STATUS IN WALES 00 08 Wales ed...Note 00-08 Estatecode – Welsh Edition 2009 and provides guidance...

For queries on the status of this document contact [email protected] or telephone 029 2090 4118

Status Note amended Sept 2016

HEALTH BUILDING NOTE 00-08:

Estatecode Supplement

Land and Property appraisal and estate performance indicators

2010

Wales edition

STATUS IN WALES

APPLIES

Estatecode supplement:Land and property appraisal andestate performance indicators

W E L S H H E A LT H E S TAT E SYSTADAU I ECHYD CYMRU

Welsh edition 2010

Estatecode supplement:Land and property appraisal andestate performance indicators

Welsh edition 2010

Estatecodesupplement:Land and propertyappraisal and estateperformance indicators

Welsh edition 2010

Front cover illustration: Aerial sketch perspective ofYsbyty Ystrad Fawr, Ystrad Mynach, courtesy of Aneurin Bevan Health Board/BAM Construction Ltd/Nightingale Associates.

Published by Welsh Health Estates.

Welsh Health Estates acknowledges the input of theDepartment of Health.

This publication can be accessed from the UK HealthOrganisations’ website www.spaceforhealth.nhs.uk.

© Copyright Welsh Health Estates 2010.

Welsh Edition first published 2010.

Designed by Keith James.

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Foreword

This document is supplementary to Health BuildingNote 00-08 Estatecode – Welsh Edition 2009 andprovides guidance on land and property appraisals, aswell as identifying key estate performance indicators.

Nationally the outputs from local land and propertyappraisals are required to be submitted as part of theEstates and Facilities Performance Management System(EFPMS) annual data returns. It is important thereforethat data is collected on a consistent basis allowingmeaningful comparisons across the healthcare estate.

This in turn will allow the Assembly to develop policyinitiatives on the basis of good information, ensuringthat the money is invested where it is needed most.

Accurate and consistent data will also allow HealthBoards and Trusts to plan improvements in their estatewith a high degree of confidence that the investment istargeted to maximise service and financial benefits.

The five national performance indicators in respect ofphysical condition, functional suitability, spaceutilisation, statutory and safety compliance andenvironmental performance, which date from 2002,continue to apply to the NHS estate and these aredetailed in this document.

In addition, a range of other relevant indicators areincluded which deal with more specific aspects of estateperformance. NHS bodies need to be mindful of theseindicators and ensure that progress is being monitoredagainst these targets.

If you require further information in respect of thisguidance or any other aspect of estate managementplease contact Welsh Health Estates on:Intranet: http://howis.wales.nhs.uk/wheInternet: www.wales.nhs.uk/whe

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Estatecode supplement: Land and property appraisal and estate performance indicators

Contents

Foreword ii

Land and property appraisal 1ObjectivesUndertaking the appraisal – the five-facet approach

Facet 1: Physical conditionFacet 2: Functional suitabilityFacet 3: Space utilisationFacet 4: Fire and health & safety requirements Facet 5: Energy performance

Data collectionAn approach to validationDeveloping a database

Land and property performance indicators 9The national performance indicatorsOther performance indicators

Appendix 1 Detailed guidance on five facets of land and property appraisal 11An approach to space utilisation reviewProducing an overall rating

Appendix 2 Examples of standard forms for collecting data for the five-facet survey 13Example of a physical condition data formExample of a functional suitability data formExample of a space utilisation data formExample of a fire and health & safety requirements data form

Appendix 3 Example of a completed functional suitability data form 21

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Objectives1 Land and property appraisal involves a thorough

examination of your land and property with theultimate aim of calculating what it will cost tomaintain your estate at an acceptable standard andwhere opportunities for adaptation andrationalisation lie. The underlying aim of such anappraisal is to ensure that your estate, as aresource, is aligned with your service objectives, sothat you can provide the right facilities in the rightplace at the right time1.

2 Land and property appraisal is the key activity indrawing up a baseline assessment of your land andproperty. It is the first step in the creation of anestate strategy. Information from land andproperty appraisal is also essential in drawing upannual minor capital and estate maintenanceprogrammes.

3 Before starting the appraisal process ensure thatyou are clear about the objectives for carrying outthe work. This is important because it willdetermine the level of detail at which you collectdata.

1 It is essential to the validity of appraisals that doubleaccounting is avoided.

4 It is likely that the appraisal will be carried out for one(or more) of three reasons as shown in Table 1.

5 In each case the purpose of the appraisal will bedifferent, as will the level of detail required. Thefollowing questions will help you determine thetype of appraisal to carry out:

• Will a mass of detailed information tell youany more than a broad-brush appraisal?

• Will the data help you to answer strategicquestions such as, should the estate berationalised in order to minimise expenditureon backlog maintenance or to bring downoverhead costs?

• Does the data help to identify ways to use yoursite(s) more intensively and thus improve spaceutilisation?

• How easy will it be to convert raw data intoinformation that can be used by your board?

NoteHighly aggregated data is used in the Estates andFacilities Performance Management System (EFPMS)in order to provide comparative information acrossthe NHS.

