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

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

Page 3 SFDB Overview

Page 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

Page 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.

Page 6 GSF  Gross square footage (GSF) is the outside measurement of a facility or structure, and is usually expressed in square feet.

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Page 8 Space File  Space: A single room that houses an administrative, instructional, or support function on the campus.  Defined as assignable square footage (ASF).  Consists of inventory of the spaces within facilities.  Consists of ASF, the type of activity taking place in the room (administrative, instructional or support), and the number of student seats accommodated in that room (referred to as student station count)

Page 9 ASF  The assignable square footage (ASF) of a facility is the floor area within any building or structure. It is the ceiling to floor (7 feet) usable portion of the inside of a space or room (except separate parking structures).

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Page 11 Space Type  Instructional Space –Lecture –Lab –Other Instructional Space  Instructional Support Space –Office –Non-office –Special Instructional Support –Others ents/SFDB_User_Manual/Appendix_I.pdf

Page 12 Discipline Code (HEGIS)  Definition: The functional activity or organizational unit to which a room or space is assigned and which is actually occupying or using the space or is scheduled to do so.  Three Units: –Interdiscipline unit “00001”. General purpose, such as lecture, seminar, conference rooms –Instructional units Assigned to the academic discipline or department –Administrative and Instructional Support units Such as Financial Aid, Student Service, Housing and Parking.

Page 13 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

Page 14 Fall 2008 SFDB Update

Page 15 Fall 2008 SFDB Update & Custodial Reporting Window  Window: May 1 to May 31, 2008  What to do: –Update facility –Update space data –Request new state maintained spaces and any adjustment

Page 16 Update Facility  All state and non-state facilities in the master plan must be reported in SFDB.  Buildings: –Add new buildings –Delete existing buildings –Update existing buildings  Fill out the CPDC 4-2 Facility Request form and send it to Theresa Tsik  Update year round

Page 17 Update Space  Spaces: –Add new spaces –Delete existing spaces –Update existing spaces  Prepare CPDC 4-3 form ms ms  Log on the SFDB database.  Update during the reporting window.

Page 18 Log on SFDB (production database) Username: Password: Quick link to SFDB:

Page 19 Log off SFDB YES to do : 1) Logoff and Exit 2) Select “Exit” from menu “Action” 3) Click “X” to close NOT to do : Close Internet explorer

Page 20 Space Update Process Campus Upload Process Validation Edit Screen B/A Analysis Report Campus inform CO Data is ready to review CO Analyze B/A Report CO Update Space-master Data Entry Screen Or Y N Y Y Campus CO N N

Page 21 Space Update Process - Step by Step  Step 1: Campus enters dataCampus enters data –Option 1: Upload Process (for volume transaction) –Option 2: Data Entry Screen  Step 2: Campus reviews Before and After AnalysisCampus reviews Before and After Analysis  Step 3: Campus edits submitted dataCampus edits submitted data –Option 1: Upload Process –Option 2: Edit Screen and/or Data Entry Screen  Step 4: Campus views/exports submitted dataCampus views/exports submitted data  Step 5: Campus notifies CO that data is ready to review during the SFDB update windowCampus notifies CO that data is ready to review  Step 6: CO reviews campus data submission, analyzes data and updates space-master fileCO reviews campus data submission

Page 22 Data Entry- Option 1: Upload Process 1.Prepare space update file: 1)Download CPDC 4-3 Space and Facility Database Worksheet from Space Management website: 2)Follow the instructions on CPDC 4-3, input space update data into CPDC 4-3 form with all fields completed. 3)Remove all headers from CPDC 4-3 file and save it. 4)Save the CPDC 4-3 excel file as text (Tab delimited) format and named as “sfdbtranxx.txt”. (XX: campus code)

Page 23 Data Entry- Option 1: Upload Process Sample: “sfdbtranXX.txt” file

Page 24 Data Entry- Option 1: Upload Process 2.Click “Upload Process” button.

Page 25 Data Entry- Option 1: Upload Process 3.Click “Browse” and Select space update file “sfdbtranXX.txt” 4.Click “Upload” button to load “sfdbtranXX.txt” file 5.Enter address 6.Click “Validate My Data” 7.Check your in box for validation report.

