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FL-SOLARIS Facility Inventory Tracking System (FITS) Agency Account Manager Training Conducted by Dept of Management Services & Dept of Environmental Protection.

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Presentation on theme: "FL-SOLARIS Facility Inventory Tracking System (FITS) Agency Account Manager Training Conducted by Dept of Management Services & Dept of Environmental Protection."— Presentation transcript:

1 FL-SOLARIS Facility Inventory Tracking System (FITS) Agency Account Manager Training Conducted by Dept of Management Services & Dept of Environmental Protection January 2012 Capitol Circle Office Center (CCOC) Betty Easley Building, Conference Room 152 1

2 Opening & Introductions Overview of FL-SOLARIS and the Facility Inventory Role of Agency FITS Account Manager Use and Navigation of FL-SOLARIS/FITS Module General Discussion on Reporting Facility Data Next Steps Q&A Wrap-up / Adjourn 2

3 Authority Focus of System High-level Process Overview Interagency Executive Management Team 3

4 Florida State-Owned Lands and Records Information System (FL-SOLARIS) Authority: Ch. 2008-229, LOF (SB 542) ▫ DEP to develop inventory of all state lands purchased with P2000 or Florida Forever funds ▫ Land Information Tracking System (LITS) Authority: Ch. 2010-280, LOF (SB 1516) ▫ Requires one complete inventory of lands and facilities ▫ LITS expanded to include facilities and public lands inventory ▫ Name changed to Florida State-Owned Lands and Records Information System (FL-SOLARIS) 4

5 Facility Information Tracking System (FITS) FL-SOLARIS is the system of record for ▫ State-owned lands and Facilities ▫ Owned, leased or otherwise occupied by Florida agencies FL-SOLARIS is designed with two main components ▫ Facility Information Tracking System (FITS) – now available ▫ Lands Information Tracking System (LITS)  Public Lands Inventory (PLI) will be used by LITS for verification of tax roll data The FL-SOLARIS FITS component is designed to ▫ Record data from agencies on state-owned facilities ▫ Provide the mechanism for agencies for their annual identification and reporting of properties that are candidates for disposition 5

6 Facility Data Collection & Reporting 2010 and Earlier ▫ DMS gathered and reported data on state-owned facilities ▫ Reporting was limited to structures of 3,000 square foot or larger, encompassing approximately 3,500 facilities 2011 Transition (in accordance with 2010-280 LOF (2010 SB1516) ▫ Agencies self reported their owned structures via DMS Web Form ▫ Reporting was changed, expanded to any structure with a roof, and now encompasses more than 20,000 facilities 2012 and Beyond Annually agencies self report, via FL-SOLARIS, on structures they own or over which they have full operational control 6

7 Leased Facility Data — Facility Leases are not entered via FITS The majority of agencies’ leasing operations are already under DMS purview and that leasing data will be transmitted to FITS by DMS ▫ DMS will conduct a required annual lease data validation ▫ The process & format will be similar to the one used for the 2010 leasing data validation There are other agencies, including the WMDs, Universities, and Colleges that are not under DMS leasing management ▫ These agencies will have to start reporting lease data via a DMS provided web interface ▫ This new web interface is scheduled to be available in Spring 2012 7

8 High Level Process Overview 8

9 FL-SOLARIS Project Team & Interagency Executive Management Team 9

10 10

11 Role of Agency Account Managers Manage Agency User Accounts FITS User Roles:  Account Manager  Edit Role  View Only Role Agency "Edit" Users manage the FITS Data ▫ Account Managers have full rights and therefore Account Managers are also "Edit" users Changes to Facility Action limited to Account Manager ▫ Disposition Recommendations ▫ Transfers to other Agency 11

12 Discussion of Key Design Concepts User Guides ▫ FL-SOLARIS (FITS) Administrator’s User Guide ▫ FL-SOLARIS (FITS) User Guide Roles based Access ▫ User Rights (Roles) control what each user can see and do ▫ Roles for: Edit — View Only — Account Manager Facilities ▫ A facility is any structure with a roof ▫ Excludes structures of the state transportation system ▫ Each facility has a unique ID assigned by FL-SOLARIS 12

13 Key Design Concepts Key Design Concepts (continued) Facility Status ▫ Save work in Process ▫ Save and Mark Complete ▫ Reset ▫ Not Started (reset annually on July 1) Location Validation ▫ Address tied to USPS address ▫ Address & Location validation Required fields ▫ Indicated with red asterisk (*) ▫ Facility cannot be marked complete without entering data in these fields 13

14 Key Design Concepts Key Design Concepts (continued) Role of Campuses ▫ A Campus is a logical (or virtual) construct for reporting purposes  Use of campuses is not required ▫ Provided to simplify data reporting  Administration Facility  Template Facility 14

