab from the Buckets navigation pane. This page is divided into two sections. The left-hand side contains a map window showing the Budget Bucket Items. The right-hand side contains a summary view of any spends that have been ascribed to the Budget Bucket already.
To create a Linked Spend, follow these steps:
From the ‘Spending’ tab of the Budget Bucket, click the ‘New’ button in the top-left corner of the right-hand side summary view.
The ‘Log Spend’ form will appear, and by default, the ‘Spend Type’ will be set to ‘Global’. This MUST be changed to ‘Spend Linked to Budget Item(s)’.
For the remaining fields, fill in the following as it pertains to your situation:
Spend Value: Enter the value of the spend in this numeric field. This is a required field, so you must enter a value.
Capitalisation Allocation Overrides: Enter any OVERRIDES to the Budget Bucket Capitalisation Shares in these fields. This is an optional field and should only be used if the Spend shares differ from that of the Budget Bucket. Make sure the total of the entered overrides equate to 100%.
Description: Enter a description of the spend in this text field. This is an optional field, but it is recommended that you enter a description to help identify the spend later.
External Ref: Enter an external reference for the spend in this text field. This is an optional field.
Comment: Enter a comment for the spend in this text field. This is an optional field.
Now it is time to Link the spend to one or more Budget Bucket Items. With the spend form still active, use the map tools in the left-hand side map window to navigate and select a Budget Bucket Item that you wish to link to.
The selection pattern for this map window is based on Budget Bucket Items rather than Assets (as is the case for the Assign tab). This means that you may encounter stacked Component Items (that relate to a single Asset) resulting in a Multi-Selection.
It can be useful to FILTER the map to show only the Items you wish to link to. For information regarding filtering the map, see Filtering the Spend Map.
From the map, there are two modes supported for linking a spend to a Budget Bucket Item:
Additionally, there are some shortcut methods available for linking a spend to one or more Budget Bucket Items. These are available from the menu button (labelled, ‘Shortcuts’) just below the ‘Spend Type’ selector from step 2 above. The following shortcut options are available:
Linked Items will appear in the ‘Linked Items’ section of the form. You can remove a linked item by clicking the trash can icon next to the item in the list. This will remove the link from the spend, but will not delete the Budget Bucket Item itself.
Once you entered a Spend Value and linked at least one (1) item, you can click the ‘Save’ button at the top of the form to save the spend.
The new Linked Spend will now appear in the right-hand side summary view of the Budget Bucket’s Spending tab. The spending summary gauge will also react accordingly to reflect the new spend.
Editing a spend within a Budget Bucket is a very simple and straightforward process. To edit a spend, navigate to the desired Budget Bucket and enter the ‘Spending’ tab panel. Then, perform the following steps:
On the right-hand side of the screen is shown a list of all the spends currently ascribed to the Budget Bucket. Locate the spend you with to modify and click the row entry.
The spend form will appear, showing the details of the selected spend. You can now edit any of the fields in the form, including:
The spend type CANNOT be edited. That is, a global spend cannot be changed to a linked spend, and vice versa.
For linked spends, you can also modify the array of Bucket Items that are linked to the spend. Simply follow the steps listed in Create a Linked Spend.
Once you have made the desired changes, click the Save button to save your changes. The spend will be updated.
Spends that have been capitalised cannot be edited. If you need to edit a capitalised spend, you will need to revert that capitalisation batch first.
Such spends will be marked with a padlock icon in the spend list.
Deleting a spend within a Budget Bucket is a very simple and straightforward process. To delete a spend, navigate to the desired Budget Bucket and enter the ‘Spending’ tab panel. Then, perform the following steps:
On the right-hand side of the screen is shown a list of all the spends currently ascribed to the Budget Bucket. Locate the spend you with to remove and click the row entry.
At the top of the Spend form is an Action menu (denoted by three dots). Click on the Actions menu and select ‘Delete’.
A confirmation dialog will appear, asking you to confirm the deletion. Click ‘Delete’ to delete the spend.
The spend will be removed from the Budget Bucket and will no longer be available for capitalisation.
Spends that have been capitalised cannot be removed. If you need to edit a capitalised spend, you will need to revert that capitalisation batch first.
Such spends will be marked with a padlock icon in the spend list.
Within the ‘Spending Tab’ of a Budget Bucket, the map window supports dynamic filtering (like the Assign tab and other map windows within the Metrix Asset Management system). The small difference with filtering in the Spend Map is that, regardless of the filter settings, the map will only ever show items that are at least assigned to the Budget Bucket. That is, the default state is for the map to show all items that are assigned to the Budget Bucket, and the filter settings will only serve to restrict within this set of items.
