WEBVTT 1 00:00:01.230 --> 00:00:02.640 This video will show you 2 00:00:02.640 --> 00:00:05.013 how to make changes on the survey form. 3 00:00:05.910 --> 00:00:07.260 With my room selected, 4 00:00:07.260 --> 00:00:10.530 Vodey Hall, level three, room 201C, 5 00:00:10.530 --> 00:00:12.393 I'm gonna click on Survey form. 6 00:00:14.280 --> 00:00:15.330 This opens the form. 7 00:00:15.330 --> 00:00:18.180 You'll see the space details, the room number, 8 00:00:18.180 --> 00:00:21.120 alternative room name, property, level, 9 00:00:21.120 --> 00:00:23.940 and net area are on the top. 10 00:00:23.940 --> 00:00:26.670 Common space usage details. 11 00:00:26.670 --> 00:00:28.680 You'll see the start date, 12 00:00:28.680 --> 00:00:31.140 which is July 1st of the fiscal year 13 00:00:31.140 --> 00:00:33.693 that you're gonna be inventorying or surveying. 14 00:00:34.680 --> 00:00:36.630 And then the space type, 15 00:00:36.630 --> 00:00:41.070 which are your three digit space subcategory codes. 16 00:00:41.070 --> 00:00:45.003 We ask you put one primary space type per room. 17 00:00:46.320 --> 00:00:48.000 To change these, 18 00:00:48.000 --> 00:00:50.223 click on the Select a value button. 19 00:00:51.060 --> 00:00:52.500 This brings up a list. 20 00:00:52.500 --> 00:00:55.050 You'll see there's several pages 21 00:00:55.050 --> 00:00:57.180 of the three digit codes. 22 00:00:57.180 --> 00:01:00.993 And to get a description of these codes, 23 00:01:01.860 --> 00:01:04.560 go to the Space Survey homepage, 24 00:01:04.560 --> 00:01:06.210 click on Room use definitions. 25 00:01:06.210 --> 00:01:07.200 We're gonna change that 26 00:01:07.200 --> 00:01:09.210 to match the plan on nomenclature. 27 00:01:09.210 --> 00:01:12.183 So this will be called space type definitions. 28 00:01:13.290 --> 00:01:16.140 And this opens our FICM manual. 29 00:01:16.140 --> 00:01:19.380 It gives you an outline of the codes, 30 00:01:19.380 --> 00:01:22.143 and then a detailed description of each code. 31 00:01:27.510 --> 00:01:30.993 You'll see there's departments listed in the space. 32 00:01:31.830 --> 00:01:33.270 And to delete a department, 33 00:01:33.270 --> 00:01:35.103 I just clicked on that X. 34 00:01:38.370 --> 00:01:41.310 We ask that you only add or delete departments 35 00:01:41.310 --> 00:01:44.460 if you are at the dean or director level, 36 00:01:44.460 --> 00:01:46.740 and you wanna add or delete a department 37 00:01:46.740 --> 00:01:49.233 that rolls up to your college or division. 38 00:01:50.490 --> 00:01:52.530 All other department changes 39 00:01:52.530 --> 00:01:56.133 will require a space transfer request. 40 00:01:57.180 --> 00:01:58.770 That space request form 41 00:01:58.770 --> 00:02:01.923 is also on the Space Survey homepage. 42 00:02:14.490 --> 00:02:15.600 To add a department, 43 00:02:15.600 --> 00:02:16.983 click Add Department. 44 00:02:20.010 --> 00:02:21.483 I'm gonna select a value. 45 00:02:22.800 --> 00:02:26.460 And you can do type the code in if you know it, 46 00:02:26.460 --> 00:02:29.010 or you can search in the filter. 47 00:02:29.010 --> 00:02:31.953 I'm gonna put 54020 in. 48 00:02:36.990 --> 00:02:41.640 And you'll see Planon has an Assign % evenly button 49 00:02:41.640 --> 00:02:44.523 if these are a 50/50 distribution. 50 00:02:46.650 --> 00:02:47.820 If they're not 50/50, 51 00:02:47.820 --> 00:02:50.823 you can type in the percentages. 52 00:02:52.740 --> 00:02:56.763 I'm gonna leave the function code alone for now, 53 00:02:58.290 --> 00:03:03.220 and I'm gonna go into the Person/Occupant details 54 00:03:04.470 --> 00:03:06.240 and added an employee first. 