Portfolio Management User Guide

Transcription

1 IBM TRIRIGA Version 10.3 Portfolio Management User Guide Copyright IBM Corp. 2011, 2012.

2 Note Before using this information and the product it supports, read the information in Notices on page 212. This edition applies to version 10, release 3, modification 0 of IBM TRIRIGA and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright International Business Machines Corporation 2011, All rights reserved. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

3 Contents ABOUT THIS GUIDE... 1 Conventions... 1 Intended Audience... 1 Prerequisites... 1 Support PORTFOLIO MANAGEMENT... 2 Overview... 2 Menus, Business Objects, and Forms... 2 States and Actions (Portfolio Record Life Cycle) GEOGRAPHY... 9 Geography Forms... 9 Hierarchy/Relationships... 9 Geography Geography - Functional Areas General Contacts County, Metropolitan Area, Graphic, Reporting Copyright IBM Corporation 2011, 2012.

4 GIS SPECIFICATIONS Specification Forms Specifications Setup for Specification Classes Specification Functional Areas General, Details, Environmental Details Units, Manufacturer, Manufacturer Details, Item Cost Item Use Cost, Entitlements Details, Bill of Materials (Parts List), Compatible Specifications Request Catalogs, Product Catalogs, Products Inventory, Inventory Details, Inventory Items, Inventory Transactions Maintenance Life Cycle, Safety Plans (Procedures), Readings, Warranties Self Service Notes, Documents Space Standard Specification ORGANIZATIONS Organization Forms Hierarchy/Relationships Organizations Organization - Functional Areas General, Details, Reporting Environmental Details Address, Primary Address, Other Addresses Contacts Copyright IBM Corporation 2011, 2012.

5 Employees, Consultants, Team Members Contracts, Products and Services Adjacency Requirements, Space Level Allocation Retail Details, Retail Centers, External Locations Environmental LOCATIONS Location Forms Hierarchy/Relationships Locations Location Functional Areas General, Details Environmental Details Energy Rating Setup, Energy Rating Result Units, Location Graphic Location Status, Primary Address, Primary Phone Numbers, Reporting Contacts, Other Addresses, Other Phones Graphic Area Measurements, Area Summary Space Measurements, Current Use Space Classification Occupancy People Primary Location, People Secondary Location, Associated Assets, Associated Equipment, Space Standards Allocation - Space Allocation - Floor Landlord/Owner, Other/Management Contact Geography, Geography Cost Index Contracts Copyright IBM Corporation 2011, 2012.

6 Assessment Maintenance Details, PM Schedules, Safety Plans (Procedures), Building Systems, Readings, Warranties, Projects, Tasks, Checklists, Meter Service Allocations, Transaction Log, Available Services Regulatory Retail Center Sections Retail Location Sections Proposed Retail Location Sections External Retail Location Sections Structure Sections Checklists GIS Location Disposition Retire One Location Retire Multiple Locations IBM TRIRIGA Real Estate Environmental Sustainability Carbon Emissions (Carbon Footprint Calculator) Carbon Footprint Analysis Tool Environmental Log Data Carbon Credits/Sinks US Federal Government Locations Federal Tab Federal XML Reporting PEOPLE People Forms People People - Functional Areas General, Detail, Reports To Copyright IBM Corporation 2011, 2012.

7 Primary Organization, Contact Information, Primary Location, Graphic Emergency Contact Info, Other Phones, Other Addresses, Other s Primary Location, Other Assigned Locations, Assigned Equipment, Assigned Assets, Graphic Manage Move Locations, Manage Move Geographies Licenses and Qualifications, Labor Details, Assigned Procurement Cards Profile Move Log, Project History, Visitor Log Calendar Details and Calendar Templates My Profile ASSETS Asset Forms Assets Asset Functional Areas General, Details, Environmental Details Units, Spec Information Asset Status Parent Asset, Building System, Specifications (Parts List), Component Assets Contacts Details Graphics Purchase Details, Life Cycle, Contracts Assessment Reserve Maintenance Details, PM Schedules, Safety Plans (Procedures), Warranties, Tasks, Building Systems Readings Transaction Log, MTBF Log, Downtime Log, Move Log Notes, Documents Copyright IBM Corporation 2011, 2012.

8 Calendar Details and Calendar Templates Asset Disposition Retire One Asset Retire Multiple Assets INDEX NOTICES Copyright IBM Corporation 2011, 2012.

9 About This Guide This guide describes the procedure for effectively managing the core data associated with all aspects of the Integrated Workplace environment. Included is information about operating, modifying, and maintaining organizations, people, geographies, locations, specifications, and assets. This guide also contains descriptions of the various tabs and their functions. Conventions This document uses the following conventions to ensure that it is as easy to read and understand as possible: Note A Note provides important information that you should know in addition to the standard details. Often, notes are used to make you aware of the results of actions. Tip A Tip adds insightful information that may help you use the system better. Attention An Attention notice indicates the possibility of damage to a program, device, system, or data. Intended Audience This guide is for portfolio managers and others responsible for setting up, planning, and maintaining organizations, people, geographies, locations, specifications, and assets. Prerequisites This guide assumes the reader has a basic understanding of IBM TRIRIGA Application Platform and the fundamental concepts required to operate the web-based IBM TRIRIGA system. Support IBM Software Support provides assistance with product defects, answering FAQs, and performing rediscovery. View the IBM Software Support site at Copyright IBM Corporation 2011,

10 1. Portfolio Management Overview The IBM TRIRIGA Portfolio Data Manager solution allows you to effectively manage the core data associated with all aspects of the Integrated Workplace environment, including: Organizations and People (the People ), Geographies and Locations (the Places ), and Specifications and Assets (the Things ). Each record created each organization, person, geography, location, specification, or asset defined can contain as much or as little information as you want to track. Records can be assigned to a specific place in a hierarchy and can be associated with other records. In addition, all life cycle events associated with a record can be tracked, creating a complete history and audit trail. Menus, Business Objects, and Forms The IBM TRIRIGA application organizes data by menu, business object, and form. This structure helps you organize your Portfolio data. The IBM TRIRIGA Portfolio applications are delivered with many business objects and forms. Based on your particular market type or industry, your company may have modified, removed, or augmented the objects shipped by IBM TRIRIGA. IBM TRIRIGA makes it easy to tailor business objects, forms, and processes to better suit you specific business needs. This user guide describes the objects delivered with the IBM TRIRIGA applications. Your environment may differ from those shown. Portfolio Menu Business Object Form Assets Asset Asset Assets Building Equipment Building Equipment Assets Core Core Assets Furniture Fixture Assets Building Equipment Food Service Equipment Assets Furniture Furniture Assets Key Key Assets Key Ring Key Ring Assets Locks Locks Copyright IBM Corporation 2011,

11 Portfolio Menu Business Object Form Assets Office Equipment Office Equipment Assets Technology Assets Point of Sale Equipment Assets Technology Assets Security Equipment Assets Software License Software License Assets Technology Assets Technology Assets Assets Telephones Telephones Assets Tools and Test Equipment Tools and Test Equipment Assets Vehicles Vehicles Assets Work Area Outlets Work Area Outlets Set Up > Geography City City Set Up > Geography Country Country Set Up > Geography County County Set Up > Geography Geography Geography Set Up > Geography Metropolitan Area Metropolitan Area Set Up > Geography Region Region Set Up > Geography State State Set Up > Geography World Region World Region Locations Building Building Locations Building External Retail Location Locations Floor Floor Locations Land Land Locations Location Location Locations Location Location Category Locations Planned Floor Planned Floor Locations Planned Space Planned Space Copyright IBM Corporation 2011,

12 Portfolio Menu Business Object Form Locations Property Property Locations Proposed Site Proposed Retail Location Locations Proposed Site Proposed Site Locations Property Retail Center Locations Building Retail Location Locations Space Space Locations Space Space Group Locations Building Structure Locations Vertical Shaft Vertical Shaft Organizations Organization Agency Organizations Organization Department Organizations Organization Division Organizations Organization External Company Organizations Organization Government Organizations Organization My Company Organizations Organization Organization Organizations Organization Organization Category Organizations Organization Proposed Company Organizations Organization Work Group People My Profile My Profile People People Consultant People People Employee People People External Contact People People People Template Set Up > Specification Building Equipment Spec Building Equipment Spec Copyright IBM Corporation 2011,

13 Portfolio Menu Business Object Form Set Up > Specification Consumables Spec Consumable Spec Set Up > Specification Cores Spec Core Spec Set Up > Specification Furniture Spec Fixture Spec Set Up > Specification Building Equipment Spec Food Service Equipment Spec Set Up > Specification Furniture Spec Furniture Spec Set Up > Specification Keys Spec Key Spec Set Up > Specification Locks Spec Lock Spec Set Up > Specification Office Equipment Spec Office Equipment Spec Set Up > Specification Technology Assets Spec Point of Sale Equipment Spec Set Up > Specification Technology Assets Spec Security Equipment Spec Set Up > Specification Services Spec Service Spec Set Up > Specification Software License Spec Software License Spec Set Up > Specification Space Standards Spec Space Standard Spec Set Up > Specification Specification Specification Set Up > Specification Technology Assets Spec Technology Spec Set Up > Specification Telephone Spec Telephone Spec Set Up > Specification Tools and Test Equipment Spec Tools and Test Equipment Spec Set Up > Specification Vehicle Spec Vehicle Spec Set Up > Specification Work Area Outlets Spec Work Area Outlet Spec The following chapters explain each of these menus in detail. States and Actions (Portfolio Record Life Cycle) All Portfolio records have a similar life cycle consisting of States and Actions. STATES: States are the major steps in the life cycle of a record ACTIONS: Actions represent the action the user (or the system) selects to transition a record from one state to the next Copyright IBM Corporation 2011,

