FL-SOLARIS Facility Inventory Tracking System (FITS) Agency Account Manager Training Conducted by Dept of Management Services & Dept of Environmental Protection.

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FL-SOLARIS Facility Inventory Tracking System (FITS) Agency Account Manager Training

Conducted by Dept of Management Services & Dept of Environmental Protection

January 2012Capitol Circle Office Center (CCOC) Betty Easley Building, Conference Room 152

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Today’s TopicsOpening & Introductions

Overview of FL-SOLARIS and the Facility Inventory

Role of Agency FITS Account Manager

Use and Navigation of FL-SOLARIS/FITS Module

General Discussion on Reporting Facility Data

Next Steps

Q&A Wrap-up / Adjourn

3Overview of the Legislatively required FL-SOLARIS lands and Facilities InventoryAuthorityFocus of SystemHigh-level Process OverviewInteragency Executive Management Team

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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 facilities

▫LITS expanded to include facilities and public lands inventory

▫Name changed to Florida State-Owned Lands and Records Information System (FL-SOLARIS)

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Facility Information Tracking System (FITS)

• FL-SOLARIS is the system of record for ▫ State-owned lands and Facilities

▫ Owned, leased or otherwise occupied by Florida agencies

• FL-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

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Facility Data Collection & Reporting•2010 and Earlier

▫ DMS gathered and reported data on state-owned facilities

▫ Reporting 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 BeyondAnnually agencies self report, via FL-SOLARIS, on structures they own or over which they have full operational control

7Leased 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 validation

▫ The 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

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High Level Process Overview

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FL-SOLARIS Project Team & Interagency Executive Management Team

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Using the System

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Role of Agency Account Managers•Manage Agency User Accounts

FITS User Roles: Account Manager Edit Role View 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

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Discussion of Key Design Concepts• User Guides

▫ FL-SOLARIS (FITS) Administrator’s User Guide

▫ FL-SOLARIS (FITS) User Guide

• Roles based Access▫ User 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

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Key Design Concepts (continued)

• Facility Status▫ Save work in Process

▫ Save and Mark Complete

▫ Reset

▫ Not 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

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Key Design Concepts (continued)

•Role of Campuses▫A Campus is a logical (or virtual) construct for

reporting purposes Use of campuses is not required

▫Provided to simplify data reporting Administration Facility Template Facility

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Walk Through/Demonstration

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Why this gap?

This is where YOU come

in.any FL-

SOLARIS (FITS) Account Manager User

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 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 2

Go to the MyFDEP Portal site and sign in using your registration credentials.

Step 3

Find and open FITS from the Portal.

Step 3

Find and open FITS from the Portal.

MyFDEP Portal ActionsThese steps are outside of FL-SOLARIS (FITS).

Step 1

Fill in FITS Request Access Form and Request Access.

Step 1

Fill in FITS Request Access Form and Request Access.

Step 2

Get DEP email verifying your access is granted.

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.

Step 3

Begin using FITS: sign in and open app from portal to see the Welcome screen.

FL-SOLARIS (FITS) ActionsHigh 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 PROCESS

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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.

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 2

Open FITS from the DEP Portal.

Step 3

Select Manage DEP Security Suite from the FITS Admin menu.

Step 3

Select Manage DEP Security Suite from the FITS Admin menu.

To Begin

From DEP Security Suite Welcome, select Assign User Roles.

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 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.

Step 2

Select a user from the list by clicking on a radio button and next.

DEP Security Suite ActionsThese steps are outside of FL-SOLARIS (FITS).

Step 3

Select roles for this FITS User.

Step 3

Select roles for this FITS User.

Step 4

Confirm and Submit the FITS roles for the selected user.

Step 4

Confirm and Submit the FITS roles for the selected user.

Step 4

Open FITS from the DEP Portal.

Step 4

Open FITS from the DEP Portal.

Step 5

Select Manage Fits Users from the FITS Admin menu.

Step 5

Select Manage Fits Users from the FITS Admin menu.

Step 6

Search users with the ‘Request Access’ status at your agency.

