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Space and Facilities Database Workshop

April 14, 2011 Presented By: Theresa Tsik & Eric Chan Facility Planning, CPDC, CSU Chancellor’s Office. Space and Facilities Database Workshop. Topics. SFDB Overview Fall 2011 SFDB Update 2012/2013 Custodial Reporting Private Use Reporting SFDB, APDB and Capital Planning Overview

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Space and Facilities Database Workshop

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  1. April 14, 2011 Presented By: Theresa Tsik & Eric Chan Facility Planning, CPDC, CSU Chancellor’s Office Space and Facilities Database Workshop

  2. Topics • SFDB Overview • Fall 2011 SFDB Update • 2012/2013 Custodial Reporting • Private Use Reporting • SFDB, APDB and Capital Planning Overview • Planning Tools • Case Study • SFDB Reports and Resources

  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. 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)

  8. 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

  9. Space Type • Instructional Space • Lecture • Lab • Other Instructional Space • Instructional Support Space • Office • Non-office • Special Instructional Support • Others

  10. 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 or seminar • Instructional units Assigned to the academic discipline or department • Administrative and Instructional Support units Such as Financial Aid, Student Service, Housing and Parking.

  11. 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

  12. Fall 2011 SFDB Update

  13. Fall 2011 SFDB Update & Custodial Reporting Window • Window: May 1 to May 31, 2011 • Call Letter: • http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Call_Letters/ • What to do: • Update facility • Update space data • Request new state maintained spaces and any adjustment

  14. 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 Information Sheet form and send it to Eric Chan. www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms • Update year round

  15. 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.

  16. SFDB Update & APDB Reporting • APDB Reporting Schedule: • Report each term after census date (Appendix: APDB Reporting Schedule) • APDB Reporting Validation: • Validate Facility/Space ID against SFDB • Facility ID + Space ID: Facility number (3)+Facility suffix(1)+Space Number(4)+Space suffix(2)

  17. SFDB Update & APDB Reporting • Why validate APDB Facility/Space ID against SFDB: • Maintain the consistency of rooms reported in APDB and rooms reported in the SFDB. • Improve the accuracy of campus space utilization reports: data comes from both SFDB and APDB • Ensure accurate enrollment data for capital planning: onsite other earned % and offsite % in APDB reports

  18. SFDB Update & APDB Reporting • Non-matching SFDB ID errors: • APDB section audit report • Fall Term: REQUIRED to fix in APDB or SFDB • Other terms: warning message only • Fix non-matching SFDB ID errors: • Change in APDB and/or • Change in SFDB • Minimize non-matching SFDB ID errors: • Communicate with APDB coordinator/scheduler • Update SFDB annually, share fall space file with APDB coordinator/scheduler

  19. APDB Section Audit Report

  20. Prepare Fall 2011 SFDB Update Data • SFDB and APDB: • Include all spaces will be scheduled for fall 2011 classes • Use caution in deleting spaces that may be scheduled for fall 2011 courses • Inform APDB coordinator of any facility/space ID change • New spaces request for custodial maintenance funding: • 12/13 support budget: update in SFDB if new spaces will be occupied in fall 2011 • Prior to 12/13 support budget: update in SFDB • Un-inventoried project space when project is completed (refer to CPDC 1-2) • All other space changes

  21. 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

  22. 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

  23. 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

  24. 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)

  25. Log on SFDB (production database) Quick link to SFDB: http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/sfdb.shtml

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

  27. 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.

  28. Examples of Validation Errors

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

  30. 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

  31. 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

  32. 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 find 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 from 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.

  33. 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

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

  35. 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.

  36. 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.

  37. Step 2 – Before and After Analysis

  38. 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

  39. 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

  40. 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.

  41. 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

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

  43. 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 edit Step 3 – Edit DataOption 2: Edit Screen and/or Data Entry Screen • Query and view data in the Edit Screen

  44. Step 3 – Edit DataOption 2: Edit Screen and/or Data Entry Screen • Edit Update transaction in Edit Screen (Tran Type=I or U) • Update – update the data info • Keep Tran Type “I” or “U” • Use Tab key to move to the field you want to change and type in the update data. • Save changes • 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 • Delete - delete this space from the SFDB instead of update • Change Tran Type from “U” to “D” • Save changes

  45. Step 3 – Edit DataOption 2: Edit Screen and/or Data Entry Screen • Edit Delete transaction in Edit Screen (Tran Type=D) • 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 • 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

  46. Step 3 – Edit DataOption 2: Edit Screen and/or Data Entry Screen • 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” • View Before and After Analysis: Follow Step 2 – Before and After Analysis • Continue editing data until you are satisfied with the Before and After Analysis

  47. Step 4 – View Data • 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

  48. Step 4 – View Data • Click “Export all transaction from Edit Screen” • Save as text file on your desktop • Convert to excel file and save.

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