The Metrix Asset Management system was designed with data interoperability at the forefront. This means there is a big focus on making it easy to get your asset data in, as well as getting complete and up to date data out of the system. This section covers the various methods available to export information from the system, including:
Asset and Component information,
Financial data including movements, and
Useful data extracts
This section provides background context and requirements of several of the built-in Reports within the Metrix Asset Management system, including:
It should be noted, that in addition to the above listed reports, the system also contains the following report options:
The ‘Component Data Export’ report is the most comprehensive data extract tool that the Metrix Asset Management system has to offer. Using the ‘Component Data Export’ will export your information to a single CSV file, and supports the following features:
This data export can be found under the ‘Data’ section of the Reports Generation page, titled ‘Component Data Export’.
This report type has support for specifying the date in which the report data should be generated from. Essentially, this allows for users to export their asset portfolio as it was at a specific time in the past. Where available, this feature is not compatible with custom filter refinement.
See also, Effective Dates ↗, and Custom Filters ↗.
This report type supports the use of a field picker that allows users to expand or limit the number of report fields included in the export. This can be useful when preparing an export for an external agency who may not want (or should not see) specific attribute data.
This report type has support for including custom attribute data from the asset and/or asset component form definition for included records. Where supported, this feature will only be available when a custom filter has been selected to refine the export’s scope of data.
See also, Custom Data Attributes ↗, and Custom Filters ↗.
This report type has support for report categories (tags). Where supported, users will be presented with an option to include or exclude various report category tags for the data export. If an asset or asset component has been tagged with the respective report category, it will be populated in an additional export column.
See also, Report Categories (Tags) ↗.
The ‘Financial Movement Report’ is your principal method of extracting information from the financial transactions ledger within the Metrix Asset Management system. Using the ‘Financial Movement Report’ will export a summary of your asset component capital value to a single CSV file, and supports the following features:
This data export can be found under the ‘Finance’ section of the Reports Generation page, titled ‘Financial Movement Report’.
The ‘Financial Movement Report’ is a special, in that it supports reporting dates as a date range - that is, an ‘opening date’ and a ‘closing date’. This allows organisations to specify the period through which they wish to summarise their portfolio’s capital value movements via the financial transactions ledger.
The selected dates are INCLUSIVE - start of the day for the ‘opening date’ and the end of the day for the ‘closing date’. A transaction’s ‘Posting Date’ mandates if it falls inside a selected reporting period.
See also, Transaction Types ↗, and Posting Component Transactions ↗.
The ‘Financial Movement Report’, will include the ‘Opening’ & ‘Closing’ capital valuations (gross and accumulated depreciation value) position for each asset component. For users wanting to understand the financial ‘Movements’ that caused the change in capital value throughout their opening/closing period, the system includes the sum of all postings made to each configured transaction type.
Each transaction type (and transaction type effect) will constitute a report column - the value contained representing the sum of all transactions posted to that specific transaction type throughout the report period.
Users can choose to exclude any transaction types that they know have zero movements throughout the period to simplify the export, however by default, all transaction types are included.
See also, Transaction Types ↗.
The ‘Financial Movement Report’ will export a single row per asset component except in the event of a financial re-categorisation occurring within the report period. In these cases, a row to summarise movements for each affected finance category will be exported.
If an asset component has undergone a financial re-categorisation during the selected reporting period (opening/closing dates), then those components will be displayed across two (2) export rows. One row will pertain to the financial movements that occurred whilst the component was assigned to the original finance category, including the financial ‘write-off’ against that category. Then, another row will pertain to the financial movements that occurred whilst the component was assigned to the new finance category, including the financial ‘write-on’ to that category.
See also, Finance Categories ↗, and Financial Re-Categorisation ↗
This report type has support for report categories (tags). Where supported, users will be presented with an option to include or exclude various report category tags for the data export. If an asset or asset component has been tagged with the respective report category, it will be populated in an additional export column.
See also, Report Categories (Tags) ↗.