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16 Why this gap? Why this gap? This is where YOU come in. any FL- SOLARIS (FITS) Account Manager User 16 Any person wanting access to the DEP Portal A user wants access to FL- SOLARIS (FITS). Users are not given access; they must request access. Step 1 Go to the MyFDEP Portal site and register. Step 1 Go to the MyFDEP Portal site and register. Step 2 Go to the MyFDEP Portal site and sign in using your registration credentials. Step 2 Go to the MyFDEP Portal site and sign in using your registration credentials. Step 3 Find and open FITS from the Portal. Step 3 Find and open FITS from the Portal. MyFDEP Portal Actions These steps are outside of FL-SOLARIS (FITS). Step 1 Fill in FITS Request Access Form and Request Access. Step 1 Fill in FITS Request Access Form and Request Access. Step 2 Get DEP email verifying your access is granted. Step 2 Get DEP email verifying your access is granted. Step 3 Begin using FITS: sign in and open app from portal to see the Welcome screen. Step 3 Begin using FITS: sign in and open app from portal to see the Welcome screen. FL-SOLARIS (FITS) Actions High Level Process to Begin Using FITS A FITS Account Manager must complete the FITS GIVE ACCESS PROCESS for steps 2 and 3 to happen. FL-SOLARIS (FITS) REQUEST ACCESS PROCESS

17 17 MyFDEP Portal Actions – 1 st Step: Register

18 18 MyFDEP Portal Actions – 2 nd Step: Sign In

19 19 MyFDEP Portal Actions – 3 rd Step: Open FITS

20 20 FITS Actions – 1 st Step: Request Access

21 21 FITS Actions – 2 nd Step: Access is Granted

22 22 FITS Actions – 3 rd Step: Begin Using FITS, A

23 23 FITS Actions – 3 rd Step: Begin Using FITS, B

24 24 FL-SOLARIS (FITS) Account Manager Users FITS Account Managers provide access to FITS once it has been requested. Step 1 A “Request Access FOR FITS” email is received. Step 1 A “Request Access FOR FITS” email is received. FL-SOLARIS (FITS) GIVE ACCESS PROCESS Step 2 Open FITS from the DEP Portal. Step 2 Open FITS from the DEP Portal. Step 3 Select Manage DEP Security Suite from the FITS Admin menu. Step 3 Select Manage DEP Security Suite from the FITS Admin menu. To Begin From DEP Security Suite Welcome, select Assign User Roles. To Begin From DEP Security Suite Welcome, select Assign User Roles. Step 1 With DslFits selected, search for a user, using the name of requestor. Step 1 With DslFits selected, search for a user, using the name of requestor. Step 2 Select a user from the list by clicking on a radio button and next. Step 2 Select a user from the list by clicking on a radio button and next. DEP Security Suite Actions These steps are outside of FL-SOLARIS (FITS). Step 3 Select roles for this FITS User. Step 3 Select roles for this FITS User. Step 4 Confirm and Submit the FITS roles for the selected user. Step 4 Confirm and Submit the FITS roles for the selected user. Step 4 Open FITS from the DEP Portal. Step 4 Open FITS from the DEP Portal. Step 5 Select Manage Fits Users from the FITS Admin menu. Step 5 Select Manage Fits Users from the FITS Admin menu. Step 6 Search users with the ‘Request Access’ status at your agency. Step 6 Search users with the ‘Request Access’ status at your agency. Step 7 Assign the user with the FITS role and click OK. Step 7 Assign the user with the FITS role and click OK. FL-SOLARIS (FITS) Actions Continued FL-SOLARIS (FITS) Actions

25 25 FITS Give Access – 1 st Step: Receive Email

26 26 FITS Give Access – 2 nd Step: Open FITS

27 27 FITS Give Access – 3 rd Step: Select Admin: Manage DEP Security Suite

28 28 DEP Security Suite: Assign User Roles

29 29 DEP Security Suite–1 st Step: Search For User

30 30 DEP Security Suite–2 nd Step: Select a User

31 31 DEP Security Suite–3 rd Step: Select Roles

32 32 DEP Security Suite–4 th Step: Confirm & Submit

33 33 DEP Security Suite: Assign Roles Complete

34 34 FITS Give Access – 4 th Step: Open FITS

35 35 FITS Give Access – 5 th Step: Select Admin: Manage Fits Users

36 36 FITS Give Access – 6 th Step: Search Users

37 37 FITS Give Access – 7 th Step: Assign

38 38 FITS Give Access: Complete

39 Overview of Basic Screen Structure From Figure 31 on Page 32 of FITS User Guide 39 Manage FITS Users Request Access Location Tab Facility Tab Campus Tab Deficiency Tab Facility Tab Location Tab Facility Tab Manage Campuses Facilities Search Campuses Campus Details Edit/View Action List of Campuses Facility Details Facility Details Deficiencies Details Deficiencies Details Location Details Location Details Edit/View Action List of Facilities for the Campus Edit/View Action Facility Details Facility Details Deficiencies Details Deficiencies Details Location Details Location Details Deficiency Tab List of Facilities Manage Facilities Search Facilities Select Columns for CSV Extract Enter Search Criteria Facilities Download CSV File Select Columns for CSV Extract Enter Search Criteria Download CSV File Leases Extract Data Manage DEP Security Manage FITS Users Data Load Results Admin