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Land and property appraisal

Appraisal objectives Level of detail needed Output

(i) As a baseline assessment for High-level appraisal on a site or Information for general management developing your estate strategy block basis purposes, to help you assess “black

spots”, investment priorities andopportunities for rationalisation

(ii) As a detailed assessment for Appraisal on a block or room basis; Information required largely foroperational maintenance may focus on specific problem internal use by your estates purposes blocks within your estate department: will be used to develop

in-year maintenance and minorcapital programmes

(iii) For service reviews on a Appraisal on room-by-room basis Information for senior management departmental basis and heads of department: the

emphasis may be on specific facets,e.g. functional suitability and spaceutilisation

Table 1: Reasons for carrying out land and property appraisals

6 The prime purpose of carrying out a land andproperty appraisal is to help in the operational andstrategic tasks of estate management and identifypotentially surplus property. The appraisal shouldbe kept up to date, and reported to the board atleast annually. A secondary purpose is to providedata for the Estates and Facilities PerformanceManagement System (EFPMS). Data at this stageis highly aggregated and can only be indicative ofthe issues and problems that need to be addressed.It is always necessary to undertake assessments ona block or floor basis in order to identify action tobe taken and to carry out investment planning.

7 The output of the appraisal process is a snapshotof the condition of a Health Board or Trust’sassets. It is not a forecast, although the results canbe used to estimate future deterioration of assetsand thus the need for capital and revenue in theplanning period, which may be 3–5 years orlonger. The creation of a capital investment plan isa separate and consequent exercise.

8 It is recommended that a detailed propertyappraisal is completed every five years or wheneverthere has been a major change in the propertyportfolio, whichever is the earlier. This will informthe development of your organisation’s estatestrategy.

Undertaking the appraisal –the five-facet approach9 Land and property appraisals should be

undertaken on the basis of the following fivefacets:

• physical condition

• functional suitability

• space utilisation

• fire and health & safety requirements

• energy performance

Facet 1: Physical condition10 The overall physical condition of your estate

should be assessed on the basis of the condition ofthree elements: buildings (internal and external);mechanical systems; and electrical systems (shownin Figure 1).

11 For strategic planning purposes, you should carryout a high level appraisal of each building blockon the basis of these three elements.

12 The condition of each element should be assessedto produce an overall ranking of the physicalcondition of your estate as follows:

A as new (that is, built within the past two years)and can be expected to perform adequately overits expected shelf life;

B sound, operationally safe and exhibits onlyminor deterioration;

C operational but major repair or replacementwill be needed soon, that is, within three yearsfor building elements and one year forengineering elements;

D runs a serious risk of imminent breakdown;

X supplementary rating added to C or D toindicate that nothing but a total rebuild orrelocation will suffice (that is, improvementsare either impractical or too expensive to betenable).

13 Following categorisation, the cost of appropriatemeasures to upgrade a C or D condition buildingto a B level building should be recorded.Condition B is to be considered as anoperationally acceptable standard for all buildingand engineering elements.

14 If a more precise and detailed assessment iswanted, for example, for inclusion in a newbusiness case or for operational maintenancepurposes, the three elements can be assessed on thebasis of key components to reach an overall A–Dranking. See Figure 2.

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PHYSICAL CONDITION

MECHANICALBUILDING ELECTRICAL

Figure 1: Elements for conducting a high-level appraisal of the physical condition of your estate

NoteThe list of components is not exhaustive and should beused as a guide only.

Facet 2: Functional suitability15 Functional suitability should be assessed on the

basis of three elements: internal spacerelationships; support facilities; and location(shown in Figure 3).

16 Assessment of functional suitability is normallydone on a block or a departmental basis by amultidisciplinary team. Each of the above elementsshould be assessed to produce an overall ranking ofthe functional suitability of your estate as follows:

A very satisfactory, no change needed;

B satisfactory, minor change needed;

C not satisfactory, major change needed;

D unacceptable in its present condition;

X supplementary rating added to C or D toindicate that nothing but a total rebuild orrelocation will suffice (that is, improvements areeither impractical or too expensive to be tenable).

17 Where the ranking is C or D, you should considerthe urgency to improve the condition of yourestate or site to level B, and estimate the cost ofdoing so.

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PHYSICAL CONDITION

MECHANICAL

Components:

Heating system

Steam system

Ventilation system

Piped medical gases andvacuum pumps

Hot and cold water systems

Lifts and hoists

Boilers and calorifiers

Fixed plant and equipment

Fuel storage and distribution

BUILDING

Components:

Structure

External fabric

Roof

Internal fabric

Internal fittings and fixtures

External works – groundsand gardens

Sewerage and water supply

ELECTRICAL

Components:

Electrical system

Telecommunications

Alarms and detectionsystems

Fixed Plant

Building managementcontrol system

Figure 2: Components for conducting a detailed appraisal of the physical condition of your estate

FUNCTIONAL SUITABILITY

Support facilities

Are there sufficient servicessupporting the function?

Internal space relationships

How efficient is therelationship of the internalspaces to each other?

Location

Is it well sited vis-à-vis keydepartments and accesspoints?

Figure 3: Questions to ask when conducting a high-level appraisal of the functional suitability of your estate

18 The whole site or departmental functionalsuitability assessment will determine howeffectively your building (or part of your building)supports the delivery of your service. The aim is tohold space that is functionally appropriate to thecurrent and (known) future demand for yourservices.

19 If a more detailed assessment is wanted, forexample, for inclusion in a new business case, thethree elements can be assessed on the basis ofcertain criteria (see Figure 4) to reach an overallA–D ranking.

