Conducted by Dept of Management Services amp Dept of Environmental Protection January 2012 Capitol Circle Office Center CCOC Betty Easley Building Conference Room 152 1 Todays Topics Opening amp Introductions ID: 680341
Download Presentation The PPT/PDF document "FL-SOLARIS Facility Inventory Tracking ..." is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
FL-SOLARIS Facility Inventory Tracking System (FITS) Agency Account Manager Training
Conducted by Dept of Management Services & Dept of Environmental ProtectionJanuary 2012Capitol Circle Office Center (CCOC) Betty Easley Building, Conference Room 152
1Slide2
Today’s Topics
Opening & IntroductionsOverview of FL-SOLARIS and the Facility InventoryRole of Agency FITS Account ManagerUse and Navigation of FL-SOLARIS/FITS Module
General Discussion on Reporting Facility DataNext Steps
Q&A Wrap-up / Adjourn
2Slide3
Overview of the Legislatively required FL-SOLARIS lands and Facilities InventoryAuthority
Focus of SystemHigh-level Process OverviewInteragency Executive Management Team3Slide4
Florida State-Owned Lands and Records Information System (FL-SOLARIS)
Authority: Ch. 2008-229, LOF (SB 542)DEP to develop inventory of all state lands purchased with P2000 or Florida Forever funds
Land Information Tracking System (LITS)Authority: Ch. 2010-280, LOF (SB 1516)
Requires one complete inventory of lands and facilitiesLITS expanded to include facilities and public lands inventory
Name changed to Florida State-Owned Lands and Records Information System (FL-SOLARIS)
4Slide5
Facility Information Tracking System (FITS)
FL-SOLARIS is the system of record for State-owned lands and FacilitiesOwned, leased or otherwise occupied by Florida
agenciesFL-SOLARIS is designed with two main components
Facility Information Tracking System (FITS) – now available
Lands Information Tracking System (LITS)
Public Lands Inventory (PLI) will be used by LITS for verification of tax roll data
The FL-SOLARIS FITS component is designed to
Record data from agencies on state-owned facilities
Provide the mechanism for agencies for their annual identification and reporting of properties that are candidates for disposition
5Slide6
Facility Data Collection & Reporting
2010 and Earlier DMS gathered and reported data on state-owned facilitiesReporting was limited to structures of 3,000 square foot or larger, encompassing approximately 3,500 facilities
2011 Transition (in accordance with 2010-280 LOF (2010 SB1516)
Agencies self reported their owned structures via DMS Web Form
Reporting was changed, expanded to any structure with a roof, and now encompasses more than 20,000 facilities
2012 and Beyond
Annually agencies self report, via FL-SOLARIS, on structures they own or over which they have full operational control
6Slide7
Leased Facility Data — Facility Leases are not entered via FITS
The majority of agencies’ leasing operations are already under DMS purview and that leasing data will be transmitted to FITS by DMS
DMS will conduct a required annual lease data validationThe process & format will be similar to the one used for the 2010 leasing data validation
There are other agencies, including the WMDs, Universities, and Colleges that are not under DMS leasing management
These agencies will have to start reporting lease data via a DMS provided web interface
This new web interface is scheduled to be available in Spring 2012
7Slide8
High Level Process Overview
8Slide9
FL-SOLARIS Project Team &
Interagency Executive Management Team
9Slide10
Using the System
10Slide11
Role of Agency Account Managers
Manage Agency User AccountsFITS User Roles:
Account Manager
Edit RoleView Only Role
Agency "Edit" Users manage the FITS Data
Account Managers have full rights and therefore
Account Managers are also "Edit" users
Changes to Facility Action limited to Account Manager
Disposition Recommendations
Transfers to other Agency
11Slide12
Discussion of Key Design Concepts
User GuidesFL-SOLARIS (FITS) Administrator’s User Guide
FL-SOLARIS (FITS) User Guide
Roles based AccessUser Rights (Roles) control what each user can see and do
Roles for: Edit — View Only — Account Manager
Facilities
A facility is any structure with a roof
Excludes structures of the state transportation system
Each facility has a unique ID assigned by FL-SOLARIS
12Slide13
Key Design Concepts (continued)
Facility Status
Save work in ProcessSave and Mark Complete
ResetNot Started (reset annually on July 1)
Location Validation
Address tied to USPS address
Address & Location validation
Required fields
Indicated with red asterisk (*)
Facility cannot be marked complete without entering data in these fields
13Slide14
Key Design Concepts (continued)
Role of Campuses
A Campus is a logical (or virtual) construct for reporting purposesUse of campuses is not required
Provided to simplify data reporting
Administration Facility
Template Facility
14Slide15
Walk Through/Demonstration
15Slide16
Why this gap?