Using the filter within the ‘Spending Tab’ is the same as using the filter on any Metrix map component. For detailed instructions on how to use the filter, please refer to the Filtering Data documentation.
This section provides an overview of the capitalisation of spending functionality within Capital Budgets module of the Metrix Asset Management system. The capitalisation of spending functionality is designed to assist users in reconciling the actual spends (outgoings) of their capital projects against the underlying components as Capital Expenditure Transactions.
The capitalisation of spending functionality includes the following features:
This section also contains a How-To guide for the following topics:
This section outlines the functionality for capitalising spending within the Capital Budgets module of the Metrix Asset Management system. This feature helps users align actual expenditures (outgoings) from their capital projects with the associated components recorded as Capital Expenditure Transactions.
The following topics are covered:
The Item Level Spend Summary provides users with an overview of how the combination of Capital Spends (Global and/or Linked) and Capitalisation Shares breakdown against the Budget Bucket Items within their project. The following information is provided, per Budget Bucket Item:
The above information can be very useful in assessing the general outcome of a pending capitalisation process.
The above summary does NOT provide comment on any Disposal that may be associated with the eventual capitalisation of the Capital Spends. Disposals are considered when the Capitalisation Shares include Renewals, and are assessed on an Item by Item basis during transaction generation. See Capitalisation Transactions for more information.
The Transaction Posting History provides users with an overview of the history of transactions that have been posted to the Financial Transaction Ledger within Metrix for the Budget Bucket. In most cases, this will be a single processing batch associated with the final capitalisation of the Capital Spends, however, more batches may exist if the works were processed to WIP (Works in Progress) during the life of the project.
The following information is provided, per Budget Bucket Component Item:
The presence of a Transaction Posting History entry confirms that some or all of the Capital Spends associated with the Budget Bucket will be locked for editing. That is, once a transaction has been posted to the Financial Transaction Ledger, the Capital Spends associated with the Budget Bucket Item will be locked for editing.
You may notice the use of the term, Batch. This is a reference to a ‘group’ of transactions that are processed in one bulk operation. These same ‘groups’ can be reverted as one operation, and are thus referred to as a ‘Batch’ in the system.
During the capitalisation process, Metrix is able to identify a number of issues that may prevent the successful processing of Capitalisation Transaction batches (including WIP). The following provides some detail to the types of issues that may be detected and how to resolve them.
Missing Cost Unit Values Cost unit values are essential for calculating a budget item’s proportionate share of all global spend values, as well as any linked spend values where the spend is linked to more than 1 item.
Without a cost unit value, the system will calculate a zero spend value share for the affected item(s).
Missing Construction Date Values Construction date values are required attributes for any Component receiving capitalisation transactions. This is to ensure that any required depreciation events are calculable.
Without a construction date value, the system will NOT be able to process capitalisation transactions for the affected item(s).
Missing Finance Category Values Finance category values are required attributes for any Component receiving capitalisation transactions. This is to ensure that a valid Finance Category can be assigned to a Component’s first capital transaction.
Without a finance category value, the system will NOT be able to process capitalisation transactions for the affected item(s).
During the life of a project, things don’t always go to plan. Timelines can slip, and projects may need to be carried over to the next financial period (or, the project just might be massive in nature, and it is unavoidable that it will span multiple periods). In these cases, it is important to be able to track the costs associated with a project, and see those costs reflected in the financial statements of the organisation when periods roll over. This is where WIP (Work in Progress) transactions come into play.
A WIP transaction is a special type of transaction that allows you to capitalise costs associated with a project against the underlying Bucket Component Items, without having to consider any other capitalisation impacts such as disposal, impairment, or the effect on accumulated depreciation.
The Transaction Type for WIP Transactions is called ‘WIP Transfers’.
WIP transactions behave just like a regular transaction in that they are protected by the rules of the Capital Transactions Ledger, they exist within a single reporting period, are ascribed to a Finance Category, and will impact the Fair Value of the underlying Component. The one exception to the ’normal’ suite of rules is that WIP transactions can be posted against Components that have a status of ‘Proposed’. That is, a Component that is not yet commissioned, may receive WIP transactions to carry value prior to final commissioning.
The above compliance with the rules of the Capital Transaction Ledger rules is why you will still be required to provide a valid Posting Data and Finance Category when generating WIP transactions. Note; the Finance Category is only required for Components that do not currently have any entries in the Capital Transactions Ledger.
