AiM User Guide 2010 AssetWorks Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 (800) 268-0325
Table of Contents AiM User Guide INTRODUCTION... 4 CHAPTER 1: PROPERTY PROFILE SCREEN... 5 CHAPTER 1 PART 1 WORK ORDER SCREEN CONCEPTUAL GUIDE... 5 Title Block... 5 Picture Block... 5 Hierarchy Block... 5 Address Block... 5 Status Block... 6 Property View/Select: Extra Description... 6 Property View/Select: Floor... 6 Property View/Select: Account Setup... 6 Property View/Select: Utility Account Setup... 7 Property View/Select: Square Footage... 7 Property View/Select: General Information... 8 Property View/Select: Financial Information... 8 Property View/Select: Emergency Information... 8 Property View/Select: Zones... 9 Property View/Select: Contact Information... 9 Property View/Select: Assignment Defaults... 9 Property View/Select: Support Shops... 9 Property View/Select: Deeds... 10 Property View/Select: Inactive Locations... 10 Property View/Select: Notes Log... 10 Property View/Select: User Defined Fields... 10 Property View/Select: Status History... 10 Property View/Select: Related Documents... 10 LOCATION SCREEN... 11 Title Block... 11 Status Block... 11 Ownership Block... 11 Valuation Block... 11 Classification Block... 11 User Defined Sqft Block... 12 CAD Sqft Block... 12 Geocoding Block... 12 Property Location View/Select: Extra Description... 12 Property Location View/Select: Contact Information... 12 Property Location View/Select: Zones... 12 Property Location View/Select: Location Type History... 12 Property Location View/Select: Space Type History... 12 Property Location View/Select: Primary Usage History... 13 Property Location View/Select: Capacity History... 13 Property Location View/Select: Assignment History... 13 Property Location View/Select: Notes Log... 13 Property Location View/Select: User Defined Fields... 13 Property Location View/Select: Status History... 13 Property Location View/Select: Related Documents... 13 Property Location View/Select: GIS Linkage... 13 CHAPTER-1, PART-2, PROPERTY PROFILE STEP-BY-STEP FUNCTIONAL GUIDE... 14 Entering a Property Profile and Location.... 14 AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 2
APPENDIX: PROPERTY MODULE SETUP GUIDE... 32 1. REGION SCREEN... 32 Title Block... 32 Active Block... 32 Facility Block... 32 2. PROPERTY STATUS SCREEN... 32 Title Block... 33 Active Block... 33 Workflow Block... 33 Role Block... 33 3. PROPERTY TYPE SCREEN... 33 4. PROPERTY CLASS SCREEN... 34 5. LOCATION STATUS SCREEN... 34 Title Block... 34 Active Block... 34 Workflow Block... 35 Hatch Settings Block... 35 Role Block... 35 6. LOCATION TYPE SCREEN... 35 Location Type Block... 35 Active Block... 35 Hatch Settings Block... 36 7. ZONE TYPE SCREEN... 36 Zone Type Block... 36 Active Block... 36 Zones Block... 36 8. COVERAGE SCREEN... 36 9. CONSTRUCTION TYPE SCREEN... 37 10. HVAC TYPE SCREEN... 37 11. HOUSEKEEPING CODE SCREEN... 38 12. DEED TYPE SCREEN... 38 13. TRACT TYPE SCREEN... 39 AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 3
Introduction This User Guide is designed to help the user understand the functionality of the Property module. It explains the module from a conceptual standpoint and it offers step-by-step instructions to help the user learn how to quickly enter data and save records to the system. Each chapter is specific to one screen in the module and contains Parts 1 and 2 as follows: Part 1: The conceptual Part I explains the screen as well as its functionality throughout the system. Part 2: The step-by-step Part II is a guide to creating transactions and performing tasks while working in the screen. The Appendix at the end of the guide explains each of the setup screens for configuring the validated data that will be made available in the drop-downs and lists within the module as a whole. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 4
Chapter 1: Property Profile Screen Chapter 1 Part 1 Property Profile Conceptual Guide The Property Profile screen is used to define the third and fourth tier in the region/facility/property/location hierarchy. All property information is entered in this screen. Properties are usually buildings. Locations (which are usually rooms) data is also entered. Associated information such as square footage, type, and status are also defined for both the location and property. Title Block The Property Profile title block identifies the property profile record ID and an optional description of the property record. Picture Block The Picture block supports an image of the property to assist with identification and familiarization. Images must first be defined in the document repository and are then available for selection in the picture block. Hierarchy Block The Hierarchy block identifies the property profile parent facility and region. The property profile is the third tier in the region/facility/property/location hierarchy. Address Block The Address block is used to define physical location information for the property such as street address, state, zip and country code. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 5
