Assessor Resource

CPPDSM4049
Implement maintenance program for managed properties

Assessment tool

Version 1.0
Issue Date: April 2024


This unit of competency specifies the outcomes required to develop and implement a maintenance program for all types of managed properties. It includes determining property maintenance requirements, establishing a property maintenance program, establishing and maintaining a key register, monitoring the security of managed properties, and implementing and reviewing the property maintenance program.

The unit supports workers in the property industry who are involved in developing and implementing maintenance programs for all types of managed properties. It applies to real estate agents, property managers, strata managers and facility managers.

Licensing, legislative, regulatory or certification requirements apply to this unit in some States and Territories. Relevant state and territory regulatory authorities should be consulted to confirm those requirements.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)


Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the range of conditions.

1.

Determine property maintenance requirements.

1.1.

Property reports, maintenance specifications, feedback from tenants, owner instructions and other relevant documentation are obtained and analysed to establish propertymaintenance requirements.

1.2.

Industry benchmarks are reviewed to determine maintenance intervals and other requirements.

1.3.

Work health and safety (WHS) and other legislative requirements are interpreted and incorporated into maintenance requirements.

2.

Develop property maintenance program.

2.1.

Property maintenance program is established in line with owner instructions, legislative requirements, and agency practice.

2.2.

Reliable and efficient maintenance methods are identified in line with agency practice.

2.3.

Maintenance costs are established.

2.4.

Contract specifications for maintenance services are developed and incorporated into tender documents, where appropriate.

2.5.

Safety and security requirements are incorporated into maintenance program.

2.6.

Criteria for selecting tradespeople and other service providers to provide repair and maintenance services are established.

2.7.

Register of tradespeople and other service providers is compiled and maintained.

2.8.

Property maintenance schedule is established.

2.9.

Systems for recording and implementing property maintenance requirements and reporting to owners are established.

2.10.

Aspects of maintenance program requiring specialist advice are identified and assistance is sought as required.

3.

Establish key register.

3.1.

Key register system is established, administered and maintained.

3.2.

Security of register and keys is maintained.

4.

Implement property maintenance program.

4.1.

Property maintenance program, including agency fees, is presented to owners for discussion and approval.

4.2.

Property maintenance program is implemented in line with owner instructions, legislative requirements, and agency practice.

4.3.

Regular reports on property are provided to owners.

4.4.

Agency fees for property maintenance services are recorded and billed to owner.

5.

Monitor security of managed properties.

5.1.

Security risks associated with managed properties are identified and documented.

5.2.

Causes and potential impact of security risks on agency, clients and other stakeholders are determined.

5.3.

Property security measures are established in line with terms of the property management agreement, owner instructions, legislative requirements and agency practice.

6.

Review property maintenance program.

6.1.

Property maintenance program is reviewed in consultation with client.

6.2.

Outcomes of review are prepared in required format, style and structure and presented to owners within agreed timeframes.

6.3.

Recommendations for improving property maintenance program are presented to owners and other relevant people in line with agency practice.

6.4.

Documentation on property maintenance is produced and maintained using business equipment and technology.

A person demonstrating competency in this unit must satisfy all of the elements, performance criteria, foundation skills and range of conditions of this unit.

The person must also develop and implement a maintenance program for one of the following managed properties:

business property

commercial property

development property, including subdivision and multi-unit sites

holiday rental

industrial property

investment property

periodic rental property

residential property

retail property

rural property

strata community.

In doing the above, the person must:

determine property maintenance requirements for managed properties

develop a property maintenance program for managed properties that includes procedures for selecting maintenance contractors and maintaining safety and security of clients

establish and maintain a key register for managed properties

monitor security of managed properties

apply knowledge of agency practice, ethical standards and legislative requirements associated with establishing, implementing and reviewing a maintenance program for managed properties

review the property maintenance program for the above managed property.

A person demonstrating competency in this unit must demonstrate knowledge of:

basic knowledge of property contracts and administrative requirements relating to implementing a property maintenance program

building codes and Australian standards relating to implementing a property maintenance program

building construction practices relating to implementing a property maintenance program

common building styles

common building faults

common hazards to public and personal safety associated with particular types of maintenance work in buildings

industry benchmarks and ethical standards for property maintenance procedures

key register, including:

its purpose

operating procedures

risks associated with its inadequate management

management strategies relating to different types of residential, industrial, commercial, rural and retail property

work health and safety (WHS) issues and requirements relating to maintenance programs for managed properties

property maintenance:

methods

programs

requirements

schedules

property safety and security requirements

key requirements of federal, and state or territory legislation and local government regulations relating to:

anti-discrimination and equal employment opportunity

consumer protection and trade practices

employment and industrial relations

environmental issues

financial services

industrial relations

leases and tenancy agreements

WHS

privacy

strata communities

taxation

procedures for reporting repairs and maintenance to owners

risks and risk management strategies associated with property maintenance

register of tradespeople and service providers, including:

its location and procedures for accessing it

contact details of those on the register and the services they provide

procedures for selecting registered tradespeople and providers

systems for implementing property maintenance requirements

procedures for tendering repair and maintenance work to be undertaken at managed properties.