When a project is completed, and the final capitalisation occurs, the WIP transactions that have been posted against each Component (by the current Budget Bucket) are summed up and the total value is ‘rolled back’ against each item. The following table outlines how this process may look from the perspective of a single Component Item:
| Date | Transaction Type | Amount | Description |
|---|---|---|---|
| 2024-06-30 | WIP Transfer | $102,750 | WIP Transfer for Project X |
| 2025-06-30 | WIP Transfer | $48,150 | WIP Transfer for Project X |
| 2026-06-30 | WIP Transfer | -$150,900 | WIP Transfer reverted for Project X |
| 2026-06-30 | Installation | $150,900 | Final Capitalisation of Project X |
As shown above, the WIP transactions that were posted against the Component Item over several years are rolled back at the time that the Final Capitalisation occurs. The same value that is rolled back, is then added to the Component Item using the Capitalisation methodology defined for the Budget Bucket. In this case, it was ‘Installation’, reflecting 100% New Capitalisation shares.
At the end of a Capital Project, the costs that have been incurred need to be capitalised against the underlying Component Items. This is done in the Metrix Asset Management system using Capitalisation Transactions. The process of generating (and applying) capitalisation transactions causes the following:
Capitalisation Transactions can only be applied ONCE during the life of a project - It marks the end of the project. To perform any more capital works against the same Component Items, a new Budget Bucket must be created.
When Capitalisation Transactions are applied, the Budget Bucket will be Closed (locked).
It is in point 2 above that the bulk of the capitalisation work occurs. When the value is transferred to the Capital Transactions Ledger, the following considerations are taken into account:
For Capital Spends that have any Capitalisation Shares that are attributed to ‘Renewal’, consideration must be given to how the system will process any existing carrying value of the underlying Component Item(s). The system does this through the implementation of ‘Renewal Methodologies’.
For Capital Spends that have any Capitalisation Shares that are attributed to ‘Renewal’, a Renewal Methodology must be chosen in order to Generate Capitalisation Transactions.
Renewal Methodologies are essentially a set of rules that define how the system treats existing gross value and accumulated depreciation value when capitalising renewal spends against a Component Item. Given the complexity of these methodologies, only one is discussed here. For a full breakdown of the available Renewal Methodologies, see the ‘Renewal Method Examples’ within your Metrix Application.
An example Renewal Methodology, for the purposes of explaining the type of things they control, is the ‘Disposal Method’. When capitalisation transactions are generated under the ‘Disposal Method’, the system will do the following:
Again, this is a very simplistic example of how the system treats existing carrying value and accumulated depreciation. See the ‘Renewal Method Examples’ within your Metrix Application for a full breakdown of the available Renewal Methodologies.
From time to time, you may need to ‘undo’ some work you have previously completed. If this involves the existence of Capitalisation or WIP transaction batches, then you will need to properly delete these batches in order to continue. The Metrix Asset Management provides support for such operations, to adequately privileged users. This section outlines exactly ‘what’ happens to the transactions when you delete a batch.
When you delete a batch of transactions from a Budget Bucket, the following events occur:
This section also contains a How-To guide for the following topics:
To generate and post transactions to WIP, you will need to have navigated to the relevant Budget Bucket, and entered the ‘Capitalisation’ tab. At this point, it is assumed that you have already posted the required Capital Spends against the Budget Bucket.
To generate WIP transactions, perform the following steps:
At the top of the Capitalisation tab page, there is an ‘Actions’ button (denoted by three dots). Click on this button to reveal a dropdown menu and choose ‘Generate WIP Transactions’ from the menu.
A dialog window will appear asking for some basic information required to generate the transaction batch, include:
Once the above requirements have been satisfied, click ‘Generate’.
Clicking ‘Generate’ will NOT post any transactions to the Capital Transactions Ledger. This merely generates a temporary batch of transactions and returns them for you to review. Repeating this step (at another time) would generate a different batch of transactions for review.
The generated transactions will be returned and displayed in a table format, with a summary at the top. The summary will show the total value of transactions that were generated per Transaction Type (which will be just the ‘WIP Transfer’ type). Above the summary, the following options will be available:
If you elect to ‘Download as CSV Template’, you will need to manually import the file into the system in order to process the transactions. Furthermore, the batch of transactions that apply will NOT have any relation back to the Budget Bucket you are working in. This means that spending items will not be locked and other protections may be missing.
The above does not apply if you click ‘Post WIP Transactions’ after downloading the CSV file.
To generate and post capitalisation transactions, you will need to have navigated to the relevant Budget Bucket, and entered the ‘Capitalisation’ tab. At this point, it is assumed that you have already posted the required Capital Spends against the Budget Bucket.
To generate capitalisation transactions (and subsequently close the budget bucket), perform the following steps:
At the top of the Capitalisation tab page, there is a ‘Generate Transactions & Close Budget’ button. Click on this button.