Status Block The Status block identifies the current stage in the property lifecycle for management and reporting. The property type is used as a tool to define, normally for reporting purposes, a property's primary use. The property class is also primarily used as a reporting tool and can further define the property. Property View/Select: Extra Description The Extra Description block provides an additional 4000 characters to further describe the parent record. This information is included in the parent record's search screen and is ideal if the basic 255 character description is insufficient. Property View/Select: Floor The Floors screen identifies the floors for a property. Floor square footage can be entered or automatically populated from polylined AutoCAD drawings if the optional Space Management module is licensed. The Floors title block identifies the floor ID as it appears on the screen. An optional Description field for the floor is also provided. The Floor Attribute block includes the following values defining floor characteristics for management and reporting purposes. Sprinkler coverage Yes/No identifies whether or not this floor is equipped with sprinklers. Wet/Dry Sprinklers identifies which type of sprinklers is installed. The Halon System Yes/No identifies whether or not this floor is equipped with a halon fire suppression system. The basement Yes/No flag identifies whether or not this specific floor record is the basement of the property. The related computer aided design (CAD) document field is used to associate the floor record with an AutoCAD drawing for displaying rooms or floors with the CAD viewer. The Square Footage block is available for users to manually input, and maintain, square footage information. While the definitions of square footage classification vary, the following fields are available: gross: the total amount of floor square footage, made up of the other types totaled. Rentable: the total amount of floor square footage which is rentable. Usable: the total amount of floor square footage minus circulation and non-assignable. Assignable: the total amount of floor square footage minus circulation and non-assignable. Non-assignable: the total amount of floor square footage minus assignable. Occupied: the total amount of floor square footage assignable or rentable that is occupied. Circulation: the total amount of floor square footage which is circulation space, i.e., hallways, common areas, etc. Computer aided design (CAD) square foot values are automatically populated from polylined linked AutoCAD drawings if the optional Space Management module is licensed. These area values are updated automatically whenever the related AutoCAD drawing document is updated and associated to the property floor record. Several space type values are provided (rentable, usable, assignable, and nonassignable) for analysis, management, and reporting by space planners and property managers. Property View/Select: Account Setup The Account Setup screen is used to define a charge account distribution for the property. Work order phases entered with a funding source set to Property will charge the accounts defined here. The Title block redisplays the property ID code and property description from the main Property Profile screen. The Account block supports the entry of account and subcode combinations for the property. Work order phases entered with a funding source set to property will charge the account distribution specified on this screen. Single or multiple account / subcode combinations may be specified depending on the settings of the percentage and the subledger flag. The percentage flag determines the percentage of a cost transaction (0-100%) that will be charged to that specific account / subcode combination. The subledger AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 6
flag determines the type of cost transaction (all, labor, material, equipment, or contract) that will be charged. The Dates block specifies the active period of the account / subcode combination for the property. The combination will support charges during this active period. Both the start date and expiration date are optional. An expiration date can be specified to expire an account/subcode combination deactivating the account distribution. The Subledger block is used to define which of the four subledgers (labor, material, equipment, or contract), or all costs regardless of subledger, will use the account/subcode defined on the screen. For example, the user may define an account/subcode where only labor costs will be posted and an entirely different account/subcode is used for material costs. If the user defines an account for only one specific subledger (for example, labor) the phase will not allow material or contract costs to be posted. The user can alternatively select the All option which will post all of the listed subledger costs to the account/subcode combination. The Account Extension block is available to specify up to 12 account extensions. Account extensions are useful when combined with the parent account ID for interfacing with external financial information systems or enterprise resource packages (ERP). In the system, the account may be known as the main prefix; however, when the account and its transactions interface with an external system the account is known as both its prefix and extension. Up to 12 full accounts may be known in the system as one abbreviated account. Property View/Select: Utility Account Setup The utility account setup screen identifies the financial account(s) to be charged for a property's utility usage. Utility invoices entered for this property are charged against the utility account(s) identified here. The Account block defines the account / subcode combination(s) for each utility type service. A Percentage Value field allocates the percentage of utility costs against each account / subcode combination. The Dates block specifies the active period of the account / subcode combination for the property. The combination will support charges during this active period. Both the start date and expiration date are optional. An expiration date can be specified to expire an account/subcode combination deactivating the account. The Account History screen displays previous account setups used for the specific record when the expiration date has been exceeded for the assigned account(s). Property View/Select: Square Footage The Square Footage screen is used to capture square footage information for a property. Both user entered and CAD or polylined AutoCAD-driven data. The space module is required for the CAD sq footage calculations to populate. The Title block displays the property ID code and property description as they appear on the main Property Profile screen. The Acreage block identifies the property area of the total property for management and reporting. The Sqft block provides various square footage fields for use at the property level. These fields are available for manual entry by the end user and are provided for analytical and reporting use by space planners or property managers. The CAD Square Feet block contains square feet calculations according to a computer aided design (CAD) drawing of the location. These values are calculated from a CAD drawing specified at the floor AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 7
