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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 2012 Capitol Circle Office Center (CCOC) Betty Easley Building, Conference Room 152. Today’s Topics. - PowerPoint PPT Presentation
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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 & IntroductionsOverview of FL-SOLARIS and the Facility InventoryRole of Agency FITS Account ManagerUse and Navigation of FL-SOLARIS/FITS ModuleGeneral Discussion on Reporting Facility DataNext StepsQ&A Wrap-up / Adjourn
3Overview of the Legislatively required FL-SOLARIS lands and Facilities InventoryAuthorityFocus of SystemHigh-level Process OverviewInteragency Executive Management Team
4Florida 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
6Facility 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 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 ActionsThese 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) 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.
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 ActionsThese 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) 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
Edit/
View
Ac
tion
List of Campuses
Facility Details
DeficienciesDetails
LocationDetails
Edit/
View
Ac
tion
List of Facilities for the Campus
Edit/
View
Ac
tion
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
SecurityManage
FITS Users
Data Load Results
Admin
40
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
Edit/
View
Ac
tion
List of Campuses
Facility Details
DeficienciesDetails
LocationDetails
Edit/
View
Ac
tion
List of Facilities for the Campus
Edit/
View
Ac
tion
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
SecurityManage
FITS Users
Data Load Results
Admin
41
Ways to Navigate FITS•Menu
▫Horizontal menu▫At top of screen
•Site Map▫Alternate way to navigate▫Link at bottom of screen
42
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 UsersData Load
Results
Admin
43
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
Edit/
View
Ac
tion
Facility Details
DeficienciesDetails
LocationDetails
Deficiency Tab
List of Facilities
Manage FacilitiesSearch Facilities
44
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 CampusesSearch Campuses
Campus Details
Edit/
View
Ac
tion
List of Campuses
Facility Details
DeficienciesDetails
LocationDetails
Edit/
View
Ac
tion
List of Facilities for the Campus
45
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▫ Deficiencies
Deficiency Category / Estimated Cost / Brief Description
46
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
47
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
48
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