Facilities Inventory Training Tutorial Training Tutorial_2016.pdf · FDX Annual Updates/FDX 2016 Update/FDX Training Tutorial 2016.docx 8 • Double-click on a particular building

Facilities Inventory Training Tutorial

Capital Planning

December 2016

Table of Contents

Page

Introduction to the System .............................................................................................................. 1 Logging In ....................................................................................................................................... 2 Becoming an Administrative User .................................................................................................. 3

Navigating the System

Main Menu Page ....................................................................................................................... 5 Accessing Information through the Building Tab ..................................................................... 6 Searching for a Particular Building ........................................................................................... 7 Filtering by Department or Multiple Departments ..................................................................... 9 Filtering by Room Use Code or Multiple Room Use Codes……………………………. ........... 10 Filtering by Multiple Departments and Room Use Codes……………….. ............................... 11 Exporting Search Results ........................................................................................................ 12

Updating Room Information

Room Information Page .......................................................................................................... 13 Editing Room Information ........................................................................................................ 14 Adding a Room Assignment ................................................................................................... 16 Adding a Note ......................................................................................................................... 19 Finishing Up……… ................................................................................................................. 19 Adding a New Room ............................................................................................................... 20 Deleting a Room ..................................................................................................................... 22 Relinquishing a Room ............................................................................................................. 23 Add a Building, School, or Department .................................................................................. 24

Reports .......................................................................................................................................... 25 Glossary………….. ........................................................................................................................ 26

If you have questions about the Facilities Inventory System (FDX), please contact Lillie Wister at e. 5021 or [email protected].

mailto:[email protected]

FDX Annual Updates/FDX 2016 Update/FDX Training Tutorial 2016.docx 1

Introduction to the System

The online Facilities Inventory program (FDX) maintains a detailed space database for all UCI occupied buildings, including the Medical Center. The system can be accessed by anyone with a UCInetID to view, sort, and download space information. All Changes to space information are updated in real time and available for export to an .xls file formatted document.

The data is broken up in 3 ways, Buildings, Schools, and Departments. Schools have been assembled following the Kuali Financial System (KFS) organization.

Annual Inventory Update: The campus reports space changes to the Office of the President in the Annual Inventory Update, usually in December. Schools and departments are asked to finalize changes to the space inventory to be incorporated into the update, usually in September and October. Prior to OP submission Capital Planning reviews all space changes, conferring with Administrative Users to clarify issues before accepting or rejecting those changes.

Administrative Users Roles and Responsibilities: Administrative Users are individuals designated by their school or department heads. These users have permission to change or delete space information for their specific schools or departments. An Administrative User is responsible for logging all changes to departmental space, including changes to room numbers, room use, square footage and room assignment, in addition to changes that occur as the result of being assigned new space or new buildings. The head of the school or department to which the User is assigned delegates the User’s space responsibility.

• Administrative Users: Use your Administrative User login and password to access the systemto change or delete space information for the school or department to which you are assigned.

o To submit an application to become an Administrative User: Follow the instructionsBecoming an Administrative User beginning on page 3 of this document.

• UCInetID Users: Use your UCInetID to access the system to view, sort, and downloadinformation.

The Upgraded Program: In early 2013 the campus commissioned software firm Logic Domain to upgrade the web-based program used by the campus since 2004. The software is undergoing another update this year to glean more and targeted information from the program. Look for the NEW FEATURE headings in the tutorial.

Hyperlinks: Throughout the tutorial, there are links to webpages denoted by blue underlined text. Click on these hyperlinks to open webpages and documents.

Jumps: Throughout the tutorial, there are links to areas within this document denoted by black bold and underlined text. Click on these jump to links to go to areas referenced in the text.

Browser Recommendation: Logic Domain recommends using the latest versions of either Google Chrome (recommended) or Firefox for optimal system performance.

