Estate Management System

Introduction#

The Estate Management System is designed to efficiently manage the properties of the University/HEI, including buildings, floors, rooms, washrooms, roads, footpaths, doors, windows, and walls. This module helps maintain infrastructure records, track maintenance activities, and ensure optimal utilization of estate resources.

This module is a vital component of the Governance Package within the Samarth eGov suite. To access it, users must log in and navigate to the Governance section. The module is structured into essential sections, each designed to streamline and enhance governance processes efficiently.

User Role#

To use the module, the Administrator or User Management System admin must assign roles as follows:

Dashboard Overview#

The Estate Management Dashboard provides a comprehensive overview of all estate-related assets and activities within the University/HEI. It offers insights into property details, allocations, maintenance requests, and infrastructure status. Users can efficiently track and manage buildings, floors, rooms, roads, and other estate components from a centralized interface.

Key metrics shown on the dashboard include:

• Active buildings, floors, and rooms
• Active washrooms
• Houses, classrooms, and total roads/footpaths
• Information on roads with streetlights, labs, conference halls, and more

Managing Estate Components#

Manage Buildings#

Refers to overseeing and maintaining buildings within the estate, including adding new buildings, updating details, monitoring usage, assigning spaces, and ensuring proper maintenance.

Add Building#

Note: All the settings that were configured earlier will be available as dropdown in some field, if any of the fields are not visible in the dropdowns make sure that the record status is active otherwise the value will not be visible in the dropdown.

Before adding a building, the following settings must be configured:

• Campus Key
• Type of External Wall
• Type of Foundation
• Type of Roofs
• Type of Substation
• Type of Structures
• Type of Window
• Type of Door
• Type of Railing
• Blocks

To add a new building:

1. Log in with the estate_admin or estate_ou_admin role.
2. Navigate to Governance → Estate Management System.
3. Click Manage Buildings and then click Add Building.
4. Fill the form fields as per the details below.
5. Click Save to store the record as draft, and then Activate/Update after verification.

Impact#

• Once a building is added and activated, it becomes available under Manage Buildings for adding floors, rooms, and houses.
• Building records contribute to estate dashboards, road/open area associations, and exportable estate reports.

Settings for Buildings#

Campus Key#

Campus Key refers to available organization units from the base modules. Based on the values set in the Campus Key, only those campus records will be visible to the estate_ou_admin.

• Log in to Samarth using credentials with the estate_admin role and click on the Governance section.
• Click on Settings in the Estate Management System.
• Click on the action button in the Campus Key setting.
• Select the required campuses for estate_ou_admin and click Submit.

Impact#

• This setting controls which records are shown to estate_ou_admin.
• If estate_ou_admin is assigned to a different organizational unit, they will not be able to view or edit unrelated records.

Type of External Wall#

The Type of External Wall refers to the classification of walls based on construction materials and design (e.g., brick, concrete, stone, glass, cladding, composite).

• Log in as estate_admin.
• Navigate to Settings in the Estate Management System.
• Click the action button in the Type of External Wall setting.
• Enter details and click Submit.

Impact#

• These wall types will be available when adding a new building.

Type of Foundation#

Refers to the classification of foundation types based on construction material and design.

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Type of Foundation setting.
• Enter details and click Submit.

Impact#

• These foundation types will be available in the dropdown while adding a new building.

Type of Roofs#

Defines roof types such as flat, sloped, gable, hip, metal, concrete, and tiled roofs.

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Type of Roofs setting.
• Enter details and click Submit.

Impact#

• These roof types will be available when adding a new building.

Type of Substation#

Classifies electrical substations (step-up, step-down, distribution, switchyard).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Type of Substation setting.
• Enter details and click Submit.

Impact#

• These substation types will be available when adding a new building.

Type of Structures#

Categorizes buildings and facilities (residential, academic, administrative, service).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Type of Structures setting.
• Enter details and click Submit.

Impact#

• These structure types will be available when adding a new building.

Type of Window#

Defines window classifications (sliding, casement, fixed, louvered, bay).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Type of Window setting.
• Enter details and click Submit.

Impact#

• These window types will be available when adding a building.

Type of Door#

Defines door classifications (wooden, metal, sliding, panel, glass, fire-resistant).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Type of Door setting.
• Enter details and click Submit.

Impact#

• These door types will be available when adding a new building.

Type of Railing#

Defines railing classifications (steel, glass, wooden, aluminum, wrought iron).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Type of Railing setting.
• Enter details and click Submit.

Impact#

• These railing types will be available when adding a new building.

Blocks#

Blocks refer to distinct sections within a building or building complex.

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Blocks setting.
• Enter details and click Submit.

Impact#

• Blocks will be available in the dropdown while adding a new building.