20 Following assessment, the cost of appropriatemeasures to address functional suitability problemsin categories C or D should be recorded. It shouldbe noted that rationalisation of the estate stockmay be as relevant as upgrading or refurbishment.

NoteThe criteria listed relate to patient areas only. The list isnot exhaustive and should be used as a guide only.

Facet 3: Space utilisation21 Space utilisation is a complex and sensitive subject

as it touches on territorial issues. This facetexplores how well available space is being used,largely by asking you to make judgements aboutthe intensity of use: that is, the number of peopleusing it and the frequency with which they use it.In order to reach a balanced assessment you shouldmake visual inspections, talk to users, consulttechnical guidance and visit the area at different

times of the working day. Figure 5 illustrates themain questions that you need to ask.

22 Following assessment of each of these elements youshould make an overall judgement about the spaceunder consideration, and categorise it as follows:

E empty empty or grossly under-used atall times (excluding temporaryclosure)

U under-used generally under-used; utilisationcould be significantly increased;

F fully used a satisfactory level of utilisation;

O overcrowded overcrowded, overloaded andfacilities generally over-stretched.

In this facet there is only one level of appraisal.

Facet 4: Fire and health & safety requirements23 A broad-brush approach to carrying out

assessments in terms of statutory and non-statutory requirements will give you the necessaryinformation to carry out an estate rationalisationprocess. A more detailed survey may follow theoutcome of strategic planning or may be requiredfor operational estate maintenance scheduling.

NoteThis broad brush approach will not satisfy or override therequirement to undertake ‘suitable and sufficient’ fireassessments in compliance with the Regulatory Reform(Fire Safety) Order 2005 for which a much more detailedassessment will be necessary.

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FUNCTIONAL SUITABILITY

Support facilities

Adequate toilets andbathrooms for the number ofusers

Adequate storage space

Adequate seating and waitingspace

Provision has been made fordisabled people

Internal space relationships

Critical dimensions aresuitable for the function

Observation of dependentpatients by staff

Separate sex bed/cubicleareas and toilet facilities

Security is maintained forboth staff and patients

Location

Distance to key linkedfacilities not excessive

Relationship to car parkingareas is clear and reasonablyclose

Access to public transportlinks is good

Access via vertical orhorizontal communication(lifts, stairs) is good

Figure 4: Criteria for conducting a detailed appraisal of the functional suitability of your estate

24 The elements of this facet are summarised inFigure 6.

25 For the high-level or broad-brush approach youshould assess each element and produce an overallranking as follows:

A building complies with all statutoryrequirements and relevant guidance;

B building where action will be needed in thecurrent plan period to comply with relevantguidance and statutory requirements;

C building with known contravention of one ormore standards, which falls short of B;

D building areas which are dangerously below Bstandard (for example, that have been subjectto adverse external inspections);

X supplementary rating added to C or D to indicatethat nothing but a total rebuild or relocation will

suffice (that is, improvements are eitherimpractical or too expensive to be tenable).

26 If a more detailed assessment is wanted, for example,for inclusion in a business case or for operationalmaintenance purposes, the two elements can beassessed on the basis of certain criteria (see Figure 7overleaf) to reach an overall A–D ranking.

27 It may be useful to record the ranking for firesafety separately in view of its importance, even iffor final reporting purposes, the rankings areamalgamated.

28 Following assessment, the cost of appropriatemeasures to upgrade a C or D level building to aB level building should be recorded.

NoteThe list of criteria is not exhaustive and should be usedas a guide only.

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SPACE UTILISATION

Use over time

How does use vary over time(that is a working day or aworking week)?

Is it:

E empty for the majority ofthe time?

U under-used for longperiods?

F fully used for most of thetime?

O overcrowded more thanhalf of the time?

Current use

How intensively is the spacebeing used?

Is it:

E empty?

U under-used?

F fully used?

O overcrowded?

Guidance

How does the available spacecompare with nationalguidelines?

Is it:

• in excess of therecommended area?

• in line with the guidance?

• less than the guidanceadvises?

Figure 5: Questions to ask when conducting an appraisal of your estate in terms of space utilisation

STATUTORY REQUIREMENTS

FIRE HEALTH & SAFETY

Figure 6: Elements for conducting a high-level appraisal of your estate in terms of meeting statutory and non-statutory requirements

Facet 5: Energy performance29 For the purposes of this interim guidance energy

performance will continue to be measured andreported through the EFPMS, albeit with a greateremphasis on carbon performance. It is noted,however, that this facet is likely to be eventuallyreplaced by a broader based EnvironmentalManagement measure which will include elementson procurement, energy performance, waterconsumption, waste management and transport.

30 The following overall rankings for energyperformance apply:

A 35-55 GJ/100m3 (1equivalent to 93-106 KgCarbon/m2)

B 56-65 GJ/100m3 (1equivalent to 107-125 KgCarbon/m2)

C 66-75 GJ/100m3 (1equivalent to 126-145 KgCarbon/m2)

D 76-100 GJ/100m3 (1equivalent to 146-193 KgCarbon/m2)

X supplementary rating added to C or D toindicate that nothing but a total rebuild orrelocation will suffice (that is, improvementsare either impractical or too expensive to betenable).

1 assuming a 28% electrical element of the total energyconsumed.

