Space and Facilities Database Training Level One

April 2, 2008Presented By: Hong Lin & Theresa Tsik

Facility Planning, CPDC, CSU Chancellor’s Office

Space and Facilities Database Training

Level One

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Topics SFDB Overview Fall 2008 SFDB Update SFDB Tables SFDB Reports Space Management Website SFDB User Manual Hands on SFDB!

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SFDB Overview

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What is SFDB SFDB – Space and Facilities Database SFDB is the official CSU central record for facility and space

information for capital planning and is not a day-to-day campus space database.

Two master files – the facility file and the space file Updated annually - snapshot of fall data only Centralized and web-based database maintained by CO Foundation of the capital planning

– Campus instructional space utilization– COBCP Forms (1-1, 1-2, 1-3, 1-4, 2-3, 2-4, 2-7, 2-9)– Laboratory enrollment vs. laboratory capacity– ASF per FTE model

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Facility File Consists of a physical inventory of all state and

non-state funded facilities on campus. Defined as gross square feet. Contains detailed information about each facility,

such as the category, condition, construction type, ownership, gross square feet, master plan status, budgeted cost, number of floors, and the date of the Notice of Completion.

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GSF Gross square footage (GSF) is the outside

measurement of a facility or structure, and is usually expressed in square feet.

http://www.calstate.edu/cpdc/suam/SUAM9045-9050.pdf

Page 7http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/index.shtml

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Space File Space: A single room that houses an administrative,

instructional, or support function on the campus. Defined as assignable square footage (ASF). Consists of inventory of the spaces within facilities. Consists of ASF, the type of activity taking place in

the room (administrative, instructional or support), and the number of student seats accommodated in that room (referred to as student station count)

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ASF The assignable square footage (ASF) of a facility

is the floor area within any building or structure. It is the ceiling to floor (7 feet) usable portion of the inside of a space or room (except separate parking structures).

http://www.calstate.edu/cpdc/suam/SUAM9045-9050.pdf

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Space Type Instructional Space

– Lecture

– Lab

– Other Instructional Space Instructional Support Space

– Office

– Non-office

– Special Instructional Support

– Othershttp://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Resource_Documents/SFDB_User_Manual/Appendix_I.pdf

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Discipline Code (HEGIS) Definition: The functional activity or organizational unit to which a room or

space is assigned and which is actually occupying or using the space or is scheduled to do so.

Three Units: – Interdiscipline unit “00001”. General purpose, such as lecture, seminar,

conference rooms – Instructional units Assigned to the academic discipline or department – Administrative and Instructional Support units Such as Financial Aid, Student Service, Housing and Parking.

http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Resource_Documents/SFDB_User_Manual/Appendix_E.pdfhttp://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Resource_Documents/SFDB_User_Manual/Appendix_F.pdf

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Capacity Lecture and teaching laboratory space.

– Lecture: Space Type 0001 & 0004– Teaching laboratory: Space Type 0010

Expressed by Full Time Equivalent Students (FTES). Capacity calculation: Multiply the total stations in each space category by the

appropriate conversion factor based on current utilization standards.

– Lecture: stations * 2.33– Teaching Lab (Lower Division): stations * 0.52– Teaching Lab (Upper & Grad Division): stations * 0.39

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Fall 2008 SFDB Update

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Fall 2008 SFDB Update & Custodial Reporting Window

Window: May 1 to May 31, 2008 What to do:

– Update facility

– Update space data

– Request new state maintained spaces and any adjustment

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Update Facility All state and non-state facilities in the master plan

must be reported in SFDB. Buildings:

– Add new buildings

– Delete existing buildings

– Update existing buildings Fill out the CPDC 4-2 Facility Request form and send

it to Theresa Tsik www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms

Update year round

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Update Space Spaces:

– Add new spaces– Delete existing spaces– Update existing spaces

Prepare CPDC 4-3 form http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms

Log on the SFDB database. Update during the reporting window.

