| Description | The Cabinet Secretary for Finance and Sustainable Growth, John Swinney, commissioned a Review of public sector Asset Management which, in the first instance, should focus only on the Scottish Government estate. The aim was to consider the current status and quality of the management of our buildings and land. In doing so the Review has sought to establish the facts and identify the anomalies, weaknesses and opportunities to bring about the more efficient and effective use of of our estate. |
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| ISBN | (Web Only) |
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| Official Print Publication Date | |
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| Website Publication Date | January 28, 2008 |
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Annex A
Copy of Questionnaire - both parts
PART 1 - MANAGEMENT ARRANGEMENTS FOR ALL BUILDINGS/LAND WITHIN YOUR ESTATE
For all enquiries regarding completion please contact either HILARY PEARCE on 0131-244-5326, e-mail Hilary.Pearce@Scotland.gsi.gov.uk or GILLIAN McCALLUM on 0131-244-4245, e-mail Gillian.McCallum@Scotland.gsi.gov.uk
Please give the following information to the best of your knowledge, about the whole of the estate which XYZ BODY owns, leases, manages and/or occupies under a MOTO.
1. Asset Management Strategy
Do you have an Estate Management/Asset Management Strategy or Plan?
Yes | (please provide a copy with your response) |
No | |
2. Responsibility
a) Who has overall responsibility for taking strategic estate management/asset management decisions?
Chief Executive | | Name and Contact Details: |
or Finance Director | | Name and Contact Details: |
or Estate Manager | | Name and Contact Details: |
or Other person | | Name, title and Contact Details: |
or Board or equivalent | | Title and contact details: |
b) Who has responsibility for leading/developing Estate Management/Asset Management issues?
Chief Executive | | Name and Contact Details: |
or Finance Director | | Name and Contact Details: |
or Estate Manager | | Name and Contact Details: |
or Other person | | Name, title and Contact Details: |
c) Who has responsibility for implementing Estate Management/Asset Management issues ?
Chief Executive | | Name and Contact Details: |
or Finance Director | | Name and Contact Details: |
or Estate Manager | | Name and Contact Details: |
or other person | | Name, title and Contact Details: |
3. Advice
a) Do Scottish Government finance teams and/or sponsor teams play any part in your asset decision making process?
If yes, please describe:
b) Have you consulted the Scottish Government's Property Advice Division regarding estate decisions within the past three years ?
If no, why not?
If yes, did you follow their advice?
Yes (all or ome) | | No (none) | |
If none, why not?
c) Have you used consultants for any functions? (property management, benchmarking, rating consultancy, environmental management etc.)
If yes, please describe what you use consultants for and approximately how much was paid to consultants for asset related work in the last financial year (2006-07):
4. IT systems If your buildings/land are not listed on e-PIMS then…
a) Do you use any IT systems/software to manage your asset portfolio?
Yes | | What system do you use: |
No | | Please say why not: |
5. Suitability In determining the current and ongoing suitability of your buildings/land to your business objectives, what criteria/policies are employed by your organisation? Please rank your choices (1 being the most important).
Financial/economic criteria | |
Energy management | |
Waste Management | |
Property condition | |
Space standards | |
HR Issues | |
Location | |
Access to stakeholders | |
Travel/sustainable transport | |
Other environmental factors, please state: | |
Other, please state: | |
6. Incentives and hindrances
a) What controls and incentives encourage your organisation towards more efficient use of the assets that you control and manage?
b) What discourages or hinders the more efficient use of your assets?
7. Land under-use Do you include any underused or un-used land assets (such as amenity land, underused car parking etc), within your asset management plan or strategy?
8. Guidance
a) Does the financial planning for your assets conform with Scottish Public Finance Manual (SPFM) principles?
b) What other financial or asset management guidance do you use to manage your assets?
9. Value How do you demonstrate to your auditors and your sponsor division that your asset management expenditure is value for money and provides good estate management ?