Tutorial: This tutorial can be found by clicking here or on the Capital Planning webpage.

http://www.cp.uci.edu/

http://www.cp.uci.edu/PDFs/FDX%20Training%20Tutorial_2016.pdf


Logging In

The system can be accessed in one of two ways:

• Type the address https://fdx.cap.uci.edu into your browser, OR

• From the UCI homepage:o Search “Capital Planning and Space Management”o Click on the Capital Planning and Space Management link.o Click on the Facilities Inventory link on the left side of the home page.o Click on the highlighted Facilities Inventory System link in the first paragraph of the

webpage. This will take you to the inventory system Home Page (see below).

• UCInetID Users login will allow you to view, sort, and download information.

• Administrative Users must be approved prior to gaining access to change space information.Follow the instructions Becoming an Administrative User beginning on page 3.

Facilities Inventory System Home Page

http://www.uci.edu/


http://www.cp.uci.edu/facilities_inventory.html

https://fdx.cap.uci.edu/

https://login.uci.edu/ucinetid/webauth?return_url=http://fdx.cap.uci.edu/UCIFDX/cfapps/main.cfm?auth=ucinet


Becoming an Administrative User

• Follow the instructions on page 2, Logging In

• When you reach the Home Page, click on the Apply for Administrative Access link.

Facilities Inventory System Home Page

https://fdx.cap.uci.edu/ucifdx/cfapps/accounts_public.cfm?func=new


The system will open an FDX Account Creation Application (see below).

• Fill out the form and submit the entry by clicking at the bottom of the page.

• Capital Planning will follow-up with the head of the school or department to which you areassigned.

• You will receive an e-mail letting you know that your account has been activated once you havebeen verified by your school or department head.

NOTE: Do not use your UCInetID password for this system password. System Administrators can see your password for password retrieval purposes. Make sure your password is unique to this system.

FDX Account Creation Application Page


NAVIGATING THE SYSTEM :

Follow the instructions on page 2, Logging In access the Main Menu page (see below).

Main Menu Page

Three tabs at the top of the page, Buildings, Schools, and Departments (highlighted above), will provide access to sortable and downloadable space information. All three tabs ultimately lead to the Room Information page where space changes are made. The tabs at the top of the page are accessible from any page in the system, except for pop-up windows.

• Buildings Tab: Opens the Buildings List page. This page is sorted by Building Name bydefault. Double-click on a building name to see a list of rooms in that building. This is themost direct way to reach the Room Information page.

• Schools Tab: Opens the Schools List page. Schools have been assembled following theKuali Financial System (KFS) organization. This page is sorted by School Name by default.Double-click on a school name to view a list of the departments associated with that school.Double-click on a department name from the School Departments List page to view thebuildings and rooms associated with that department.

• Departments Tab: Opens the Department List page. This page is sorted by DepartmentLong Name by default. Double-click on a department name to view a list of the buildings androoms associated with that department.


Accessing Information through the Buildings Tab

The most direct way to reach the Room Information page is through the Buildings tab.

• Click on the tab button located at the upper left of any page. The Buildings List page will open (see below). This page provides a sortable list of all UCI occupied buildings (including the Medical Center), their Capital Asset Account Numbers (CAAN), the year they were constructed, and their assignable square footage (ASF). Click on any column heading on this page to sort information by that heading.

• Additional building information can be accessed by clicking located to the right of the ASF in each building.

• The Building Charts column contains two buttons that provide charted information regarding the departments in each building.

Buildings List Page


Searching for a Particular Building

• From the Buildings List page, type in the first few letters of the building name in the searchbox on the upper left of the page, then enter (see below).

Entering a Search for Reines Hall in the Search Box

• The search will return a list of buildings that contain the consecutive letters in your search(see below).

Search Returns for Typing “rei” in Building Search Box


• Double-click on a particular building (in this case, Reines Hall) to view the Building ListRooms page (see below).

• Click on any column heading on this page to sort information by that heading. The defaultsort is by Room Number.

• Multiple filters and in various combinations will refine your data search results. The followingpages will describe how this is done.