Add Buildings in Bulk#

Allows admins to upload multiple buildings at once using a structured template, improving efficiency and ensuring accurate record-keeping.

Add Open Area#

Before adding an open area, the following setting must be configured:

• Open Area Type

To add an open area:

1. Log in with the estate_admin or estate_ou_admin role.
2. Navigate to Estate Management → Manage Buildings → Add Open Area (or the relevant Open Area menu).
3. Fill the form fields as described below.
4. Click Save/Submit to store the open area details.

Impact#

• Added open areas appear in Manage All Estate and contribute to estate statistics and reports related to land use.
• Accurate open area details support planning for landscaping, parking, and campus development.

Add Open Area in Bulk#

Allows users to add multiple open areas simultaneously using a structured upload template, reducing manual entry effort.

Setting for Open Areas#

Open Area Type#

Classifies open spaces (gardens, parks, playgrounds, courtyards, parking lots).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Open Area Type setting.
• Enter details and click Submit.

Impact#

• These open area types will be required when adding an open area.

Manage All Estate#

Includes:

• Managing Non-Residential Buildings
• Managing Open Areas
• Managing Hostels
• Managing Residential Buildings

Activation of Estate Components#

After updates, components such as floors or rooms must be activated by the admin using the Update button. This ensures records are complete and conflict-free before use.

Adding or Updating Floors#

Before adding floors, the following settings must be configured:

• Floor Levels
• Floor Categories
• Type of Flooring

1. Select Manage Buildings.
2. Choose the building.
3. Click the Floor tab and select Add or edit existing details.
4. Save and activate the changes.

Settings for Floors#

Floor Levels#

Defines hierarchical building levels (ground floor, first floor, etc.).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Floor Levels setting.
• Enter details and click Submit.

Impact#

• Floor levels will be available as a dropdown while adding a new floor.

Floor Categories#

Classifies floors by usage (residential, commercial, administrative, parking, service).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Floor Categories setting.
• Enter details and click Submit.

Impact#

• Floor categories will be available when adding a floor.

Type of Flooring#

Defines flooring classifications (tile, marble, wood, vinyl, concrete, carpet).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Type of Flooring setting.
• Enter details and click Submit.

Impact#

• These flooring types will be available when adding a new floor.

Adding or Updating Rooms#

Before adding rooms, the following setting must be configured:

• Type of Rooms

1. Select Manage Buildings.
2. Choose the building.
3. Click the Room tab and select Add or edit existing details.
4. Save the changes.

Setting for Rooms#

Type of Rooms#

Classifies rooms (conference rooms, classrooms, offices, storage rooms, utility rooms).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Type of Rooms setting.
• Enter details and click Submit.

Impact#

• These room types will be available when adding a new room in a building.

Adding or Updating House Details#

Before adding house details, the following setting must be configured:

• Type of House

1. Ensure Is Residential is set to “Yes” while adding building details.
2. Navigate to Estate Management.
3. Select Manage Buildings.
4. Open the desired building.
5. Click the House tab and select Add.
6. Edit existing records if needed.
7. Click Save to store changes as draft until verification.

Setting for Houses#

Type of House#

Classifies residential units (Type-1, Type-2, Type-3, etc.).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Type of House setting.
• Enter details and click Submit.

Impact#

• These house types will be available when adding a new house.

Bulk Operations#

Allows admins to add multiple buildings, floors, or rooms simultaneously to reduce manual effort.

Roads & Footpaths#

Before adding roads and footpaths, the following settings must be configured:

• Type of Road
• Type of Footpath

To add Roads & Footpaths:

1. Log in as estate_admin.
2. Navigate to Estate Management → Roads & Footpaths.
3. Click Add New Road.
4. Fill the form fields as per the table below.
5. Click Submit to save the record.

Impact#

• Roads and footpaths recorded here are reflected in estate dashboards and reports (e.g., total road length, footpath coverage, availability of street lights).
• Accurate road and footpath data supports infrastructure planning, maintenance scheduling, and safety audits.

Settings for Roads & Footpaths#

Type of Road#

Defines road classifications (main roads, internal roads, asphalt, concrete, gravel).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Type of Road setting.
• Enter details and click Submit.

Impact#

• This road type is required for adding a road.

Type of Footpath#

Defines footpath classifications (concrete, paved, tiled, gravel, asphalt).

• Log in as estate_admin.
• Navigate to Settings.
• Click the action button in the Type of Footpath setting.
• Enter details and click Submit.

Impact#

• These footpath types will be available when adding a new footpath.

Report#

The Data Export feature enables administrators to download data related to residential and non-residential buildings in Excel, CSV, or PDF formats.

Download Job#

Admins can download previously exported reports from this section for offline analysis, reporting, and decision-making.