55 00:03:06.240 --> 00:03:09.580 And you'll see how employee chartstrings 56 00:03:11.430 --> 00:03:13.860 are tied to the functions. 57 00:03:13.860 --> 00:03:15.963 So if I click Add Occupant, 58 00:03:17.160 --> 00:03:18.910 I'm gonna go to my occupant 59 00:03:20.820 --> 00:03:24.690 and I'm gonna search by last name in this case, 60 00:03:24.690 --> 00:03:29.643 or you can search by Net ID if you know that. 61 00:03:31.110 --> 00:03:34.170 If you just choose these parameters here, 62 00:03:34.170 --> 00:03:36.573 by email, I'm gonna use last name. 63 00:03:42.300 --> 00:03:43.980 Gotta click the search. 64 00:03:43.980 --> 00:03:47.103 I'm gonna select this employee, click Ok. 65 00:03:53.190 --> 00:03:55.383 I'm gonna put no for PI. 66 00:03:56.970 --> 00:03:58.500 Under Department, you'll see 67 00:03:58.500 --> 00:04:03.000 when I select the two departments we added show up, 68 00:04:03.000 --> 00:04:05.613 so I'm gonna pick the 54020. 69 00:04:08.700 --> 00:04:12.473 For my percentage, I'm gonna put 100%. 70 00:04:16.590 --> 00:04:20.747 For chartstring, gotta click Add Chartstring. 71 00:04:22.770 --> 00:04:24.963 Click the Select a value button. 72 00:04:26.280 --> 00:04:28.020 And under Employee chart strings, 73 00:04:28.020 --> 00:04:30.210 when I select this Select a value, 74 00:04:30.210 --> 00:04:34.500 you'll see a list of chart strings shows up 75 00:04:34.500 --> 00:04:37.143 that are tied to that employee we just added, 76 00:04:38.100 --> 00:04:40.833 so you don't have to scroll through the entire list. 77 00:04:42.300 --> 00:04:46.233 I'm gonna choose this one, this 311. 78 00:04:50.250 --> 00:04:51.393 Click Ok. 79 00:04:53.340 --> 00:04:54.750 For the sake of this example, 80 00:04:54.750 --> 00:04:57.120 I'm just gotta hit Assign % evenly, 81 00:04:57.120 --> 00:04:59.080 but you can put your percentages in 82 00:05:01.470 --> 00:05:03.090 over on the right. 83 00:05:03.090 --> 00:05:05.880 So I'm just gonna click this for the example. 84 00:05:05.880 --> 00:05:08.043 Now, when I go up to my function, 85 00:05:09.000 --> 00:05:11.130 it's gonna know which functions 86 00:05:11.130 --> 00:05:13.530 are associated with that chart string. 87 00:05:13.530 --> 00:05:15.423 So when I click Add Function, 88 00:05:16.830 --> 00:05:19.290 click on my Select a value, 89 00:05:19.290 --> 00:05:21.750 you'll see the center radio button 90 00:05:21.750 --> 00:05:23.460 is selected by default. 91 00:05:23.460 --> 00:05:25.620 That's Show only occupied. 92 00:05:25.620 --> 00:05:29.430 So this chart string is tied to that, 93 00:05:29.430 --> 00:05:31.350 or this function, this two digit function, 94 00:05:31.350 --> 00:05:35.010 Organized Research is tied to that chart string. 95 00:05:35.010 --> 00:05:36.100 I'm gonna click that 96 00:05:37.470 --> 00:05:38.553 and click Ok. 97 00:05:41.280 --> 00:05:44.133 And each one of these has to add up to 100. 98 00:05:46.470 --> 00:05:48.563 That's 100%. 99 00:05:50.040 --> 00:05:51.840 When I'm done with the space, 100 00:05:51.840 --> 00:05:53.643 I'm gonna click Save and Update. 101 00:05:55.800 --> 00:05:58.950 This brings me back to my list of rooms. 102 00:05:58.950 --> 00:06:03.810 You wanna change this status to Completed by Surveyor. 103 00:06:03.810 --> 00:06:04.650 But to do that, 104 00:06:04.650 --> 00:06:09.650 you first wanna hit the refresh button on the left. 105 00:06:12.120 --> 00:06:13.953 That refreshes my list, 106 00:06:15.450 --> 00:06:18.633 and now that room is waiting on approval.