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Log on SFDB (production database)

Username: Password:

Quick link to SFDB:http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/index.shtml

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Log off SFDB

YES to do: 1) Logoff and Exit 2) Select “Exit” from menu “Action” 3) Click “X” to close

NOT to do: Close Internet explorer

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Space Update Process

Campus Upload Process

Validation

Edit Screen

B/A Analysis Report

Campus inform CO Data is ready to review

CO Analyze B/A Report

CO Update Space-master

Data Entry Screen

Or

Y

N

Y

Y

Ca

mp

us

CO

N

N

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Space Update Process - Step by Step

Step 1: Campus enters data– Option 1: Upload Process (for volume transaction)– Option 2: Data Entry Screen

Step 2: Campus reviews Before and After Analysis Step 3: Campus edits submitted data

– Option 1: Upload Process– Option 2: Edit Screen and/or Data Entry Screen

Step 4: Campus views/exports submitted data Step 5: Campus notifies CO that data is ready to review

during the SFDB update window Step 6: CO reviews campus data submission, analyzes

data and updates space-master file

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Data Entry- Option 1: Upload Process1. Prepare space update file:

1) Download CPDC 4-3 Space and Facility Database Worksheet from Space Management website:

http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms/

2) Follow the instructions on CPDC 4-3, input space update data into CPDC 4-3 form with all fields completed.

3) Remove all headers from CPDC 4-3 file and save it.

4) Save the CPDC 4-3 excel file as text (Tab delimited) format and named as “sfdbtranxx.txt”. (XX: campus code)

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Data Entry- Option 1: Upload Process Sample: “sfdbtranXX.txt” file

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Data Entry- Option 1: Upload Process2. Click “Upload Process” button.

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Data Entry- Option 1: Upload Process

3. Click “Browse” and Select space update file “sfdbtranXX.txt”

4. Click “Upload” button to load “sfdbtranXX.txt” file

5. Enter e-mail address

6. Click “Validate My Data”

7. Check your e-mail in box for validation report.

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Data Entry- Option 1: Upload Process

8. Clean your data (when errors show in the validation)– Go back to Step 1, follow the error messages on the

validation status report and correct errors on your CPDC 4-3 space update file

– Repeat step 1-7 until your validation status report says “Thank you for your clean submission. It will be processed.”

9. Return to SFDB Update Process Main Menu

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Data Entry- Option 2: Data Entry Screen

1. Select Data Entry Screen

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2. Query and view existing space data before you update, delete or insert a space.

1) Click “Enter Query” icon2) Enter query data in fields:

such as Center code, Facility No., Space No., Space Type, etc.

3) Click “Execute Query” icon to view the data you request

4) Use [Page Down] key or to view each space

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3. Insert (add) new record 1) If the facility is already in the SFDB, skip step 2)2) If the facility is not in SFDB, add facility first by sending CO the CPDC 4-2 Facility

Request form. http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms/

3) Insert


Click “+” icon OR Select “Insert Record” from menu “Record”

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3. Insert (add) new record (cont’d)4) Type data in each required field, use Tab key to skip to the next field5) Save:

6) Don’t want to save: click “Record” from menu, select “Clear”


Select “Save” from Menu “Action”

Click save icon

Ctrl + s

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4. Update existing record1) Query the space record you want to update


Click “Enter Query” icon Enter query data in fields:


Click “Execute Query” icon to view the data you request

Use [Page Down] key or to view each space

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4. Update existing record (cont’d)2) Type “U” in Tran Type field3) Use Tab key to move to the

field you want to change and type in the update data

4) Save changes


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5. Delete existing record1) Query the space record you want to delete




Click “Execute Query” icon to view the data you query

Use Page Down key or to locate the space you want to update

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5. Delete existing record (cont’d)2) Type “D” in Tran Type field

3) Save changes


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6. Exit Data Entry Screen

Click exit icon

Select “Exit” from menu “Action”

Click “X” to Close the window


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Step 1: Data Entry - Highlights Who: Campuses are able to do data entry. What: Space update data:

Transaction Type “I”: Insert (add) a new space which is not in the current SFDB

Transaction Type “U”: Update a space which is in the current SFDB

Transaction Type “D”: Delete a space which is in the current SFDB

How: Two options:Upload Process: For volume data transfer process.Data Entry Screen: Enter one space record each time

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Step 1: Data Entry – Highlights Where: All clean data will be loaded in “Edit Screen”

Upload Process: Flat file (CPDC 4-3) with error free data

Note: Your data submission will not be loaded in the Edit Screen when there are errors in the data validation.

Data Entry Screen: All data entered and saved through the Data Entry Screen will be loaded in the edit Screen.

Key ID of the database: campus code+ center code+ facility num+ facility suf + space num +

space suf

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Step 1 - Data Entry: Warning!

Upload process will erase all existing data in the “Edit Screen”

Scenario: January this year, you uploaded some error free data. In February, you

went to the Data Entry Screen and entered one room data. Now you found out that you forgot to update 50 spaces in one facility, so you uploaded these 50 spaces into the SFDB. What happens?

