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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