Introduction
These implementation notes cover the integration with PSI 2000’s Asbestos Management Suite (AMS). The integration consists of one export from arcHouse and one import into arcHouse –
• arcHouse exports a property file for import into AMS.
• arcHouse imports details of asbestos instances and/or un-inspected spaces in a property from AMS which are held in Property User Defined Characteristics (UDCs) within arcHouse.
This functionality was introduced in the 2005A release.
Pre Requisite
Licence code L06015 must be entered available from release 2005A58. Please contact Orchard Customer Services.
User Defined Characteristic Type
UDC Types that are to be imported from AMS must exist within arcHouse before they can be imported against properties. They are added within –
Maintenance/Utilities + Maintenance + Common + File Maintenance + UDC
UDC Class
Field Type Each UDC must be one of the following –
- Character Used to record free format text (recommended).
- Code Used to select a code from a user-defined set of choices If this option is selected, the codes also must be defined using the Codes option (see below).
- Date Used to record a date against a property.
- Decimal Used to record a numeric value against a property.
- Logical ‘True’ if the UDC added to a property. The value does not display.
UDC Type
The user-defined code to identify the UDC (up to 6 characters).
UDC Description
A description of the UDC (up to 20 characters).
Linked To Must be – Property.
h2. Format
Depending on the class of UDC selected, a dropdown list of possible formats is presented for selection. For example for ‘Character’ UDCs select x(30).
Indexed
Must be – No
Unique
Must be – No
Use for Selection
Must be – No
Default Duration
Do not set.
Terminate
Do not use – unless the UDC Type is to be no longer used. Entering a termination date will prevent the UDC being available for use after that date.
Codes
Holds a validation table for UDCs which have a UDC Class of ‘Code’.
| Code | Must be unique (up to 7 characters). |
|---|---|
| Description | Description of code (up to 20 characters). |
Function
One or more ‘functions’ may be attached to the UDC.
It is recommended that the ‘Alert’ function is selected, which provides a warning to be displayed whenever details of a property with the UDC attached are viewed, for example, within the Repairs History screen of the property. This applies to UDCs that are currently active i.e. where there is an ‘end date’ against the UDC that has passed.
Security
This option may be used to define User security against the UDC (* = Named Users do not Have Access OR ! = Only Named Users Have Access).
It is recommended that the ‘!’ option is used to prevent Users manually adding or modifying the UDC so that asbestos UDCs may only be added or updated from AMS.
Batch Programs
The following two Batch Programs should be added, which are used to run the export and import programs. They are added within –
Maintenance/Utilities + Maintenance + Common + System Maintenance + Batch Control
Property Export for PSI
| Batch Program Name | apsprex0.p |
|---|---|
| Description | PSI Property Export |
| Module Id | 1 |
| Batch Program Type Code | P |
| Modules | 1 |
| Dft Params Defined | Yes |
| Queue Code | Select the required CYCLICAL queue eg. 01AMSPR |
And
| Batch Program Name | apsudim0.p |
|---|---|
| Description | PSI UDC Import |
| Module Id | 1 |
| Batch Program Type Code | P |
| Modules | 1 |
| Dft Params Defined | Yes |
| Queue Code | Select the required CYCLICAL queue eg. 01AMSPR |
Batch Program Default Parameters
apsprex0.p – PSI Property Export
| Parameter | Position | Description |
|---|---|---|
| Char | 1 | Batch Parameter one is for department code eg HSG. Can be set to ? for all departments or one department can be added. If multi departments are required these should be entered into a comma separated list. |
| Char | 2 | Batch parameter two is for the Common Area code, this will work on the same principle as the department code and also allows for non leaf areas to be added to the list. ? if not required. |
| Char | 3 | Batch parameter three specifies the path and filename of the file to be exported eg1 g:\l\test\var\common\ifc\toAMS\PSIPropsExport.xml or /l/var/common/ifc/toAMS/PSIPropsExport.xml |
| Char | 4 | This may be used to create a file for one or more specified properties using the property User Code. A comma specified list of user codes may be used for multiple properties. It can be left as ‘?’ to export for all properties. |
| Parameter | Position | Description |
|---|---|---|
| Char | 3 | Batch parameter three specifies the path and filename of the file to be imported Multiple queue links may be defined to allow the import of multiple UDC files with different file names, for example where there is more than one installation of AMS. eg1 g:\l\test\var\common\ifc\fromAMS\udc.xml or/l/var/common/ifc/fromAMS/udc.xml |
Interfaces
The following two Interfaces should be added. They are added within –
Maintenance/Utilities + Maintenance + Common + File Maintenance + Interfacing
Property Export for PSI
UDC Import From PSI
Reports
The following three Reports should be added. They are added within –
Maintenance/Utilities + Maintenance + Common + File Maintenance + Output
Add the following reports.
| Report | Description | Module | Form Type | Report Format | Note |
|---|---|---|---|---|---|
| fpsprex0 | PSI Property Export Report | 1 | A | Text | 1 |
| fpsudim0 | PSI UDC Imp Sum | 1 | A | Text | 2 |
| fpsudim1 | PSI UDC Imp Err | 1 | A | Text | 3 |
Note 1
The report fpsprex0 is a summary report which displays the number of properties exported.
Note 2
The report fpsudim0 is a summary report of data imported.
Note 3
The report fpsudim1 is an error report of records that failed to import, e.g. invalid UDC codes, blank UDC Value.
Letters
Where asbestos UDCs need to be output onto repairs stationery, for example job tickets, mail merge fields need to be created for the UDCs. Note that only active UDCs will be output (i.e. if there is an end date that has not passed).