The ‘Indexation Export’ is a helper utility report that generates a valid Transaction Import Template with pre-populated indexation transaction types based on supplied metrics. Using the ‘Indexation Export’ will generate a CSV file that conforms with the import requirements of the financial ledger transactions import process within the Metrix Asset Management system, including the following columns:
Component ID,
Posting Date,
Finance Category ID, and
Column headers and transaction values for the indexation-gross and indexation-accumulated depreciation
transactions.
The ‘Indexation Export’ requires the following information. Each is discussed below.
Merely exporting the report will NOT post the indexation transactions to the financial transactions ledger. Users must follow the appropriate import steps, with the generated file, to recognise these movements within the system.
This is the date at which you wish to calculate the indexation from. The chosen date value controls:
This is the array of finance categories for which you wish to calculate and export indexation movements for. Any component linked to one of the included finance categories at the supplied ‘Indexation At’ date value, will be included in the export results.
This is the desired rate of indexation (supplied as a percentage) to be applied across the selected Finance Categories. Once supplied, the system will perform the following calculations:
Indexation (Gross)
$$ [Component Gross Value] \times ( [Indexation Rate] \div 100 ) $$Indexation (Accumulated Depreciation)
$$ [Component Accumulated Depreciation Value] \times ( [Indexation Rate] \div 100 ) $$The above gross and accumulated depreciation values are calculated as at the supplied ‘Indexation At’ date value. The indexation rate is divided by 100 to convert it to its decimal implication.
This is the date that will be pre-populated into the posting_date column of the exported template.
If the generated report is used to import the indexation transactions, this will be the ‘Posting Date’
for the resulting financial transaction ledger entries.
The Cost to Bring to Satisfactory (BTS) report calculates intervention metrics for components based on their condition a pre-defined factor set. This report works by putting components into groups based on their assigned report category options (for the chosen report category), and applying a pre-defined multiplication factor to their aggregated factor bases. A factor base is defined as either the current replacement cost or the current carrying value of the components - this is defined in the factor set.
For example, taking all of the components assigned to the ‘Roads’ option under the ‘Responsible Manager’ report category, and generating the following results:
Such a report allows asset managers to see a weighted perfective of the condition profile of their asset portfolio. This report also satisfies part of the requirement for NSW Local Government Organisations to generate the Special Schedule 7 report.
The report contains the following configuration options:
This report type has support for specifying the date in which the report data should be generated from. Essentially, this allows for users to export their asset portfolio as it was at a specific time in the past. Where available, this feature is not compatible with custom filter refinement.
See also, Effective Dates ↗, and Custom Filters ↗.
The BTS Factor Set is a special lookup matrix that is configured for this style of report. By default, the system contains a standard Factor Set definition that can be modified by users. A valid Factor Set essentially requires:
The ‘Depreciation Export’ is a helper utility report that generates a valid Transaction Import Template with pre-populated depreciation transaction types based on supplied metrics. Using the ‘Depreciation Export’ will generate a CSV file that conforms with the import requirements of the financial ledger transactions import process within the Metrix Asset Management system, including the following columns:
Component ID,
Posting Date,
Finance Category ID, and
Column headers and transaction values for the depreciation-accumulated_depreciation
transaction per Component.
The ‘Depreciation Export’ requires the following information. Each is discussed below.
Merely exporting the report will NOT post the depreciation transactions to the financial transactions ledger. Users can follow the appropriate import steps, with the generated file, to recognise these movements within the system.
This date will be used to set the pre-populated posting_date column of the exported template.
If the generated report is used to import the depreciation transactions, this will be the ‘Posting Date’
for the resulting financial transaction ledger entries.
The ‘Posting Date’ also dictates the Period in which to calculate any required depreciation movements until.
This is the array of finance categories for which you wish to calculate and export depreciation movements for. Any component linked to one of the included finance categories at the supplied ‘Depreciation Since’ date value, will be included in the export results.
Given the manner in which component life is managed within the Metrix Asset Management system, as well as the system’s ability to manage ageing events across the fiscal year, it is possible to calculate the required depreciation amount of a component at any given point in time.