14 Note A State Family for an object also may have hidden Actions (not shown in this section) that are used by the system to process business logic. Workflows, Data Integrator, and IBM TRIRIGA Connector for Business Applications are examples of system components that use hidden actions. The following diagram describes the State Family (States and Actions) used for all Portfolio records. State Family States and Actions The following table describes some of the basic behavior of Portfolio actions and states. See the corresponding sections for behavior or business rules specific to a particular Portfolio business object. State Action Business Logic null All records in the IBM TRIRIGA system start in a null state, which means they are not saved records. You must select Create Draft or the data you enter will not be saved. If you try to close a record in a null state, the system prompts you to Save your changes. Create Draft Create Draft moves the record to the Draft state and changes the status of the record to Draft. Copyright IBM Corporation 2011,

15 State Action Business Logic Delete You can Delete a record while it is in the Draft state. Deleting a record removes the record from the system. Note Once your record has been activated, or has associated history, you should Retire the record instead of deleting it. Retired records are removed from active queries but are accessible for historical reporting. Activate Activate moves the record to the Review state and changes the status to Review in Progress. Review All Portfolio records are integrated with the IBM TRIRIGA Approval and Notification functionality. If you have defined Notification and or Approval requirements, they will be implemented during this transition. Note If there are no Approval requirements defined for a record, the system transitions the record to the Active state and changes the status to Active. Approved Returned If a record is submitted for Approval and it is Approved, the system transitions the record to the Active state. Note This action is done through a separate Approval Routing Form. If the record is submitted for Approval and it is Returned, the system transitions the record back to the Draft state. Note This action is done through a separate Approval Routing Form. Active The record will be read-only when in an Active state. The status changes to Active. To Edit the record select the Revise action. Revise Revise A record can be edited in the Revise state. The status changes to Revision In Progress. Note Several processes in the IBM TRIRIGA system only work with Active records. Once you have completed your revisions, select the Activate action. Copyright IBM Corporation 2011,

16 State Action Business Logic Retired Retire Once your record has been activated, or has associated history, you should Retire the record instead of deleting it. Retired records are removed from active queries but are accessible for historical reporting. The status changes to Retired and the record is read-only. Copyright IBM Corporation 2011,

17 2. Geography Generally, your organizations are spread across multiple geographic areas or around the globe. To effectively manage these organizations, it becomes essential to manage the geographical areas as well. The Geography page provides forms and processes that help you track and manage the various geographic areas where your company, facilities, and resources may be located. The IBM TRIRIGA Geography hierarchy allows you to build a hierarchical structure of geographic areas. The Geography page is tightly integrated with the other Portfolio menus, forms, and processes. Geography Forms The IBM TRIRIGA application organizes data by business object and by form. This structure helps you organize your Portfolio data. The IBM TRIRIGA Portfolio applications are delivered with many business objects and forms. Based on your particular market type or industry, your company may have modified, removed, or augmented the objects shipped by IBM TRIRIGA. IBM TRIRIGA makes it easy to tailor business objects, forms, and processes to better suit your specific business needs. This user guide describes the objects delivered with the IBM TRIRIGA applications. Your environment may differ from those shown. Business Object Form Description City City Used for City records Country Country Used for Country records County County Used for County records Metropolitan Area Metropolitan Area Used for Metropolitan Area records Region Region Used for Region records State State Used for State/Province records World Region World Region Used for World Region records Hierarchy/Relationships The Geography structure is hierarchical, which means you can organize your geographies based on their relationships with other geographies. This allows you to model your Geography tree in the IBM TRIRIGA system to mirror physical, company, or governmental geographic boundaries and relationships, or to create any other hierarchical relationships you desire. The IBM TRIRIGA Geography hierarchy Copyright IBM Corporation 2011,

18 provides a rich set of possible relationships between geographies, allowing you to completely model simple (flat structures) or complex hierarchical structures. The following diagram illustrates the variety of options available in the Geography hierarchy. The diagram is an example. Based on your company s business needs, your geography structure may be different from that shown. Copyright IBM Corporation 2011,

19 Geography Hierarchy Example Copyright IBM Corporation 2011,

20 Note A City record can have secondary associations to Metropolitan Area and County records. The Geography Hierarchy page displays the hierarchy of Geography records in a tree structure. A plus sign represents a record in the hierarchy. The also indicates that the record contains child records. The minus sign indicates the record is expanded, displaying child records. The dot indicates the record is the lowest level in the hierarchy (i.e., it does not contain further child records). Note To improve performance in hierarchy trees that have a large number of children, only the first 1000 children are displayed along with an informational message To see more, use a master-detail target. Child records to the nodes that are not displayed in the tree can be added by opening the record from the query and viewing the Includes tab. The Includes tab displays the complete tree for the open record and its child records. Example of Geography Hierarchy Copyright IBM Corporation 2011,

21 Geography The IBM TRIRIGA Geography portal section can be accessed from the Portfolio page. You also can select Geography from the Sitemap page through the Sitemap link in the upper-right corner of the Portal Home Page. The system displays this option only if the Sitemap check box is enabled in your personal record (in the People page). To Access Geography Step 1 From the menu bar, click Portfolio. The Geography portal section lists the available forms. Step 2 Select a form from the Geography portal section and the records associated with the form display in the results page. World Region Country State Region Metropolitan Area County City Step 3 To display the Geography hierarchy, select Geography Hierarchy in the Geography portal section. The Hierarchy panel of the Geography Hierarchy page displays the hierarchy of Geography business object records in a tree structure. The system displays a plus sign for a parent business object. The plus sign also indicates that the record contains child records. The minus sign indicates the parent is expanded, displaying child records. The dot indicates the record is the lowest level in the hierarchy (i.e., it does not contain further child records). Note Because the Geography structure is hierarchical, you only can add records through the Hierarchy panel. Step 4 The results page displays a list of Geography records. To display Geography records in the results page either: Select a form from the Geography portal section (for example: World Region), or Select a geography from the Hierarchy. The results page displays all geography records that are children of the selected geography. Copyright IBM Corporation 2011,

22 Geography - Functional Areas The following matrix lists all functional areas included in Geography records and the Geography forms in which the functional areas are used. Function Description Tab City Country County Metropolitan Area Region State World Region General GIS Contacts General Information (typically ID, Name, Status, Image, and Hierarchy Path) Defines the Geography for the GIS map List of contacts and their specific Contact Role General General General Note The IBM TRIRIGA Approval process can route for Approval based on the Geography of the submitted/issued record. The Approval process will resolve the approver based on the Contact Role and/or the Person in this section. Graphic Displays the graphic for the Geography General County Associates a County with a City General Metropolitan Area Associates a Metropolitan Area with a City General Reporting Manual Approvers (In Addition to Approval Requirements) Contains the names and links to the Geography s parent records Lists who is an approver in addition to approval requirements General Notifications Copyright IBM Corporation 2011,

23 Function Description Tab City Country County Metropolitan Area Region State World Region Approval Routing Rules Approval Reviews Rules for approval routing Notifications Lists approval reviewers Notifications Status Change Notifications Lists who will be notified of status changes in this Geography record Notifications Comments Log for Comments associated with the Geography record Notes & Documents Related Documents List of Documents associated with the Geography record Notes & Documents Related Links Lists links associated with the Geography Notes & Documents GIS Map Form Displays a GIS map pinpointing the Geography selected Form report for the Geography record GIS Reports The following describes each of the functional areas shown in the matrix above. Use the matrix above as a guide. The functional areas are described using a sample Geography record. The functionality is similar on other Geography forms. Copyright IBM Corporation 2011,

24 General Note The Geography for the address of the location must include a State Geography record that contains a valid two letter abbreviation for the state as the ID field of that record. The two letter state is required by EPA ENERGY STAR Automated Benchmarking System (ABS) so that it can correctly categorize the location in its ranking algorithms and is submitted to them from this field in the associated record. Without this correct linkage, any new buildings submitted to ABS will be rejected. (Ref: Country) General Tab: General Section: ID: Enter an ID for the record, or if you leave the ID field blank the system auto-generates a unique ID on the Create Draft or Activate action Status: System generated Flag: Select an image for the Flag (optional available for Country, State) Name: Enter a descriptive name Geography Location Code: Used by the system for GIS Map functionality OSCRE ID: Enter the appropriate OSCRE ID for the Geography Hierarchy Path: The full path in the hierarchy for the Geography record. Hierarchy Path is system generated and includes the current geography and all parent geographies. The hierarchy path often is used as the search and display field on associated objects. Contacts Note The IBM TRIRIGA system uses a Role based system for managing Contacts. You can designate the Contact Role (such as Manager, Primary Contact, or Human Resources Contact) and the person who is currently filling that role. Note The Approval and Notification functionality in the IBM TRIRIGA system can be based on the Contact Role for a record. If the person filling the role changes, you simply change it in one place. For example: When a Real Estate Request is submitted you want to notify or request approval from the real estate portfolio manager that manages that Geography. Over time that person may change. The Notification and Approval processes use the person assigned to that role at the time the notification is sent. Copyright IBM Corporation 2011,

25 (Ref: State) General Tab: Contacts Section: Enter the contacts for the Geography. County, Metropolitan Area, Graphic, Reporting (Ref: City) General Tab: County and Metropolitan Area Sections: Select the County and Metropolitan Areas for the City (if applicable) Graphic Section: Displays the graphic image for the Geography. The graphic images are stored and managed in the IBM TRIRIGA Document Manager. Reporting Section: Contains the names and links to the Geography s parent records GIS In addition to showing a GIS map in the GIS tab of a Geography record, a Geography record has a GIS section on the General tab. (Ref: City) General Tab: GIS Section: GIS Link Name: The name used to link this Geography record to the GIS application so that the record shows correctly on GIS maps. Country Code: The name used to link this Geography record to the Country. Note Both values must match the key fields in the map provider (ESRI). Copyright IBM Corporation 2011,

26 (Ref: World Region) GIS Tab: The system displays the GIS map for the Geography record. Copyright IBM Corporation 2011,

