FACILITIES INVENTORY MANAGEMENT SYSTEM:

FACILITIES INVENTORY MANAGEMENT SYSTEM: FM:INTERACT USER S GUIDE University of North Texas Office of Facilities Management and Construction P.O. Box 311040 Denton, TX 76203-1040 TEL: (940)565.4974 FAX: (940)565.4650 E-MAIL: FIMS@unt.edu http://www2.facilities.unt.edu/depts/inventory Revised 7/14/08

TABLE OF CONTENTS CHAPTER 1 FACILITIES INVENTORY MANAGEMENT SYSTEM (FIMS)... 3 1.1 Purpose... 3 1.2 Contact Information... 3 CHAPTER 2 ACCESSING FM:INTERACT... 4 2.1 Log On/Off to FM:INTERACT... 5 CHAPTER 3 FM: INTERACT HOME PAGE AND NAVIGATION... 6 3.1 FM:Interact Header... 7 3.2 Find Function... 7 3.3 Main Menu Tree... 7 3.4 Display Frame... 7 CHAPTER 4 FM: INTERACT SET UP... 8 4.1 AutoDesk Design Review... 8 4.2 Business Objects Crystal Reports Viewer XI... 10 CHAPTER 5 UTILIZING FM: INTERACT TO FIND INFORMATION... 12 5.1 Find/Search Functions... 12 5.1.1 Advance Search Example (see next page for graphic):... 12 5.2 Main Menu Tree > Space Management... 14 5.3 Reports... 15 5.3.1 FM: Space based... 15 5.3.2 Crystal Reports based... 15 5.4 Sites Floor Plans... 16 5.5 Views... 17 5.6 Find/Query functions... 18 5.6.1 Find function... 19 5.6.2 Query Function... 19 CHAPTER 6 EXTRACTING DATA FROM FM: INTERACT... 24 6.1 Exporting... 24 6.1.1 FM: Space reports... 24 6.1.2 Crystal Reports... 25 6.2 Printing... 26 6.2.1 Reports... 26 6.2.2 Floor plans... 27 Page 2 of 27

CHAPTER 1 FACILITIES INVENTORY MANAGEMENT SYSTEM (FIMS) The UNT Facilities Inventory Management System (FIMS) is a combination of two webbased modules FM:Interact and the Space Survey. FM:Interact is a viewport which allows users to pull data straight from the inventory database. The Space Survey will be initialized each year for campus space representatives to report either physical or categorical changes to their assigned space. FIMS is provided by FM:Systems, Inc. 1.1 Purpose The purpose of this document is to provide information on how to navigate through FM:Interact to find data and information for extraction and utilization by end users. 1.2 Contact Information Department: Facilities Management & Construction Interdepartmental Facilities Office Building (#0501) Mail: Room 120 Mezzanine Mailing Address: P.O. Box 311040 Denton, TX 76203-1040 Physical Address: 2204 West Prairie Street Denton, TX 76201 Telephone: (940) 565-4974 Fax: (940) 565-4650 E-mail: FIMS@unt.edu FM&C website: http://www2.facilities.unt.edu/depts/fmc Inventory website: http://www2.facilities.unt.edu/depts/inventory For log-in credentials, room and building, or space categorization information, contact: 1. Patti McGee 2. Peter Palacios Facilities Inventory Manager Administrative Assistant Office: (940) 369-7383 Office: (940) 369-8049 Patti.McGee@unt.edu Peter.Palacios@unt.edu For questions or information regarding floor plans and AutoCAD drawings, contact: 1. Krystyna Bojanowski 2. Lynda Martin CADD Manager CADD Specialist Office: (940) 565-2960 Office: (940) 565-2360 Krystyna.Bojanowski@unt.edu Lynda.Martin@unt.edu Page 3 of 27