This is where YOU come in.
a
ny FL-SOLARIS (FITS) Account Manager User
16
Any person wanting access to the
DEP Portal
A user wants access to FL-SOLARIS (FITS). Users are not given access; they must request access.
Step 1
Go to the MyFDEP Portal site and
register
.
Step 2
Go to the MyFDEP Portal site and
sign in
using your registration credentials.
Step 3
Find and
open FITS
from the Portal.
MyFDEP Portal Actions
These steps are
outside
of FL-SOLARIS (FITS)
.
Step 1
Fill in FITS Request Access Form and
Request Access
.
Step 2
Get DEP email verifying your
access is granted
.
Step
3
Begin using FITS
: sign in and open app from portal to see the Welcome screen.
FL-SOLARIS (FITS) Actions
High Level Process to Begin Using FITS
A FITS Account Manager
must complete the
FITS GIVE ACCESS
PROCESS
for steps 2 and 3 to happen.
FL-SOLARIS (FITS)
REQUEST
ACCESS
PROCESSSlide17
17
MyFDEP
Portal Actions – 1
st
Step:
RegisterSlide18
18
MyFDEP Portal Actions – 2nd
Step:
Sign InSlide19
19
MyFDEP Portal Actions – 3rd
Step:
Open FITSSlide20
20
FITS Actions – 1st
Step:
Request AccessSlide21
21
FITS Actions – 2nd
Step:
Access is GrantedSlide22
22
FITS Actions – 3rd
Step:
Begin Using FITS, ASlide23
23
FITS Actions – 3
rd
Step:
Begin Using FITS, BSlide24
24
FL-SOLARIS (FITS) Account Manager Users
FITS Account Managers provide access to FITS once it has been requested.
Step 1
A “Request Access FOR FITS”
email is received
.
FL-SOLARIS (FITS)
GIVE
ACCESS
PROCESS
Step
2
Open FITS
from the DEP
Portal
.
Step
3
Select Manage DEP Security Suite
from the FITS Admin menu.
To Begin
From DEP
Security Suite Welcome,
select Assign User Roles
.
Step 1
With
DslFits
selected,
search for a user
, using the name of requestor.
Step
2
Select a user
from the list by clicking on a radio button and next.
DEP Security Suite Actions
These steps are
outside
of FL-SOLARIS (FITS)
.
Step
3
Select roles
for this FITS User.
Step
4
Confirm and Submit
the FITS roles
for the selected user.
Step
4
Open
FITS
from the DEP Portal.
Step
5
Select Manage Fits
Users
from the FITS Admin menu.
Step
6
Search users
with the ‘Request Access’ status at your agency.
Step
7
Assign
the user with the FITS role and click OK.
FL-SOLARIS (FITS) Actions
Continued
FL-SOLARIS (FITS) ActionsSlide25
25
FITS Give Access – 1st
Step:
Receive EmailSlide26
26
FITS Give Access – 2nd
Step:
Open FITSSlide27
27
FITS Give Access – 3rd
Step:
Select Admin: Manage DEP Security SuiteSlide28
28
DEP Security Suite: Assign User RolesSlide29
29
DEP Security Suite–1st
Step:
Search For UserSlide30
30
DEP Security Suite–2nd
Step:
Select a UserSlide31
31
DEP Security Suite–3rd
Step:
Select RolesSlide32
32
DEP Security Suite–4th
Step:
Confirm & SubmitSlide33
33
DEP Security Suite: Assign Roles CompleteSlide34
34
FITS Give Access – 4th
Step:
Open FITSSlide35
35
FITS Give Access – 5
th
Step:
Select Admin: Manage Fits UsersSlide36
36
FITS Give Access – 6th
Step:
Search UsersSlide37
37
FITS Give Access – 7th
Step:
AssignSlide38
38
FITS Give Access: CompleteSlide39
Overview of Basic Screen Structure
From Figure 31 on Page 32 of FITS User Guide39
Manage FITS Users
Request Access
Location Tab
Facility Tab
Campus Tab
Deficiency Tab
Facility Tab
Location Tab
Facility Tab
Manage Campuses
Facilities
Search Campuses
Campus Details
Edit/View Action
List of Campuses
Facility
Details
Deficiencies
Details
Location
Details
Edit/View Action
List of Facilities for the Campus
Edit/View Action
Facility
Details
Deficiencies
Details
Location
Details
Deficiency Tab
List of Facilities
Manage Facilities
Search Facilities
Select Columns for CSV Extract
Enter Search Criteria
Facilities
Download CSV File
Select Columns for CSV Extract
Enter Search Criteria
Download CSV File
Leases
Extract Data
Manage DEP Security
Manage FITS Users
Data Load Results
AdminSlide40
Overview of Basic Screen Structure
From Figure 31 on Page 32 of FITS User Guide40