level and also interface with the space management module. Several space type values are provided (rentable, assignable, and non-assignable) for analysis and reporting. Property View/Select: General Information The General Information screen is used to store significant historical and usage/capacity values such as date built, date occupied, parking spaces, valuation of building systems, contents, etc. The Title block displays the property record ID and description as they appear on the main Property Profile screen. The Geocoding block contains latitude and longitude coordinate values that can be interfaced to the GIS module and used for spatial analysis and management. The Parking block references the property's surface area of parking lots. Fields for types of parking and the quantity of parking spaces are also provided. These values are directly edited on the screen. Total parking is calculated upon completing the record. The Infrastructure block is used to identify critical building capabilities or characteristics, such as smart building (Y/N), redundant system (Y/N), does the building have standby power (Y/N), and are there cable vaults (Y/N). Also available are user defined, validated construction type and HVAC type. The Milestone Dates block is used to document significant events in the property lifecycle including date built, date occupied, and date purchased. The property designed useful life may also be entered. The valuation date is the last date a valuation of contents was performed in the property. Vintage year is the first year that a write-off was taken against the property. Property View/Select: Financial Information The Financial Information screen contains fields for financial information used to manage the property including: costs, values, ownership, and contents value data. The Cost Data block includes user-specified reference information regarding the costs and values of the property such as purchase, land, and structure cost as well as value information such as appraised, book, and estimated. The Ownership block identifies various ownership characteristics such as whether or not the property is owned or leased, and whether or not the enterprise owns the structure and land. A property tax code may also be entered here. The Valuation block is a display-only summary of the value of contents within the property. The contents value is a dollar value total of all the contents in all locations where the content valuation was performed. The valuation date and valuation rate of the last valuation is also displayed. Property View/Select: Emergency Information The Emergency Information screen contains emergency, security, and risk information useful for managing the property. The Title block displays the property ID and description as they appear on the main Property Profile screen. This information is a reference for use with the analysis, management, and reporting of property management. The Emergency Contacts block identifies the name and phone number of emergency service first responders, associated with the property. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 8
AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 9 AiM User Guide The Security block identifies the security and housekeeping details of the property. Select the Yes from the Yes/No drop-down to indicate whether or not security services are provided at the property. If an internal security professional is assigned to the property, enter their phone number in the employee security. If a contracted security professional is assigned to the property, enter their phone number in the Client Security field. Housekeeping code, as defined in the setup, is available to specify here. The Risk Information block identifies characteristics pertinent to risk management and influences insurance policy rate information and decisions. Property View/Select: Zones The Property Zones screen supports user-defined zone types, providing multiple groupings of properties beyond the standard hierarchy. Zones may be flood zones, property zoning, voting districts, emergency response area, or other defined areas. The Property Zones block is used to associate a property to user-defined zone(s). For example a property might be in a maintenance zone, a completely separate grounds zone, a legislative zone, and an earthquake zone. While the zones don't display anywhere else in the system, it is a significant reporting and management tool. Property View/Select: Contact Information The Contact Information screen identifies the various contacts associated with a property. Names, addresses, and phone numbers are provided for rapid communication as needed. The Contact Name block includes the contact's name, and the title for addressing correspondence and management reference. The Address block contains a reference to the property contact's mailing address or physical address. The Communication block displays communication information for a specific contact. This information includes phone, fax, e-mail, etc. Property View/Select: Assignment Defaults The Assignment Defaults screen supports the entry of work order types, categories, and work code