Edit Floor

The general information pane at the top of the page displays basic information about the floor. You cannot change the Property a floor is associated with or the External Property ID of that property.

To modify this information:

1. In the External Floor ID field, modify the value to indicate a floor ID that is used in conjunction with an external system.

2. In the Floor Name field, modify the name of the floor.

3. In the Active field, select a value to indicate whether the floor is active.

   Inactive floors remain in the system, but are not displayed to users.

4. In the Floor Description field, modify the description of the floor.

   This value can be up to 1000 characters long. As you type, the character count updates indicating the number of additional characters that can be entered.

5. In the Floor Class field, select a floor class value.

   Floor classes are used to identify types of floors, for example, office, laboratory, or retail, but are independent of other types of classifications (such as the category and subCategory). User-defined fields are often associated with floor classes, so selecting a value may cause additional panes containing custom fields to appear.

6. Click UPDATE to save all modifications.

The Categorization pane contains information about the categories used to classify this floor which provide information about the usability and function of the floor. To modify this information:

1. In the Floor Category field, select a value to indicate the current floor category.

   The floor category indicates the primary purpose of the floor, for example, Manufacturing or Laboratory.

2. In the Floor Sub-Category field, select a value to indicate the current floor subCategory.

   The floor subCategory indicates the secondary purpose of the floor, for example, for a Manufacturing floor, the subCategory might be Biomedical or Technology.

3. In the Ideal Category field, select a value to indicate the intended category of the floor.

   This value can be used to indicate any discrepancy between how the floor is currently being used and how it was ideally intended to be used. For example, you may have a floor that was intended to be used as convention space that is currently being used for offices.

4. In the Functional Category field, select a value to indicate the primary function of the floor.

   For example, if you have a floor categorized as Laboratory, the functional category might indicate whether it is used for Research or Education.

5. In the Functional Sub-Category field, select a value to indicate a further classification of the floor's function.

   For example, if a floor's functional category is Education, the functional subCategory might indicate Graduate or Undergraduate.

6. In the Ownership Status field, select a value indicating the terms under which the floor is occupied, for example, Owned or Long-Term Lease.

7. In the Date Available field, enter a date indicating when the floor will next become available for a change in occupancy.

   For example, if the floor is leased for five years, you could enter a date indicating when the lease expires.

8. Click UPDATE to save all modifications.

The Area pane contains information about the size of the floor and how the areas allocated to the spaces within the floor are classified for reporting purposes. To modify this information:

1. In the Show values in field, select a unit of measurement.

   You can display values in either square feet or square meters.

2. In the Gross Floor Area field, enter a numeric value indicating the total area of the floor and a unit of measurement, either square feet or square meters.

3. Click UPDATE to save all modifications.

The remaining values in this pane cannot be edited. They are calculated by adding up all of the values for all of the spaces defined for the floor. The following values are displayed:

• Aggregate Total Area 1 – This value indicates the floor's total area that is classified as Area 1 and is calculated by adding up the Area 1 for every space within the floor. Only spaces designated as Area 1 are included when calculating the aggregate reportable space information values.

• Aggregate Total Area 2 – This value indicates the floor's total area that is classified as Area 1 and is calculated by adding up the Area 1 for every space within the floor. Spaces designated as Area 2 are not included when calculating the aggregate reportable space information values.

Aggregate Reportable Space Information Fields

The values displayed in the reportable space information fields determine how all the area on the floor is classified for reporting purposes. These values are calculated by adding up the values specified for each space within the floor. The following definitions provide a general description of each of the following reportable area classifications. Your installation may follow more specific industry-standard definitions to classify these areas.

• Exterior Gross – indicates the total of all areas

• Interior Gross – the total portion of area that is enclosed or considered to be part of the finished interior

• Rentable Per Contract – the total portion of area that can be rented including leased spaces as well as pro-rated common areas

• Building Rentable – the area used to calculate base rent (per square foot/meter)

• Usable Area – enclosed space that is available for the exclusive use of a building occupant

• Interior Planning Area – usable area minus encroachments and expansions

• Assignable Area – all areas that can be assigned to an occupant

• Non-Assignable Area – all areas that cannot be assigned to an occupant but necessary for general building operation

• Non-Measurable Portfolio – areas, such as off-site workspaces, that are tracked but are not part of the property's real estate portfolio

Additional Manually Tracked Areas

The values displayed in these fields are calculated by adding up the values specified for each space within the floor. It allows an installation to track up to five other type of areas within spaces. For example, these fields might be used to track carpeted vs. tiled areas.

These areas are labeled Other Area 1 through 5 in the standard system. Some installations may customize these labels to better indicate the specific type of area being tracked.

Billing/Chargeback

The Billing/Chargeback pane contains information about the unit cost of space on the floor as well as information about the general ledger account that costs can be billed to. To modify this information:

1. In the Unit Cost field, enter a value indicating the cost per square foot or square meter of space on this floor.

2. In the Currency field, select the type of currency used at this property.

3. In the Account # field, select the account that work order costs for this floor should be billed to.

   All accounts created for the property are displayed. When an account is selected, the account Description appears.

4. Click UPDATE to save all modifications.

The Contacts pane contains information about individuals, companies, or groups that can be contacted when issues about the floor arise. To modify this information:

Contact

An individual contact identifies a person who can be contacted in regard to the floor. Contacts can only be chosen from a list of full users. To add a contact:

1. Click the Add Contact link.

   The Add Floor Contact dialog box opens.