The formula used to calculate the depreciation charge for any given period (PD) in the Metrix Asset Management system considers Written Down Value (WDV), the Non-Depreciable Value (NDV), and the Remaining Life (RL). It is:
$$ PD_a = \frac {{ (WDV - NDV)_a }}{{ RL_a }} $$Proof:
This is an implementation of straight-line depreciation that has the capacity to react to changing assumptions for component life, as well as adjustments to component value (indexation and/or renewal) over its lifetime. It can be shown (below how to reach this formula from the more commonly known straight-line depreciation formula - The basic accepted formula for depreciation for a period (PD), given Depreciable Gross Value (DGV) and Useful Life (UL), is:
$$ PD = \frac {{ DGV }}{{ UL }} $$The whole of life depreciation schedule (D) for straight line depreciation can be expressed as the sum of this formula across the Useful Life (UL) and Age (a) of the component:
$$ D = \frac {{ DGV }}{{ UL }} + \frac {{ DGV }}{{ UL }} + \frac {{ DGV }}{{ UL }} + ... + \frac {{ DGV }}{{ UL }} = \sum_{a=1}^{UL} \frac {{ DGV }}{{ UL }} $$Essentially, the formula repeats every year – or depreciation period – until age is 1 (depreciation is not charged once the component has zero remaining life). This is an extremely simplified expression of straight-line depreciation. It does NOT consider any modifications to the value or expected life of the component over its lifetime.
Consider a component worth $10K that was expected to last 10 years – each year it would depreciate by $1K under the above formula. At year 4, engineers reassessed the component and determined that it would last a further 8 years (not the 6 years that the depreciation schedule purported). This means that by year 10, the component would reach a $0K carrying value, but still have another 2 years of service life left. The rate of depreciation should have increased once the remaining life was reassessed.
This is why, when working with long-lived assets and components, we must consider the impact of assumption changes over a lifetime. Fortunately, the formula can be expressed in terms of:
$$ D = \sum_{a=1}^{UL} \frac {{ DGV_{a-1} }}{{ (UL - a) }} $$In the above, the ‘a - 1’ notation on the numerator is representing a recursive pattern. That is, in each series, the numerator is equal to the Depreciable Gross Value (DGV) less the effect of previous iterations of the formula’s application. Another way to state this, is the depreciable value of the component, less its previous consumption charges. In other words, it is the Written Down Value (WDV) less the Non-Depreciable Value (NDV) at the time of calculating the depreciation charge (D).
It should also be noted that the denominator, ‘UL - a’, can also be simplified. The Useful Life (UL) minus Age (a) is also known as the Remaining Life (RL) at Age (a). Therefore, the series can be expressed more simply as:
$$ D = \sum_{a=1}^{UL} \frac {{ (WDV - NDV)_a }}{{ RL_a }} $$This means, at any point in the component’s Aae (a), the period depreciation (PD) charge can be expressed simply as:
$$ PD_a = \frac {{ (WDV-NDV)_a }}{{ RL_a }} $$Below is a table showing both formulae in application. On the left-hand side, the Gross Value (GV) and Useful Life (UL) are shown. On the right-hand side, the Remaining Life (RL) and Written Down Value (WDV) is shown. Each row represents one depreciation period (for simplicity, let’s say one (1) year). Taking any of the rows in isolation, each formula equates to the same period depreciation (PD) in the middle column.
| Gross Value (GV) | Non-Depreciable Value (NDV) | Useful Life (UL) | Period Depreication (PD) | Remaining Life (RL) | Written Down Value (WDV) |
|---|---|---|---|---|---|
| $11K | $1K | 10 | $1K | 10 | $10K |
| $11K | $1K | 10 | $1K | 9 | $9K |
| $11K | $1K | 10 | $1K | 8 | $8K |
| $11K | $1K | 10 | $1K | 7 | $7K |
| $11K | $1K | 10 | $1K | 6 | $6K |
| $11K | $1K | 10 | $1K | 5 | $5K |
| $11K | $1K | 10 | $1K | 4 | $4K |
| $11K | $1K | 10 | $1K | 3 | $3K |
| $11K | $1K | 10 | $1K | 2 | $2K |
| $11K | $1K | 10 | $1K | 1 | $1K |
With this in mind, it is important to address instances where a depreciation charge may have been ‘missed’ for a component. This can occur if the system ageing events do not line up with the frequency of depreciation charges. It can also occur if a quarter’s depreciation run was simply missed (nobody is perfect).