These can be created within –
Maintenance/Utilities
+ Maintenance
+ Responsive Repairs (Client)
+ System Maintenance
+ Letters
+ Letter Groups
Select the group ‘JOB’, click on the Fields option then click on Add to add the new mail merge field(s). Add all property UDCs that need to be made available for adding to letters. See examples in screen shots below.
| Field Name | Enter a unique code for the new field. It MUST be begin with UDC. E.g. UDC001, UDC002. |
|---|---|
| Description | Enter a description for the field. |
| Type | Select one of the following – •UDC Label Pr - The label of the property UDC. UDC Value Pr - The value of the property UDC (not required for Logical UDCs). UDC Notes Pr - The Notes from the property UDC. Once a Type has been selected you will prompted to select the property UDC that the Label, Value or Notes related to. |
| Field Length | Enter a relevant field length – this will be dictated by the UDC that has been selected, although there is no prompt/look up available. |
| List of Elements | Must be – No. |
| Number of Elements | Must be – 1. |
The new fields can then be added to the letters as required.
Refer the Responsive Repairs Mail Merge Guide v.1.0 for detailed instructions on setting up mail merge documents within arcHouse.
User Instructions
PSI Property Export
The interface file previously exported the Property User Code as the only property reference code.
The interface now adds the Property Sequence Number to the interface file that is produced, in addition to the Property User Code.
Run the appropriate Batch Queue. Once the Batch Program apsprex0.p has ran arcHouse will check batch parameter character position 3 to find the path and file name for the export file. If this folder exists and arcHouse has been granted permission the file will be written to that location.
Once the batch job has completed the following report will be generated –
• fpsprex0 PSI Prop Export summary of the number of properties exported.
PSI UDC Import
Run the required Batch Queue. Once the Batch Program apsudim0.p has ran arcHouse will check batch parameter character position 3 to find the path and file name for the import file. If there is no file to import a message will be displayed in the Job Log of the completed batch job.
Once the batch job has completed the following reports will be generated –
• fpsudim0 PSI UDC Imp Sum Summary of data successfully imported.
• fpsudim1 PSI UDC Imp Err Error report of records that failed to import, e.g. invalid UDC codes, blank UDC Value.
The UDC file from AMS can contain new instances of UDCs and amendments to existing UDCs against properties, for example amendments to the UDC Value, Notes and Valid To Date. Note that the Valid From Date cannot be amended.
Multiple UDCs of the same Type code may be loaded against a property – each UDC to be imported must have a unique code against them (UDCEXTREF).
File Formats
PSI Property Export File
The following fields are exported in the arcHouse property file.
| XML Tag | Description |
|---|---|
| PRUSRCDE | Property User Code |
| PROPNUM | Property Number |
| SUFFIX | Suffix |
| PRNAME | Property Name |
| STREETCODE | Street Code |
| STREETDSC | Street Description |
| LOCALITY1 | Locality 1 |
| LOCALITY2 | Locality 2 |
| POSTCODE | Property Postcode |
| WARDCDE | Ward Code |
| WARDDSC | Ward Description |
| PRTYPCDE | Property Type Code |
| PRTYPEDS | Property Type Description |
| ARECDE06 | Attributes Area Code of Property |
| AGE | Construction Year |
| BLKREF | Block Reference Number |
| BEDROOMS | Total Number of Bedrooms |
| ROOMS | Total Number of Living Rooms |
| NORTHY | Northing Grid Reference |
| EASTINGX | Easting Grid Reference |
| NATUPRN | National Land Gazetteer UPRN |
| ELEVAT | Elevation grid Reference |
| TENTITLE | Tenant 1 Title |
| TENINIT | Tenant 1 Initials |
| TSURNAME | Tenant 1 Surname |
| TENUCODE | Tenants’ Tenure Type Code |
| TENUDSC | Tenants’ Tenure Type Description |
| RTBCDE | Right to Buy Code |
| RTBDSC | Right to Buy Description |
| RTBDATE | Right to Buy Date |
| DEMOLISH | Demolition Date |
| DISPOSAL | Disposal Date |
| DISRECDE | Disposal Reason Code |
| DISREDSC | Disposal Reason Description |
| OWNDPTCD | Owning Department Code |
| OWNDPTDS | Owning Department Description |
| DPTCDE | Managing Department Code |
| DPTNAM | Managing Department Description |
| PRM | Repair Responsibility Flag |
PSI UDC Import File
The following fields are included in the UDC import file.
| XML Tag | Description |
|---|---|
| PRUSRCDE | arcHouse Property UPRN – identifies the property that the UDC is to be imported against. |
| UDCEXTREF | Unique code used to identify the UDC that is being imported against the property. |
| AUDCTYPCDE | The code of the UDC Type to be imported against the property |
| UDCVALUE | The value of the UDC that is to be imported. The value will be dependant upon the UDC Class: •Date dd/mm/yyyy• Logical Classed as being ‘true’ if they are added and display against the property and ‘false’ if they are not added.• Character x(30)• Decimal -9,999,999.99• Character x(6) |
| VALIDFROMDTE | Date that the UDC is Valid from (dd/mm/yyyy). |
| VALIDTODTE | Date that the UDC is no longer valid from (dd/mm/yyyy). |
| NOTES | Notes associated with the UDC. There is no practical limit on the number of characters that may be imported in the Notes field. |
Both the Property User Code AND the Property Sequence Number to be used to determine the property that the UDC is to be added to. Where both are specified the system will validate that the codes relate to the same property.
Example UDC Import File
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