50 spaces data erased all your previous data loaded in the “Edit Screen” which includes the data you uploaded in January and the one room you entered in February.

How to prevent losing data? Always export “Edit Screen” data and save as an excel file before you

run upload process. Or always work on the same CPDC 4-3 excel file.

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Step 2 – Before and After Analysis Definition:

– Before: Current SFDB data– After: Proposed new SFDB data – Difference = After – Before

Features:– Check space update data– Analyze the impact on the campus permanent and

temporary capacity– Analyze the changes of ASF, number of stations and

FTES for each facility, each center and campus wide by space type/HEGIS type and by HEGIS type/space type

– Help campus to modify the data submission

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Step 2 – Before and After Analysis

1. Select report

2. Click “View Report”

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3. Room by Room Review:1) Select center code and/or

facility you want to view

2) Click “1. Process Report”

3) Click “2. View Report”

4) Review the room by room report.

5) Save report on your desktop if you want.

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Step 2 – Before and After Analysis4. Summary report1) Process Report

2) Select one of the summary reports

3) Select center code or facility number

4) View report

5) Save report

Note:

The process may take a few minutes. Please be patient.

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Step 2 – Before and After Analysis Type of B&A reports:

– Room by room review: Only updated, deleted or added spaces– Summary reports: For all changed or unchanged spaces and facilities

Capacity Analysis: by each facility, only capacity space type Campus Summary: Summary by campus level, all space types Center Summary: Summary by Center level, all space types Facility Summary: Summary by facility level, all space types

Save and print:– Reports are in “pdf” format and can be saved on desktop– Print in letter size paper except Capacity Analysis Report in

11X17 size

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Step 2 – Before and After AnalysisType of Report Report Content

Room by Room Review B&A comparison for each room updated, deleted or added

Capacity Analysis Report B&A comparison for all permanent / temporary facilities. Show capacity space type: Lecture, LD lab, UD & GD lab, FO, FAO. Show Number of Stations, FTES and ASF

Campus Summary Report B&A summary for the whole campus Two type of reports: - By Space type by HEGIS type

- By HEGIS type by Space type B&A comparison of FTES, Number of Stations and ASF

Center Summary Report B&A summary for each center Two type of reports: - By Space type by HEGIS type


Facility Summary Report B&A summary for each facility Two type of reports: - By Space type by HEGIS type


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Sample reports:Please refer to Appendix M in the SFDB User Manual.

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Analyze SFDB Update1. Process and view the Before and After Analysis Report2. Analyze Campus permanent capacity

– Capacity: Lecture, Teaching Lab, FO & FAO– Increase of capacity:

Project related: capacity should match the program, refer to CPDC 1-2

Non project related: analyze proposed CPDC 1-2– Loss of capacity:

Project related: capacity should match the program, refer to CPDC 1-2

Non project related: not allowed in campus TOTAL unless sound reasons are provided and approved by CPDC

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Step 3 – Edit Data Why:

After reviewing the B&A analysis report, campus may: – Edit data submission– Add new space update data

How:– Option 1: Upload process – Option 2: Edit Screen and/or Data Entry Screen

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Step 3 – Edit DataOption 1: Upload process Add or edit space update data in the CPDC 4-3

space update file. Upload data: follow Step 1 – Upload Process. View Before and After analysis: follow Step 2. Repeat upload process until you are satisfied with

the Before and After Analysis.

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Step 3 – Edit Data

Option 2: Edit Screen and/or Data Entry Screen What is in the Edit Screen?

– The data you uploaded with no errors in the validation– The data you entered and saved through Data Entry Screen

When to use Edit Screen and/or Data Entry Screen?

– Edit Screen:

Edit data that is already in the Edit Screen– Data Entry Screen:

Add new space update data if the data is not in the Edit Screen.