combinations to default a specific shop and shop person to the work order phase. Multiple assignment defaults may be assigned to a property. The Line block provides a numeric sequence counter for each assignment default line entry. The Work Classification block defines the default type, category, and work code combinations. When this work combination is entered during the creation of a work order at this property, a specific shop and shop person responsible for that combination of work will automatically load into the work order phase. This shop and shop person assignment functionality is helpful in facilitating the creation of work order phases in zone type maintenance organizations where a shop person is assigned to work in specific properties. The Shop Person block includes the default shop and shop person assigned to the specific assignment default line item. If assignment defaults are to be populated, both shop and shop person are required. The shop person may be assigned as the primary shop person responsible for the work. The shop and shop person assignment functionality is helpful in facilitating the creation of work order phases in zone type maintenance organizations where a shop person is assigned to work in specific properties. Property View/Select: Support Shops The Support Shops screen is used to identify the specific shop(s) that can work at a property. This screen filters and limits the list of available shops on the shop zoom field of the work order phase.
Property View/Select: Deeds The Deeds screen is an informational reference list of property deed(s) associated with a property. Property View/Select: Inactive Locations The Inactive Locations screen is a display-only historical reference list of locations that are no longer active. A location's status is set in the Location Entry screen of a property profile record. Property View/Select: Notes Log The Notes Log supports the management of additional notes regarding a specific record. This is a great way to keep a dated running commentary on a specific record in the system. Notes Log Entry Block: This allows the author to enter up to 2000 characters of free-form text in each log created. The note may be further classified by selecting a note type. The entry date and login are automatically defaulted and associated to the note and may not be modified after the note is saved. Work Desk Block: The notes log WorkDesk block identifies whether or not the notes log(s) will be available in the WorkDesk notes log content channel. Additionally, these notes may be filtered according to a unique note type to avoid extraneous notes from appearing on the WorkDesk. AiM provides a search and navigation bar to enter criteria for the quick retrieval of notes over time. Property View/Select: User Defined Fields User defined fields (UDFs) provide the ability to create fields for data entry not provided in the baseline system. UDFs must be built in the system administration module for the module screen where the UDF will be employed. The UDF can be linked to a validation table so the user selects values from a predefined list. The UDF may even be marked as required to complete a record. User defined fields create additional customized reporting and management capabilities. Property View/Select: Status History Status history provides a view-only record of statuses over time. Status history is automatically updated as statuses change and not directly edited within the Status History screen. The status editor and date are included as a part of this history. Property View/Select: Related Documents The related documents function allows the user to attach any electronic record, such as a document, spreadsheet, or image from the document repository to the record on which the user is working. Related documents could also be a URL (web) shortcut. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 10
Location Screen Location is the bottom tier of the region - facility - property - location hierarchy. The Location screen is used to enter details related to the location such as status, type (location and space), square footage, etc. Title Block The Location Title block identifies the location identity and an optional description of the record. Status Block The Status block indicates whether or not this location is active and available for use in the system. The Status block also identifies the general characteristics of the location including the parent property and floor. Ownership Block The Ownership block identifies within the enterprise who is responsible for the location according to the institution - department - organization hierarchy. This may or may not be who actually occupies the location. Valuation Block The Valuation block displays the results of the valuation generator performed on this location. The contents value is displayed along with the date of the last valuation when the amount was determined. Classification Block The Classification block is used by space planners to identify additional characteristics of a location including: location type such as office space, storage space, etc, usage such as storage, classroom, administrative, etc, space type such as rentable, assignable, usable, etc. Capacity which is used for identifying a room's personal capacity. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 11