To cater for this, the report includes a flag that notifies you, as a user, that a depreciation charge may have been missed. In these cases, it is important that users consider the implications of applying a modified depreciation charge to the subject component.
This section provides an overview on the following Report Generation topics:
To generate a new report in the Metrix Asset Management system, follow these steps:
Navigate to the ‘Reports’ page of the application.
Reports are grouped into sections of common themes and each report is represented by a tile with a label and brief description. Click on your desired report. See Report Generation: About for further information about specific reports.
The report configuration/preview page will load. Depending on the selected report template, a number of configuration options may be present on the left, whilst on the right-hand side, a preview of the report will be shown. Make sure you provide a setting for any required report configuration settings by scrolling through the left-hand side section.
Some reports will display additional options when certain configuration settings are switched. Try applying a ‘Custom Filter’ to the ‘Component Data Export’. The option to include ‘Custom Attributes’ will then be shown.
Once configured, update the name for your report (optional - a default name is pre-populated), and click ‘Run report’.
The report has now been queued for generation. The application will navigate to the generated reports page where past
reports are listed for download. At the top of this list, the report you just created will be listed with a status flag in the
left-most column. Once it is displayed as ‘Ready’, click the ‘Download’ option for that report.
Depending on your browser settings, you may be prompted for a ‘save’ location for the generated report. Save the file to your computer. You have now generated and downloaded a report from Metrix.
Each report generated in the Metrix Asset Management system is available for download at any time, via the ‘Generated Reports’ page. To view and download a past report, follow these steps:
Navigate to the ‘Reports’ page of the application.
Click on the ‘Generated Reports’ option on the left-hand side of the page.
On this page, past reports are listed for download in a chronological order (by the date they were created). For
the report you wish to view, click the ‘Download’ option for that report.
Depending on your browser settings, you may be prompted for a ‘save’ location for the generated report. Save the file to your computer.
The Metrix Asset Management system offers the Cost to Bring to Satisfactory Report as a built-in report template for users. This report calculates intervention metrics for components based on their condition a pre-defined factor set. This guide details how to create and manage such factor sets.
Navigate to the ‘Reports’ page of the application.
From the report template list, select ‘Cost to Bring to Satisfactory Report’.
This will take you to the generation/configuration page for this report option. The current chosen ‘Factor Set’ will
be active in the ‘Report Factor Set’ drop-down. If you have never created your own ‘Factor Set’, this will be a system
default set.
To create a new ‘Factor Set’, select ‘Create New Factor Set’ from the drop-down list options. To edit the active ‘Factor Set’, click on ‘View/Manage’ next to the drop-down list.
If creating a new ‘Factor Set’, enter a ‘Factor Set Name’ in the text input box. Then select the ‘Report Category’ for which this ‘Factor Set’ will apply to. If editing, the existing ‘Factor Set’, click ‘Edit’.
For each option configured for the report category, an array of factors will be generate per scaled condition score of 1-5. These are placeholders for you to replace with your actual factors. To set the factors, there are two options:
The top row of the list is reserved for global assignment. That is, this row does not pertain to a particular report category option - it is there to allow you to set a figure that will be replicated across ALL report category options below.
Excepting the top row, each row represents a configured report category option. These rows can be individually managed by inputting values directly.
First, choose a factor base as ‘Replacement Value’ or ‘Carrying Value’. This is the metric that will be multiplied by the report factor per scaled condition score.
or each scaled condition score across the row, input the desired report factor from 0% to 100%.
When you have finished, click ‘Save’ at the top of the table.