27 3. Specifications The Specifications menu contains a central repository for Specification records. Specification records are shared across IBM TRIRIGA applications, so they contain information that is used for many purposes. Specifications in the IBM TRIRIGA system represent a description of an item, but not an actual item. Think of specifications as being like the items in a catalog. Specifications can represent a wide variety of items such as Equipment, Consumable Items, Services, Software Licenses, Vehicles, and even Space Standards. Assets in the IBM TRIRIGA system are the actual owned or leased items. An Asset has an association to a Specification. The Specifications page provides forms and processes that help you track and manage the various Specifications used within your company. Many of the IBM TRIRIGA applications leverage this common data for various processes such as Move Management, Inventory Management, Maintenance Management, Products and Services, Contract Management, Catalog Management, and Asset Management. Specifications are tightly integrated with the other Portfolio menus, forms, and processes. Specification Forms The IBM TRIRIGA application organizes data by business object and by form. This structure helps you organize your Portfolio data. The IBM TRIRIGA Portfolio applications are delivered with many business objects and forms. Based on your particular market type or industry, your company may have modified, removed, or augmented the objects shipped by IBM TRIRIGA. IBM TRIRIGA makes it easy to tailor business objects, forms, and processes to better suit your specific business needs. This user guide describes the objects delivered with the IBM TRIRIGA applications. Your environment may differ from those shown. Business Object Form Description Building Equipment Spec Building Equipment Spec Use this Specification object for Building Equipment items such as pumps, motors, fans, electrical equipment, and fire protection equipment. Copyright IBM Corporation 2011,

28 Business Object Form Description Consumables Spec Consumable Spec Use this Specification object for Consumable items such as filters, belts, fasteners, lamps, and cleaning supplies. Note Typically Consumables include disposable items and items that you do not manage as Assets in the system. Cores Spec Core Spec Use this Specification object for Cores as part of the Key Management application (The Key Management application is used to manage physical keys and locks). Furniture Spec Fixture Spec Use this Specification object for Fixture items such as lighting fixtures and display cases. Building Equipment Spec Food Service Equipment Spec Use this Specification object for Food Service Equipment items such as coffee makers, grills, and microwave ovens. Furniture Spec Furniture Spec Use this Specification object for Furniture items such as tables, chairs, desks, and file storage. Keys Spec Key Spec Use this Specification object for Keys as part of the Key Management application. (The Key Management application is used to manage physical keys and locks). Locks Spec Lock Spec Use this Specification object for Locks as part of the Key Management application. (The Key Management application is used to manage physical keys and locks). Office Equipment Spec Technology Assets Spec Technology Assets Spec Office Equipment Spec Point of Sale Equipment Spec Security Equipment Spec Use this Specification object for Office Equipment items such as printers, fax machines, copiers, and conference and training equipment. Use this Specification object for Point of Sale Equipment items such as bar code scanners and cash registers. Use this Specification object for Security items such as theft prevention tags and scanners, doorway scanners, and surveillance cameras. Services Spec Service Spec Use this Specification object to define types of Services such as labor, security, snow removal, and video-conference. Copyright IBM Corporation 2011,

29 Business Object Form Description Software License Spec Space Standards Spec Technology Assets Spec Software License Spec Space Standard Spec Technology Spec Use this Specification object to define the various software licenses Space Standards is a unique Specification object used to manage office standards such as Executive Office, Manager Office, Staff Office, and Hoteling Workstation. Use this Specification object for Technology items such as Laptop Computers, Desktop Computers, and Handheld Devices. Telephone Spec Telephone Spec Use this Specification object for Telecommunication items such as Desk Phones, Mobile Phones. Tools and Test Equipment Spec Tools and Test Equipment Spec Use this Specification object for Tools and Test Equipment items such as Calibration Devices, Measuring Devices, Meters, Protective Clothing, and Ladders. Vehicle Spec Vehicle Spec Use this Specification object for Vehicles. Work Area Outlets Spec Work Area Outlet Spec Use this Specification object for Work Area Outlets such as Electrical Outlets, Data Outlets, and Phone Outlets. Specifications The IBM TRIRIGA Specifications portal section can be accessed from the Portfolio page. You also can select Specifications from the Sitemap page through the Sitemap link in the upper-right corner of the Portal Home Page. The system displays this option only if the Sitemap menu check box is enabled in your personal record (in the People page). To Access Specifications Step 1 From the menu bar, click Portfolio. The Specifications portal section lists the available forms. Copyright IBM Corporation 2011,

30 To Access Specifications Step 2 Select a form from the Specifications portal section and the records associated with the form display in the results page. Building Equipment Consumables Core Fixtures Food Service Equipment Furniture Keys Key Rings Locks Office Equipment Point of Sale Equipment Security Equipment Services Software Licenses Space Standards Technology Telephones Tools and Test Equipment Vehicles Work Area Outlets Setup for Specification Classes Although the IBM TRIRIGA application comes with a wealth of data attributes (fields) in each Specification Class business object, if your company needs to add fields to match your business practices, it can be done from within the Specification Class. The users who have access to create, edit, or delete Specification Class records should be limited. Your access to this functionality may be limited based on your system security. The Fixture specification class is used as an example in this section. The other Specification Classes are similar. The Classifications menu provides access to all Classification records in the system, including Specification Class. The Classifications menu can be accessed from Tools > Administration. Copyright IBM Corporation 2011,

31 Step 1. Select Classifications from the Administration page. The system displays the Classifications hierarchy. You will see the list of existing classifications in the result page. 2. Scroll the Hierarchy and click Specification Class. Note the list of Specification Classes in the result page. 3. Use the Name or Hierarchy Path filters to find the desired Specification Class. 4. Click the hyperlinked name of the Specification Class. The system displays the Specification Class form. To add a field, 5. Click Add on the Data Attributes section bar. The system displays a Data Attribute Item form. 6. Enter values appropriate for the field being added. 7. Click Create. 8. If you have already set up a template that you wish to include, click Find Using Template on the Data Attributes section bar. 9. Click the check boxes next to the templates to be included. 10. Click OK. 11. When you have finished entering data attributes, click Save & Close. Specification Functional Areas The following matrix lists all functional areas included in Specification records and the forms in which the functional areas are used. Copyright IBM Corporation 2011,

32 Function Description Tab Building Equipment Spec Consumable Spec Core Spec Fixture Spec Food Service Equipment Spec Furniture Spec Key Spec Lock Spec Office Equipment Spec Point of Sale Equipment Spec Security Equipment Spec Service Spec Software License Spec Space Standard Spec Technology Spec Telephone Spec Tools and Test Equipment Spec Vehicle Spec Work Area Outlet Spec General General Information (typically ID, Name, Status, Image) General Details Details specific to the Specification form General Environmental Details Spec Class Data Attributes Contains the environmental specs. General General Copyright IBM Corporation 2011,

33 Function Description Tab Building Equipment Spec Consumable Spec Core Spec Fixture Spec Food Service Equipment Spec Furniture Spec Key Spec Lock Spec Office Equipment Spec Point of Sale Equipment Spec Security Equipment Spec Service Spec Software License Spec Space Standard Spec Technology Spec Telephone Spec Tools and Test Equipment Spec Vehicle Spec Work Area Outlet Spec Units Manufacturer Manufacturer Details Item Cost Item Use Cost The IBM TRIRIGA applications ensure consistency across Units of Measure (UOM) by pointing all fields on an object to a common UOM field. For example: On the Furniture Specification record all Currency fields will be in US Dollars The Manufacturer s Organization The Manufacturer s details such as Brand, Model Number, and Product Code The cost for the Specification Item The usage cost applied when an item is Reserved General General General General General Copyright IBM Corporation 2011,

34 Function Description Tab Building Equipment Spec Consumable Spec Core Spec Fixture Spec Food Service Equipment Spec Furniture Spec Key Spec Lock Spec Office Equipment Spec Point of Sale Equipment Spec Security Equipment Spec Service Spec Software License Spec Space Standard Spec Technology Spec Telephone Spec Tools and Test Equipment Spec Vehicle Spec Work Area Outlet Spec Entitlements List of functional roles that are entitled to request the Specification General Note Works in conjunctional with the Functional Role field on People records Space Layout General Full Description General Ports General Units The IBM TRIRIGA applications ensure consistency across Units of Measure (UOM) by pointing all fields on an object to a common UOM field. Details Copyright IBM Corporation 2011,

35 Function Description Tab Building Equipment Spec Consumable Spec Core Spec Fixture Spec Food Service Equipment Spec Furniture Spec Key Spec Lock Spec Office Equipment Spec Point of Sale Equipment Spec Security Equipment Spec Service Spec Software License Spec Space Standard Spec Technology Spec Telephone Spec Tools and Test Equipment Spec Vehicle Spec Work Area Outlet Spec Dimensions Details Compatible Specifications Bill of Materials (Parts List) Dimensions of the specification Details specific to the Specification type Note The fields vary depending on the Specification form List of Specifications that are considered Compatible (equal to) the Specification List of Specifications and Quantities that make up the Parts List for the Specification Details Details Details Details Keycut Information Details Copyright IBM Corporation 2011,

36 Function Description Tab Building Equipment Spec Consumable Spec Core Spec Fixture Spec Food Service Equipment Spec Furniture Spec Key Spec Lock Spec Office Equipment Spec Point of Sale Equipment Spec Security Equipment Spec Service Spec Software License Spec Space Standard Spec Technology Spec Telephone Spec Tools and Test Equipment Spec Vehicle Spec Work Area Outlet Spec Printer Specifications Copier Specifications Fax Specifications Scanner Specifications Details Details Details Details Hardware CPU Default Operating System Details Details License Details Details Copyright IBM Corporation 2011,

37 Function Description Tab Building Equipment Spec Consumable Spec Core Spec Fixture Spec Food Service Equipment Spec Furniture Spec Key Spec Lock Spec Office Equipment Spec Point of Sale Equipment Spec Security Equipment Spec Service Spec Software License Spec Space Standard Spec Technology Spec Telephone Spec Tools and Test Equipment Spec Vehicle Spec Work Area Outlet Spec Configuration Setup Details Slots Details Ports Details Slots Connectivity Ports Connectivity Request Catalogs Products Product Catalogs List of Request Catalogs that reference the Specification List of Products associated with the Specification List of Product Catalogs that reference the Specification Products Products Products Services List of Services associated with the Specification Services Copyright IBM Corporation 2011,