The “Extract Data” and “Data Load Results” are not yet available within the current release of FL-SOLARIS
Manage FITS Users
Request Access
Location Tab
Facility Tab
Campus Tab
Deficiency Tab
Facility Tab
Location Tab
Facility Tab
Manage Campuses
Facilities
Search Campuses
Campus Details
Edit/View Action
List of Campuses
Facility
Details
Deficiencies
Details
Location
Details
Edit/View Action
List of Facilities for the Campus
Edit/View Action
Facility
Details
Deficiencies
Details
Location
Details
Deficiency Tab
List of Facilities
Manage Facilities
Search Facilities
Select Columns for CSV Extract
Enter Search Criteria
Facilities
Download CSV File
Select Columns for CSV Extract
Enter Search Criteria
Download CSV File
Leases
Extract Data
Manage DEP Security
Manage FITS Users
Data Load Results
AdminSlide41
Ways to Navigate FITS
MenuHorizontal menuAt top of screen
Site MapAlternate way to navigate
Link at bottom of screen
41Slide42
Walk-through/Demo of Admin Screens
User AccessScreens and Processes for getting :User initiated Registration via DEP Portal
FL-SOLARIS/FITS Access
RequestAccess Approval
Listing Agency User Accounts
Reset of users accounts
Except for account managers
All reset on July 1
st
of each year
42
Manage FITS Users
Request Access
Manage DEP Security
Manage FITS Users
Data Load Results
AdminSlide43
Managing Facilities
View / Edit RolesSearch for a FacilityFacility Details
Creating a FacilityEditing a Facility
DeficienciesEditing a Deficiency
Creating a Deficiency
Verify Location
43
Location Tab
Facility Tab
Edit/View Action
Facility
Details
Deficiencies
Details
Location
Details
Deficiency Tab
List of Facilities
Manage Facilities
Search FacilitiesSlide44
Managing Campuses
View / Edit RolesSearch for a CampusCampus Details
Creating a CampusEditing a Campus
Listing of Campus FacilitiesAdministration Facility
Facility Template
44
Facility Tab
Campus Tab
Deficiency Tab
Facility Tab
Location Tab
Manage Campuses
Search Campuses
Campus Details
Edit/View Action
List of Campuses
Facility
Details
Deficiencies
Details
Location
Details
Edit/View Action
List of Facilities for the CampusSlide45
General Discussion on Reporting Facility Data
"Agency" -- reporting organization Agency Managed/Owned Facilities
Explanation on some of the facility data elementsWhat is a Facility
Title EntityFacility Name
Facility Status
Predominant Space Type
Deficiencies
Deficiency Category / Estimated Cost / Brief Description
45Slide46
Campuses
A Campus is a logical (or virtual) construct for reporting purposesCampuses are added to Facilities -- Facilities are not added to a Campus
Provided to simplify data reportingFacility Template
Campus Administration BuildingDeleting a Campus
Does not delete the associated facilities
Will affect the cost reporting when a "Campus Administration Building" was designated
46Slide47
Next Steps
Data Entry for FL-SOLARIS FITS open now to June 30, 2012. Additional data elements beyond those collected for 2011 will address:
Data masks and rules to improve quality of data entry
GPS data and linkage to land parcelsDesign building capacity for facilities
(optional field)
Sublet space clarification with a listings of tenants & rent revenues
Other Soon to be Implemented FL-SOLARIS Components
Data Extracts
Leasing Data
Rulemaking for Facility Data Reporting is in development
Annual Leasing Data Validation will be conducted by DMS as a separate initiative via a Web Form like last year
47Slide48
Questions and Contact Info
48Dept of Management ServicesTom Berger
Director, Division of Real Estate Development and Management (REDM)
Tom.Berger@dms.myflorida.com(850) 487-9921
Ron Falkey
REDM Business Systems Engineering
Ron.Falkey@dms.myflorida.com
(850) 488-3158
Dept of Environmental Protection
Mi
ke Long
Assistant Director, Division of State Lands (DSL)
Mike.Long@dep.state.fl.us
(850) 245-2555
Tim Patterson
Division of State Lands (DSL)
Tim.Patterson@dep.state.fl.us
(850) 245-2597