Transaction Type is based on the data in the SFDB Save changes frequently

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Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen

1. Open Edit Screen

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Click “Execute Query” icon to view the data you query

Use Page Down key or to locate the space you want to edit

Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen

2. Query and view data in the Edit Screen

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3. Edit an insert transaction in Edit Screen (Tran Type=I)

1) Update:To update space info for the new space you want to insert or add in the SFDB Keep Tran Type I Use Tab key to move to the field you want to

update and type in the update data. Save changes

Step 3 – Edit DataOption 2: Edit Screen and/or Data Entry Screen

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3. Edit an insert transaction in Edit Screen (Tran Type=I)2) Delete: Do not want to add this new space in the SFDB


Click “X” delete icon Select “Delete Record” from menu “Record”

OR

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4. Edit Update transaction in Edit Screen (Tran Type=U)1) Update – update the data info

Keep Tran Type “U” Use Tab key to move to the field you want to change and type in the

update data. Save changes

2) Delete from screen - do not want to include this update space transaction in the space update submission Click “X” delete icon on screen, or Select “Delete Record” from menu “Record” Save changes

3) Delete - delete this space from the SFDB instead of update Change Tran Type from “U” to “D” Save changes


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5. Edit Delete transaction in Edit Screen (Tran Type=D)1) Update – update this space in the SFDB instead of deleting

this space Change Tran Type from “D” to “U” Use Tab key to move to the field you want to change and type in the

update data. Save changes

2) Delete from screen - do not want to delete this space from the SFDB Click “X” delete icon on screen, or Select “Delete Record” from menu “Record” Save changes


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6. Data Entry Screen: Add new space update transaction if it is not in the Edit Screen:

Insert a new space which is not in the SFDB Delete an existing space from the SFDB Update a space in the SFDB

Follow the instruction of Step 1 Data Entry – Option 2 “Data Entry Screen”

7. View Before and After Analysis: Follow Step 2 – Before and After Analysis

8. Continue editing data until you are satisfied with the Before and After Analysis


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Step 4 – View Data

View the data in the Edit Screen Data in the Edit Screen is your SFDB update

submission Export your data submission from Edit Screen to

your desktop Export data can be saved as excel file and in

CPDC 4-3 format. Final review of your SFDB update submission

before notifying CO

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1. Click “Export all transaction from Edit Screen”

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2. Click “Export Data”

3. Save as text file on your desktop

4. Convert to excel file:1) Open Microsoft Excel

2) Open the text file saved on your desktop

3) Follow Text Import Wizard steps:Step 1: Select “Delimited”

Step 2: Check “Comma” box

Step 3: Use shift key select all data fields, check “ Text” box

4) Save the excel file on your desktop

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Step 5 – Notify CO*

Notify CO: When SFDB update

submission is ready for CO to review

CO will receive a notification via e-mail

* CO in this presentation means the Space Management team in the CSU Chancellor’s Office

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Step 6 – CO Update space master1. CO reviews the campus space update submission

2. CO analyzes space update submission

3. CO works with campus to address issues on the space update, if any

4. Both campus and CO agree on space update

5. CO updates SFDB Space-master

6. CO notifies campus SFDB has been updated

7. CO updates SFDB reports and posts on the websitehttp://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Reports/

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Review and Quiz How to add, delete or update a facility ?

Submit CPDC 4-2 form to CO Space Management. CO will add, delete or update in the SFDB.

Can I use “Space Master Table” to add, delete or update a space?No. Space Master Table is view only.

Through what approach can I enter my campus space update data?Upload process and Data Entry Screen.

Can I add a new space update transaction in the Edit Screen? No. Edit Screen is for editing your data already submitted. For new space update data, you need to go to Data Entry Screen, or add in your space update file CPDC 4-3 and upload.

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Review and Quiz What is the Transaction Type when I update information

for an “I” record in Edit Screen Transaction Type is “I”. Because it is still a new space and is not in the current database. Tran Type is looking at the space in the current SFDB.

I uploaded some space update transactions for facility 039 last week. Now I have space update transactions for facility 040. If I upload space data for facility 040, will my facility 039 space data still stay in the Edit Screen? No. Every time you Upload data, the data in the Edit Screen will be erased.

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SFDB Tables

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Tables (View Only)

Main Tables

Resource Tables

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Facility Table

• VIEW ONLY

• Search facility: - Enter Query - Type in key words - Execute Query

• Update facility: Send CPDC 4-2 form to CO http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms/CPDC_4-2.doc

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Space Master Table

• VIEW ONLY

• Search space information: - Enter Query - Type in key words - Execute Query

• Update space data: Use SFDB Update Process

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Resource Tables (View Only)

Quick reference for:- Campus Code- Category Code- Center Code- Condition Code- Construction Type- Construction Status- Department Code- Facility Status- Function Code- Funded by- Instructional Level- Ownership Code- Discipline Code- Room Status- School Code- Space Type- Station Type

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SFDB Reports

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Where To Get Reports?