The following must be present and available to learners during assessment activities:

equipment:

computer system with internet, email and printing facilities

physical conditions:

managed properties

specialist advice required to develop maintenance programs for managed properties

specifications:

organisational policies and procedures relating to developing and implementing maintenance programs for managed properties

legislation and regulations impacting on maintenance programs for managed properties

relationship with team members and supervisor:

member of a work team in a property industry context.

Assessor requirements

As a minimum, assessors must satisfy the assessor requirements in the Standards for Registered Training Organisations (RTOs) current at the time of assessment.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the range of conditions.

1.

Determine property maintenance requirements.

1.1.

Property reports, maintenance specifications, feedback from tenants, owner instructions and other relevant documentation are obtained and analysed to establish propertymaintenance requirements.

1.2.

Industry benchmarks are reviewed to determine maintenance intervals and other requirements.

1.3.

Work health and safety (WHS) and other legislative requirements are interpreted and incorporated into maintenance requirements.

2.

Develop property maintenance program.

2.1.

Property maintenance program is established in line with owner instructions, legislative requirements, and agency practice.

2.2.

Reliable and efficient maintenance methods are identified in line with agency practice.

2.3.

Maintenance costs are established.

2.4.

Contract specifications for maintenance services are developed and incorporated into tender documents, where appropriate.

2.5.

Safety and security requirements are incorporated into maintenance program.

2.6.

Criteria for selecting tradespeople and other service providers to provide repair and maintenance services are established.

2.7.

Register of tradespeople and other service providers is compiled and maintained.

2.8.

Property maintenance schedule is established.

2.9.

Systems for recording and implementing property maintenance requirements and reporting to owners are established.

2.10.

Aspects of maintenance program requiring specialist advice are identified and assistance is sought as required.

3.

Establish key register.

3.1.

Key register system is established, administered and maintained.

3.2.

Security of register and keys is maintained.

4.

Implement property maintenance program.

4.1.

Property maintenance program, including agency fees, is presented to owners for discussion and approval.

4.2.

Property maintenance program is implemented in line with owner instructions, legislative requirements, and agency practice.

4.3.

Regular reports on property are provided to owners.

4.4.

Agency fees for property maintenance services are recorded and billed to owner.

5.

Monitor security of managed properties.

5.1.

Security risks associated with managed properties are identified and documented.

5.2.

Causes and potential impact of security risks on agency, clients and other stakeholders are determined.

5.3.

Property security measures are established in line with terms of the property management agreement, owner instructions, legislative requirements and agency practice.

6.

Review property maintenance program.

6.1.

Property maintenance program is reviewed in consultation with client.

6.2.

Outcomes of review are prepared in required format, style and structure and presented to owners within agreed timeframes.

6.3.

Recommendations for improving property maintenance program are presented to owners and other relevant people in line with agency practice.

6.4.

Documentation on property maintenance is produced and maintained using business equipment and technology.

This section specifies work environments and conditions that may affect performance. Essential operating conditions that may be present (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) are included. Bold italicised wording, if used in the performance criteria, is detailed below.

Property must include at least one of the following:

business property

commercial property

development property, including subdivision and multi-unit sites

holiday rental

industrial property

investment property

periodic rental property

residential property

retail property

rural property

strata community.

Property maintenance requirements must include:

confirmation of operational effectiveness

cyclical maintenance

emergency repairs

refurbishment

non-routine repairs

routine servicing and repairs.

Industry benchmarks must include at least four of the following:

age of the properties, with allowance for mid-life upgrades and refurbishments

annual level of maintenance expenditure required to sustain a property at its current condition

compliance with safety codes

expenditure on repairs and maintenance as a percentage of asset value

functionality and amenity of property

strategic importance of individual properties

structural soundness.

Property maintenance program must include:

cleaning

electrical

emergency lighting

evacuation

fencing and boundaries

fire lighting

garden

housekeeping

painting

pests

plant and equipment maintenance

plumbing

sanitary disposal

security

vertical movement

waste disposal

weather proofing.

A person demonstrating competency in this unit must satisfy all of the elements, performance criteria, foundation skills and range of conditions of this unit.