Data collection31 The process of collecting data from your land and

property appraisal should be approachedpragmatically, based upon informed andexperienced observation. It will constitute asnapshot in time and, therefore, needs to becompleted within a tight timescale. See Appendix1 for more detailed guidance on conducting anappraisal.

32 Surveying should be carried out by more than oneperson, as this will allow assessments to becompared and discussed, and will lessen thesubjectivity of the exercise. In order to ensure

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STATUTORY REQUIREMENTS

FIRE

Compartmentation

Fire doors

Means of escape

Alarm and detection systems

Textiles and furniture relevantto fixed assets

Storage of flammablesubstances

Compliance with Firecode

HEALTH & SAFETY

Electrical services: Supply anddistribution

Asbestos

Control of Legionella

Compliance with Health &Safety at Work etc Act

Food hygiene

Compliance with Control ofSubstances Hazardous toHealth (COSHH) Regulations

Compliance with DisabilityDiscrimination Act

Pressurised systems

Maintenance and operation ofequipment in confined spaces

Surface temperature of heat-emitting devices

Figure 7: Criteria for conducting a detailed appraisal of your estate in terms of meeting statutory and non-statutory requirements

consistency it is advisable, wherever possible, forthe same people to conduct appraisals across allthe sites involved. For example, assessments offunctional suitability and space utilisation could beundertaken by a single panel of people at a singlevisit. Thus an estates or facilities manager orarchitect could team up with a general manager orclinical departmental manager to survey these twofacets in order to give a multi-disciplinaryviewpoint. However, it should be noted that ateam of more than three will be cumbersome andmay not be welcomed by departments.

33 A standard form for each facet should be used toensure that data is collected across each block inthe same way. It is useful to have a “notes sheet”for each block on which more specific issues canbe recorded, to be followed up later. Examples ofstandard forms for collecting data are given inAppendix 2. An example of a completed version ofthe functional suitability form is given inAppendix 3.

34 Ultimately, the aim should be to collect the dataelectronically, using a hand-held terminal to inputdata as the surveying takes place. This can bedownloaded later into the database and canpopulate the drawings in the CAD system.

35 Before commencing the survey it is essential tohave an up-to-date drawing of the block, showingroom layouts with room numbers. Records of the

block’s age and any past upgrading schemes arealso needed. Appropriate maintenance records formajor plant are useful in providing information onabnormal plant deterioration. Statisticalinformation on bed numbers, patient contacts,sessions held, etc. – appropriate to eachdepartment surveyed – is also required.

An approach to validation36 Much of your surveying work will rely on

subjective assessment. It is impossible to makeassessments objective as there is no absolutemeasure of the right standard for a building’scondition, function or even statutory compliance.The energy facet has least subjectivity about it andexternal inspection for aspects of statutoryrequirements, such as fire safety and liftcertification, provide a measure of objectivity.

37 The inclusion of external people in your surveyteam will help to reduce subjectivity. This could bedone either by employing external consultants, orby teaming up with a neighbouring NHSorganisation to exchange survey staff.

38 Information can also be used to mitigate subjectivedecisions. In some cases benchmark data exists.

39 Figure 8 illustrates the key questions that youshould ask in order to improve the objectivity ofyour assessments.

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What do I see in front of me?

What are the problems?

What are the good points?

What do the users say?

For example, from satisfactionsurveys; staff surveys; randomsampling; or discussion with

local managers

Can I agree my rating withmy external co-assessor?

If there is a majordisagreement is it worth obtaining a third opinion

What informationdo I have?

For example guidance fromWelsh Health Estates;

benchmark data

Figure 8: Questions to ask to improve the objectivity of your assessments

Developing a database40 It is particularly important that the results from

your appraisal are presented in a clear and conciseway. This can be achieved by using a computeriseddatabase, which allows large amounts of data to bestored and easily handled. The system used shouldhave outputs in the form of statistical diagrams,scale drawings, spreadsheets, reports or acombination of these. It should be capable ofextensive interrogation and the more flexible it isthe better.

NoteAs well as information based on your property appraisal,the database should contain other information about yourestate (see Table 1 for details of information required).

41 The database should be capable of presentingdifferent levels of aggregation of data, for example:

• by floor level;

• by whole estate (for example, whole HealthBoard or Trust);

• by site;

• by individual building;

• by block;

• by statutory heritage designation (listedbuildings/scheduled monuments/registeredlandscapes/ Sites of Special Scientific Interest(SSSIs)/conservation area);

• by building age/value.

It is useful to be able to present data on a caregroup or management directorate basis, but thismay be difficult where several functions share asite or building.

42 A presentation of the cost implications of yourappraisal is very important – in other words, whatwill it cost to bring your estate up to condition B?

43 It is often useful to be able to look back in orderto establish whether the situation has becomeworse over the past decade. It can also be useful tolook forward and estimate the requirement forexpenditure on your assets to keep them incondition B over the next 5–10 years. Examples ofdata outputs are given in ‘Developing an estatestrategy’, Department of Health, 2005.

44 One of the best ways of sharing data is to apply itto site and floor plans through the graphicalinterface capability of a CAD package. Most CADpackages are complex and require a powerfulcomputer with specialised equipment to makethem effective for the user. There are specialisedsoftware packages on the market that provideintegration between data files and plans/maps;most require significant investment to set up andspecialised operation to keep the record updated.Specialised software packages also requirespecialised training and dedicated staff resources tokeep them updated. Consideration should begiven to the use of aerial/localised photographs toillustrate particular areas of concern.