38 Function Description Tab Building Equipment Spec Consumable Spec Core Spec Fixture Spec Food Service Equipment Spec Furniture Spec Key Spec Lock Spec Office Equipment Spec Point of Sale Equipment Spec Security Equipment Spec Service Spec Software License Spec Space Standard Spec Technology Spec Telephone Spec Tools and Test Equipment Spec Vehicle Spec Work Area Outlet Spec Request Catalogs List of Request Catalogs that reference the Specification Services Inventory General Inventory Details Units Default Inventory Details Note Inventory Details are used to default data to newly created Inventory Items The IBM TRIRIGA applications ensure consistency across Units of Measure (UOM) by pointing all fields on an object to a common UOM field. Inventory Inventory Inventory Copyright IBM Corporation 2011,

39 Function Description Tab Building Equipment Spec Consumable Spec Core Spec Fixture Spec Food Service Equipment Spec Furniture Spec Key Spec Lock Spec Office Equipment Spec Point of Sale Equipment Spec Security Equipment Spec Service Spec Software License Spec Space Standard Spec Technology Spec Telephone Spec Tools and Test Equipment Spec Vehicle Spec Work Area Outlet Spec Inventory Purchasing Details Inventory Summary Inventory Details Inventory Inventory Inventory Inventory Transactions Inventory Items Life Cycle List of Inventory Transactions associated with the Specification List of Inventory Items associated with the Specification The default life span of the Specification Item Inventory Inventory Maintenance Copyright IBM Corporation 2011,

40 Function Description Tab Building Equipment Spec Consumable Spec Core Spec Fixture Spec Food Service Equipment Spec Furniture Spec Key Spec Lock Spec Office Equipment Spec Point of Sale Equipment Spec Security Equipment Spec Service Spec Software License Spec Space Standard Spec Technology Spec Telephone Spec Tools and Test Equipment Spec Vehicle Spec Work Area Outlet Spec Safety Plans (Procedures) List of Procedures associated with the Specification Maintenance Readings List of Readings associated with the Specification Maintenance Warranties List of Warranties associated with the Specification Maintenance Self Service The sections and fields on this tab are formatted and displayed to Request Central users Self Service Manual Approvers (In Addition to Approval Requirements) Lists who is an approver in addition to approval requirements Notifications Approval Reviews Lists approval reviewers Notifications Copyright IBM Corporation 2011,

41 Function Description Tab Building Equipment Spec Consumable Spec Core Spec Fixture Spec Food Service Equipment Spec Furniture Spec Key Spec Lock Spec Office Equipment Spec Point of Sale Equipment Spec Security Equipment Spec Service Spec Software License Spec Space Standard Spec Technology Spec Telephone Spec Tools and Test Equipment Spec Vehicle Spec Work Area Outlet Spec Status Change Notifications Lists who will be notified of status changes in this Specification record Notifications Comments Log for Comments associated with the Specification record Notes & Documents Related Documents List of Documents associated with the Specification record Notes & Documents Form Form report for the Specification record Reports Copyright IBM Corporation 2011,

42 The following describes the functional areas shown in the matrix above. Use the matrix above as a guide. The functional areas are described using a sample Specification record. The functionality is similar on other Specification forms. General, Details, Environmental Details (Ref: Furniture Spec) General Tab: General Section: ID: Enter an ID for record, or if you leave the ID field blank the system will auto-generate a unique ID on the Create Draft or Activate action Status: System generated Image: Select an image for the Specification (optional) The Image is used throughout the system and is particularly important for Request Central users. Name: Enter a Name The Name is often used as the search and display field on associated objects. Description: Enter a Description of the Specification (Ref: Furniture Spec) General Tab: Details Section: Spec Type: Select if the Specification is a Hard Spec, Performance Spec, or Other Specification Order Type: Select the appropriate Order Type Spec Class: This field provides a way to sub-class the specification type. For example: You can note that the Furniture Spec you are creating is in the Tables and Desks Class. Construction Class: Select the appropriate Construction Class Spec Group: This classification can be used to Group like specifications. For example: a Conference group, or Executive Office Group Building System Class: Select the appropriate Building System Class Specifier: The name of the person who created the record Copyright IBM Corporation 2011,

43 Service Class: Select the Service Assignment Class Manage Inventory: Select this check box if the item will be managed as Inventory Contains Haz Mat: Select this check box if the item contains hazardous materials Self Service Request: Select this check box if the item is to be viewed and selected by Request Central users Move Item: Select this check box if the item is to be used in the Move Management process (Ref: Furniture Spec) General Tab: Environmental Details Section: Energy Rating Type: Select from the rating types. Energy Rating Value: Enter the value for the Energy Rating Type. Overall Product Rating: Indicate whether the Specification is Preferred, Approved, Not Rated, or Has Issues. For some Spec Class values there will be an additional Specification Class Data Attributes section. The Specification Class Data Attributes section contains relevant data defined by your company and set up when the Specification Class was created. The values set as default in the Specification Class can be adjusted. Units, Manufacturer, Manufacturer Details, Item Cost (Ref: Furniture Spec) General Tab: Units Section: Currency and Item Units: Select the appropriate Unit of Measure Note The IBM TRIRIGA applications ensure consistency across Units of Measure (UOM) by pointing all fields on an object to a common UOM field. For example: On the Specification record, all Currency fields can be in US Dollars and all Item Unit fields can be in a Quantity value of Each (to measure the quantity of US dollars). For example, if the specification describes desks, the values might be Quantity Each. If the specification describes carpet, the values might be Area squarecentimeters. Note Evaluate your use of currencies during implementation and add or remove currencies pertinent to your company s needs prior to adding data records. Failure to do so before creating records could cause conversion issues or data loss on those records. Do not remove or change a currency Unit of Measure (UOM) Copyright IBM Corporation 2011,

44 Manufacturer Section (optional): Select the Manufacturer for the Specification. The Manufacturer must be set up as an Organization in the system. Manufacturer Details Section: after implementation. Note As Purchase Orders are placed against Specifications, the system will read the value of the Inventory Valuation Method field and will adjust the Item Material Cost to reflect the latest Purchase Order and the selected Valuation Method. Enter the manufacturer s information as required Item Cost Section: Enter the Material and Service costs and the Markup. The system will calculate the Total Cost. Note The Total Cost from the Specification is used as the Estimated Price for all Material Orders. Initial Purchase Price: The system will record the price from the first Purchase Order for the Specification Last Purchase Price: The system will record the latest Purchase Order price for the Specification Average Price: The system will calculate and display the average price from Purchase Orders for the Specification Copyright IBM Corporation 2011,

45 Item Use Cost, Entitlements (Ref: Furniture Spec) General Tab: Item Use Cost Section: Use Cost: Enter the usage cost for the Specification (for example: $10/day). The system uses this cost in the IBM TRIRIGA Workplace Reservation Manager application multiplied by the duration of the reservation to determine the usage chargeback for the Asset. If you do not charge for reserved Assets; or are not using the IBM TRIRIGA Workplace Reservation Manager application enter the number 0. Use Units: Select the unit of measure for the Use Cost (for example: $30/hour, $120/day, $1000/occurrence). Note On the Entitlements section use the Find action to display the list of available roles that will limit the specifications shown for selection. (For example: only people in the organization with a role of Staff, Manager and Director are able to view and select the Desk Chair but perhaps you want Executives and Vice Presidents to have a different grade of Desk Chair in this case you would create another Specification for the Executive/VP Desk Chair and select the Executive and Vice President roles in the Entitlement section. Entitlements Section: Entitlements define the Roles for people who are entitled to view and request an item. Employee records contain a Functional Role field with values such as Staff, Manager, Director, or Vice President. These values are user defined to match your company s business nomenclature. Copyright IBM Corporation 2011,

46 Details, Bill of Materials (Parts List), Compatible Specifications (Ref: Furniture Spec) Details Tab: Enter the Specification details as required. Note The Details vary based on the Specification Form. Compatible Specifications Section: Select the Specifications that are considered Compatible with the current Specification. Note The Inventory module provides the ability for the Inventory Manager to view his Inventory Items for matching Specifications AND Compatible Specifications. By defining a Compatible Specification you are determining that the compatible items are acceptable alternates. Bill of Materials (Parts List) Section: Select the Specifications and enter the quantities to create a complete Parts list. Request Catalogs, Product Catalogs, Products (Ref: Furniture Spec) Products Tab: This section displays any Catalogs and Products associated with the Specification. Note Catalogs that are created in the Inventory > Setup > Catalogs can be used to group Specifications (Request Catalogs) into logical groupings to make finding and selecting items easier for users. Request Catalogs: The Request Catalogs section displays a list of all Request catalogs that are associated with the Specification. Products Section: The Products section displays a list of all Copyright IBM Corporation 2011,

47 Products that reference the Specification. Note Products are defined in the Requests > Manage Requests > Products and Services, and are typically associated with Blanket Purchase Order Contracts or Service Agreements. Product Catalogs Sections: The Product Catalogs section displays a list of all Product Catalogs that reference Products associated with the Specification. Inventory, Inventory Details, Inventory Items, Inventory Transactions (Ref: Furniture Spec) Inventory Tab: The Inventory tab contains information used to seed (pre-populate) Inventory Items. This simplifies the creation of an Inventory Item and provides consistency across the company. Inventory General Section: Select the appropriate Classification values for each field. Inventory Group Inventory Category ABC Class Inventory Valuation Method Service Class Inventory Details Section: Create Asset on Receipt: Note The ABC Class classifies items (using industry standard terms) to identify the small number of items that will account for most of the volume and that are the most important ones to control. Volume can mean activity. For example, if an item is sold by the thousands every day, it has a higher volume of activity than an item that is sold once or twice a year. Volume also can mean value. For example, in an item costs thousands of dollars, it has a higher volume than an item that costs less than a penny. Note The Inventory Valuation Method Class is tied to business logic that re-calculates the Specification Item Material Cost as Purchase Orders for that Specification are Completed. If Average then Item Material Cost = Average Cost of purchased items, If FIFO (First In First Out) then Item Material Cost = Copyright IBM Corporation 2011,