2. To specify the Contact Name, click the Select link.

3. Enter your search criteria, click FIND, and then select a user name.

4. In the Contact Type field, select the type of contact, for example, Emergency Contact or Space Planner.

5. Click ADD.

You can edit or delete a contact by clicking the Edit link.

Contact Company

A Contact company identifies a company that provides a service for the floor, such as a maintenance company or supply vendor. Only companies that currently exist in the system can be added. To add a company:

1. Click the Add Contact Company link.

   a dialog box opens allowing you to select a company.

2. Enter your search criteria, click FIND, and then select a company name.

You can remove a contact group by clicking the Remove link.

Contact Group

A contact group specifies the department that is responsible for the floor, for example, the HR department or the Chemistry department. Contact groups can only be chosen from a list of defined departments. When selected, the contract group will specify the name of the user who is the authorizing manager for the group.

To add a contact group:

1. Click the Add Contact Group link.

   The Add Floor Contact Group dialog box opens.

2. To specify the Department, click the Select link.

3. Enter your search criteria, click FIND, and then select a department.

4. In the Contact Type field, select the type of contact, for example, Emergency Contact or Space Planner.

5. Click ADD.

You can edit or delete a contact group by clicking the Edit link.

The Assets pane provides a list of all assets that have been associated with any of the spaces on the floor. For each asset, the following information is displayed:

• Asset Name – the name of the asset ; clicking this link opens the Asset Details page

• Asset Number – the assigned asset number

• Asset Class – the classification of the asset

• Manufacturer – the name of the company that manufactured the asset

• Space – any space within the property where the asset is located

The Comments pane displays a list of all comments entered about the floor and allows you to enter additional comments. For each comment entered, the following information is displayed:

• Comment – the full text of the comment entered

• Last Updated By – the name of the user who entered the comment

• Last Updated– the date and time on which the comment was entered

• EDIT– a link that allows you to edit or delete comments

To add a comment:

1. Click the Add Comment link.

   The Add Floor Comment dialog box opens.

2. In the large field, enter the text of your comment.

3. Click ADD.

The Regions, Zones, and Spaces pane provide links to the locations that the floor is associated with.

Regions

This section lists each region that the property containing the floor is associated with. The following information is displayed:

• Region Name – This column indicates the name of the region. Clicking the link opens the Associate Properties to Regions page, allowing you to view a list of all properties that are associated with this region.

• Company Associated – This column indicates the name of the company that is associated with this region. Clicking this link opens the Company Details page, allowing you to view detailed information about the company.

Spaces

This section lists all spaces that are part of this floor. Clicking a space name link opens the View Space page, allowing you to view detailed information about the space.

The Maintenance pane displays a list of all incomplete work requests that have been associated with any of the spaces on this floor. For each work request listed, the following information is displayed:

• ID – the unique ID of the work request; clicking this link opens the Request Details page, containing detailed information about the work request

• Type/SubType – the work type and subType classifications for the work request

• Status – the current status of the work request; once a work request is Closed, it is removed from this list

• Space – the space within the floor where the work will take place

• Comments – the initial statement of work for the request, indicating what needs to be done

If the NPFA (Non-Profit Fund Accounting) module is enabled, an Accounts pane is displayed, allowing you to define the accounts that floors use to classify revenues and expenditures.

To specify an account:

1. Expand the Accounts pane.

2. Click the Add Another Account Group link.

   The Accounts pane expands to display the account definition options.

3. In the Account Group field, select the type of accounts you want to add.

   An account group defines the type and format of the account strings that you can define to classify revenues and expenses for this entity.

4. In the Billing Type field, select the type of billing you want to use for this entity.

   The billing type defines whether actual costs, estimated costs, or no costs will be used when billing for this entity. It also determines the percentage of markup applied to charges.

   Note:

   Depending on the configuration of the account group selected, the Billing Type drop-down menu may be disabled.

5. Configure the accounts you want to associate with this entity.

   You can associate one or more accounts.

   1. Click the Add New Link.

      The Add Account String dialog box opens.

   2. In the Chart of Accounts field, select the chart of accounts that contains the account strings you want to add.

      Note:

      Depending on the configuration of the account group selected, the Chart of Accounts drop-down menu may not appear. If it is not displayed, the default chart of accounts will be used.

   3. In the Account Index field, select the account index containing the segment values that you want to use to populate the segment fields.

      An account index provides a named shortcut for populating the segment values. If you select an index, values will automatically fill-in for all of the segments. You can manually override a particular segment value, if needed.

      Note:

      Depending on the configuration of the account group selected, the Account Index drop-down menu may not appear. If it is not displayed, you can manually enter segment values in the fields.

   4. Enter a value for each segment.

      If you used an account index, these fields are automatically populated for you. You can modify them, if needed.

      As you click into each field, a list of valid values may appear in a drop-down menu. You can pick a value from the list instead of typing a value. Some account groups may not have this feature enabled.

   5. Click ADD.

   The account string and the Percentage of the costs that will be allocated to this account string are displayed. You can add additional account strings, if needed and modify the percentage values to allocate the costs appropriately. All account string percentages must add up to 100%.

6. Click OK to save the account configuration.

   You can add another account group, if needed. For example, some installations define separate account groups for different billing types.