45 In presenting the results you should attempt toprovide both a cost and a risk assessment fromyour data. You need to indicate within each facetwhere the most serious risks lie and whatinvestment needs to be made to put them right. Itwill not necessarily be the case that buildings in aseriously poor condition, where action must betaken to minimise risk, are those where the cost ishighest.

46 Further information on land and propertyappraisals can be obtained from Welsh HealthEstates.

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The national performance indicators47 Since April 2002 five national performance

indicators have been in place for the NHS Estatein Wales. The indicators relate to the essentialestate, that is, the estate deemed to have a longterm health use of five years or more. They arebased on the Estatecode five facet surveys, coveringphysical condition, functional suitability, spaceutilisation, statutory and safety compliance andenergy performance.

48 The original targets were based on compliance by2008 and the 90% compliance baseline continuesto be a minimum standard required of all NHSproperty holding bodies. The nationalperformance indicators are as follows:

Other performance indicators49 In addition to the national performance indicators

NHS property holding bodies need to be mindfulof a number of other performance indicators thatalso apply to the NHS Estate.

50 These are derived from a variety of sourcesincluding policy and strategy documents producedby the Assembly’s Health and Social ServicesDirectorate General, other Assembly Directoratesand also from broader based United KingdomGovernment commitments.

51 The indicators typically apply to the existing estatebut in other certain specific areas to new capitaldevelopments.

Performance indicatorPhysical condition

90% of the estate in category ‘B’ or above

Functional suitability


Space utilisation

90% of the estate in category ‘F’ or above

Statutory and safety compliance

90% of the estate in category ‘B’

Energy performance


Comments

Category ‘B’ applies to buildings that are sound,operationally safe and exhibit only minor deterioration

Category ‘B’ applies to buildings that are satisfactoryand only minor changes are needed

Category ‘F’ applies to buildings that are fully used

Category ‘B’ applies to all buildings where action willbe needed in the current plan period to comply withrelevant guidance and statutory requirements

Category ‘B’ applies to buildings with an energyperformance of less than 65 GJ/100m3

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Land and property performance indicators

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Performance indicatorExisting estate

Environmental management

Attain an Environmental Management System (EMS)accredited to ISO 14001 for all properties by 2014 (forinterim targets see Health and Social Services DirectorateGeneral letter dated 18/11/09)

ProcurementAchieve level 3 in the Public Sector SustainableProcurement Assessment Framework by 2010

TransportEmbed travel planning into the operational managementof the service

Water efficiencyComply with national benchmarks for water consumptionin healthcare premises

Waste managementAchieve the targets contained within the HealthcareWaste Strategy for Wales including:1. Reduce the total of waste produced by 10% by 2010

(measured against the base year 2002/03)2. Recover/recycle 65% of all WEEE produced by 20103. Segregate and recover/recycle a minimum of 30% by

weight of all packaging by 2010

Carbon management and Energy PerformanceAchieve a 3% annual reduction in greenhouse gasemissions

Utilise at least 10% of electricity from renewable sourcesby 2010 Utilise at least 20% of energy consumed from renewablesources by 2020Achieve 15% reduction in primary energy consumption by2010 from a 2000 baselineEnsure that at least 15% of electricity is generated fromgood quality CHP by 2010

New/Refurbished EstateEnvironmental performance

Ensure that all new projects achieve a BREEAM ExcellentaccreditationEnsure that all refurbishment projects achieve a BREEAMVery Good accreditationEnsure that 10% of energy is generated from renewables(and low carbon technologies)

Design qualityAchieve an AEDET score of Excellent for all new projects

Waste managementEnsure a minimum of 15% (by value) ofrecycled/recovered material for all new projects

Comments

This replaces the previous requirement based on GreenDragon and is more suitable for the larger NHSorganisations formed by the latest re-organisation

The Public Sector Sustainable Procurement AssessmentFramework has been developed by the Forum for theFuture in conjunction with Value Wales

See Sustainable Travel Plans in NHS Wales and theNHS travel plan toolkit for Wales

The efficient use and conservation of water is highlightedin HTM 07-04 Water Management and WaterEfficiency, which contains benchmarks for waterconsumption of healthcare facilities

The Healthcare Waste Strategy for Wales was publishedin 2006 and identifies a number of targets associated withdifferent elements of waste management.

Welsh Assembly Government target within its sustainabledevelopment scheme (measured using the greenhouse gasinventory system)UK government target for the public sector within Securingthe Future, its sustainable development strategyWelsh Assembly Government target within its sustainabledevelopment schemeUK Government primary energy reduction target

UK Government primary energy reduction target

Welsh Assembly Government DHSS policy statement(Refer to BREEAM for Health managed by the BRE)Welsh Assembly Government DHSS policy statement(Refer to BREEAM for Health managed by the BRE)

Target contained within the Healthcare Waste Strategyfor Wales (the WRAP target is 10%)

1 You should use national guidance as a basis forranking the five facets of land and propertyappraisal. There should be explicit agreement onany operational constraints that may affect thestandards to be applied.

2 As a preliminary to the exercise, plans of theappropriate scale should be obtained for all yourproperties.

3 The blocks into which your properties have beensubdivided for surveying purposes should be clear.As far as possible ensure blocks encompass wholefunctional groups or departments.