The person must also develop and implement a maintenance program for one of the following managed properties:

business property

commercial property

development property, including subdivision and multi-unit sites

holiday rental

industrial property

investment property

periodic rental property

residential property

retail property

rural property

strata community.

In doing the above, the person must:

determine property maintenance requirements for managed properties

develop a property maintenance program for managed properties that includes procedures for selecting maintenance contractors and maintaining safety and security of clients

establish and maintain a key register for managed properties

monitor security of managed properties

apply knowledge of agency practice, ethical standards and legislative requirements associated with establishing, implementing and reviewing a maintenance program for managed properties

review the property maintenance program for the above managed property.

A person demonstrating competency in this unit must demonstrate knowledge of:

basic knowledge of property contracts and administrative requirements relating to implementing a property maintenance program

building codes and Australian standards relating to implementing a property maintenance program

building construction practices relating to implementing a property maintenance program

common building styles

common building faults

common hazards to public and personal safety associated with particular types of maintenance work in buildings

industry benchmarks and ethical standards for property maintenance procedures

key register, including:

its purpose

operating procedures

risks associated with its inadequate management

management strategies relating to different types of residential, industrial, commercial, rural and retail property

work health and safety (WHS) issues and requirements relating to maintenance programs for managed properties

property maintenance:

methods

programs

requirements

schedules

property safety and security requirements

key requirements of federal, and state or territory legislation and local government regulations relating to:

anti-discrimination and equal employment opportunity

consumer protection and trade practices

employment and industrial relations

environmental issues

financial services

industrial relations

leases and tenancy agreements

WHS

privacy

strata communities

taxation

procedures for reporting repairs and maintenance to owners

risks and risk management strategies associated with property maintenance

register of tradespeople and service providers, including:

its location and procedures for accessing it

contact details of those on the register and the services they provide

procedures for selecting registered tradespeople and providers

systems for implementing property maintenance requirements

procedures for tendering repair and maintenance work to be undertaken at managed properties.

The following must be present and available to learners during assessment activities:

equipment:

computer system with internet, email and printing facilities

physical conditions:

managed properties

specialist advice required to develop maintenance programs for managed properties

specifications:

organisational policies and procedures relating to developing and implementing maintenance programs for managed properties

legislation and regulations impacting on maintenance programs for managed properties

relationship with team members and supervisor:

member of a work team in a property industry context.

Assessor requirements

As a minimum, assessors must satisfy the assessor requirements in the Standards for Registered Training Organisations (RTOs) current at the time of assessment.
Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Property reports, maintenance specifications, feedback from tenants, owner instructions and other relevant documentation are obtained and analysed to establish propertymaintenance requirements. 
Industry benchmarks are reviewed to determine maintenance intervals and other requirements. 
Work health and safety (WHS) and other legislative requirements are interpreted and incorporated into maintenance requirements. 
Property maintenance program is established in line with owner instructions, legislative requirements, and agency practice. 
Reliable and efficient maintenance methods are identified in line with agency practice. 
Maintenance costs are established. 
Contract specifications for maintenance services are developed and incorporated into tender documents, where appropriate. 
Safety and security requirements are incorporated into maintenance program. 
Criteria for selecting tradespeople and other service providers to provide repair and maintenance services are established. 
Register of tradespeople and other service providers is compiled and maintained. 
Property maintenance schedule is established. 
Systems for recording and implementing property maintenance requirements and reporting to owners are established. 
Aspects of maintenance program requiring specialist advice are identified and assistance is sought as required. 
Key register system is established, administered and maintained. 
Security of register and keys is maintained. 
Property maintenance program, including agency fees, is presented to owners for discussion and approval. 
Property maintenance program is implemented in line with owner instructions, legislative requirements, and agency practice. 
Regular reports on property are provided to owners. 
Agency fees for property maintenance services are recorded and billed to owner. 
Security risks associated with managed properties are identified and documented. 
Causes and potential impact of security risks on agency, clients and other stakeholders are determined. 
Property security measures are established in line with terms of the property management agreement, owner instructions, legislative requirements and agency practice. 
Property maintenance program is reviewed in consultation with client. 
Outcomes of review are prepared in required format, style and structure and presented to owners within agreed timeframes. 
Recommendations for improving property maintenance program are presented to owners and other relevant people in line with agency practice. 
Documentation on property maintenance is produced and maintained using business equipment and technology. 

Forms

Assessment Cover Sheet

CPPDSM4049 - Implement maintenance program for managed properties
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Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

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Assessor name:

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Assessment Record Sheet

CPPDSM4049 - Implement maintenance program for managed properties

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

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