User Defined Sqft Block The User Defined Sqft block is provided to allow the entry of user-specified square feet values for each location. These values can be used for management planning, reporting, and analysis purposes. CAD Sqft Block The CAD Sqft block contains square feet calculations auto populated from a polylined computer aided design (CAD) drawing of the location if the optional Space Management module is licensed. Geocoding Block The Geocoding block contains latitude and longitude coordinate values and altitude. These values geographically pinpoint a location and are part of the optional GIS functionality. Property Location View/Select: Extra Description The Extra Description block provides an additional 4000 characters to further describe the parent record. This information is included in the parent record's search screen and is ideal if the basic 255 character description is insufficient. Property Location View/Select: Contact Information The Location Contact Information screen identifies a person or group concerned with or responsible for the location. Contact information includes name, title, address, and communication information. The Address block contains is used to identify the location representative's physical address. The Communication block is used to display contact communication information for the location representative. This information includes phone, fax, e-mail, etc. The Contact Information block is used to define, with name and title, the contact(s) for a location. Property Location View/Select: Zones The Zones block identifies the zone type and zone code associated with the location. Zones are used to group locations having similar identifying attributes (geographical, political, hazard, or other common attributes). Property Location View/Select: Location Type History The Location Type History screen is a display-only informational reference of the location type values assigned to the location over time, including square footage values. As a location type is modified for a location, this history is updated. Property Location View/Select: Space Type History The Space Type History is a display-only informational screen showing the history of modifications made to the space type assignment for a location. As a location's space type assignment changes, it is recorded here. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 12
Property Location View/Select: Primary Usage History Primary Usage History is a display-only informational screen identifying the historical uses of the location. The usage values displayed are defined in the space management module. Property Location View/Select: Capacity History Capacity History is a display-only informational screen identifying the historical capacity values of the location record. As the capacity of a location changes, it is recorded here. Property Location View/Select: Assignment History Property Location View/Select: Notes Log The Notes Log supports the management of additional notes regarding a specific record. This is a great way to keep a dated running commentary on a specific record in the system. Notes Log Entry Block: This allows the author to enter up to 2000 characters of free-form text in each log created. The note may be further classified by selecting a note type. The entry date and login are automatically defaulted and associated to the note and may not be modified after the note is saved. Work Desk Block: The notes log WorkDesk block identifies whether or not the notes log(s) will be available in the WorkDesk notes log content channel. Additionally, these notes may be filtered according to a unique note type to avoid extraneous notes from appearing on the WorkDesk. AiM provides a search and navigation bar to enter criteria for the quick retrieval of notes over time. Property Location View/Select: User Defined Fields User defined fields (UDFs) provide the ability to create fields for data entry not provided in the baseline system. UDFs must be built in the system administration module for the module screen where the UDF will be employed. The UDF can be linked to a validation table so the user selects values from a predefined list. The UDF may even be marked as required to complete a record. User defined fields create additional customized reporting and management capabilities. Property Location View/Select: Status History Status history provides a view-only record of statuses over time. Status history is automatically updated as statuses change. The status editor and date are included as a part of this history. The status history provides an excellent metric for turnaround time on jobs. Property Location View/Select: Related Documents The related documents function allows the user to attach any electronic record, such as a document, spreadsheet, or image from the document repository to the record on which the user is working. Related documents could also be a URL (web) shortcut. Property Location View/Select: GIS Linkage The GIS linkage view is used to define the GIS layer that will display the location as defined in the system administration GIS setup. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 13
Chapter 1 Part 2 Property Profile Step-by-Step Functional Guide Entering a Property Profile and Location. 1. After navigating to the, under the Property Menu select Property Profile. 2. On the Property Profile screen click the New icon to add a new Property. 3. Enter the Property Name/ID and Description. AiM User Guide 4. In the Hierarchy block select the appropriate Region and Facility by using the Zoom icon by the Region field. NOTE: To select a Region and Facility it must already exist in the system. Also the 3- field combination of Region, Facility, and Property must be unique. This means that the Property Name/ID may be repeated, but only if it s in a different Region and/or Facility. 5. Optional: Enter the Address Information in the Address block for the Property. To add a picture of the property, click the Add Profile Picture button (green plus sign); then make a selection from the Document Selection popup window. 6. The Property Status defaults to Active. Accept the default, or click the Zoom icon to select the appropriate Property Status. Optional: Click the Zoom icon on the Property Type field, and make the appropriate selection. Click the Zoom icon on the Property Class field, and make the appropriate selection. 