4 You should begin by surveying on a block,departmental or whole-building basis, and workup to a whole estate assessment. It is usually easierto make general judgements once someunderstanding has been gained of the conditionsin specific situations.

5 Data should be assembled in such a way that itcan be aggregated to give whole-building, whole-site and, if possible, whole-care-group assessment.

6 Clear and concise presentation of the end result isvital if the material is to be of maximum use forboth strategic and operational estate managementpurposes.

7 It is essential to the validity of the appraisals thatdouble counting is avoided. The followingapproach has proved useful in practice:

• if the physical condition and/or the functionalsuitability results in a breach of statutory orsafety requirements, the defect should berecorded against safety and statutoryrequirements;

• if the physical condition is reasonable but thefunctional performance is poor, the cost shouldbe attributed to functional suitability;

• if poor condition leads to low functionalperformance the cost should be attributed tophysical condition.

8 Consistency of appraisal across a wide range ofproperties is essential if useful cross-comparisonsare to be made.

An approach to space utilisation review9 An approach that has proved useful for reviews at

block and departmental level makes use of “on thespot” observations of under-used areas. The resultsof these observations should be brought togetheron a plan to identify the full extent of under-utilisation, and the potential savings that can bemade in property overheads.

10 Often people will react to the plan by trying tojustify or defend the present situation – indicatinghow impossible it would be to release such spacebecause:

a. it is made up of a collection of zones that aresmall in area, or dispersed over a wide area, andtherefore not worth bothering with; or

b. the space is locked into unusable positions byvirtue of its relationship to the structure of thebuilding, external or load-bearing walls,stairwells, etc.

11 In most situations such spaces can only be“unlocked” if functions are radically reorganised.Often a more determined and radical approachwill give greater rewards. Feasibility studies,followed by option appraisals, should be carriedout to indicate the most promising and practicalpossibilities, taking into account the benefits andcosts involved.

12 This technique may make it possible to relocate afunction or service into the released space. Evenwhere some minor capital investment is needed,this approach can generate actual revenue savings,or avoid cost increases.

13 The release of under-used areas can generaterevenue savings from reductions in propertyoverheads, which consist of:

• engineering maintenance

• building maintenance

• energy and utility

• grounds and gardens

• rent and rates

• capital charges

Appendix 1 – Detailed guidance on five facets ofland and property appraisal

11

• domestic cleaning

• other support services (security, portering, etc.)

14 In addition, capital income may be realised fromthe redundant building site, or additional revenueobtained from letting spare accommodation toother users.

Producing an overall rating15 The overall rating for each facet when conducting

a high-level appraisal is determined by a subjectiveassessment based on the ranking of each elementof the facet and the scale of any deviances.

16 When conducting a detailed appraisal the rankingof each element of the facet is determined by asubjective assessment based on the ranking of eachsub-element of that element and the scale of anydeviances. An overall ranking for the facet canthen be produced according to the procedureoutlined above.

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Appendix 2Examples of standard forms for collecting data for the five-facet surveyExample of a physical condition data form

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SURVEY BY: DATE: BUILT IN: AGE: BUILDING:

OVERALL VOLUME: m3 OVERALL AREA: m3 BLOCK:

NUMBER OF FLOORS: Sheet Ref:

CLASSIFICATION CATEGORY: COMMENTS:A as new (that is, built within the last two years)

and can be expected to perform adequately overits expected shelf life;

B sound, operationally safe and exhibits only minordeterioration;

C operational but major repair or replacement willbe needed soon, that is, within three years forbuilding elements and one year for engineeringelements;

D runs a serious risk of imminent breakdown;X supplementary rating added to C or D to indicate

that nothing but a total rebuild or relocation willsuffice (that is, improvements are eitherimpractical or too expensive to be tenable).

1 BUILDING:

SUB-STRUCTUREFRAMEFLOORROOFWALLS AND FINISHESWINDOWSDOORSBARGE BOARDSDECORATIONSCILLS/LINTELSCOVERINGS - PITCHEDCOVERINGS - FLATROOF LIGHTSRAINWATER GOODS – e.g.GUTTERS, DOWNSPOUTSSTACKSWALLS AND FINISHESDOORSFLOORSCEILINGSSUSPENDED CEILINGS DECORATIONSWALLS AND FINISHES

SANITARY FITTINGS

UNIT FURNITURE

LANDSCAPING

FENCING

WOOD FENCE

ROADS/CAR PARKS

DRAINAGE/SEWERAGE

WATER SUPPLY

INTERNAL DRAINS

OVERALL BUILDING RANK

STR

UC

TU

RE

EXT

ERN

AL

FAB

RIC

RO

OF

INT

ERN

AL

FAB

RIC

(I)

(II)

(III)

(IV)

(V)

(VI)

(VII)

14

HO

T A

ND

CO

LD W

ATER

SYST

EMS

LIFT

S A

ND

HO

IST

SB

OIL

ERS

AN

DC

ALO

RIF

IER

S

CO

ND

ITIO

N R

AN

K

CO

ST T

O R

EPA

IR (

£000

’s)

REM

AIN

ING

LIF

E (Y

EAR

S)

CO

ST T

O U

PGR

AD

E (£

000’

s)