48 Select if Asset records should be created when new items are received Inventory Type: Select the appropriate Classification value Manage Safety Stock: Select if by default new Inventory Items created from this Specification should include safety stock Quantity Safety Stock: Enter the number of items that by default should be withheld as safety stock. Units Section: Item Units and Currency: Select the appropriate Units of Measure. For example, if the specification describes desks, the values might be Quantity Each. If the specification describes carpet, the values might be Area squarecentimeters. Cost of first purchased item, If LIFO (Last In First Out) then Item Material Cost = Cost of last purchased item. Note The IBM TRIRIGA applications ensure consistency across Units of Measure (UOM) by pointing all fields on an object to a common UOM field. For example: On the Specification record, all Currency fields can be in US Dollars, and all Item Unit fields can be in a Quantity value of Each (to measure the quantity of US dollars). Note Evaluate your use of currencies during implementation and add or remove currencies pertinent to your company s needs prior to adding data records. Failure to do so before creating records could cause conversion issues or data loss on those records. Do not remove or change a currency Unit of Measure (UOM) after implementation. (Ref: Furniture Spec) Inventory Tab: Inventory Purchasing Details Section: Select the default Purchasing Reorder Logic and Purchasing Reorder Point. Inventory Summary Section: Contains read-only fields that reflect the totals (for each category of transaction listed) across ALL Inventory Items. Inventory Tab: Inventory Details Section: Contains read-only fields that reflect the totals (for each category of transaction listed) across Copyright IBM Corporation 2011,

49 ALL Inventory Items. Inventory Tab: Inventory Transactions Section: This section shows a list of ALL Inventory Transactions that are associated with the Specification. Inventory Tab: Inventory Items Section: This section shows a list of ALL Inventory Items that are associated with the Specification To create a new Inventory Item: Select the New Item action An Inventory Item form opens in a separate window, pre-populated with the Specification information. Maintenance Life Cycle, Safety Plans (Procedures), Readings, Warranties (Ref: Building Equipment Spec) Maintenance Tab: Life Cycle Section: Life Expectancy: Enter the default life span for the Specification Safety Plans (Procedures) Section: Select or Add Safety Plans (Procedures) for the Specification Note Procedures used throughout the IBM TRIRIGA applications are managed in Tasks > Procedures. Safety Plans (Procedures) listed on Specifications are associated automatically with any new Asset records that reference the Specification. This provides consistency across the Portfolio and simplifies data entry. (Ref: Building Equipment Spec) Maintenance Tab: Readings Section: Copyright IBM Corporation 2011,

50 Select or Add Readings types for the Specification Reading types listed on Specification records automatically create Reading Log records for new Asset records that reference the Specification. This provides consistency across the Portfolio and simplifies data entry. (Ref: Building Equipment Spec) Maintenance Tab: Warranties Section: Select the Warranties associated with the Specification. Self Service (Ref: Furniture Spec) Self Service Tab: The Self Service tab is the only tab typically visible to Request Central employees (via system security) if they drill into a record in a search query. This provides them with a read-only view of the item Image, Spec Name, Spec Class, a Description of the item, and a list of Features. Note The Description and Features sections are rich-text sections. This section type provides you with additional formatting options. Note While you can enter information in these fields, end users typically see this information as read-only. Notes, Documents (Ref: Building Equipment Spec) Notes & Documents Tab: Use the Comments section and Related Documents section to add additional comments or to associate documents. Documents uploaded or selected are managed by the IBM TRIRIGA Document Manager and are stored in the database. Copyright IBM Corporation 2011,

51 Space Standard Specification You can use the Space Standard Specification to define your corporate Space standards, such as Manager s Office, Staff Office, Manager Workstation, Staff Workstation, Small Conference Room, and Large Conference Room. You also can define Entitlements for a Space Standard Specification. For example: you may define a Space Standard Specification for Manager Office and select the entitlement role of Manager ; you also may define a Space Standard Specification for Staff Office and select the entitlement role of Staff. Note Entitlements define the Roles for people who are entitled to view and request an item. Employee records contain a Functional Role field with values such as Staff, Manager, Director, and Vice President these values are user defined to match your company s business nomenclature. Tip Space Standard Specification can appear similar to Space classification. Space classification is typically more generalized and Space Standard classification is often more specific and defines how the space is outfitted or furnished, its area, and other entitlements associated with the functional roles of people expected to occupy the space. Once you have defined your Space Standards, associate those standards to Space records. A Space record can be associated with one or more Space Standards. The IBM TRIRIGA Workplace Reservation Manager and the Move Management applications utilize the Space Standard Specifications and Entitlements to only allow users to view and select Spaces that their Functional Role entitles them to select. (Ref: Space Standard Spec) General Tab: The Space Standard Specification contains many of the same sections as other Specifications. Copyright IBM Corporation 2011,

52 4. Organizations The Organizations page provides forms and processes that help you track and manage the various organizations within your company; and any number of external companies you may do business with, that provide services to you, or that are co-tenants in a retail location. Most of the IBM TRIRIGA applications leverage this common organizational data for various processes such as move management, space use and allocations, maintenance management, real estate leases and transactions, and projects. The Organizations page is tightly integrated with the other Portfolio menus, forms, and processes. Organization Forms The IBM TRIRIGA application organizes data by business object and by form. This structure helps you organize your Portfolio data. The IBM TRIRIGA Portfolio applications are delivered with many business objects and forms. Based on your particular market type or industry, your company may have modified, removed, or augmented the objects shipped by IBM TRIRIGA. IBM TRIRIGA makes it easy to tailor business objects, forms, and processes to better suit your specific business needs. This user guide describes the objects delivered with the IBM TRIRIGA applications. Your environment may differ from those shown. Business Object Form Description Organization Agency The Agency form is used to represent your US Government agency s organizational structure. Note A user can belong to one or many Work Groups but only to one Primary Organization (for the US Government, this is typically an Agency). Organization Department The Department form is used to represent your company s departmental structure. Note A user can belong to one or many Work Groups, but only one Primary Organization (typically a Department). Organization Division The Division form is used to represent major divisions of your company. Typically divisions are comprised of one or many departments. Organization External Company The External Company form can be used to manage information related to your external vendors, partners, and co-tenants. Copyright IBM Corporation 2011,

53 Business Object Form Description Organization Government The Government form can be used to create a record that represents the US Government. If your organization has subsidiaries or other related legal business entities, you can create Government records as child records to your uppermost parent Government record. Typically the Government record will have one or many Agencies. Organization My Company The My Company form can be used to create a record that represents your company. If your company has subsidiary companies or other related legal business entities, you can create My Company records as child records to your uppermost parent My Company record. Typically the My Company record will have one or many Divisions and/or Departments. Note Record company-level energy and carbon reporting in the My Company record. Organization Organization Organization Category Proposed Company The Organization Category form typically will not represent a physical organization. You should use it to group organizations of a particular type. Use organization categories to help organize your hierarchy view (for example, you could create Organization Category records for External Contracts, Work Groups, and Proposed Companies; and then add the organization records under the respective organization category records). The Proposed Company form is used primarily by the Real Estate application to indicate a company that is a contact for a real estate transaction project or lease; however, the Proposed Company form can be used to represent any organization. Organization Work Group The Work Group form can be used to represent virtual (not actual) organizations, such as shops, project teams, or other logical groups of users. For example, a shop could have several people working in it but those people are members of different organizations. They could be represented together on one Work Group form. Typically Work Groups are groupings needed for work assignments, but that may not be represented by the corporate Division/Department or US Government Agency structure. Note A person can belong to one or many Work Groups, but only one Primary Organization (typically a Department or Agency). Copyright IBM Corporation 2011,

54 Hierarchy/Relationships The Organizations structure is hierarchical, which means you can organize your organizations based on their relationships with other organizations. This allows you to model your Organization tree in the IBM TRIRIGA system to mirror your corporate human resources system, or allows you to create any other hierarchical relationships. The IBM TRIRIGA Organization hierarchy provides a rich set of possible relationships between organizations, allowing you to completely model simple (flat structures) or complex hierarchical structures. Hierarchical relationships can be recursive, meaning at that level you can continue to create as many sub-organizations as you need. For example, Departments can have child Departments and Work Groups can have child Work Groups for as many levels as needed. You can build a hierarchy with as many layers or levels as you need. The following diagram illustrates the variety of options available in the Organization hierarchy. The diagram is an example. Your organizational structure may differ from that shown. Copyright IBM Corporation 2011,

55 Organization Hierarchy Example Copyright IBM Corporation 2011,

56 The Organization Hierarchy page displays the hierarchy of Organization records in a tree structure. A plus sign represents a record in the hierarchy. The also indicates that the record contains child records. The minus sign indicates the record is expanded, displaying child records. The dot indicates the record is the lowest level in the hierarchy (i.e., it does not contain further child records). Note To improve performance in hierarchy trees that have a large number of children, only the first 1000 children are displayed along with an informational message To see more, use a master-detail target. Child records to the nodes that are not displayed in the tree can be added by opening the record from the query and viewing the Includes tab. The Includes tab displays the complete tree for the open record and its child records. Copyright IBM Corporation 2011,