7. Add a Floor by using the View/Select drop down arrow menu. Click on the Floors menu choice. 8. Click the Add Floor button (green plus sign) to enter a Floor for the Property. This action will bring up the Floor screen. 9. Enter the Floor Name/Number/ID and the floor Description. Click the down arrow by the Sprinkler Coverage, Wet/Dry Sprinklers, Halon System, and Basement fields; and make the appropriate selection for each. Click the Zoom icon on the Relate CAD Document field, and select the appropriate CAD drawing. Now enter the appropriate Square Footage values, in the Gross, Rentable, Usable, Assignable, Non-Assignable, Occupied, Circulation, and Survey Sqft fields. NOTE: If the optional Space Management Module is being used, then the values in the CAD Sqft block --- will auto populate when this floor is linked to a CAD floor drawing. When finished with the Floors screen, click the Green Done Flag. 10. The Floor has been added; to add additional floors return to Step 8. When finished click the Green Done Flag. 11. Before adding Locations to the property, the property record must be saved so that the floor(s) that was just entered is available for selection on the Location screen. Click on the Save icon. The Property Profile is now saved with the floor(s) that was just entered. 12. To add a location click on the Edit icon. The Property Profile is now in edit mode. Click on the Add Location button (green plus sign) in the Location detail portion of the screen. This action will bring up the Location screen. 13. Enter the Location Name/Number/ID and a Description for the location. 14. The Ownership Block contains validated fields from the Human Resource Module. Click the Zoom icon on the Institution field; then select the appropriate Institution, Department, and Organization values, from the respective popup windows. 15. Use the Floor zoom to select the floor on which the location resides, from the Floor popup window. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 14
16. In the Classification block, select the Location Type, Primary Usage, and Space Type; using the zoom for each field. The Capacity and an Assignment ID may also be entered here. 17. Save the Location(s) added to the Property by clicking the Done icon. NOTE: To add another Location, repeat Steps 12 through 17. When the user is finished entering locations, click the Save icon on the Property Profile screen. 18. The Property Profile is now saved with the entered information. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 15
Chapter 2: Property Insurance Screen Chapter 2 Part 1 Property Insurance Conceptual Guide The Property Profile screen is used to define the third and fourth tier in the region/facility/property/location hierarchy. Title Block The Location Title block identifies the location identity and an optional description of the record. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 16
Coverage Screen Location is the bottom tier of the region - facility - property - location hierarchy. The Location screen is used to enter details related to the location such as status, type (location and space), square footage, etc. Title Block The Location Title block identifies the location identity and an optional description of the record. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 17
Chapter 2 Part 2 Property Insurance Step-by-Step Functional Guide Entering a Property Insurance. 1. After navigating to the, under the Property Menu select Property Profile. AiM User Guide AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 18
Chapter 3: Deed Screen Chapter 3 Part 1 Deed Conceptual Guide The Property Profile screen is used to define the third and fourth tier in the region/facility/property/location hierarchy. Title Block The Location Title block identifies the location identity and an optional description of the record. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 19
Book Number Screen Location is the bottom tier of the region - facility - property - location hierarchy. The Location screen is used to enter details related to the location such as status, type (location and space), square footage, etc. Title Block The Location Title block identifies the location identity and an optional description of the record. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 20
Chapter 3 Part 2 Deed Step-by-Step Functional Guide Entering a Deed. 1. After navigating to the, under the Property Menu select Property Profile. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 21
Chapter 4: Rapid Location Update Screen Chapter 4 Part 1 Rapid Location Update Conceptual Guide The Property Profile screen is used to define the third and fourth tier in the region/facility/property/location hierarchy. Title Block The Location Title block identifies the location identity and an optional description of the record. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 22
Rapid Location Update Screen (Less Detail) Location is the bottom tier of the region - facility - property - location hierarchy. The Location screen is used to enter details related to the location such as status, type (location and space), square footage, etc. Title Block The Location Title block identifies the location identity and an optional description of the record. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 23
Rapid Location Update Screen (More Detail) Location is the bottom tier of the region - facility - property - location hierarchy. The Location screen is used to enter details related to the location such as status, type (location and space), square footage, etc. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 24
Chapter 4 Part 2 Rapid Location Update Step-by-Step Functional Guide Creating a Rapid Location Update. 1. After navigating to the, under the Property Menu select Property Profile. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 25