ELEM

ENT

RA

NK







2 MECHANICAL:

DISTRIBUTIONSURFACESCONTROLSPUMPSINSULATIONDISTRIBUTIONVALVES ETC.CONTROLSMETERSCONDENSE SYSTEMINSULATIONVENTILATION PLANTDUCTWORKCONTROLSREFRIGERATIONCOOLING TOWERSCOMPRESSORSINSULATIONDISTRIBUTIONMANIFOLDS ETC.OUTLETSALARM SYSTEMSCOMPRESSORSVACUUM PUMPSDISTRIBUTIONPUMPSVALVES/CONTROLSSOFTENING PLANTINSULATIONPASSENGERGOODSHOISTSCONTROL PANELBOILERS AND FLUESCALORIFIERSFLUES - SEPARATECONTROLSINSULATIONCATERINGLAUNDRYSTERILIZERS

POTABLE COLD WATER TANKS

HEATING HEADER TANKS

OIL STORAGE (GEN)

GAS SUPPLY

OVERALL MECHANICAL RANK

HEA

TIN

GSY

STEM

STEA

MSY

STEM

VEN

TIL

ATIO

NSY

STEM

PIPE

D M

EDIC

AL

GA

SES

&V

AC

UU

M P

UM

PS

(I)

(II)

(III)

(IV)

(V)

(VI)

(VII)

(VIII)

(IX)

FIX

EDPL

AN

T

FUEL

STO

RA

GE

&D

IST

RIB

UT

ION

15

BU

ILD

ING

MA

NA

GEM

ENT

CO

NT

RO

L SY

STEM

CO

ND

ITIO

N R

AN

K

CO

ST T

O R

EPA

IR (

£000

’s)

REM

AIN

ING

LIF

E (Y

EAR

S)

CO

ST T

O U

PGR

AD

E (£

000’

s)

ELEM

ENT

RA

NK







3 ELECTRICAL:

FITTINGSWIRINGBONDINGDISTRIBUTION BOARDSSWITCHGEAREMERGENCY LIGHTSLIGHTNING PROTECTION

TELEPHONES

PAGING SYSTEMS

DATA TRANSMISSION

BEDHEAD SERVICES

NURSE CALL SYSTEMS

FIRE ALARMS

BURGLAR ALARMS

ATTACK ALARMS

MEDICAL GAS ALARMS

BEDPAN WASHERS

GENERATORS

BODY FRIDGE

WATER HEATERS

OVERALL ELECTRICAL RANK

ELEC

TR

ICA

LSY

STEM

TEL

ECO

MM

UN

I-C

ATIO

NS

ALA

RM

AN

DD

ETEC

TIO

NSY

STEM

S

FIX

EDPL

AN

T

(I)

(II)

(III)

(IV)

(V)

Block no:

Portion no: Functional units:

Department code: Capacity:

Area m2: Date:

Standard m2: Actual use:

Hospital: Department:

Form completed with:

CLASSIFICATION CATEGORY‘A’ very satisfactory, no change needed;‘B’ satisfactory, minor change needed;‘C’ not satisfactory, major change needed;‘D’ unacceptable in its present condition;‘X’ supplementary rating added to C or D to indicate that nothing but a total rebuild or relocation will suffice (that

is, improvements are either impractical or too expensive to be tenable).

1. DETAILED ASSESSMENT (using above categories)

(i) INTERNAL SPACE RELATIONSHIPS Rank

(a) Are critical dimensions suitable for function?

(b) Observation of dependant patients by staff?

(c) Separate sex bed/cubicle areas and toilet facilities

(d) Security is maintained for both staff and patients

(ii) SUPPORT FACILITIES

(a) Adequate toilets and bathrooms for the number of users?

(b) Adequate storage space?

(c) Adequate seating and waiting space?

(d) Provision has been made for disabled people?

(iii) LOCATION

(a) Distance of key linked facilities not excessive?

(b) Relationship to car parking areas is clear and reasonably close?

(c) Access to public transport links is good?

(d) Access via vertical or horizontal communication is good? (stairs etc.)

Overall rank

16

Example of a functional suitability data form

2. ASSESSMENT OF OVERALL EFFECTIVENESS CATEGORY

3. ADDITIONAL COMMENTS

4. COSTS TO UPGRADE FROM CATEGORIES C or D or X

Item Approx. estimate£

(i) Internal space

(ii) Support facilities

(iii) Location

TOTAL £

17

18

Block no:

Portion no: Functional units:

Department code: Capacity:

Area m2: Date:

Standard m2: Actual use:

Hospital: Department:


CLASSIFICATION CATEGORY‘E’ EMPTY - empty or grossly under-used at all times (excluding temporary closure);‘U’ UNDER-USED - generally under-used; utilisation could be significantly increased;‘F’ FULLY USED - a satisfactory level of utilisation;‘O’ OVERCROWDED – overcrowded, overloaded and facilities generally over-stretched.

1. OVERALL ASSESSMENT (using above categories)Identify general category into which department falls: CATEGORY

2. CURRENT USEHow intensively is the space being used?List below any rooms or areas within the department not used to optimum capacity:

3. USE OVER TIMEHow does usage vary over time (that is, over a working day or a working week)?

4. GUIDANCEHow does the available space compare with national guidance?Is it in excess of the recommended area? Is it in line with the guidance? Is it less than the guidance advises?