A dialog window will appear asking for some basic information required to generate the transaction batch, include:
Posting Date: The date the transaction will be posted to WIP. This date must be within the current financial period.
Renewal Methodology: In the case that the Budget Bucket has any Capital Spends with a Renewal Capitalisation Share, you will need to select a predefined Renewal Methodology. This will be required to generate the transactions in cases where this applies.
To see additional information about available Renewal Methods, click on the ‘Renewal Method Examples’ button at the top of the dialog window.
Once the above requirements have been satisfied, click ‘Generate’.
Clicking ‘Generate’ will NOT post any transactions to the Capital Transactions Ledger. This merely generates a temporary batch of transactions and returns them for you to review. Repeating this step (at another time) would generate a different batch of transactions for review.
The generated transactions will be returned and displayed in a table format, with a summary at the top. The summary will show the total value of transactions that were generated per Transaction Type. Above the summary, the following options will be available:
If you elect to ‘Download as CSV Template’, you will need to manually import the file into the system in order to process the transactions. Furthermore, the batch of transactions that apply will NOT have any relation back to the Budget Bucket you are working in. This means that spending items will not be locked and other protections may be missing.
The above does not apply if you click ‘Post Transactions & Close Budget’ after downloading the CSV file.
From time to time, you may need to ‘undo’ some work you have previously completed. If this involves the existence of Capitalisation or WIP transaction batches, then you will need to properly delete these batches in order to continue. To delete a batch of transactions from a Budget Bucket, perform the following steps:
Navigate to the relevant Budget Bucket and enter the ‘Capitalisation’ tab.
Any existing transaction batches will be displayed in the upper portion of the Capitalisation tab page. In the upper-right hand corner of each transaction batch, there is a trash can icon. Click on this icon to delete the relative transaction batch.
A dialog window will appear asking you to confirm the deletion. It will also provide detail as to the potential consequences of deleting the transaction batch (in monetary terms). Click ‘Confirm Deletion’ to delete the transaction batch.
Transaction batches CANNOT be deleted out of sequence. That is, they must be deleted in the reverse order to which they were created (most recent batch first).
Before you can generate transactions, you will need to ensure that any Components without a Finance Category are nominated with a valid Finance Category. Note; this will be any Components that have yet to receive a Capital Transaction in the past.
To assign Finance Categories to Components, perform the following steps:
This section provides an overview of the bulk data update workflows available within the Capital Budgets module of the Metrix Asset Management system. These workflows are useful for processing the impacts of capital intervention works on the underlying component records.
The concepts discussed in this section include:
Additionally, a How-To document is provided to guide you through the following:
This section outlines the bulk data update workflows featured in the Capital Budgets module of the Metrix Asset Management system. These workflows facilitate the handling of changes resulting from capital intervention works on related component records.
The topics discussed in this section include:
Following the completion of a project using a Budget Bucket in the Metrix Asset Management system, it is often necessary to update the intervention attributes of the underlying Asset Components to reflect the work that was completed throughout the project.
This section discusses the common attributes that you may consider updating as the result of a capital intervention project:
Condition: The condition of an Asset Component is often updated to reflect the current state of the Component following the completion of the project. In many cases, the condition of all Components can be set to the same value of ‘Excellent’, or equivalent.
Intervention Date: The date of the intervention is often updated to reflect the projects completion date as the most recent intervention date for the underlying Asset Components. Once again, this is often the same value for all Components in the Budget Bucket.
Treatment Useful Life: In the event that the project had an effect on the useful life of the Asset Component, it is important to update the Treatment Useful Life attribute to reflect the new useful life of each Component. Note; this is different to the Remaining/Residual Life of the Asset Component.
Residual Life: This attribute is relevant mostly in Renewal projects where the remaining useful life of the Asset
Component has been restored (typically to match the Treatment Useful Life). In this case, the Residual Life attribute
can typically be updated to match the Treatment Useful Life.
Cost Units: This attribute is relevant mostly in Upgrade projects where the size/scale of the underlying Asset Component may have changed. Such changes are NOT typically done in a bulk update, but rather, on a Component by Component basis.
Report Categories: Some users have implemented various Report Categories/Tags to track the Capital status of various Asset Components. If this pertains to you, don’t forget to update the Report Categories/Tags of the underlying Asset Component upon completion of the project.
It is important to note that Metrix will NOT automatically adjust any of the above attribute information. Whilst we do provide the ability to update many of these attributes in bulk, it is still up to the user to determine the correct values, and apply the changes to the underlying Asset Components.