CHAPTER 2 ACCESSING FM:INTERACT NOTE: FM:Interact is only compatible with Internet Explorer web browser with Java enabled. You will also have to allow pop-ups and ActiveX controls to run. In order to run ActiveX controls, contact your Network Administrator. To access FM:Interact, start at the UNT Facilities Home Page: http://www2.facilities.unt.edu/ From here, click on the Departments link in the top menu. Scroll down and find Facilities Management & Construction, then click on Facilities Inventory. http://www2.facilities.unt.edu/depts/inventory Once at the Facilities Inventory webpage, click on Space Management Website (FM:Interact) http://fmweb.asn.unt.edu/untfminteract/ You will be taken to the Home page, which looks like this: Figure 1 Page 4 of 27

2.1 Log On/Off to FM:INTERACT Once identified as a FM:Interact user for your group, you will be provided a UserID and password from Facilities Inventory which you will use in the Advanced User Logon portal on the upper left. Those without a UserID and password will not be able to access FIMS. Initially, use lower case letters for all entries in the log-on box. Once in FIMS, you may elect to change your password to make it more personalized or secure. To change your password, there is a change password link located in the Main Menu tree in the left frame: 1. Expand the Preferences menu 2. Click Individual 3. Click Change Password 1 2 3 Figure 2 There are no formal restrictions on the password. Here you can use upper case, lower case and/or numbers to create a unique password. If it is forgotten it will have to be reset. Contact Facilities Inventory to have your password reset. When you are ready to leave FIMS, click the sign out button to log out and return to the Advance User Login screen the Sign Out button is located on the upper left of the webpage next to Hide Menu. NOTE: Clicking on the FM:Interact Home link in the (green) Menu Bar in the Header will take you to the log-on screen. This is the same as signing out. Also, the Header will disappear if you get timed out of your FM: Interact session. Revisit the FM: Interact website link to log back in. Page 5 of 27

CHAPTER 3 FM: INTERACT HOME PAGE AND NAVIGATION FM:Interact uses frames in the screen space to organize navigation options and to display information. Hence, you can click on the frame boundary and drag it to make it larger or smaller. See Figure 3 below for a graphic. 1. FM:Interact Header (UNT brand and pictures, plus green bar) 2. Find function (quick search capabilities) 3. Main Menu tree 4. Display frame 1 2 Can click, hold and drag this boundary 3 4 Can click, hold and drag this boundary Figure 3 Once logged on to FM:Interact, you will be taken to the Home page where you will see two menus the Main Menu tree on the left and a graphic menu in the Display frame. TIP: To allow for more screen space to view information, you can choose to minimize the Main Menu tree by clicking on the Hide Menu button underneath the UNT brand on the upper left of the page. To display the tree again, click Show Menu. Page 6 of 27

3.1 FM:Interact Header The header will always remain on the top of the screen. The header contains the UNT brand on the left, a group of images on the right, and a green menu bar on the bottom. The menu bar contains the Hide Menu button, the Sign Out button and a Find function that allows you to quickly search FM: Interact. 3.2 Find Function The Find button is a quick way to search FM: Interact for your data needs. The search criteria you provide will be queried against the Space Inventory database (a.k.a. Space Management drop-down in Main Menu tree) and the Employees database (a.k.a. Employee Directory drop-down in Main Menu tree). 3.3 Main Menu Tree The Main Menu on the left is the dynamic menu and contains up to date content, whereas; the display frame on the right is the static menu and is hard-coded into the HTML for the webpage. The static menu will contain website links for further definitions, etc. Either menu will give up-to-date reports and views. A. HOME This will take you back to the Home page B. SEARCH Same functionality as Find button in FM: Interact Header, but allows for an Advanced Search option. C. FM: INTERACT Space Management The essence of FM:Interact. This is where you will find UNT space inventory information. EMPLOYEE DIRECTORY The information contained here is originally pulled straight from the UNT Human Resources database and will be updated through the annual Space Survey or by direct request. PREFERENCES > Individual Allows you to update your password and other basic user preferences. 3.4 Display Frame The display frame provides a space to view graphic (i.e. floor plans) and/or tabular data. FM:Interact will split the Display frame in half, allowing the top half to display the floor plan and the bottom half to display a list of data. Page 7 of 27

