Action plans
You use action plans to plan and follow up on major maintenance work on your objects. Action plans can be created for all object types in LAFT; property, building, floor, room, rental object, outdoor area and facility.
Table of Contents
Action plans can be found in the main menu on the left within the operation and maintenance module.
Create an action
Click the Create New Action button at the top right of the page.
You can create action plans in three ways:
- Custom measure : allows you to create an action plan for one or more objects. Free text and budget only, which is not linked to any deviation/other in the system.
- Condition level on IK building issues : allows you to create an action plan on one building at a time, on IK building issues where TG2 and/or TG3 has been set.
- Other condition level from checklist : allows you to create action plans for self-created questions from checklists where TG is set as an answer option, and TG2 and/or TG3 are answered.
Custom measure
First, you select which object type the action plan should apply to. Here you can choose between all types in the property structure: Properties, buildings, floors, rental properties, rooms, facilities and outdoor areas. Once you have selected the type, select the object(s) in the field below. You can select one or more objects if desired.
In the Action field * , write a title for the action, while in the description field, write more in depth. You can choose to link the action plan to an account, set status, resource, and priority.
On Budget, you fill in the desired number of years, i.e. the period for which the action plan should apply, and distribute the costs over this period.
Remember to click the Create Action button at the bottom of the page when you're done.
You will then be taken to the created action plan, and you will have an overview of activity (change log), as well as a separate document archive for the action plan.
Condition level of IK buildings questions
If you subscribe to IK-bygg, you can create an action related to questions from the internal control. Such an action plan can only be created on the object type Building, as IK-bygg only supports this. Support for IK-bygg questions on other object types is planned to be available in the first half of 2025.
Here you can only select one building at a time, as the deviation is associated with only one building. You can also filter whether you only want to display TG2/3, area of responsibility, etc. in the table.
Check the question(s) you want to associate with the action plan. Then, follow the same procedure when creating a custom action plan.
- In the budget, you enter costs divided by year. You can choose which years are included in the budget period.
NOTE : Cost is in thousands, so if you want to enter 20,000, type 20. If you later edit the action plan and adjust the year range, you will receive a warning before removing a year that contains a cost. - Describe the action, for example, "Water leak needs to be fixed."
- Under description you can add any additional information.
- Under "account", you select which budget account the measure will be allocated to. To create accounts, go to "Accounts" in the main menu on the left.
- Select the status, resource and priority for the action and enter any tags. You can filter all of these in the overview.
- Click on "Create action". This will take you back to the page for creating an action plan for IK building issues, and you can create more if you want. To find the action you just created, you can return to the overview page.
Other condition grade from checklist
First, select the object type. Here you can choose from all types available in the property structure. Then you can select one or more objects for which you want to display deviations in the table below. You can also filter by checklists, users (who have submitted the checklist), deviations (condition level 2 or 3), and whether measures have already been created. You will also see the date and time when the deviation was registered (i.e. when the checklist was submitted).
Otherwise, the procedure and items you can fill in are the same as for custom measures and action plans from IK-bygg.
Once the action plan has been created, there are several tabs you can switch between: General, Activity, Document Archive and Source:
Activity allows you to view the change log as well as view and/or add comments. All changes to e.g. budget are logged. In addition, all action plans have their own document archive where you can upload necessary files and documents, images, contracts, agreements, etc.
The source shows where the deviation(s) in the action plan originates (which checklist, who submitted it, when, etc.):
Use the overview
In the overview you can choose whether you want to see already created action plans for one or more objects, as well as which budget period you want to see in the overview below. If you select a period that contains action plans that are not part of the entire period in the filter, this will be visible in the overview by the years being blank, and cannot be edited via the overview, as follows:
In the filter, you can specify in more detail what kind of measures you want to see in the overview.
You can also filter by Variant ; that is, whether you want to see custom action plans, action plans from IK-bygg, or action plans from custom questions in checklists.
The "Get updated data from IK-Bygg" button retrieves costs and condition level from Internal Control, so you don't have to coordinate these manually. Above the table you have the option to export the action plans to PDF or Excel, and you can choose which columns you want to see/hide.
Several of the columns can be edited directly in the table, so you don't have to go in and edit the entire action plan. This applies to the following: Status, resource, building part, priority and costs (in the budget/year range).
Create accounts
In the main menu on the left, click on "Accounts". Here you have an overview of the accounts that have already been created, and you can create new ones. These should reflect the actual budget accounts in your municipality or organization.