57 Example of Organization Hierarchy Copyright IBM Corporation 2011,

58 Organizations The IBM TRIRIGA Organizations portal section can be accessed from the Portfolio page. You also can select Organizations from the Sitemap page through the Sitemap link in the upper-right corner of the Portal Home Page. The system displays this option only if the Sitemap check box is enabled in your personal record (in the People page). To Access Organizations Step 1 From the menu bar, click Portfolio. The Organizations portal section lists the available forms. Step 2 Select a form from the Organizations portal section and the records associated with the form display in the results page. My Company Division Department External Company Agency Work Group Government Organization Category Proposed Company Step 3 To display the Organization hierarchy, select Organization Hierarchy in the Organizations portal section. The Hierarchy panel of the Organization Hierarchy page displays the hierarchy of Organization business object records in a tree structure. The system displays a plus sign for a parent business object. The plus sign also indicates that the record contains child records. The minus sign indicates the parent is expanded, displaying child records. The dot indicates the record is the lowest level in the hierarchy (i.e., it does not contain further child records). Note Because the Organization structure is hierarchical, you only can add records through the Hierarchy panel. Step 4 The results page displays a list of Organization records. To display Organization records in the results page either: Select a form from the Organizations portal section (for example: Department), or Select an organization from the Hierarchy. The results page displays all Organization records that are children of the selected organization. Copyright IBM Corporation 2011,

59 Organization - Functional Areas The following matrix lists all functional areas included in Organization records and the Organization forms in which the functional areas are used. Function Description Tab Agency Department Division External Company Government My Company Organization Category Proposed Company Work Group General Detail Details General Information (typically ID, Name, Status, Logo, and Hierarchy Path) Details specific to the Organization type. The fields vary depending on the Organization type. Details specific to the Organization type. The fields vary depending on the Organization type. General General General Copyright IBM Corporation 2011,

60 Function Description Tab Agency Department Division External Company Government My Company Organization Category Proposed Company Work Group Environmental Details In some forms, contains the Provider Rating and Environmental Management Practice for the Organization. In the My Company form, contains values used in managing environmental logs and carbon emission calculations. General Reporting Contains the names and links to the Organization s parent records General Contacts List of contacts and their specific Contact Roles General Primary Address The Primary Address for the Organization General Address The address of the Organization General Retail Details When the External Company s Organization Type is Retailer, defines the category. General Copyright IBM Corporation 2011,

61 Function Description Tab Agency Department Division External Company Government My Company Organization Category Proposed Company Work Group Retail Centers When the External Company s Organization Type is Retailer, lists retail centers that have retail locations. General External Locations When the External Company s Organization Type is Retailer, lists external locations. General Employees List of Employees for the Organization (filtered for only Employee records) Employees & Contacts Consultants List of Consultants for the Organization (filtered for only External Contact records) Employees & Contacts Contacts List of Contacts and their specific Contact Roles Employees & Contacts Contacts List of contacts and their specific Contact Roles Contact Details Other Addresses List of other addresses Contact Details Copyright IBM Corporation 2011,

62 Function Description Tab Agency Department Division External Company Government My Company Organization Category Proposed Company Work Group Carbon Emissions Summary CO2e values Environmental Scope 1 (Direct) Summary CO2, CH4, N2O, and Total CO2e values Environmental Scope 2 (Indirect) Purchased Energy Summary CO2 values Environmental Scope 3 Travel and Waste Summary Travel and Waste CO2 values Environmental Carbon Log List of Carbon Logs for the My Company record Environmental Energy Log List of Energy Logs for the My Company record Environmental Travel Log List of Travel Logs for the My Company record Environmental Emission Log List of Emission Logs for the My Company record Environmental Waste Log List of Waste Logs for the My Company record Environmental Water Log List of Water Logs for the My Company record Environmental Copyright IBM Corporation 2011,

63 Function Description Tab Agency Department Division External Company Government My Company Organization Category Proposed Company Work Group Carbon Credits List of Carbon Credits for the My Company record Environmental Team Members List of Team Members for the Organization (Team members can be Employees, Consultants, and/or External Contacts) Team Members & Contacts Contracts Products and Services List of Contracts associated with the Organization List of Products and Services associated with the Organization Contracts Contracts Insurance List of Insurance policies held Contracts Service Matrix Records Adjacency Requirements Space Level Allocation List of Adjacency Requirements with other Organizations List of Active and Retired Space Level Allocation records for the Organization Contracts Space Details Space Details Copyright IBM Corporation 2011,

64 Function Description Tab Agency Department Division External Company Government My Company Organization Category Proposed Company Work Group Manual Approvers (In Addition to Approval Requirements) Approval Reviews Status Change Notifications Lists who is an approver in addition to approval requirements Lists approval reviewers Lists who will be notified of status changes in this Organization record Notifications Notifications Notifications Comments Log for Comments associated with the Organization record Notes & Documents Related Documents List of Documents associated with the Organization record Notes & Documents Calendar Details Reserve information: Time Zone and Reservable flag Calendar Details Mail Server Login server login for the Organization Calendar Details External Mail Server Details Information about the external server Calendar Details Copyright IBM Corporation 2011,

65 Function Description Tab Agency Department Division External Company Government My Company Organization Category Proposed Company Work Group Availability Calendar Specifies when the Organization is available Calendar Details Calendar Form Displays this month s calendar Form report for the Organization record Calendar Reports The following describes the functional areas shown in the matrix above. Use the matrix above as a guide. The functional areas are described using a sample Organization record. The functionality is similar on other Organization forms. General, Details, Reporting The following example describes the functional areas of the Department record. Review of General, Details, Reporting Step 1 In the General tab, General section: ID: Enter an ID for the Organization, or if you leave the ID field blank the system will auto-generate a unique ID on the Create Draft or Activate action Status: System generated Logo: Select an image for the Organization logo (if applicable) Hierarchy Path: The full path in the hierarchy for the Organization record Note Hierarchy Path is system generated and includes the current organization and all parent organizations. The hierarchy path is often used as the search and display field on associated objects. Copyright IBM Corporation 2011,

66 Review of General, Details, Reporting Step 2 The Detail section contains information specific to the Organization form. In the Detail section: Short Name: Enter a brief name for the Organization Color: The color displayed when showing the Organization on Visual Queries Organization Type: Select the Organization Type. The Organization Type field is displayed on many other objects that reference the Organization Complete the other fields as needed. The fields vary depending on the Organization form. Step 3 The Reporting section displays several levels of the Organization s hierarchy parents including (on the Department form). In the Reporting section: Company Division Up to 4 levels of Departments The fields in the Reporting section vary depending on the Organization form and where the record is located in the hierarchy. Environmental Details The appearance, fields, and role of the Environmental Details section varies depending on the business object of the record. For most it is as displayed using the Department record. When the record is a My Company record, the values are used in carbon calculations as part of the IBM TRIRIGA Real Estate Environmental Sustainability products. The following example describes the functional areas of the Department or My Company record. Review of Environmental Details Step 1 In the General tab, Environmental Details section: Provider Rating: Select the appropriate value from the list. Environmental Management Practice: If the organization has a dedicated environmental practice, select this check box. Copyright IBM Corporation 2011,

67 Review of Environmental Details Step 2 Environmental data captured at the company level is included in the totals for reports. In the General tab, Environmental Details section: Carbon Calculation Method: Select the appropriate value from the list. Carbon Calculation Region: Helps identify which conversion factor to use. Total CO2e (Carbon Footprint): Enter the value. The UOM is from the Carbon Calculation UOM field. Step 3 If there are actual Energy, Travel, and/or Waste log records associated with the My Company record and there is an IBM TRIRIGA Environmental Sustainability product license, the system calculates and populates the Total CO2e and CO2e Equity Share fields. Equity Share (Percent): Indicate the percent of the values reported that belong to this My Company record. Total CO2e (Carbon Footprint) Equity Share: The system calculates from the Total CO2e and Equity Share fields. A value you enter will replace what the system calculates. Carbon Calculation UOM: Select the appropriate value from the list. Last Update: Click the Calendar icon and select the date for the data in this section. Carbon Reporting UOM: A read-only value from the Environmental Settings section of Application Settings in Tools > System Setup > General. Attention IBM TRIRIGA Real Estate Environmental Sustainability assumes that environmental data captured at the company level is NOT also captured at the location level. Note Carbon emission calculations at the company level are similar to the processing done at the location level. Copyright IBM Corporation 2011,

68 Address, Primary Address, Other Addresses The following example describes the functional areas of the My Company record. Review of Address, Primary Address, Other Addresses Contacts Step 1 In the General tab, Address section: Enter the primary Address for the Organization. Address sections in the IBM TRIRIGA applications are integrated with the Geography hierarchy. Type in any part of the Geography hierarchy path in the Geography Lookup field and if the system finds a matching record in the Geography hierarchy, the system populates the City, State/Province, and Country fields. If no matching entry can be found, you can enter these fields manually. The following example describes the functional areas of the My Company record. Review of Contacts Step 1 In the Contact Details tab, Contacts section: Enter the contacts for the Organization. Note The IBM TRIRIGA system uses a Role based system for managing Contacts. You can designate the Contact Role (such as Manager, Primary Contact, or Human Resources) and then the person who is currently filling that role. Note The Approval and Notification functionality in the IBM TRIRIGA system can be based on the Contact Role for a record. If the person filling the role changes you simply change it in one place. For example: When the status of an Organization changes you want to notify the Human Resources. Over time that person may change. The Notification process uses the person assigned to that role at the time the notification is sent. Step 2 In the Other Addresses section: Use this section to enter as many Other Addresses as needed. Select the appropriate Address Type for each address entered. Employees, Consultants, Team Members The following example describes the functional areas of the Department or Work Group record. Copyright IBM Corporation 2011,

69 Review of Employees, Consultants, Team Members Step 1 In the Employees & Contacts tab, Employees section: Select the Employees associated with the Organization. The Find query on this section displays only Employee records. Note Selecting an Employee in this section will automatically update the Primary Organization for the selected Person. A Person can only be a member of one Primary Organization (Department), but a person can be a member of one or more Work Groups. Step 2 In the Consultants section: Select the Consultants associated with the Organization. The Find query on this section displays only Consultant records. Step 3 In the Team Members & Contacts tab, Team Members section: Select the Team Members associated with the Organization. The Find query on this section displays Employee, Consultant, and External Contact records. Note A Person can belong to one or many Work Groups. Contracts, Products and Services The following example describes the functional areas of the Work Group record. Review of Contracts, Products and Services Step 1 In the Contracts tab, Contracts section: The Contracts section displays all contracts to which the Organization is associated. Note You do not add Contracts from this section. The Contracts are displayed when you associate an Organization on the Contract record. Step 2 In the Products and Services section: The IBM TRIRIGA system allows you to define the Products and Services provided by an Organization via Blanket Purchase Orders or Service Agreements. If defined, those Products and Services records will be displayed. Use Related Reports to switch between Products or Services. Copyright IBM Corporation 2011,