Page 26 Data Entry- Option 1: Upload Process 8.Clean your data (when errors show in the validation) –Go back to Step 1, follow the error messages on the validation status report and correct errors on your CPDC 4-3 space update file –Repeat step 1-7 until your validation status report says “Thank you for your clean submission. It will be processed.” 9.Return to SFDB Update Process Main Menu

Page 27 Data Entry- Option 2: Data Entry Screen 1.Select Data Entry Screen

Page 28 Data Entry- Option 2: Data Entry Screen 2.Query and view existing space data before you update, delete or insert a space. 1)Click “Enter Query” icon 2)Enter query data in fields: such as Center code, Facility No., Space No., Space Type, etc. 3)Click “Execute Query” icon to view the data you request 4)Use [Page Down] key or to view each space

Page 29 3.Insert (add) new record 1)If the facility is already in the SFDB, skip step 2) 2)If the facility is not in SFDB, add facility first by sending CO the CPDC 4-2 Facility Request form )Insert Data Entry- Option 2: Data Entry Screen Click “+” icon ORSelect “Insert Record” from menu “Record”

Page 30 3.Insert (add) new record (cont’d) 4)Type data in each required field, use Tab key to skip to the next field 5)Save: 6)Don’t want to save: click “Record” from menu, select “Clear” Data Entry- Option 2: Data Entry Screen  Select “Save” from Menu “Action”  Click save icon  Ctrl + s

Page 31 4.Update existing record 1)Query the space record you want to update Data Entry- Option 2: Data Entry Screen  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

Page 32 4.Update existing record (cont’d) 2)Type “U” in Tran Type field 3)Use Tab key to move to the field you want to change and type in the update data 4)Save changes Data Entry- Option 2: Data Entry Screen

Page 33 5.Delete existing record 1)Query the space record you want to delete Data Entry- Option 2: Data Entry Screen  Click “Enter Query” icon  Enter query data in fields: such as Center code, Facility No., Space No., Space Type, etc.  Click “Execute Query” icon to view the data you query  Use Page Down key or to locate the space you want to update

Page 34 5.Delete existing record (cont’d) 2)Type “D” in Tran Type field 3)Save changes Data Entry- Option 2: Data Entry Screen

Page 35 6.Exit Data Entry Screen  Click exit icon  Select “Exit” from menu “Action”  Click “X” to Close the window Data Entry- Option 2: Data Entry Screen

Page 36 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

Page 37 Step 1: Data Entry – Highlights  Where: All clean data will be loaded in “Edit Screen”  Upload Process: Flat file (CPDC 4-3) with error free data Note: Your data submission will not be loaded in the Edit Screen when there are errors in the data validation.  Data Entry Screen: All data entered and saved through the Data Entry Screen will be loaded in the edit Screen.  Key ID of the database: campus code+ center code+ facility num+ facility suf + space num + space suf

Page 38 Step 1 - Data Entry: Warning! Upload process will erase all existing data in the “Edit Screen” Scenario: January this year, you uploaded some error free data. In February, you went to the Data Entry Screen and entered one room data. Now you found out that you forgot to update 50 spaces in one facility, so you uploaded these 50 spaces into the SFDB. What happens? 50 spaces data erased all your previous data loaded in the “Edit Screen” which includes the data you uploaded in January and the one room you entered in February. How to prevent losing data? Always export “Edit Screen” data and save as an excel file before you run upload process. Or always work on the same CPDC 4-3 excel file.

Page 39 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

Page 40 Step 2 – Before and After Analysis 1.Select report 2.Click “View Report”

Page 41 Step 2 – Before and After Analysis 3.Room by Room Review: 1)Select center code and/or facility you want to view 2)Click “1. Process Report” 3)Click “2. View Report” 4)Review the room by room report. 5)Save report on your desktop if you want.

Page 42 Step 2 – Before and After Analysis 4.Summary report 1)Process Report 2)Select one of the summary reports 3)Select center code or facility number 4)View report 5)Save report Note: The process may take a few minutes. Please be patient.

Page 43 Step 2 – Before and After Analysis  Type of B&A reports: –Room by room review: Only updated, deleted or added spaces –Summary reports: For all changed or unchanged spaces and facilities  Capacity Analysis: by each facility, only capacity space type  Campus Summary: Summary by campus level, all space types  Center Summary: Summary by Center level, all space types  Facility Summary: Summary by facility level, all space types  Save and print: –Reports are in “pdf” format and can be saved on desktop –Print in letter size paper except Capacity Analysis Report in 11X17 size

Page 44 Step 2 – Before and After Analysis Type of ReportReport Content Room by Room ReviewB&A comparison for each room updated, deleted or added Capacity Analysis Report  B&A comparison for all permanent / temporary facilities.  Show capacity space type: Lecture, LD lab, UD & GD lab, FO, FAO.  Show Number of Stations, FTES and ASF Campus Summary Report  B&A summary for the whole campus  Two type of reports: - By Space type by HEGIS type - By HEGIS type by Space type  B&A comparison of FTES, Number of Stations and ASF Center Summary Report  B&A summary for each center  Two type of reports: - By Space type by HEGIS type - By HEGIS type by Space type  B&A comparison of FTES, Number of Stations and ASF Facility Summary Report  B&A summary for each facility  Two type of reports: - By Space type by HEGIS type - By HEGIS type by Space type  B&A comparison of FTES, Number of Stations and ASF

Page 45 Step 2 – Before and After Analysis Sample reports: Please refer to Appendix M in the SFDB User Manual.