Building List Rooms Page - Reines Hall


Filtering by Department or Multiple Departments

• Click on the button located next to the Department Name field. Check the Department by which you would like to filter. Selecting the next to Chemistry from the Department Name drop-down menu will return a list of all rooms belonging to Chemistry. Selecting the next to Chemistry and Physics, such as in the example given below, will return a list of all rooms belonging to Chemistry and Physics

• Should the filter not return the expected results, tab out of the field or use the button located on the lower left of the screen.

• To erase your current room sort and begin a new one, click on the button to the right of the search boxes and use the button. All filters will be removed.

Search Results for Chemistry and Physics in the Department Name Drop-Down Menu


Filtering by Room Use Code or Multiple Room Use Codes

• Click on the button located next to the Room Use Code field. Check the Room Type by which you would like to filter. Selecting the next to 310 Academic Office from the drop-down menu will return a list of all rooms of that type. Selecting the next to 310 Academic Office and 320 Other Office, will return a list of all rooms having those designations.

• Should the filter not return the expected results, tab out of the field or use the button located on the lower left of the screen.

• To erase your current room sort and begin a new one, click on the button to the right of the search boxes and use the button. All filters will be removed.

Search Results for Room Use Codes 310 and 320 in the Room Use Code Drop-Down Menu


Filtering by Multiple Departments and Room Use Codes

Multiple Department and Room Use Code filters can be applied by following the steps in Filtering by Department or Multiple Departments and Filtering by Room Use Code or Multiple Room Use Codes (see below).

Search Results for Chemistry and Physics and Room Use Code 310 and 320


Exporting Search Results

At any time during the filter process, you can download your results in an .xls file formatted document.

• Click the button to the right of the filter boxes (see below).

• Click on the Room Export File link, highlighted below, from the small window that opens.

• Results will be immediately downloaded in an .xls file formatted document.

Downloading Results to Excel


UPDATING ROOM INFORMATION :

All room editing is done on the Room Information page. Administrative Users may edit and add room information, as well as, delete and relinquish rooms for the school or department to which they are assigned.

• Double-click on a room from the Building List Rooms page (shown on page 8). This will openthe Room Information page (see below).

• Follow the instructions on Editing Room Information on the following pages.

Room Information Page


Editing Room Information

NOTE: The room information page has changed to better facilitate the database update.

NEW FEATURE – Room Assignment Section on Room Information Page

• Primary Assignment information must be added on the Room Information pageo Primary Assignment is the faculty or staff member to whom a room has been

assigned. See page 16 for definition.

• Additional Assignment information can be added in the Room Assignment Sectiono See page 16 for definition.

Instructions on Adding a Room Assignment begin on Page 16

ALL ROOMS: Information is required to be entered (or edited) as specified below for all rooms:

• Room Number: All room numbers must be at least four digits long and no longer than eightdigits. Zeros must be added to the front of room numbers shorter than 4 digits.

• Room Use: Choose a room use from the dropdown menu. A complete list of Room Use Codesand their definitions can be found here or by clicking on the button to the right of theRoom Use drop-down box (see below).

• NEW FEATURE – Room Description

o Room Description information can now be added to better define Room Use.

o A drop down menu has been provided, however if there is a room not describedin the drop down, there is also a space to type in a customized description byclicking “Other” (see below)


• Floor Level: Must be 2 digits long. A zero must be added to the front of floor levels shorterthan 2 digits.

• ASF: ASF stands for “assignable square feet”. Directions for measuring ASF can be foundhere or on the Capital Planning webpage.

• Department: Choose a department from the drop-down menu. Choosing a department willautomatically populate all other remaining fields (except for Departmental Cost Center, whichis for Medical Center use only).

CERTAIN ROOMS Additional information is required to be entered (or edited) as specified below for certain rooms:

• Lab Type: For instructional and research laboratories, click on the “Wet, “Dry”, or “Computer”radio button that best describes the type of laboratory.