Step 6

Search users with the ‘Request Access’ status at your agency.

Step 7

Assign the user with the FITS role and click OK.

Step 7

Assign the user with the FITS role and click OK.

FL-SOLARIS (FITS) Actions Continued

FL-SOLARIS (FITS) Actions

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Overview of Basic Screen Structure

From Figure 31 on Page 32 of FITS User Guide

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

Ed

it/V

iew

A

ctio

n

List of Campuses

Facility Details

DeficienciesDetails

LocationDetails

Ed

it/V

iew

A

ctio

n

List of Facilities for the Campus

Ed

it/V

iew

A

ctio

n

Facility Details

DeficienciesDetails

LocationDetails

Deficiency Tab

List of Facilities

Manage FacilitiesSearch

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

Admin

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Overview of Basic Screen Structure

From Figure 31 on Page 32 of FITS User Guide

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

Ed

it/V

iew

A

ctio

n

List of Campuses

Facility Details

DeficienciesDetails

LocationDetails

Ed

it/V

iew

A

ctio

n

List of Facilities for the Campus

Ed

it/V

iew

A

ctio

n

Facility Details

DeficienciesDetails

LocationDetails

Deficiency Tab

List of Facilities

Manage FacilitiesSearch

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

Admin

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Ways to Navigate FITS

•Menu▫Horizontal menu

▫At top of screen

•Site Map▫Alternate way to navigate

▫Link at bottom of screen

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Walk-through/Demo of Admin Screens• User Access

▫ Screens and Processes for getting :

User initiated Registration via DEP Portal

FL-SOLARIS/FITS Access Request

Access Approval

▫ Listing Agency User Accounts

▫ Reset of users accounts

Except for account managers

All reset on July 1st of each year

Manage FITS

Users

Request Access

Manage DEP

SecurityManage

FITS Users

Data Load

Results

Admin

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Managing Facilities•View / Edit Roles•Search for a Facility•Facility Details

▫Creating a Facility

▫Editing a Facility

•Deficiencies

▫Editing a Deficiency

▫Creating a Deficiency

•Verify Location

Location Tab

Facility Tab

Ed

it/V

iew

A

ctio

n

Facility Details

DeficienciesDetails

LocationDetails

Deficiency Tab

List of Facilities

Manage FacilitiesSearch Facilities

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Managing Campuses•View / Edit Roles•Search for a Campus•Campus Details

▫Creating a Campus

▫Editing a Campus

▫Listing of Campus Facilities

•Administration Facility•Facility Template

Facility Tab

Campus Tab

Deficiency Tab

Facility Tab

Location Tab

Manage Campuses

Search Campuses

Campus Details

Edit

/Vie

w

Act

ion

List of Campuses

Facility Details

DeficienciesDetails

LocationDetails

Edit

/Vie

w

Act

ion

List of Facilities for the Campus

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General Discussion on Reporting Facility Data

• "Agency" -- reporting organization

• Agency Managed/Owned Facilities

• Explanation on some of the facility data elements

▫ What is a Facility

▫ Title Entity

▫ Facility Name

▫ Facility Status

▫ Predominant Space Type

▫ DeficienciesDeficiency Category / Estimated Cost / Brief Description

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Campuses

• A Campus is a logical (or virtual) construct for reporting purposes

• Campuses are added to Facilities -- Facilities are not added to a Campus

• Provided to simplify data reporting

▫Facility Template

▫Campus Administration Building• Deleting a Campus

▫Does not delete the associated facilities

▫Will affect the cost reporting when a "Campus Administration Building" was designated

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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 parcels

▫ Design 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

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Questions and Contact Info

Dept of Management ServicesTom Berger

Director, Division of Real Estate Development and Management (REDM)[email protected](850) 487-9921

Ron FalkeyREDM Business Systems [email protected](850) 488-3158

Dept of Environmental ProtectionMike Long

Assistant Director, Division of State Lands (DSL)[email protected](850) 245-2555

Tim PattersonDivision of State Lands (DSL)[email protected](850) 245-2597