Chapter 5: Tract Screen Chapter 5 Part 1 Tract Conceptual Guide The Property Profile screen is used to define the third and fourth tier in the region/facility/property/location hierarchy. Title Block The Location Title block identifies the location identity and an optional description of the record. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 26
Deeds Screen Location is the bottom tier of the region - facility - property - location hierarchy. The Location screen is used to enter details related to the location such as status, type (location and space), square footage, etc. Title Block The Location Title block identifies the location identity and an optional description of the record. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 27
Book Number Screen Location is the bottom tier of the region - facility - property - location hierarchy. The Location screen is used to enter details related to the location such as status, type (location and space), square footage, etc. Title Block The Location Title block identifies the location identity and an optional description of the record. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 28
Chapter 5 Part 2 Tract Step-by-Step Functional Guide Entering a Tract. 1. After navigating to the, under the Property Menu select Property Profile. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 29
Chapter 6: Location Profile Screen Chapter 6 Part 1 Location Profile Conceptual Guide The Property Profile screen is used to define the third and fourth tier in the region/facility/property/location hierarchy. Title Block The Location Title block identifies the location identity and an optional description of the record. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 30
Chapter 5 Part 2 Location Profile Step-by-Step Functional Guide Entering a Location Profile. 1. After navigating to the, under the Property Menu select Property Profile. AiM User Guide AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 31
Appendix: Setup Guide 1. Region Screen Region is the top tier of the region-facility-property-location hierarchy and is typically the largest geographical grouping. All properties and locations are associated with a parent facility, and all facilities are associated with a parent region. Title Block The Title block identifies the region record ID and an optional Description field for the identification and management of regions. Active Block The Active block indicates whether or not the region is active and available for use in the system. Facility Block Facility is the 2nd tier of the region-facility-property-location hierarchy. The facility is a grouping of properties. 2. Property Status Screen Property status supports the entry and management of property status codes. Statuses define the current stage of a property in its lifecycle. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 32
Title Block The Property Status title block identifies the property status record ID and a required description of the property status. Active Block Active indicates whether or not this property status is active and available for use in the system. The Active block identifies the general characteristics of the property status including a numerical sort order sequence number and a status flag field. The status flag values classify each specific status record, with a setting of either active, pending, or inactive. Active properties are available for use in the system and may be used to define the location of entities within the system. Inactive properties are not available for use in the system and the record is locked for historical purposes. Pending is neither active or inactive, but a condition where the property is en route to becoming active through construction, demolition, purchase, sale, or other action. Property profiles with a status equivalent of pending cannot be assigned to a work order. The pending property profile may be created and managed, but work cannot be assigned to it. Workflow Block Workflow is an optional group of fields that can be populated to enforce a specific workflow. The workflow is enforced using the defined range of statuses within which a status can be set. The minimum status is the least available status that can be set from the current status. The maximum status is the greatest available status that can be set from the current status. Without the use of minimum and maximum statuses, any status may be changed to any other status. The system will analyze the current status against any new status the user is attempting to set. If the new status is within the min/max range of the current status, the user will be able to set the new status. This is a very effective means of forcing a particular set of steps within a process. Days past due is a reporting feature to identify the maximum number of days a record can remain at the current status. Role Block The Role Block is used to assign specific role(s) to the status. One or more roles may be selected. The Phase Status is only available to the system user(s) assigned to the specific role(s). If no roles are listed, this Phase Status is available to all roles and system users. 3. Property Type Screen The Property Type screen is used to setup property type codes which are entered in the Property Profile screen. These codes are used to classify property record for reporting and management purposes. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 33
