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Building a multi-year works plan

What it is for​

The Works Plans module establishes the multi-year works programme (PPT) for your portfolio: works are listed, budgeted and then arbitrated, property by property, and consolidated at portfolio level.

You do not start from a blank page: the application lets you generate your works lines automatically from the wear of your equipment as recorded in the platform. Your job is to arbitrate those proposals and complete them.

The more complete that wear information is, the more reliable the lines generated automatically. Two values matter most: the equipment's overall condition and its last renewal date. Consolidating them beforehand is the best investment you can make in the quality of your plan.

The works plan programming screen, with its validated lines and proposed lines

Before you start​

  • Access to the Works Plans module (Workflows category of the menu).
  • To reach Settings and libraries: the "PPT settings and Libraries" permission, granted by someone with advanced permissions.
  • Deleting a works plan also depends on the permissions you have been granted.

Step by step​

1. Start a works plan​

From the list of properties:

  • For several properties at once: tick them, click "Start PPTs", then give the starting year. Allow up to 3 minutes per property.
  • For a single one: open the property and click "Start a PPT", then reload the page.

This generates your works lines automatically, from the wear of your equipment.

For each piece of equipment, Stonal combines its date of last renewal, its overall condition and the service life of the matching works item, to work out when its replacement should be scheduled.

These are proposals: you will be able to adjust them afterwards.

Check the year before confirming

If you pick the wrong starting year, the only fix is to delete the plan and start it again.

2. Arbitrate the lines​

Programming distinguishes proposed lines (calculated by Stonal) from validated lines (the ones you retain). Lines are grouped by family, then by works item label.

Validated lines grouped by trade, with the year-by-year breakdown

On one line, or on a selection of lines:

ActionEffect
Validate / InvalidateValidate the proposed lines that match what you see on the ground, invalidate the ones that no longer apply
ShiftPut the planned works back, or bring them forward
SmoothSpread the cost of the works over several years, from a starting year — for works that will not be finished within a single year
ModifyAdjust the amount of a works line, or the quantities behind it: number of items of equipment, area concerned…
Revert to calculated amountsCancel the manual changes made to the amount

3. Complete with your own lines​

If the lines generated automatically do not suit you, or if they are incomplete, you can create your own works lines.

The "Add a line" menu with its two options: from the library, or manual entry

Click "Add a line":

  • from the library — Stonal picks up the price and quantities of the components concerned (the "Location" field);
  • by manual entry — you fill in everything.

Either way the line lands directly in the validated lines.

4. Resolve obsolete lines and conflicts​

  • Obsolete lines — lines that are no longer generated automatically, given the wear of the equipment concerned. Keep them or delete them.

The obsolete lines window, with the choice to delete or keep them

  • Lines in conflict — the recalculated amount differs from yours, or the quantity has changed in the plan. Choose the old or the new value.

The conflict resolution window: comparison between the old and the new line

info

Every conflict must be resolved before you can validate your works plan. Bulk resolution is available.

5. Move the plan through its stages​

A works plan goes through five stages:

Initialisation → Consolidation → Validation → Budget entry → Validated

From budget entry onwards, the plan can no longer be modified. Once validated, its first year moves into budget tracking and the plan becomes the starting point for the next one.

6. Consolidate at portfolio level​

Aggregated PPTs give budgets by year across the whole portfolio: groupings, breakdown by property, switching between validated and proposed lines, hiding columns.

This is the view where budget trade-offs get settled. Property by property there is nothing to compare against; here you see at a glance what each year weighs across the whole portfolio, and you decide knowing the full picture.

It is also the only place where you can adjust several properties at once, rather than going back through each plan one by one.

To validate in bulk: choose a grouping (the whole portfolio, or a targeted budget), expand it, tick the lines then click "Validate lines". Repeat for each grouping.

Settings and libraries​

Reachable through ⚙️ if you have the permission.

  • Works Items Library — the Stonal library covers every trade and is reviewed each year with a construction economist. You can deactivate a Stonal item, edit it (with the option to return to the original) or create your own items. Each item is described across four tabs: general information, components, cyclicality, criteria.
  • Price Libraries — Stonal reference prices are available to consult; your own libraries can be regionalised.
  • Criteria Library — three fixed criteria (Objective, Budget, Priority) whose values you customise, plus up to three criteria of your own.

Good to know​

  • Refresh your plans after any change to a works item or a price, otherwise they stay calculated on the old values. The list of properties offers a bulk refresh.
  • Creating a custom works item that covers a component already covered by an existing item generates duplicate lines.
  • Deleting a custom works item or a works plan is permanent.
  • Displaying amounts excluding or including tax is set through the cog on the list of properties. VAT defaults to 10% and can be changed line by line.

See also​