10. Management systems What management systems, (including record keeping, computer aided facilities management, environmental management) do you have for monitoring and reporting on the efficiency and effectiveness of your building and/or land assets?
Please give examples:
· Do you have regular or occasional benchmarking in place for your building and land assets?
If yes, is this external or internal benchmarking?
· Do you set performance targets, including environmental targets, for various parts of your estate?
If so, please list the types of performance targets that are set
· Do you monitor the running costs for your organisation's estate?
Are your annual running costs, in cash terms, increasing or decreasing, or static:
| Increasing | Decreasing | Static |
a) … in total year on year | | | |
b) … per square metre (NIA) | | | |
c) … per full-time equivalent member of staff year on year | | | |
| Part 2 - Standard factual information for each and every property/land asset |
| Organisation | .......................................................................................................... |
| Contact for any queries (Name, Telephone no, Email address) | |
| Asset Type | Asset 1 | Asset 2 |
| 1. Location | .................................................................. | ............................................................ |
| Property Name | | |
Street Number | | |
| Road | | |
| Neighbourhood | | |
| Town / City | | |
| Postcode | | |
| OS Grid Reference, if known | | |
| | |
| 2. Area | | |
| a) Floor Area of Building Occupied by your Organisation (Net Internal Area [N/A] - in square meters) | | |
| b) Total Site Area (i.e. land area within the legal boundaries of the site, whether built upon or not - in hectares) | | |
| c) Number of car parking spaces allocated to your organisation | | |
| | |
| 3. FUNCTION | | |
| a) Main function of the building/land | | |
| | |
| 4. STAFF NUMBERS occupying the building/land: | | |
| a) Headcount | | |
| b) Full Time Equivalent | | |
| | |
| 5. TENURE TYPE | | |
| a) Does your organisation own, lease or manage this property or land (whether occupied or vacant)? | | |
| | |
| 6. IF OWNED (if leased, please proceed to section 7) | | |
| a) Title of the holder on title deed (e.g. Scottish Ministers, Secretary of State for Environment) | | |
| b) When was it constructed? (buildings only)(year) | | |
| c) When was it purchased? (month/year) | | |
| d) What price was paid? | | |
| e) What is the current or most recent capital value of this asset? | | |
| f) What was the date of this valuation? (month/year) | | |
| | |
| 7. IF LEASED (if owned, please proceed to section 8) | | |
| a) Date lease commenced (month/year) | | |
| b) Date lease ends (month/year) | | |
| c) Date of next lease break (month/year) | | |
| d) Date of next rent review (month/year) | | |
| e) Name of landlord | | |
| f) Rent (£ per annum) (please indicate if rent is lower than normal because of a landlord incentive) | | |
| g) VAT on rent (£ per annum) | | |
| h) Service charge (£ per annum) | | |
| i) Who has dilapidations liability? | | |
| | |
| 8. SUB-LETTING and MOTOs | | |
| a) Is any part of this property/land sub-let or has a MOTO arrangement? | | |
| If yes, what is the: | | |
| | |
ii) Area that is sublet or has a MOTO arrangement (Please provide NIA in m 2 for buildings and hectares for land)? | | |
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| 9. CO-LOCATION (property only) | | |
| a) Is your organisation co-located within this property with another public sector organisation? | | |
| If yes: | | |
i) What is the name of that organisation? | | |
ii) How is the floor area apportioned between the organisations? (Please provide approximate % apportionment) | | |
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| 10. SURPLUS, VACANT, TEMPORARILY UN-USED SPACE | | |
| a) Is any part of this building currently vacant or un-used? (if this asset is not a building, please proceed to question 10 b) | | |
| If yes: | | |
i) What is the area of this space (NIA in m 2) | | |
| b) Is any part of this property or land surplus to the requirements of your organisation now or will become so within the next three years? | | |
| If yes: | | |
i) What area is surplus? (Please provide NIA in m 2 for buildings and hectares for land)? (If the exact area is not known, please provide an approximate proportion, e.g. half or x%) | | |
ii) When will it become surplus? | | |
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