Safeguards for Data Integrity#

The module includes built-in safeguards to prevent incomplete submissions. Records remain inactive until all mandatory fields are completed and verified, ensuring data accuracy and system reliability.

Maintenance Requests#

Used to create requests for maintenance of estate, before creating a maintenance request following settings should be configured

Maintenance Request Types#

Types of maintenance request, for example corrective maintenance type. A new type can be added by filling the following details

• Name
• Status

Impact#

These request types will be available in the dropdown while creating a new maintenance request

Maintenance Issue Categories#

Categories for maintenance, for example electrical maintenance. A new category can be added by filling the following details

• Name
• Status

Impact#

These categories types will be available in the dropdown while creating a new maintenance request

Type of Maintenance#

Types of maintenance, for example electrical work. A new type can be added by filling the following details

• Name
• Status

Impact#

These maintenance types will be available in the dropdown while creating a new maintenance request

Approval Hierarchies for Maintenance#

Approval hierarchy is required for work order, if any of the work order against a maintenance request is created. The hierarchy can be added by filling the following details

• Type of Work

Type of work for which hierarchy is created

• Organization Unit

Name of the organization unit

• Default Authority

User to verify/approve the request in case of verifier/approver is not present

• Verifier

User who verifies and transfer the request for approval

• Approver

User who approves the request

• Status

Can be active/inactive, only the active hierarchy is used

Estate Maintainers#

The users who assigned for the maintenace based on the type of work. A new maintainer can be added by filling the following details

• Maintainer Type

Type of maintance work that is configured above

• User

Name of the user

Impact#

The maintainers will be available while assigning a maintenance request

Creating a maintenance request#

Maintenace request can be created by clicking on the maintenance requests link on the left sidebar then click on the Create Maintenance Request button. The request form will appear and the following fields are required to be filled

• Request Type

Type of request, select from the drop down

• Priority

Priority of the request

• Organization Unit

Name of Organization Unit

• Entity Type

Type of estate entity for example Building

• Entity ID

Name of the entity

• Problem Category

Name of the problem category

• Description

Brief description about the problem

After filling the above details by clicking on the save button, a draft maintenance request will be saved for later review, user can edit the request until the request has not been submitted. After submitting the request user can now assign the request to estate maintainers that were configured above in the settings. The request can be assigned to the selected maintainer by selecting

• Assigned To Type

Select from the dropdown

• Assigned To

Name of the user, select from the dropdown

Updating status of maintenance request#

The status of the assigned maintenance request can be update the user who has been assigned for the request and the estate_admin user. The maintenance request can be close directly by updating the status of the maitenance request to first pending and then completed, but while making the status to be completed the closure report is required.

While updating the status of the request remarks field is required. Another way to close the maintenance request is by inspecting the amount of work required and creating a work order for the required task and then the work order will be verified/approved by the hierarchy users configured in the settings above.

If the status of the request is set to inspection_pending then inspection_approved, then a button for creating a work order will be visible to estate_admin of the user who has been assigned for that request

• Title

Title for the work order

• Description

Brief description about the work order

• Priority

Select from the dropdown

• Scheduled Date

Date when the workorder started

• Due Date

Date until the workorder will be completed

• Estimated Hours

Hours until the work has been completed

• Cost Estimate

The estimated cost

After filling the form click on save and the workorder will undergo in the hierarchy process that was saved in the configuration. The hierarchy users can now login on their dashboard and take actions based on their assigned role. Once the request has been approved the status can now be updated to completed by providing the closure report.

Assigned Maintenance Requests#

All the requests that have been assigned to estate maintainers can be viewed in this section. To view the assigned maintenance requests just click on the Assigned Maintenance Request link from the left sidebar.

Work Orders#

All the created work orders can be viewed in this section. To view the work orders just click on the Work Orders link from the left sidebar. The hierarchy users can take actions based on the required role they have been assigned to.

Work Orders Tasks#

Work orders can also have small sub-tasks which can be viewed in this section. To view the Work Order tasks just click on the Work Order Tasks link in the left sidebar. User can also create work order tasks from here by clicking on the create work order task button and filling the follwing details

• Work Order ID

Name of the workorder, select from the dropdown

• Task Name

Name of the task

• Description

Brief description about the task

• Status

Progress of the task

• Completed At

Date of completion

By filling out these details the task can be created and liked to the selected work order.

Conclusion#

The Estate Management Module provides a comprehensive solution for managing HEI infrastructure. From configuring structural components to managing buildings, roads, and open areas, the system ensures accurate record-keeping and streamlined estate operations. The dashboard and customizable settings enable administrators to make informed decisions and plan effectively for future growth.

FAQ#

Frequently Asked Questions

Glossary#

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