• Fume Hoods: For instructional and research laboratories, enter the number of fume hoods inthe room. Enter a zero if there are no fume hoods.

NOTE: All required fields on the Room Information page are denoted by *.

Room Information Page

http://www.cp.uci.edu/Instructions4MeasuringSpace.pdf



Adding a Room Assignment

Room assignment information is now required for all space to which a faculty or staff member is assigned. Room assignment information may be added to any room in the FDX.

• Click on the button located to the right of Primary Assignment for the definition of a Room Assignment (see below).

• Click on the button located to the right in the Room Assignment section of the Room Information page. A Campus Directory page will open.

Room Assignment Section of the Room Information Page


• Enter information in the search boxes: search by first name, last name, department, or anycombination of these three search criteria. Partial names of individuals and departments willreturn results. Tab to move to the next search box to refine the results. (see below).

Search Results on Campus Directory Page

• Click on the desired name. Then click on the button. • The Assignment is now populated with the information chosen from the directory and the

Campus Directory page closes (see below).

• Click on located below the Department line in the Room Assignment section to clear the selection.

NOTE: Room Assignment will be auto-saved upon entry input.

Auto-Populated Room Assignment Section


Once an assignment is added, an Additional Assignment option will appear (see above). At this point, if there are no other staff or faculty assigned to this room the operation is complete. If there are additional personnel assigned to this room you will be able to enter as many Additional Assignments as you choose.

Entering more than one faculty or staff member into a room will trigger a check box (highlighted below). If you check this box, the faculty or staff member that was listed as an Additional Assignment will become the Primary Assignment.

Auto-Populated Room Assignment Section with Additional Assignment(s)

CERTAIN ASSIGNMENTS Occupant names are not required for the following three Occupant Types. You may still input the occupant type by clicking the radio button. You will notice the

button is no longer available to the right of the name field for these Occupant Types only (see below).

• Teaching Assistant• Grad Student• Post Doc


Adding a Note

You are encouraged to enter notes regarding any complex space changes you have recorded (i.e., splitting one room into two smaller rooms with the construction of a separating wall, expanding the square footage of a room by removing a separating wall, etc.).

• Click on the button towards the bottom of the Room Information page. A Room Notes window will open (see below). Enter a note.

• Click on the button located in the upper left of the Room Notes Window to document the change.

Room Notes Window

Finishing Up

From the Room Information page (shown on page 13).

• Click on the button located on the upper right hand corner when you have completed all space updates.

• Click on the button located on the upper right hand corner prior to saving when you do not want to save changes.

• At any time, click on the button towards the upper left of the Room Information page to return to the Build List Rooms page.

XX


Adding a New Room

Follow the instructions starting on page 6 Accessing Information through the Buildings Tab to get to a Building List Rooms page (see below).

• Click on the button next to the search boxes in the upper left of the page.

Room List for Reines Hall

• • • • The system

will open a Blank

Room

Information page (see below).

• For directions on entering room information, please refer to Editing Room Informationbeginning on page 14 of this tutorial.

Blank Room Information Page


Once saved, a Room Information page for the new room will open. The new page has space for Room Assignment and notes to be added (see below).

• Follow the instructions on Adding a Room Assignment beginning on page 16 to add a RoomAssignment

• Follow the instructions on Adding a Note beginning on page 19 to add a note.

• The new room will appear on the Building List Rooms page once saved.

New Room Information Page with Room Assignment and Notes


Deleting a Room

Rooms are deleted from the space inventory for a number of reasons, some examples include:

• Major Renovations: A suite, bank of rooms, or a whole floor has been significantly renovatedso that the inventory no longer reflects the current layout or floorplan. In this case, the originalset of rooms must be deleted, and a new set of rooms must be entered. Be sure to documentthe renovation information in the “Notes” section of the new room files.