In the data update tab, you will find a list of the unique Asset Classifications that pertain to the underlying Asset Components within the Budget Bucket. For each of the Asset Classifications, you will find the related Component Groups listed. Clicking on one of the Asset Classification tiles will show you Asset level attributes that you can edit. Clicking on one of the Component Group tiles will show you Component level attributes that you can edit.
As you might have presumed, when you edit attributes on a given tile, those changes will apply to the Asset/Component entities that are associated with that tile. For example, if you edit the ‘Condition’ attribute on the Component Group tile for ‘Sealed Road Surface’, the changes will apply to all the underlying Asset Components that are associated with that Component Group.
This form of grouping was chosen so that the bulk update process aligns with the classification configuration structure of Metrix. That is, each Asset Classification, and its child Component Groups, could potentially have a different set of Custom Attributes defined for them. Therefore, the Bulk Update tool is designed to allow you to edit the attributes for each Asset Classification and Component Group as independent groups.
The following topics are covered in this section:
This section provides guidance on how to use the Bulk Update helper tool within each Budget Bucket.
Before starting, it should be noted that Metrix will save/store any adjustments you make in the Bulk Update tool for the life of the Budget Bucket. The changes will NOT be applied to the underlying Asset Components until you actually save those changes. This allows you to make multiple changes to the Bulk Update tool, and then apply them all at once when you are ready.
To use the Bulk Update tool provided within each Budget Bucket, follow these steps:
Navigate to the Budget Bucket with the Asset Components that you want to update.
Navigate to the ‘Post Processes’ tab of the Budget Bucket.
The tab panel is divided into three (3) sub tabs:
Data Updates: This section allows you to set values for attribute values of the underlying Assets and/or Components.
Report Category Updates: This section allows you to modify the Report Categories/Tags of the underlying Asset Components.
Update Summary: This is where you can review the changes you have made, and apply them to the underlying Asset Components.
Each of the above sub tabs are described in more detail below.
To update a particular attribute, or set of attributes, navigate to the respective Asset Classification or Component Group tile within the Data Updates tab. For the listed attributes, you can set a value for any of the attributes that are enabled. Remember, any changes you make will flow through to all the underlying Assets or Components that associate with the respective Classification tile you have selected.
At present, the following attribute classes are supported:
When you have finished making the changes you need to make, there is nothing more you need to do until you want commit those changes to the underlying Asset Components. See the Update Summary section below for more.
Remember, changes are stored in the Budget Bucket until such time you are ready to save them.
The Report Category/Tag update section is NOT grouped by Asset Classification or Component Group. Instead, it is grouped by the Report Category/Tag name itself. For each of the Report Categories/Tags, you have the option to:
To assign a specific Report Category/Tag to all underlying Asset Components, click on the tile for the Report Category/Tag you want to assign. This will expand the tile and show you the available options to Assign or Unassign the Category/Tag. On the left-hand side, use the drop-down menu to select the Option you wish to apply for the Report Category/Tag.
To unassign a specific Report Category/Tag from all underlying Asset Components, click on the tile for the Report Category/Tag you want to unassign. This will expand the tile and show you the available options to Assign or Unassign the Category/Tag. On the right-hand side, click inside the input control. A drop-down menu will appear with the Category/Tag Options that pertain to the selected Report Category/Tag. Select the Option you wish to unassign from the underlying Asset Components. You may select more than one Option to unassign from the underlying Asset Components.
Remember, only one Option for any given Report Category/Tag can be assigned to the underlying Asset Components at any one time. If you select to Assign an Option for a Report Category/Tag, then the option to Unassign for that Report Category/Tag will be disabled - as the assignment of one option, immediately precludes any other options.
When you have finished making the changes you need to make, there is nothing more you need to do until you want commit those changes to the underlying Asset Components. See the Update Summary section below for more.
Remember, changes are stored in the Budget Bucket until such time you are ready to save them.
The Update Summary tab provides a summary of the changes you have made in the Data Updates and Report Category Updates tabs. This is where you can review the changes you have made, and apply them to the underlying Asset Components.
To apply the changes you have made, firstly enter an Effective Date for the Changes to take effect. This can be any date that is NOT in the future. The principal attribute this value is linked to is the Residual Life. It is the date at which you are saying the Residual Life value is true - i.e. 6 years, 3 months remaining as of today.
Once you have entered the Effective Date, and are satisfied with the reviewed changes, click on the Save Changes button. This will apply the changes to the underlying Asset Components.
Whilst this is termed a ‘Post Process’ step, there is no limit to the number of times you can perform a bulk update on the underlying Asset Components using this tool. It is simply a means of Bulk Updating all the Asset Components that have been assigned to the Budget Bucket.