CHAPTER 4 FM: INTERACT SET UP Two plug-ins must be installed on the user s computer so that the graphic floor plan information and the Crystal Report documents can be viewed. The two plug-ins are: 1. Autodesk Design Review 2. Business Objects Crystal Report Viewer XI These plug-ins are installed on your computer using ActiveX controls. A user will have to navigate to the areas that require the plug-ins in order for them to be initiated. NOTE: You must have Administrator privileges on your computer in order to run the ActiveX controls. Contact your Network Administrator and inform them that you need these plug-ins installed on your desktop. The settings for ActiveX controls in your Internet Options under the Security tab may affect the installation process. Restrictive settings may require multiple prompts for the ActiveX controls to work (as detailed below), while passive settings may allow ActiveX to work seamlessly after the initial prompt to install. 4.1 AutoDesk Design Review The Autodesk Design Review plug-in is a viewer used to access the graphic floor plan information in FM:Interact. To access the floor plans (i.e. how to get to the Autodesk Design Review ActiveX control): 1. From the Home page view, click on Campus Map under Space Management located in the Display frame and choose a region of campus 2. You will then be zoomed in closer to campus to see building names click on a building name to be taken to that record a. You will see a list of available floor plans for that building (if the Publish to Web category is False, then that floor plan is unavailable). 3. Click on an available floor plan in order to initiate the ActiveX control. 4. Left-click on the menu drop-down (in between the Header and IE address bar) and choose Install ActiveX control this will perform an installation and send you back to the FM:Interact Home page. a. You may not be sent back to the Home page automatically, but will see a red x in the top left corner of the Display Frame this means that the installation is complete and you must retrieve a floor plan again. b. If you are prompted to restart your computer in order for the changes to take effect, ignore it, choose No, and proceed as outlined below. 5. Perform steps 1 4 above to return to the floor plan page 6. Once back on a floor plan view, you will see a pop-up window prompting you to install the software once installed, it will take you back to the Home page 7. Perform steps 1 4 again, and this time another drop-down will prompt you to run the ActiveX controls left-click on the bar and choose Run ActiveX. Page 8 of 27

8. That will initiate a pop-up window that asks you again to run the ActiveX choose Run and that will (again) take you back to the Home page. 9. This time when you perform steps 1 4 you will be able to use see the floor plan and use the tools to zoom in, zoom out and pan. 1 Figure 4 5 Figure 5 Page 9 of 27

4a Figure 6 7 Figure 7 4.2 Business Objects Crystal Reports Viewer XI The Crystal Reports Viewer XI allows a user to view reports that are published on FM: Interact. Because these reports are created using Crystal Reports, you must have the viewer installed in order to see the documents. To view Crystal Report files (i.e. how to get to the Crystal Reports Viewer ActiveX control): 1. From the Main Menu, click on Space Management, then click on Reports. 2. Choose a Crystal Reports file from the list to access (see Utilizing FM: Interact to Find Information > Reports section below to see list of Crystal Reports based documents). 3. See steps 4 9 above for Autodesk Design Review the installation and activation processes are the same. Page 10 of 27

1 Figure 8 2 Figure 9 Page 11 of 27

CHAPTER 5 UTILIZING FM: INTERACT TO FIND INFORMATION 5.1 Find/Search Functions The Find function on the far right of the Header, and the Search function in the Main Menu tree act the same they both search the Space Inventory and Employee datatables. The difference lies in the Main Menu Search link because it provides access to an Advanced Search option that allows you to refine your query by choosing a specific datatable and field to search within. 5.1.1 Advance Search Example (see next page for graphic): 1) Choose a datatable. 2) Choose a field. 3) A pop-up window will prompt you for an operator (e.g. equal to, less than, contains, etc.) and then you can pick your search criteria from the drop-down list. Click OK. Hit Search to perform the query. Additionally, a user can add or modify a query through the Views portal. These queries may contain many fields and combinations. They will be saved under the user s login username and is only accessible when the user is logged into the system. Go to the Views section below for more information. Page 12 of 27

