Capital works fund planner

About the Capital works fund planner

All new and updated 10‑year capital works fund plans must be prepared using the standard form. This is required under strata laws.

The Capital works fund planner is a digital tool designed to help you create a plan that meets the ‘standard form’ requirement.

You must review your plan at least every 5 years. A yearly review is also recommended to support better budgeting and levy planning.

You can use the planner to create, review, update and share your plan with other scheme contacts in Strata Hub.

All strata contacts for a scheme can view completed capital works fund plans under ‘Documents’ in Strata Hub for that scheme.

If you prefer not to use the digital planner, a Word version of the standard form is available in Strata Hub’s document library or on Strata publications. Printed copies can also be obtained from a Service NSW Centre. 

Supporting smaller schemes

Any strata scheme can use this planner. It is especially useful for smaller schemes (up to 6 lots) because it can help you create a compliant plan without the cost of outsourcing.

All schemes should consider the expertise needed to ensure their capital works fund plan (their ‘10-year plan’) is fit for purpose. Larger and more complex schemes may wish to engage external specialists to help them develop a 10-year plan that meets the needs of their scheme.  

Preparing your first Capital works fund plan from the first AGM

Newer strata schemes will need to prepare their first 10-year plan to start from the first annual general meeting (AGM) of the owners corporation. This plan will be informed by the initial maintenance schedule prepared by the original owner, usually the developer or builder. 

Before you start

Before you create your first plan, you may want to speak with: 

• a qualified quantity surveyor: they specialise in building maintenance costs and can prepare a plan that complies with strata laws. It may also be useful if they do an onsite inspection. To contact a surveyor, visit the Australian Institute of Quantity Surveyors website.
• a building consultant: for older buildings or those with complex issues, a consultant can help identify future maintenance needs.
• your strata managing agent (if you have one): they can organise the plan or recommend expert services.  

How to use the Capital works fund planner

You can use the Capital works fund planner if:

• your scheme has been reported in the Strata Hub.
• you are listed as a current contact in Strata Hub in one of these roles: strata managing agent, chairperson, secretary, or strata scheme reporter.

If you are a treasurer, you will need to work with someone in your strata scheme who has access. You may wish to organise time to sit with them to complete the process.

Create a plan

1. Log in to Strata Hub
2. From the left hand menu, select ‘Capital works fund planner’. 

Each scheme can have only one active draft plan at a time. The ‘Plans in progress’ lists the draft plans you have created. 

Start a new plan 

1. Open Capital works fund planner and select ‘Create new plan’.
2. Read and agree to the ‘Terms and Conditions of Use’.
3. Select ‘Next’.
4. If you are linked to more than one strata scheme, choose the scheme you are creating the plan for. Enter or select the strata plan number, then select ‘Next’. 

Set plan start date

1. Enter your plan start date. This date is required, as all future calculations are based on it.
2. Select ‘Next’ to continue. 

Add fund details under ‘Your fund’ 

1. Enter the ‘Current balance of your capital works fund’, if it is not already shown.
2. Select the ‘GST registration status of your fund’.
3. Enter the number of unit entitlements in your scheme.  
4. Enter the ‘Quarterly capital works levy per unit entitlement including GST’.
5. Select ‘Next’ to continue. 

Add expected costs 

Each category includes a list of items. You can add, edit or delete items as needed.

1. Enter the current cost, including GST, for each item in each required category.
2. Select the years when each cost is expected. You do not need to calculate inflation yourself, you can add inflation later under the Review plan section.
3. To add items, select ‘Add item’.
4. Enter the item name, current cost, and select the years when the cost is expected.

You can move between cost categories to review or update information. If you would like to finish this section later, select ‘Save and exit’.  When you are ready to continue, select ‘Review costs’. 

Review and complete your plan 

1. Enter the ‘Contingency value’. This allows for unexpected maintenance repairs and cost increases.
2. Enter the ‘Assumed rate of building cost inflation’. You will see a recommended minimum as a guide.  
3. Select ‘Calculate total expenditure’ to display the adjusted expenditure.
4. Select ‘Update revenue’ to display the Adjusted revenue.
5. On the Complete plan page, you can, Download to save a PDF copy of the draft plan.
6. If changes are needed, select ‘Back’ from the Complete plan page.
7. To finish this section later, select ‘Save and exit’ to save your progress.
8. Make the changes, then return to the Complete plan page.
9. Select Download to save a PDF copy of the updated draft plan if needed.
10. When the plan is ready, select Complete plan. All scheme contacts will then be able to view it in the Completed plans list. 