40 Overview of Basic Screen Structure From Figure 31 on Page 32 of FITS User Guide 40 The “Extract Data” and “Data Load Results” are not yet available within the current release of FL-SOLARIS Manage FITS Users Request Access Location Tab Facility Tab Campus Tab Deficiency Tab Facility Tab Location Tab Facility Tab Manage Campuses Facilities Search Campuses Campus Details Edit/View Action List of Campuses Facility Details Facility Details Deficiencies Details Deficiencies Details Location Details Location Details Edit/View Action List of Facilities for the Campus Edit/View Action Facility Details Facility Details Deficiencies Details Deficiencies Details Location Details Location Details Deficiency Tab List of Facilities Manage Facilities Search Facilities Select Columns for CSV Extract Enter Search Criteria Facilities Download CSV File Select Columns for CSV Extract Enter Search Criteria Download CSV File Leases Extract Data Manage DEP Security Manage FITS Users Data Load Results Admin

41 Ways to Navigate FITS Menu ▫ Horizontal menu ▫ At top of screen Site Map ▫ Alternate way to navigate ▫ Link at bottom of screen 41

42 Walk-through/Demo of Admin Screens User Access ▫ Screens and Processes for getting :  User initiated Registration via DEP Portal  FL-SOLARIS/FITS Access Request  Access Approval ▫ Listing Agency User Accounts ▫ Reset of users accounts  Except for account managers  All reset on July 1 st of each year 42 Manage FITS Users Request Access Manage DEP Security Manage FITS Users Data Load Results Admin

43 Managing Facilities View / Edit Roles Search for a Facility Facility Details ▫ Creating a Facility ▫ Editing a Facility Deficiencies ▫ Editing a Deficiency ▫ Creating a Deficiency Verify Location 43 Location Tab Facility Tab Edit/View Action Facility Details Facility Details Deficiencies Details Deficiencies Details Location Details Location Details Deficiency Tab List of Facilities Manage Facilities Search Facilities

44 Managing Campuses View / Edit Roles Search for a Campus Campus Details ▫ Creating a Campus ▫ Editing a Campus ▫ Listing of Campus Facilities Administration Facility Facility Template 44 Facility Tab Campus Tab Deficiency Tab Facility Tab Location Tab Manage Campuses Search Campuses Campus Details Edit/View Action List of Campuses Facility Details Facility Details Deficiencies Details Deficiencies Details Location Details Location Details Edit/View Action List of Facilities for the Campus

45 General Discussion on Reporting Facility Data "Agency" -- reporting organization Agency Managed/Owned Facilities Explanation on some of the facility data elements ▫ What is a Facility ▫ Title Entity ▫ Facility Name ▫ Facility Status ▫ Predominant Space Type ▫ Deficiencies Deficiency Category / Estimated Cost / Brief Description 45

46 Campuses A Campus is a logical (or virtual) construct for reporting purposes Campuses are added to Facilities -- Facilities are not added to a Campus Provided to simplify data reporting ▫ Facility Template ▫ Campus Administration Building Deleting a Campus ▫ Does not delete the associated facilities ▫ Will affect the cost reporting when a "Campus Administration Building" was designated 46

47 Next Steps Data Entry for FL-SOLARIS FITS open now to June 30, 2012. Additional data elements beyond those collected for 2011 will address: ▫ Data masks and rules to improve quality of data entry ▫ GPS data and linkage to land parcels ▫ Design building capacity for facilities (optional field) ▫ Sublet space clarification with a listings of tenants & rent revenues Other Soon to be Implemented FL-SOLARIS Components ▫ Data Extracts ▫ Leasing Data Rulemaking for Facility Data Reporting is in development Annual Leasing Data Validation will be conducted by DMS as a separate initiative via a Web Form like last year 47

48 48 Dept of Management Services Tom Berger Director, Division of Real Estate Development and Management (REDM) Tom.Berger@dms.myflorida.com (850) 487-9921 Ron Falkey REDM Business Systems Engineering Ron.Falkey@dms.myflorida.com (850) 488-3158 Dept of Environmental Protection Mi ke Long Assistant Director, Division of State Lands (DSL) Mike.Long@dep.state.fl.us (850) 245-2555 Tim Patterson Division of State Lands (DSL) Tim.Patterson@dep.state.fl.us (850) 245-2597


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