1 Choose a datatable 2 Fields populated from datatable choice 3 Values for chosen field End result (Datatable Field) (Operator) (Value) Figure 10 Page 13 of 27

5.2 Main Menu Tree > Space Management The Space Management drop-down list is organized into four different parts: 1. Reports: User provides criteria, and report populates pre-defined fields 2. Documents: To be completed at a later date 3. Sites: Groups of buildings and their floor plans. 4. Views: Pre-defined ways to display database information for individual records 1 & 2 3 4 Figure 11 Page 14 of 27

5.3 Reports Think of each report listed as a template that gets filled with information based on the parameters you set. Each of the reports is pre-built and the fields contained within them are pre-defined. To find the space information you need, please browse through these reports to get familiar with the information contained therein. NOTE: There are two kinds of reports FM: Space based and Crystal Reports based. Crystal Reports are static, meaning you cannot provide criteria to run the report. FM:Space based reports are dynamic, meaning that you must provide a parameter to run the report. 5.3.1 FM: Space based: UNT Group Listing Base Dept UNT Group Listing Dept ID Select Dept ID/Bldg/Rooms 5.3.2 Crystal Reports based: Rooms by Vice President Buildings by Bldg Name Building Mnemonics Building by Bldg Number Building by Bldg Type Figure 12 Here s a quick overview of some helpful reports Group Listing: Provides a straightforward list of all groups (i.e. DeptIDs). The other two reports dealing with groups will display the organization situation of the Base Dept or DeptID within the larger UNT group hierarchy Page 15 of 27

Select Dept ID/Bldg/Rooms: Allows you to get space information based on either building, department (i.e. group, Deptid), or both. Filter out which room number(s), building(s) or department(s) you would like to get space information for. 5.4 Sites Floor Plans This is where you will find all the floor plans for each building UNT is responsible for. The sites have been broken up to be intuitive based on location and function. If you know your department or group is housed in certain building, you can find the floor plan here and locate your space information graphically. Figure 13 The Display frame is split in half when viewing floor plans. The floor plan is displayed in the Floor Information frame (top), while the data for that floor plan is displayed in tabular format in the Tabular Information frame (bottom). Make sure to activate the Floor Information frame by clicking on it, or using the keyboard by hitting ENTER or SPACEBAR. To see different graphic views of the floor plan, use the Drawing View drop-down list to see options. Once you click on a particular room the Tabular Information frame is populated with that room s information. TIP: To create more screen space, hide the Main Menu tree on the left. You can also drag the frame boundary up or down. Lastly, click outside the Display frame (like in the Header) and hit F11 for a full-screen view that auto-hides the browser menu and taskbar Also, if you have a wheel mouse, you can use the wheel button to zoom in or out of the drawing. If you click and hold the mouse wheel you can pan around the drawing. Page 16 of 27

Drawing View drop-down Drawing Controls Floor Information frame Can click, hold and drag this boundary Tabular Information frame Figure 14 5.5 Views Views split the Display frame into two sections again the Datatable Record frame (top) and the Tabular Information frame (bottom). Using Views, you can display datatable records and the tabular data associated with that record. Figure 15 The top left of the Datatable Record frame contains the View s name, the number of pages, navigational tools and total number of records. To the right is a query function that can be applied to the view to only display certain information. Also, clicking on a column name will sort the data accordingly. Page 17 of 27

Datatable Record frame Can click, hold and drag this boundary Tabular Information frame Figure 16 5.6 Find/Query functions NOTE: Internet Explorer will prompt you with a drop-down window asking whether you want to allow scripted windows click on the drop-down and accept scripted windows. This will also happen when using the Add/Modify Query function (detailed below). Page 18 of 27