Page 46 Analyze SFDB Update 1.Process and view the Before and After Analysis Report 2.Analyze Campus permanent capacityCampus 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

Page 47 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

Page 48 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.

Page 49 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

Page 50 Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen 1.Open Edit Screen

Page 51  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 Data Option 2: Edit Screen and/or Data Entry Screen 2.Query and view data in the Edit Screen

Page 52 3.Edit an insert transaction in Edit Screen (Tran Type=I) 1)Update: To update space info for the new space you want to insert or add in the SFDB  Keep Tran Type I  Use Tab key to move to the field you want to update and type in the update data.  Save changes Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen

Page 53 3.Edit an insert transaction in Edit Screen (Tran Type=I) 2)Delete: Do not want to add this new space in the SFDB Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen  Click “X” delete icon  Select “Delete Record” from menu “Record” OR

Page 54 4.Edit Update transaction in Edit Screen (Tran Type=U) 1)Update – update the data info  Keep Tran Type “U”  Use Tab key to move to the field you want to change and type in the update data.  Save changes 2)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 3)Delete - delete this space from the SFDB instead of update  Change Tran Type from “U” to “D”  Save changes Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen

Page 55 5.Edit Delete transaction in Edit Screen (Tran Type=D) 1)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 2)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 Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen

Page 56 6.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” 7.View Before and After Analysis: Follow Step 2 – Before and After Analysis 8.Continue editing data until you are satisfied with the Before and After Analysis Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen

Page 57 Step 4 – View Data  View the data in the Edit Screen  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

Page 58 Step 4 – View Data 1.Click “Export all transaction from Edit Screen”

Page 59 Step 4 – View Data 2.Click “Export Data” 3.Save as text file on your desktop 4.Convert to excel file: 1)Open Microsoft Excel 2)Open the text file saved on your desktop 3)Follow Text Import Wizard steps: Step 1: Select “Delimited” Step 2: Check “Comma” box Step 3: Use shift key select all data fields, check “ Text” box 4)Save the excel file on your desktop

Page 60 Step 5 – Notify CO*  Notify CO: When SFDB update submission is ready for CO to review  CO will receive a notification via * CO in this presentation means the Space Management team in the CSU Chancellor’s Office

Page 61 Step 6 – CO Update space master 1.CO reviews the campus space update submission 2.CO analyzes space update submission 3.CO works with campus to address issues on the space update, if any 4.Both campus and CO agree on space update 5.CO updates SFDB Space-master 6.CO notifies campus SFDB has been updated 7.CO updates SFDB reports and posts on the website

Page 62 Review and Quiz  How to add, delete or update a facility ? Submit CPDC 4-2 form to CO Space Management. CO will add, delete or update in the SFDB.  Can I use “Space Master Table” to add, delete or update a space? No. Space Master Table is view only.  Through what approach can I enter my campus space update data? Upload process and Data Entry Screen.  Can I add a new space update transaction in the Edit Screen? No. Edit Screen is for editing your data already submitted. For new space update data, you need to go to Data Entry Screen, or add in your space update file CPDC 4-3 and upload.

Page 63 Review and Quiz  What is the Transaction Type when I update information for an “I” record in Edit Screen Transaction Type is “I”. Because it is still a new space and is not in the current database. Tran Type is looking at the space in the current SFDB.  I uploaded some space update transactions for facility 039 last week. Now I have space update transactions for facility 040. If I upload space data for facility 040, will my facility 039 space data still stay in the Edit Screen? No. Every time you Upload data, the data in the Edit Screen will be erased.

Page 64 SFDB Tables

Page 65 Tables (View Only) Main Tables Resource Tables

Page 66 Facility Table VIEW ONLY Search facility: - Enter Query - Type in key words - Execute Query Update facility: Send CPDC 4-2 form to CO ng/Space_Mgmt/Forms/CPDC_4-2.doc

Page 67 Space Master Table VIEW ONLY Search space information: - Enter Query - Type in key words - Execute Query Update space data: Use SFDB Update Process

Page 68 Resource Tables (View Only) Quick reference for: - Campus Code - Category Code - Center Code - Condition Code - Construction Type - Construction Status - Department Code - Facility Status - Function Code - Funded by - Instructional Level - Ownership Code - Discipline Code - Room Status - School Code - Space Type - Station Type

Page 69 SFDB Reports

Page 70 Where To Get Reports?