70 Adjacency Requirements, Space Level Allocation The following example describes the functional areas of the Division record. Review of Contracts, Products and Services Step 1 In the Space Details tab, Adjacency Requirements section: The Adjacency Requirements section allows you to define the space planning relationship between two organizations. Use the Add and Remove actions to adjust the list. Select the Organization. Affinity: Select the appropriate level for the relationship. Comment: Enter any additional comments required to describe the working relationship and space proximity requirements between the two organizations. Step 2 In the Space Level Allocations section: The Space Level Allocations section lists all Active and Retired Allocations for the Organization. The Space Level Allocation records are created from the Space records. Use Related Reports to display Assigned or Unassigned records. Note Space Level Allocations: The IBM TRIRIGA system allows you to define the Areas or Spaces that Organizations are using (responsible for) for space use analysis and charge back purposes. When an Organization is associated to a Space of type (Charged To) the system creates a Space Level Allocation record in Active status. When you remove the association, the system maintains the record for historical and reporting purposes but moves it to a Retired status. Retail Details, Retail Centers, External Locations The Retail Details, Retail Centers, and External Locations sections are available only when the Organization Type is Retailer. The information in these sections helps retailers identify co-tenants, for example in a mall or shopping center. The following example describes the functional areas of the External Company record. Copyright IBM Corporation 2011,

71 Review of Retail Details, Retail Centers, External Locations Sections Step 1 In the General tab, Retail Details section: The Retail Details section allows you to define the category of the retail organization and whether or not this company is a competitor. Select the Retail Category from among the choices defined in the Classification hierarchy. Competitor?: Select the check box if true. Step 2 In the General tab, Retail Centers section: Use this section to specify retail centers where this External Company has a Retail Location. Note Retail Centers are defined in the Location hierarchy. Step 3 In the General tab, External Locations section: Environmental Use this section to specify other locations where this External Company has a presence. Note External Locations are defined in the Location hierarchy as External Retail Locations. The Environmental tab contains environmental data at the company level. IBM TRIRIGA Real Estate Environmental Sustainability assumes that environmental data captured at the company level is NOT also captured at the location level. Carbon emission calculations at the company level are similar to the processing done at the location level. The Carbon Emissions Summary, Scope 1 (Direct) Summary, Scope 2 (Indirect) Purchased Energy Summary, and Scope 3 Travel and Waste Summary sections summarize the data in the Carbon Log, Energy Log, Travel Log, Emission Log, Waste Log, Water Log, and Carbon Credits sections on the Environmental tab and the Environmental Details section on the General tab. Copyright IBM Corporation 2011,

72 5. Locations The Locations page provides forms and processes that help you track and manage the various locations that belong to, or are managed by, your organization or your organization s customers. It allows you to build a hierarchical structure of all properties, land, buildings, structures, floors, spaces, retail centers, and retail locations utilized or managed by your organization. And the Locations menu provides a centralized common data repository that is shared and utilized by most processes in the IBM TRIRIGA system. Location Forms The IBM TRIRIGA application organizes data by business object and by form. This structure helps you organize your Portfolio data. The IBM TRIRIGA Portfolio applications are delivered with many business objects and forms. Based on your particular market type or industry, your company may have modified, removed, or augmented the objects shipped by IBM TRIRIGA. IBM TRIRIGA makes it easy to tailor business objects, forms, and processes to better suit your specific business needs. This user guide describes the objects delivered with the IBM TRIRIGA applications. Your environment may differ from those shown. Business Object Form Description Building Building Used for Building records Building External Retail Location Used for External Retail Location records Floor Floor Used for Floor records Land Land Used for Land records Location Location Category Used to organize Locations into groups Planned Floor Planned Floor Used for Planned Floor records Planned Space Planned Space Used for Planned Space records Property Property Used for Property records Proposed Site Proposed Retail Location Used for Proposed Retail Location records Proposed Site Proposed Site Used for Proposed Site records Note Proposed Sites are sites that are being evaluated (such as potential leased or owned buildings/structures for a real estate transaction) but are not yet locations that are an active part of your portfolio. Copyright IBM Corporation 2011,

73 Business Object Form Description Property Retail Center Used for Retail Center records Building Retail Location Used for Retail Location records Space Space Used for Space records Space Space Group Used to organize Space records into groups Building Structure Used for Structure records Vertical Shaft Vertical Shaft Used for Vertical Shaft records Hierarchy/Relationships Note Vertical Shafts represent vertical penetrations through a building/ structure, such as a stairwell or elevator shaft. The Location structure is hierarchical, which means you can organize your locations based on their relationships with other locations. This allows you to model your Location tree in the IBM TRIRIGA system to mirror physical boundaries and relationships or to create any other hierarchical relationships you desire. The IBM TRIRIGA Location hierarchy provides a rich set of possible relationships between locations, allowing you to completely model simple (flat structures) or complex hierarchical structures. In some cases the hierarchical relationships are recursive, meaning at that level you can continue to create as many sub-records as you need. For example: A large land area may be sub-divided into lots or parcels; or a large space may contain several sub-spaces. The following diagram illustrates the variety of options available in the Location hierarchy. The diagram is an example. Your location structure may differ from that shown. Copyright IBM Corporation 2011,

74 Location Hierarchy Example Note A Floor record can have secondary associations to Area Overlay records. Area Overlays can be used to represent sections or wings of a Floor. Copyright IBM Corporation 2011,

75 The Locations Hierarchy page displays the hierarchy of Location records in a tree structure. A plus sign represents a record in the hierarchy. The also indicates that the record contains child records. The minus sign indicates the record is expanded, displaying child records. The dot indicates the record is the lowest level in the hierarchy (i.e., it does not contain further child records). Note To improve performance in hierarchy trees that have a large number of children, only the first 1000 children are displayed along with an informational message To see more, use a master-detail target. Child records to the nodes that are not displayed in the tree can be added by opening the record from the query and viewing the Includes tab. The Includes tab displays the complete tree for the open record and its child records. Example of Location Hierarchy Copyright IBM Corporation 2011,

76 Locations The IBM TRIRIGA Locations portal section can be accessed from the Portfolio page. You also can select Locations from the Sitemap page through the Sitemap link in the upper-right corner of the Portal Home Page. The system displays this option only if the Sitemap check box is enabled in your personal record (in the People page). To Access Locations Step 1 From the menu bar, click Portfolio. The Locations portal section lists the available forms. Step 2 Select a form from the Locations portal section and the records associated with the form display in the results page. Property Proposed Retail Location Proposed Site Building Land Location Category Structure Floor Space Group Space Retail Center Retail Location External Retail Location Vertical Shaft Step 3 To display the Location hierarchy, select Location Hierarchy in the Locations portal section. The Hierarchy panel of the Location Hierarchy page displays the hierarchy of Location business object records in a tree structure. The system displays a plus sign for a parent business object. The plus sign also indicates that the record contains child records. The minus sign indicates the parent is expanded, displaying child records. The dot indicates the record is the lowest level in the hierarchy (i.e., it does not contain further child records). Note Because the Location structure is hierarchical, you only can add records through the Hierarchy panel. Copyright IBM Corporation 2011,

77 To Access Locations Step 4 The results page displays a list of Location records. To display Location records in the results page either: Select a form from the Locations portal section (for example: Building), or Select a location from the Hierarchy. The results page displays all location records that are children of the selected location. Step 5 To display the Geography hierarchy, select Geo/Location Hierarchy in the Locations portal section. The Hierarchy panel of the Geography Hierarchy page displays the hierarchy of Geography business object records in a tree structure. The system displays a plus sign for a parent business object. The plus sign also indicates that the record contains child records. The minus sign indicates the parent is expanded, displaying child records. The dot indicates the record is the lowest level in the hierarchy (i.e., it does not contain further child records). Note Because the Geography structure is hierarchical, you only can add records through the Hierarchy panel. Location Functional Areas The following matrix lists all functional areas included in Location records and the Location forms in which the functional areas are used. Copyright IBM Corporation 2011,

78 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft General General Information (typically ID, Name, Status, Image, and Hierarchy Path) General Details Details specific to the Location General Environmental Details Contains the data attributes needed for environmental calculations for the Location General Energy Rating Setup The target energy rating General Energy Rating Result Displays the result of the most recent energy rating evaluation General Cost Summary Defines the annual costs for the building General Restrictions General Building Class Data Attributes General Copyright IBM Corporation 2011,

79 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Structure Class Data Attributes Populated based on the value of Structure Class. General Accounting Cost Code Details General Accounting Organizations General Units IBM TRIRIGA applications ensure consistency across Units of Measure (UOM) by pointing all fields on an object to a common UOM field. For example: On the as-delivered Building record all Currency fields will be in US Dollars and all Area fields will be in squarefeet. General Location Graphic Displays the graphic for the Location General Copyright IBM Corporation 2011,

80 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Location Status Dates and status fields related to the current Location status. For example: Offline for Repair, Available) General Primary Address The Primary Address for the Location General Associated Retail Locations General Anchors General Co-Tenants General Primary Phone Numbers The Primary Phone Numbers for the Location General Primary Organization The Primary Organization for the Location General Area Measurements Measurements for the Location General Address The address of the Location General Copyright IBM Corporation 2011,

81 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Landlord / Owner The Landlord or Owner of the Location General Other / Management Contact Management Contact Information for the Location General Reporting Contains the names and links to the Location s parent records General Geography Longitude, Latitude, Elevation General Space Measurements Measurements for the Location General Current Use Space Classification General Occupancy Space Occupancy information General Floor Measurements Gross areas for the Floor General Copyright IBM Corporation 2011,