• Minor Renovations: A wall between two smaller rooms has been demolished to create onelarge room, and the large room retains only one of the two original room numbers. In this case,the room that lost its room number should be removed from the inventory, and the squarefootage from the deleted room should be added to the room that retained the room number.Be sure to document the renovation in the “Notes” section of the room that was expanded.

• Room Does Not Exist: A room exists in the inventory, but does not exist in a building, or onverified building floorplans. In this case, the room should be deleted from the inventory afterdiscussion with Capital Planning to verify the error.

To Delete a Room:

• Go into the Room Information page for the room you want to delete (see the following page).

• Click on the red button in the upper right corner of the page.

• A pop-up window will appear asking you to verify that you want to delete the room.

• If you clicked on the button in error, choose the button.

• If you want to delete the room, click the button.

Deleting a Room

• Clickthe

button to bring up

the prompt

page (see

below).


• Click on the radio button, and type a note in the Reason for Deletion box provided.

• Click on the button. The system will delete the room and return you to the Building List Rooms page.

Relinquishing a Room

To reassign a room to another department, relinquish that room.

• Go into the Room Information page for the room you want to delete.

• From the Lookup a Department drop-down menu, choose the name of the department to whichthe space is being released.

• Click on the button located on the upper right hand corner after you have released the room to another department.

NOTE: Once you have changed department names and saved the information, you will no longer see the room as part of your departmental inventory.

NOTE: If a room should be assigned to your department, but it appears in the inventory as assigned to another department, contact that department to confirm ownership. If the room does belong to your department, the other department must relinquish the room to your department before you can update room information.

NOTE: When another school relinquishes a room to any department within your school, every Administrative User in your school will receive an email with a notification of the new addition. When you receive this notification, go to the newly acquired room to see whether it now belongs to your department. If it does, review all the room use information for accuracy, and make changes, as necessary. If the room is not a part of your department’s inventory, disregard the email.


Adding a Building, School, or Department

No Administrative User can add, change or delete a Building, a School, or a Department. If you have a new building or department, need to make a change to an existing building or department name, or need to delete a building or department, please call Lillie Wister in Capital Planning at ext. 5021.

If the campus adds a new building to your School, Capital Planning will provide you with a list of the new rooms for review, and request that you fill in the department name, Room Use Code (RUC), and station count (if applicable). Once the list is returned to Capital Planning, the information will be input into the system.

FDX Annual Updates/FDX 2016 Update/FDX Training Tutorial 2016.docx25

REPORTS :

To access a standard set of Building, Room, or Departmental space reports:

• Run your cursor over the Reports button at the upper-middle of the page to view a standardset of printable, PDF Building, Room and Departmental space reports.

• Choose a report to view.

NOTE: the report takes a moment or two to generate.

You can always create an editable excel report by filtering and downloading information from the List of Rooms page (follow the instructions Exporting Search Results beginning on page 12). The download includes all information from the Room Information page.

NEW FEATURE – an editable excel report can now be generated by accessing through the Departments tab. This will generate a list of rooms held by a department in various buildings.

Main Menu Page

QUESTIONS: If you have questions about the Facilities Inventory System or are having difficulties with the upgraded program, please contact Lillie Wister at ext. 5021, or [email protected].

mailto:[email protected]


GLOSSARY :

Administrative User: an individual designated by a school or department head having the ability and responsibility to change or delete space information for the schools or departments to which they are assigned.

FDX: the online Facilities Inventory program to maintain a detailed space database for all UCI Occupied buildings, including the Medical Center.

Kuali Financial System: (KFS); a comprehensive enterprise financial system used to process most of the campus' financial transactions including general ledger, procurement, budget, disbursing, and travel reimbursement.

Room Use Code: (RUC); a three-digit number that correlates with a particular room type established by the UC Office of the President for reporting purposes.

School: Schools have been assembled following the Kuali Financial System (KFS) organization.

Documents

Facilities Inventory Training Tutorial Training Tutorial_2016.pdf · FDX Annual Updates/FDX 2016 Update/FDX Training Tutorial 2016.docx 8 • Double-click on a particular building