5.6.1 Find function Using the Find function will search the information contained in the Tabular Information frame (as displayed above). If you were to choose a room record (by just clicking on the record) you would see all the information contained in the frame. The Find function will take your search criteria and find all the room records that match the criteria. The Datatable Record frame will display all the records that match the criteria. 5.6.2 Query Function Figure 17 Figure 18 Choosing to Add/Modify Query will allow you to create a custom query and the Datatable Record frame will display only those records that meet the query criteria. You may save a query and it will be available each time you log on. Similar to the Advanced Search function detailed above, pop-up scripted windows will guide you through creating your query. Once a query has been defined, it can be saved for future use or modification. Remember that you will need to allow scripted windows when prompted through the drop-down window underneath the tabs in Internet Explorer Define New Query Example (using the UNT Rooms view) 1. Clicking on Add/Modify Query will initiate a pop-up window seen below 2. Click on Define a new query Page 19 of 27

a. Modify Saved Query for UNT Rooms will be the new window b. Click Define a new query c. Define a name for the new query in the 3. After providing a name for the query, a new pop-up window will prompt you for a datatable field to search within 4. Once a field is chosen, a new window will prompt you to choose an operator for that field (equals [=], less than or equals [<=], less than [<], greater than or equals [>=], greater than [>], not equal to [< >]) and you will either have to enter a value (such as I did for area) or a drop-down list will be provided for you to choose a value (such as the building number). 5. The finished query will be displayed for further action a. Expand the results with AND or refine them with OR b. Modify, delete or save the query c. Run the query to view your results Page 20 of 27

2 2a 2b Figure 19 Page 21 of 27

2c 3 4 For this example, I chose rooms with an area of less than 100 (sq. ft.) Field Operator Value 5 Figure 20 Page 22 of 27

5a 5b 5c Figure 21 NOTE: Queries that are saved will only be accessible through the particular view that it was created in. You can create, modify and save different queries for each of the three views (UNT Buildings, UNT Employees, UNT Rooms), but a query you created in the UNT Rooms view will not be accessible in the UNT Buildings view. Page 23 of 27

CHAPTER 6 EXTRACTING DATA FROM FM: INTERACT Recommended ways to export your information are: 1. Exporting (Reports only) 2. Highlight information and copy to MS Excel 3. Print 6.1 Exporting 6.1.1 FM: Space reports Once the report is viewed in the Display frame, right-click inside the Display frame and choose Export to Microsoft Excel. This will prompt MS Excel to open up and you will be able to follow a wizard to import the data. NOTE: The format of the report will be skewed by the import process. You may have to do some minor formatting corrections in order to get column titles in line with the appropriate data. Figure 22 Page 24 of 27

6.1.2 Crystal Reports The Crystal Reports toolbar (see below) has an Export function built-in. Figure 23 Click on the Export Report button (the far-left icon choose a format: ). You will be prompted to Page 25 of 27

Figure 24 Of all the options for exporting, using the Microsoft Excel option would be the most versatile and practical for campus users. Between the two options, the Data Only export is the most user-friendly and practical. It transfers all the data from the report to simple rows and columns, with the only caveat being that the report headers (i.e. field/column names) don t get exported. The user will have to either highlight them, and then copy and paste the data into the exported Excel file, or manually enter the header row themselves. Using the straight Microsoft Excel option leaves you with an Excel worksheet that looks almost identical to the way the Crystal Report is displayed in FM:Interact, but the header row formatting is not congruent with the data below. Using this option, the user must manually re-format certain cells or move cells to ensure the headers match the data below. TIP: To create more screen space to view the report, toggle off the Group Tree by clicking on the Group Tree icon in the toolbar 6.2 Printing 6.2.1 Reports Printing a Crystal Report is quite easy the function is embedded in the toolbar next to the Export Report. Page 26 of 27

To print a FM:Space report, right-click inside the Display frame and choose Print Preview. Inside the Print Preview, choose Only the selected frame from the dropdown list at the top. If you have data selected, choose As selected on screen to pull up just your highlighted data. 6.2.2 Floor plans From the Floor Information frame (top), you will see a Drawing Control toolbar with an option to Print. Change any printing options you chose, and send your floor plan to the chosen printer in the Print window. Page 27 of 27