http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/index.shtml

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Type of Reports

Category Name of Reports

Space Room by Room Detail Space Report By Discipline

Detail Space Report By Space Type

Complete Space Report By Facility

Nonstate Space Report By Facility

Summary Complete Space Report By Facility (Summary)

Summary Space Type Report by Facility

Summary Space Type Report by Discipline

Facility Facility Report

Capacity Report by Facility

Custodial Custodial Report

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Report Features

Provide information and summary reports of:

Space, Facility, Capacity and Custodial Customize your report:

Options to view one center, one facility, one space type, one HEGIS type, permanent building, temporary building

Show the latest data in SFDB View report Save report (save as .pdf file) Print report

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AbbreviationCOMPL = Completion DESC = Description EFFC = EfficiencyFAC = FacilityFAC Office = Faculty OfficeFAC ADM = Faculty AdministrationINST LVL = Instructional LevelLEC = LectureLD = Lower DivisionNUM = NumberRM = RoomSFX = SuffixSP = SpaceSTA = Station SS = Number of StationsTRAN = Transaction UD = Upper Division

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Need Room by Room Space Data?Name of Report Sort by Report Header

Detail Space Report By Discipline

Campus

(Total)

Center

(Total)

Discipline

(Total)

Room By Room Fac# SP# ASF Inst LVL SP Type STA Type Num of STA FTE RM Status Compl Date Rev Date

Detail Space Report By Space Type

Campus

(Total)

Center

(Total)

Space Type

(Total)

Room By Room Fac# SP# ASF Inst LVL Discipline STA Type Num of STA FTE RM Status Compl Date Rev Date

Complete Space Report By Facility

Campus

(Total)

Center

(Summary) by Space Type by Discipline

Facility

(Summary) by Space Type by Discipline by Teaching lab

and Teaching lab service

Room By Room SP# ASF Inst LVL Discipline SP Type STA Type Num of STA FTE

RM Status Tran Date Comments

Nonstate Space Report By Facility

Campus Center Facility Room By Room It is part of the above “Complete Space Report By Facility”. Just for Non-State Space.

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Need Summary of Space Data?Summary by Summary

for Name of Report Space

TypeDiscipline Inst

LVLASF NUM

of STANUM of SP

FTE

Space Type Center Summary Space Type Report By Facility X X X X X X

Center Complete Space Report By Facility (center summary) X X X X X

Center Summary Space Type Report By Discipline X X X X X X

Facility Summary Space Type Report By Facility X X X X

X X

Facility Complete Space Report By Facility (facility summary)

X X X X

Discipline Summary Space Type Report By Discipline X X X X X X

Discipline Facility Complete Space Report By Facility (facility summary)

X X X X

Center Complete Space Report By Facility (center summary) X X X X

Teaching Lab and Teaching Lab Service by Level

Facility Complete Space Report By Facility (facility summary) X X X X X

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Need Facility Data?

Name of Report Sort By Report Header

Facility Report Campus

(Total)

Center

(Total)

Facility Fac# Category Status Owner GSF ASF EFFC COMPL Date

Capacity Report by Facility

Campus

(Total)

Center

(Total)

Facility Fac# LEC (Num of STA, FTE) LAB LD (Num of STA, FTE)

LAB UD (Num of STA, FTE) Total (Num of STA, FTE)

FAC Office(Num of STA) FAC ADM (Num of STA)

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Report SamplePlease refer to the Appendix L in the SFDB User Manual.

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Hyperion Websitehttp://peterson.calstate.edu:8080/Hyperion/browse/login Pre-defined Report Query

– APDB – Facility– Space Master – Edit Screen – Before and After Analysis Summary (must process the

B&A report in the SFDB first)– Proposed space file (must process the B&A report in the

SFDB first) Refresh query report to get the latest data Save in excel format of pdf format

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Space Management Websitehttp://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/index.shtml

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Space Management Website - Great Source of Space Management

Quick link to the web-based SFDB Reports Call Letters

Forms Resource Documents Contact us

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SFDB User Manual Available on the Space Management website:

http://www.calstate.edu/CPDC/Facilities%5FPlanning/Space%5FMgmt/Resource%5FDocuments/

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Questions and Answers

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Hands on SFDB!

Exercises are on the TESTING database.Fall 2008 SFDB update is on the PRODUCTION database

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Comments, Suggestions & Questions?

Hong Lin [email protected] 562-951-4109Theresa Tsik [email protected] 562-951-4159

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www.calstate.edu