4. Property Class Screen Property class identifies a category of different properties. Property class characterizes the property by size, use, or some other user-defined terms. Property class is used for grouping properties in management reporting and analysis. 5. Location Status Screen Location Status is the setup screen identifying the stage of a location (or physical space) associated with a parent property. Title Block The Location Status block identifies the location status ID as it appears on the screen. An optional Description field for the record is also provided. Active Block The Active block indicates whether or not this location status is active and available for use in the system and also contains a numerical sort order sequence record of the status. The status flag values identify the named location status as either an active or an inactive location. The location status is specified according to the status flag value regardless of the name of the location status. An important distinction to note is that between the location status and the location flag status. The active Yes/No flag pertains to the use of the status in the system, not to the functionality of the specific status. The functionality of a specific status is defined by the name and flag value of the location status. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 34
Workflow Block Workflow is an optional group of fields that can be populated to enforce a specific workflow. The workflow is enforced using the defined range of statuses within which a status can be set. The minimum status is the least available status that can be set from the current status. The maximum status is the greatest available status that can be set from the current status. Without the use of minimum and maximum statuses, any status may be changed to any other status. The system will analyze the current status against any new status the user is attempting to set. If the new status is within the min/max range of the current status, the user will be able to set the new status. This is a very effective means of forcing a particular set of steps within a process. Hatch Settings Block Hatch settings include the hatch color and hatch pattern of the specified location status, when displayed in drawings. Hatch color and hatch pattern specify default values to use when running a graphical space query. Role Block The Role Block is used to assign specific role(s) to the status. One or more roles may be selected. The Phase Status is only available to the system user(s) assigned to the specific role(s). If no roles are listed, this Phase Status is available to all roles and system users. 6. Location Type Screen Location Type provides additional information about a location, such as an activity associated with the location. The location types entered here get associated to the locations screens in the property module. Location Type Block The Location Type block identifies the location type ID as it appears within the system. An optional Description field for the location type is also provided. Active Block Active indicates whether or not this location type is active and available for use in the system. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 35
Hatch Settings Block Hatch settings include the hatch color and hatch pattern of the specified location type when displayed on drawings. Hatch color and hatch pattern specify default values to use when running a graphical space query. 7. Zone Type Screen Zone types are define to group like zone codes for management and reporting purposes. Zone Type Block The Zone Type block displays the zone type ID as it will appear on the screen. An optional Description field is also provided. Active Block The Active block identifies the zone type code as active and available for use in the system. The Active block also includes a flag to assign each zone type, either to a property or a location. The setting of this flag will then control the use of a specific zone code, so that it is available for selection either on the property or the Location screen in the View menu. Zones Block The Property Zone Code screen supports the assignment of properties to a defined zone. Zones allow multiple groupings of properties or locations beyond the standard property hierarchy. 8. Coverage Screen The Coverage screen is used to enter any number of insurance policy coverage types. Examples include coverage types specific to industry, homeowners, and business entities (property & casualty). Coverage types link to the Property Insurance Screen. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 36
9. Construction Type Screen The Construction Type screen identifies envelope material used in construction of a property for reporting purposes. This screen is also used for determining insurance risk. 10. Exposure Hazard Screen The HVAC Type screen specifies the various kinds of heating, ventilation, and air conditioning (HVAC) systems. 11. Fire Protection Class Screen The HVAC Type screen specifies the various kinds of heating, ventilation, and air conditioning (HVAC) systems. 12. HVAC Type Screen The HVAC Type screen specifies the various kinds of heating, ventilation, and air conditioning (HVAC) systems. The HVAC types entered here are available for use in the property profile records on the General Information screen in the View menu. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 37
13. Housekeeping Code Screen The Housekeeping Code screen is used to setup user-defined codes that relate to the risk of having contracted services cleaning a property. It is also a useful reporting element. 14. Location Content Revaluation Screen The HVAC Type screen specifies the various kinds of heating, ventilation, and air conditioning (HVAC) systems. 15. Content Valuation Generator Screen The HVAC Type screen specifies the various kinds of heating, ventilation, and air conditioning (HVAC) systems. 16. Deed Type Screen The Deed Type screen is used to classify the various kinds of deeds used in the system. This field is often used for reporting purposes. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 38
17. Tract Type Screen The Tract Type screen is used define a grouping of tracts for management and reporting purposes. AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 39