Page 71 Type of Reports CategoryName of Reports SpaceRoom by RoomDetail Space Report By Discipline Detail Space Report By Space Type Complete Space Report By Facility Nonstate Space Report By Facility SummaryComplete Space Report By Facility (Summary) Summary Space Type Report by Facility Summary Space Type Report by Discipline FacilityFacility Report Capacity Report by Facility CustodialCustodial Report

Page 72 Report Features  Provide information and summary reports of: Space, Facility, Capacity and Custodial  Customize your report: Options to view one center, one facility, one space type, one HEGIS type, permanent building, temporary building  Show the latest data in SFDB  View report  Save report (save as.pdf file)  Print report

Page 73 Abbreviation COMPL=Completion DESC = Description EFFC=Efficiency FAC = Facility FAC Office=Faculty Office FAC ADM= Faculty Administration INST LVL = Instructional Level LEC=Lecture LD=Lower Division NUM = Number RM = Room SFX = Suffix SP= Space STA = Station SS= Number of Stations TRAN = Transaction UD= Upper Division

Page 74 Need Room by Room Space Data? Name of ReportSort byReport Header Detail Space Report By Discipline Campus (Total) Center (Total) Discipline (Total) Room By Room Fac# SP# ASF Inst LVL SP Type STA Type Num of STA FTE RM Status Compl Date Rev Date Detail Space Report By Space Type Campus (Total) Center (Total) Space Type (Total) Room By Room Fac# SP# ASF Inst LVL Discipline STA Type Num of STA FTE RM Status Compl Date Rev Date Complete Space Report By Facility Campus (Total) Center (Summary)  by Space Type  by Discipline Facility (Summary)  by Space Type  by Discipline  by Teaching lab and Teaching lab service Room By Room SP# ASF Inst LVL Discipline SP Type STA Type Num of STA FTE RM Status Tran Date Comments Nonstate Space Report By Facility CampusCenterFacilityRoom By Room It is part of the above “Complete Space Report By Facility”. Just for Non-State Space.

Page 75 Need Summary of Space Data? Summary bySummary for Name of ReportSpace Type DisciplineInst LVL ASFNUM of STA NUM of SP FTE Space TypeCenterSummary Space Type Report By Facility XXXXXX CenterComplete Space Report By Facility (center summary) XXXXX CenterSummary Space Type Report By Discipline XXXXXX FacilitySummary Space Type Report By Facility XXXX XX FacilityComplete Space Report By Facility (facility summary) XXXX DisciplineSummary Space Type Report By Discipline XXXXXX DisciplineFacilityComplete Space Report By Facility (facility summary) XXXX CenterComplete Space Report By Facility (center summary) XXXX Teaching Lab and Teaching Lab Service by Level FacilityComplete Space Report By Facility (facility summary) XXXXX

Page 76 Need Facility Data? Name of ReportSort ByReport Header Facility ReportCampus (Total) Center (Total) Facility Fac# Category Status Owner GSF ASF EFFC COMPL Date Capacity Report by Facility Campus (Total) Center (Total) FacilityFac# LEC (Num of STA, FTE) LAB LD (Num of STA, FTE) LAB UD (Num of STA, FTE) Total (Num of STA, FTE) FAC Office(Num of STA) FAC ADM (Num of STA)

Page 77 Report Sample Please refer to the Appendix L in the SFDB User Manual.

Page 78 Hyperion Website  Pre-defined Report Query –APDB –Facility –Space Master –Edit Screen –Before and After Analysis Summary (must process the B&A report in the SFDB first) –Proposed space file (must process the B&A report in the SFDB first)  Refresh query report to get the latest data  Save in excel format of pdf format

Page 79 Space Management Website

Page 80 Space Management Website - Great Source of Space Management  Quick link to the web-based SFDB  Reports  Call Letters  Forms  Resource Documents  Contact us

Page 81 SFDB User Manual  Available on the Space Management website: urce%5FDocuments/ urce%5FDocuments/

Page 82 Questions and Answers

Page 83 Hands on SFDB! Exercises are on the TESTING database. Fall 2008 SFDB update is on the PRODUCTION database

Page 84 Comments, Suggestions & Questions? Hong Lin Theresa

Page 85