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Space and Facilities Database Training Level One

April 2, 2008 Presented By: Hong Lin & Theresa Tsik Facility Planning, CPDC, CSU Chancellor’s Office. Space and Facilities Database Training Level One. Topics. SFDB Overview Fall 2008 SFDB Update SFDB Tables SFDB Reports Space Management Website SFDB User Manual Hands on SFDB!.

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Space and Facilities Database Training Level One

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  1. April 2, 2008 Presented By: Hong Lin & Theresa Tsik Facility Planning, CPDC, CSU Chancellor’s Office Space and Facilities Database TrainingLevel One

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

  3. SFDB Overview

  4. 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

  5. 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.

  6. 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

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

  8. 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)

  9. 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

  10. Space Type • Instructional Space • Lecture • Lab • Other Instructional Space • Instructional Support Space • Office • Non-office • Special Instructional Support • Others http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Resource_Documents/SFDB_User_Manual/Appendix_I.pdf

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

  12. 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

  13. Fall 2008 SFDB Update

  14. 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

  15. 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

  16. Update Space • Spaces: • Add new spaces • Delete existing spaces • Update existing spaces • Prepare CPDC 4-3 formhttp://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms • Log on the SFDB database. • Update during the reporting window.

  17. Log on SFDB (production database) Quick link to SFDB: http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/index.shtml Username: Password:

  18. Log off SFDB NOT to do: Close Internet explorer YES to do: 1) Logoff and Exit 2) Select “Exit” from menu “Action” 3) Click “X” to close

  19. Space Update Process Or Data Entry Screen Campus Upload Process N Validation Y Campus Edit Screen N B/A Analysis Report Y Campus inform CO Data is ready to review N CO Analyze B/A Report CO Y CO Update Space-master

  20. 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

  21. Data Entry- Option 1: Upload Process • Prepare space update file: • Download CPDC 4-3 Space and Facility Database Worksheet from Space Management website: http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms/ • Follow the instructions on CPDC 4-3, input space update data into CPDC 4-3 form with all fields completed. • Remove all headers from CPDC 4-3 file and save it. • Save the CPDC 4-3 excel file as text (Tab delimited) format and named as “sfdbtranxx.txt”. (XX: campus code)

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

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

  24. Data Entry- Option 1: Upload Process • Click “Browse” and Select space update file “sfdbtranXX.txt” • Click “Upload” button to load “sfdbtranXX.txt” file • Enter e-mail address • Click “Validate My Data” • Check your e-mail in box for validation report.

  25. Data Entry- Option 1: Upload Process • 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.” • Return to SFDB Update Process Main Menu

  26. Data Entry- Option 2: Data Entry Screen Select Data Entry Screen

  27. Data Entry- Option 2: Data Entry Screen • Query and view existing space data before you update, delete or insert a space. • Click “Enter Query” icon • Enter query data in fields: such as Center code, Facility No., Space No., Space Type, etc. • Click “Execute Query” icon to view the data you request • Use [Page Down] key or to view each space

  28. Data Entry- Option 2: Data Entry Screen • Insert (add) new record • If the facility is already in the SFDB, skip step 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/ • Insert Click “+” icon OR Select “Insert Record” from menu “Record”

  29. Data Entry- Option 2: Data Entry Screen • Insert (add) new record (cont’d) • Type data in each required field, use Tab key to skip to the next field • Save: • Don’t want to save: click “Record” from menu, select “Clear” • Select “Save” from Menu “Action” • Click save icon • Ctrl + s

  30. Data Entry- Option 2: Data Entry Screen • Update existing record • Query the space record you want to update • Click “Enter Query” icon • Enter query data in fields: such as Center code, Facility No., Space No., Space Type, etc. • Click “Execute Query” icon to view the data you request • Use [Page Down] key or to view each space

  31. Data Entry- Option 2: Data Entry Screen • Update existing record (cont’d) • Type “U” in Tran Type field • Use Tab key to move to the field you want to change and type in the update data • Save changes

  32. Click “Enter Query” icon • Enter query data in fields: such as Center code, Facility No., Space No., Space Type, etc. • Click “Execute Query” icon to view the data you query • Use Page Down key or to locate the space you want to update Data Entry- Option 2: Data Entry Screen • Delete existing record • Query the space record you want to delete

  33. Data Entry- Option 2: Data Entry Screen • Delete existing record (cont’d) • Type “D” in Tran Type field • Save changes

  34. Data Entry- Option 2: Data Entry Screen • Exit Data Entry Screen • Click exit icon • Select “Exit” from menu “Action” • Click “X” to Close the window

  35. 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

  36. 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

  37. 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.

  38. 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

  39. Step 2 – Before and After Analysis • Select report • Click “View Report”

  40. Step 2 – Before and After Analysis • Room by Room Review: • Select center code and/or facility you want to view • Click “1. Process Report” • Click “2. View Report” • Review the room by room report. • Save report on your desktop if you want.

  41. Step 2 – Before and After Analysis • Summary report • Process Report • Select one of the summary reports • Select center code or facility number • View report • Save report Note: • The process may take a few minutes. Please be patient.

  42. 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

  43. Step 2 – Before and After Analysis

  44. Step 2 – Before and After Analysis Sample reports: Please refer to Appendix M in the SFDB User Manual.

  45. Analyze SFDB Update • Process and view the Before and After Analysis Report • 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

  46. 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

  47. Step 3 – Edit Data Option 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.

  48. 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

  49. Step 3 – Edit DataOption 2: Edit Screen and/or Data Entry Screen • Open Edit Screen

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