Edit a plan 

Edit a draft plan 

1. Open ‘Capital works fund planner’ and review the ‘Plans in progress’ list.
2. Select ‘Edit’. The draft plan opens on the last screen that was used.
3. Review or update the information in the plan.
4. Select ‘Complete plan’ to finish. 

Update a completed plan

You cannot directly edit a completed plan. To make changes, create a new plan and copy the information from the completed plan.

1. Open ‘Capital works fund planner’ and select ‘Create new plan’.
2. Read and agree to the ‘Terms and Conditions of Use’.
3. Select ‘Next’.
4. Search for your strata scheme by entering the strata plan number.
5. Select ‘Copy the information from the previous plan’ to use details from the earlier completed plan or select Start again with a blank plan.
6. Enter all the required details and select ‘Complete plan’ to finish.  

Share a draft plan 

You can share a draft plan with another strata contact of the same scheme in Strata Hub by using ‘Delegate plan’. Only one person can edit the plan at a time for each scheme. If the person you would like to share the plan with is not a Strata Hub user, they need to Register on Strata Hub. 

1. Open the draft plan. In the top right hand corner, select ‘Actions’, then select ‘Delegate plan’.
2. In ‘Who will you delegate the editing of the plan to?’, choose the person from the drop down list.
3. In the ‘Choose an edit option’ section, select either
   • ‘Edit the current plan’ or  
   • ‘Start again with a blank plan’.  
4. Enter the ‘Plan access end date’ to choose how long the delegated contact can review and edit the plan.  
5. Read and agree to the disclaimer.  
6. Select ‘Delegate’ to continue.  

Reclaim a shared draft plan 

If you shared a draft plan with someone else, you can reclaim it at any time before the plan access end date.  

The person you delegated the plan to cannot return it before the plan access end date.

1. Open ‘Capital works fund planner’.
2. Select ‘Edit’ next to your plan from the ‘Plans in progress’ list.
3. Select ‘Reclaim my plan’.
4. Select ‘OK’ in the confirmation window. The plan opens on the Your fund screen so you can continue editing or reviewing it.

Work on a plan shared with you

If a draft plan has been shared with you in Strata Hub, you can review and edit it. 

1. Log in to Strata Hub
2. From the left-hand menu, select ‘Capital works fund planner’.
3. Select ‘Edit’ next to your plan from the ‘Plans in progress’ list.
4. Read and agree to the ‘Terms and Conditions of Use’, then select ‘Submit’.
5. Go through each screen. You can review and edit any of the fields.  
6. Go to the complete plan screen and select ‘Complete plan’ when you are finished.
7. Select ‘Download plan’ for a PDF version.

As a delegated reviewer, you cannot delete a plan or delegate it on to someone else. Only the creator of the plan can do this.

View or download a plan

You can view and download completed capital works fund plans in the home page of Strata Hub. 

Select your strata plan number in the home page, select ‘Documents’ from the left-hand menu.  

All strata contacts for a scheme can access any completed plans for the scheme.

You can also view draft and completed plans via Capital works fund planner:  

1. Select ‘Download’ to download a completed plan.
2. You can also download a draft plan that you have created from the ‘Complete plan’ screen’. On the landing page, select ‘Edit’ to view a draft version of the plan.

Delete a draft plan

You can delete a plan only if you created it and it has not been completed yet.

1. Log in to Strata Hub.
2. From the left-hand menu, select ‘Capital works fund planner’.
3. Review the ‘Plans in progress’ list.
4. Select ‘Edit’. The draft plan opens on the last screen that was used.
5. Select ‘Delete’ from the top right-hand corner of the screen.
6. Select a reason from the drop-down menu.
7. Select ‘Delete’ from the ‘Delete case’ screen.  
8. Select ‘Delete’ from the ‘Delete confirmation’ window.  

The plan will no longer appear in the ‘Plans in progress’ list.