Annual Management Plan

The Annual Management Plan module enables property management agents to create, manage, and publish statutory Annual Management Plans for each development they administer, fulfilling the requirements of the Multi-Unit Developments (MUD) Act 2011, Section 17.

Overview

Every OMC (Owners' Management Company) is legally required under MUD Act 2011 s.17 to prepare and present an Annual Management Plan to unit owners. This module provides a structured workflow to draft, review, approve, and publish those plans — optionally using AI to accelerate the drafting process.

Navigating to the Module

Select Annual Mgmt Plan from the dashboard sidebar (ClipboardList icon).

The list view shows all plans across your organisation, with filters for:

Development
Plan year
Status

Plan Sections

Each Annual Management Plan is composed of five sections:

Section	Description
Executive Summary	High-level overview of the plan, development condition, and strategic priorities
Planned Works Schedule	Itemised list of planned maintenance and capital works, organised by quarter (Q1–Q4), with priority (low / medium / high) and estimated cost per item
Staffing & Service Arrangements	Details of contracted and in-house service providers, caretaking, cleaning, and management arrangements
Insurance Renewal Details	Provider name, policy renewal date, reinstatement value, and annual premium
Capital Reserve / Sinking Fund & KPIs	Sinking fund opening balance, projected contributions, and key performance indicator targets for the year

Creating a Plan

Click New Plan from the list view.
Select the Development and enter the Plan Year.
Optionally link the plan to an Annual Budget — this improves the quality of AI-generated content.
Click Save to create a manual draft, or click Generate with AI to auto-populate all five sections (see AI Generation below).

AI Generation

The AI generation feature uses OpenAI GPT-4o-mini to produce a complete first draft of all five plan sections in one step.

How it works

When you click Generate with AI, the system (server-side) gathers the following context for the selected development:

Budget line items from the linked annual budget
Current sinking fund balance
Count of open maintenance requests
Active compliance obligations
Existing insurance data

This context is passed to GPT-4o-mini, which returns structured content for every plan section. The draft is shown in the creation dialog before saving — you can review it before committing.

AI-generated plans are marked with a ✦ (Sparkles) badge throughout the UI.

Configuration

AI generation requires an OpenAI API key set in your environment:

OPENAI_API_KEY=sk-...   # https://platform.openai.com/api-keys

The API key is used server-side only inside a tRPC mutation — it is never sent to the browser.

Graceful degradation

If OPENAI_API_KEY is not set, the Generate with AI button is still shown but will return a clear error message on click. The rest of the module continues to work normally for manual drafting.

Status Workflow

Plans move through the following statuses:

Draft → Review → Approved → Published → Archived

Status	Meaning
Draft	Plan is being prepared; not yet submitted for review
Under Review	Plan has been submitted and is awaiting approval
Approved	Plan has been approved internally
Published	Plan is published and accessible to unit owners
Archived	Plan is no longer active (superseded or expired)

Status transitions are performed from the plan detail view using the Approve, Publish, and Archive action buttons. All transitions are fully audit-logged.

Plan Detail View

Opening a plan from the list view displays a modal with five tabs:

Overview — Executive summary, status, linked development, and plan period
Planned Works — Itemised works table with quarter, priority, status, contractor, and estimated cost
Insurance — Provider, renewal date, reinstatement value, and premium
Capital Reserve — Sinking fund notes and opening balance
KPIs — Key performance indicator targets and notes

Data & Security

All plan data is scoped to your organisation via orgId — plans from other organisations are never returned.
Row-level security is applied on all queries.
All status mutations produce a full audit log entry.

Environment Variables

Variable	Required	Description
`OPENAI_API_KEY`	Optional	Enables AI-assisted plan generation via GPT-4o-mini. If not set, AI generation is unavailable but the rest of the module works normally. Obtain from platform.openai.com/api-keys.

Legal Reference

This module is designed to support compliance with:

Multi-Unit Developments Act 2011, Section 17 — obligation on OMCs to prepare an annual report and management plan covering proposed works, service charges, and sinking fund contributions.