Example of a space utilisation data form

19

CLASSIFICATION CATEGORY‘A’ building complies with all relevant standards and relevant guidance (unlikely to be used except for new or newly

upgraded provision);‘B’ building where action will be needed in the current plan period to comply with relevant guidance and statutory

requirements;‘C’ building with known contravention of one or more standards – which falls short of ‘B’;‘D’ building areas which are dangerously below ‘B’ (for example, that have been subject to adverse external

inspections);‘X’ supplementary rating added to C or D to indicate that nothing but a total rebuild or relocation will suffice (that

is, improvements are either impractical or too expensive to be tenable).

DETAILED FIRE ASSESSMENT (using above category)

Category

a. Compartmentation

b. Fire doors

c. Means of escape

d. Alarm/detection systems

e. Textile and furniture relevant to fixed assets

f. Storage of flammable substances

g. Compliance with Firecode

Overall assessment (fire)

DETAILED HEALTH & SAFETY ASSESSMENT (using above categories)

Category

a. Electrical services: supply and distribution

b. Asbestos

c. Control of legionella

d. Compliance with Health and Safety at Work Act

e. Food hygiene

f. Compliance with Control of Substances Hazardous to Health (COSHH) Regulations

g. Compliance with Disability Discrimination Act

h. Pressurised systems

i. Maintenance and operation of equipment in confined spaces

j. Surface temperature of heat-emitting devices

Overall assessment (health & safety)

TOTAL FIRE AND HEALTH & SAFETY ASSESSMENT

PROPERTY: DATE:

BLOCK NO: BLOCK DESCRIPTION:

Example of a fire and health & safety requirements data form

20

GENERAL COMMENTS

(1) Fire:

(2) Health and safety:

COSTS TO UPGRADE TO MEET STATUTORY REQUIREMENTS AND RELEVANT GUIDANCE

FIRE Item Approximate estimate£

a. Compartmentation

b. Fire doors

c. Means of escape

d. Alarm/detection systems

e. Textiles and furniture relevant to fixed assets

f. Storage of flammable substances

g. Compliance with Firecode

Fire – Total cost (£000s)

HEALTH AND SAFETY

a. Electrical services: supply and distribution

b. Asbestos

c. Control of legionella

d. Compliance with Health and Safety at Work etc Act

e. Food hygiene

f. Compliance with Control of Substances Hazardous to Health (COSHH) Regulations

g. Compliance with Disability Discrimination Act

h. Pressurised systems

i. Maintenance and operation of equipment in confined spaces

j. Surface temperature of heat-emitting devices

Health & safety – Total cost (£000s)

PROPERTY: DATE:

BLOCK NO: BLOCK DESCRIPTION:

21

Block no: 1

Portion no: 1 Functional units: Beds

Department code: Capacity: 10 bedrooms + 4 day spaces

Area m2: 421.32 Date: February 2002

Standard m2: See HBN xxx Actual use: Acute mental health residential

Hospital: Department: Mental


CLASSIFICATION CATEGORY

‘A’ very satisfactory, no change needed;

‘B’ satisfactory, minor change needed;

‘C’ not satisfactory, major change needed;

‘D’ unacceptable in its present condition;

‘X’ supplementary rating added to C or D to indicate that nothing but a total rebuild or relocation will suffice (thatis, improvements are either impractical or too expensive to be tenable).

1. DETAILED ASSESSMENT (using above categories)

(i) INTERNAL SPACE RELATIONSHIPS Rank Comment (if C or D)

(a) Are critical dimensions suitable for function? B Generally OK

(b) Observation of dependant patients by staff? B Generally OK

(c) Separate sex bed/cubicle areas and toilet facilities C One area – Single bedrooms

(d) Security is maintained for both staff and patients B Some break-ins

(ii) SUPPORT FACILITIES

(a) Adequate toilets and bathrooms for the number of users? C No specific staff WC

(b) Adequate storage space? B No major problems

(c) Adequate seating and waiting space? B Satisfactory

(d) Provision has been made for disabled people? B Lift & ground floor bedroom available

(iii) LOCATION

(a) Distance of key linked facilities not excessive? N/A

(b) Relationship to car parking areas is clear and reasonably close? B Satisfactory

(c) Access to public transport links is good? B Satisfactory

(d) Access via vertical or horizontal communication is good? (stairs etc.) B Satisfactory

Overall rank C

Appendix 3 – Example of a completed functionalsuitability data form

2. ASSESSMENT OF OVERALL EFFECTIVENESS CATEGORY

B

3. ADDITIONAL COMMENTSSeparate bedrooms in one area only, separate bathrooms, etc. are available.No separate staff WC facilities – staff use patients’ WCs.The bedrooms have limited en-suite facilities, i.e. wash basin only.

4. COSTS TO UPGRADE FROM CATEGORIES C or D or X

Item Approx. estimate£

(i) Internal space

(ii) Support facilities Provision of staff WC facility £3675.00

(iii) Location

TOTAL £3675.00

22

Status noteForewordContentsLand and property appraisalLand and property performance indicatorsAppendix 1 – Detailed guidance on five facets ofland and property appraisalAppendix 2Examples of standard forms for collecting data for the five-facet surveyAppendix 3 – Example of a completed functionalsuitability data form

STATUS IN WALES 00 08 Wales ed...Note 00-08 Estatecode – Welsh Edition 2009 and provides guidance...

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