82 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Spaces Defines the spaces in the Space Group General Contacts List of contacts and their specific Contact Roles Contact Details Note The IBM TRIRIGA Approval process can route for Approval based on the Contacts listed on the Location record. The Approval process will resolve the approver, based on the Contact Role and/or the Person in this section. Other Addresses Other Addresses for the Location (such as Bill To address and Ship To address) Contact Details Other Phones Other Phone numbers for the Location Contact Details Copyright IBM Corporation 2011,

83 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Graphics This section type displays the graphic for the Location Graphic Building Measurements Measurements for the Location Area Measurements Area Summary Area Measurement Report for the Location Area Measurements Property Measurements Measurements for the Location Area Measurements Retail Measurements Measurements for the Location Area Measurements Units Area Measurements Floor Area Measurements Measurements for the Location Area Measurements Lease/Subleases List of leases and/or subleases for the Location Contracts Owned Property List of owned property for the Location Contracts Copyright IBM Corporation 2011,

84 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Units Assessment Condition Details Assessment Current Condition Index Summary Assessment System Repair and Replacement Funding Assessment Building System Items List of Building Systems associated with the Location Assessment Opportunities Assessment FCI History Assessment Inspection History Assessment Regulatory Information List of Regulatory Information records associated with the Location Assessment Valuation Assessment Copyright IBM Corporation 2011,

85 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Condition Index Summary Assessment Maintenance Details Geography Cost Index General Maintenance Details for the Location The Geography Cost Index is used as a multiplier to adjust a Cost Estimate for local conditions Maintenance Maintenance Note Geography Cost Index records are setup as standards in the Tools > Application Setup > Cost Estimates PM Schedules List of PM Schedules associated with the Location Maintenance PM Schedule List of PM Schedules associated with the Location Maintenance Safety Plans (Procedures) List of Procedures associated with the Location Maintenance Copyright IBM Corporation 2011,

86 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Building Systems List of Building Systems associated with the Location Maintenance Readings List of Readings associated with the Location Maintenance Warranties List of Warranties associated with the Location Maintenance Projects List of Projects associated with the Location Maintenance Tasks List of Tasks associated with the Location Maintenance Checklists Maintenance Meter Service Allocations Maintenance Transaction Log List of Transaction Log records associated with the Location. A Transaction Log record is created each time a Location is taken Offline or brought back Online Maintenance Copyright IBM Corporation 2011,

87 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Available Services Maintenance Service Matrix Records Maintenance Downtime Log List of Downtime Log records associated with the Location. A Downtime Log record is created each time a Location is taken Offline and brought back Online Maintenance MTBF Log Maintenance Carbon Credits Maintenance Welcome Package Links Reserve Equipment Reserve Reserve Administration Reserve Reservation Type Reserve Copyright IBM Corporation 2011,

88 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft General Information Reserve Reserve Details Reserve Quantity Available in Rooms Reserve Admin Groups Reserve Food Service Contracts List of Food Service Contracts associated with the Location Reserve Resources And Services Reserve LayOut Option Reserve Welcome Package Documents Reserve Space Standards Reserve Active Reservations Reserve Copyright IBM Corporation 2011,

89 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Move Policy Settings Specific Move questions (may override system settings) Move Location Cost Index Select a cost index for this Location Move Move Cost Estimates Overrides system settings Move Space Occupancy Settings Use to override the global settings for this location Space Management Real Property Type And Use Federal Legal Interest Federal Real Property Federal Status Federal Real Property Status Federal Reporting Organization Federal Reporting Agency Federal Copyright IBM Corporation 2011,

90 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Using Organization Federal Size Federal Utilization Federal Value Federal Condition Index Federal Mission Dependency Annual Operating Costs Federal Federal Main Location Federal Real Property Unique Identifier Congressional District Federal Federal Copyright IBM Corporation 2011,

91 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Installation / Sub- Installation Identifier Federal Restrictions Federal Building Environmental Metrics Carbon Emissions Summary Environmental CO2e values Environmental Scope 1 (Direct) Summary CO2, CH4, N2O, and Total CO2e values Environmental Scope 2 (Indirect) Summary Scope 3 Travel and Waste Summary CO2 values Environmental Travel and Waste CO2 values Environmental Carbon Log List of Carbon Logs for the Location Environmental Copyright IBM Corporation 2011,

92 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Energy Log List of Energy Logs for the Location Environmental Travel Log List of Travel Logs for the Location Environmental Emission Log List of Emission Logs for the Location Environmental Waste Log List of Waste Logs for the Location Environmental Water Log List of Water Logs for the Location Environmental Climate Log List of Weather Station data including the Station information and the heating and cooling degree days Environmental Carbon Credits List of Carbon Credits for the Location Environmental Energy Ratings Displays associated energy rating records for this location Environmental Copyright IBM Corporation 2011,

93 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft People Primary Location List of People for whom the Location is their Primary Location Details People Secondary Location List of People for whom the Location is their Secondary Location Details Associated Assets List of Assets associated with the Location Details Associated Equipment List of Specifications indicating other equipment located at the Location. Details This will typically be equipment that you are not tracking as Assets in the system. Space Standards List of Space Standards associated with the Location Details Allocation General General Allocation information for the Location Allocation Copyright IBM Corporation 2011,

94 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Current Space Class Defines Space Class Allocation Occupancy Allocations List of Organizations occupying the Space for space planning purposes Allocation Chargeback Allocations List of Organizations occupying the space for chargeback purposes Allocation People Primary Location List of people with location listed as their primary location Allocation People Secondary Location List of people with location listed as their secondary location Allocation Occupancy Details Summarizes the occupancy of the location Allocation Space Utilization Allocation Copyright IBM Corporation 2011,

95 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Area Overlays List of Area Overlays associated with the Location Allocation Note The Floor record can have secondary associations to Area Overlay records. Area Overlays can be used to represent sections or wings of a Floor. Area Overlay Allocations Area Overlays can have Organizations associated with them for charge back purposes. When an Organization is associated with an Area Overlay, the system generates an Area Level Allocation record. Allocation Area Overlay Allocation History Allocation Units Finishes Finish General Finishes Copyright IBM Corporation 2011,

96 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Floor Finishes Base Finishes Walls Finishes Ceiling Finishes Room Finish Notes Finishes Regulatory Information Calendar Details List of Regulatory Information records associated with the Location Reserve information: Time Zone and Reservable flag Regulatory Calendar Details External Mail Server Details Information about the external server Calendar Details Availability Calendar Specifies when the Location is available Calendar Details Calendar Displays this month s calendar Calendar Copyright IBM Corporation 2011,

97 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft Transaction Log History Downtime Log History MTBF Log History Move Request Line Item Log History Manual Approvers (In Addition to Approval Requirements) Lists who is an approver in addition to approval requirements Notifications Approval Reviews Lists approval reviewers Notifications Status Change Notifications Lists who will be notified of status changes in this Location record Notifications Comments Log for Comments associated with the Location record Notes & Documents Related Documents List of Documents associated with the Location record Notes & Documents Copyright IBM Corporation 2011,

98 Function Description Tab Building External Retail Location Floor Land Location Category Property Proposed Retail Location Proposed Site Retail Center Retail Location Space Space Group Structure Vertical Shaft GIS Displays a GIS map pinpointing the Location in the record. GIS Form Form report(s) for the Location Reports Copyright IBM Corporation 2011,

99 The following describes the functional areas shown in the matrix above. Use the matrix above as a guide. The functional areas are described using a sample Location record. The functionality is similar on other Location forms. General, Details (Ref: Building) General Tab: General Section: ID: Enter an ID for record, or if you leave the ID field blank the system auto-generates a unique ID on the Create Draft or Activate action. Status: System generated Image: Select an image for the Location (optional). Name: Enter the name of the Location. Hierarchy Path: The full path in the hierarchy for the Location record, including the Location Category. Hierarchy Path is system generated and includes the current Location and all parent Locations. The hierarchy path is used often as the search and display field on associated objects. (Ref: Building) General Tab: Details Section: The fields in this section vary depending on the Location form. Enter details as appropriate. Environmental Details (Ref: Building) General Tab: Environmental Details Section: Enter the details as required. Carbon Calculation Method: Whether or not you wish to estimate or use actual energy use data. Click the List icon and select from Estimated or Actual Energy Use. Copyright IBM Corporation 2011,

100 Carbon Calculation Region: Click the Search icon and select from the choices. Total CO2e (Carbon Footprint): Enter the value. If the Carbon Calculation Method = Actual Energy Use, the system auto-populates this field based on the latest Carbon Footprint calculation. Certification Level: Click the Search icon and select from Certified, Gold, Silver, or Platinum. Total CO2e (Carbon Footprint) Equity Share: The Total CO2e (Carbon Footprint) multiplied by the Equity Share percentage. This is auto-populated from the Carbon Log. Equity Share (Percent) : Enter your company s economic interest in this location. It is a factor for the Carbon Emission Calculation and Greenhouse Gas credits. Occupancy Rate (Percent): The percent the Location is occupied. Total Area Occupied: The total gross area occupied. Company Pays Utilities: Click the List icon and select either Yes or No. Electric Metering Type: Click the List icon and select from Metered, Not Metered, or Master Metered. Energy Reporting Exempt Status: Click the List icon and select from the choices presented. Select Yes if the Location is exempt from energy reporting requirements. Weather Station: Enter a few characters of the value to take advantage of autocomplete or click the search icon. The system populates Climate Zone and Climate Division from the Weather Station selected. Total Annual Utility Bills: Enter the amount and the currency. Annual Energy Use: Enter the amount. Last Update: The system auto-populates the date when it updates the data. Carbon Calculation Needed: Select this check box to force the system to perform a carbon calculation for this Location. Copyright IBM Corporation 2011,

101 Energy Rating Setup, Energy Rating Result You will find detailed information about the Energy Rating Setup section and the Energy Rating Result section in the ENERGY STAR Connector chapter of the IBM TRIRIGA 10 Connector User Guide. (Ref: Building) General Tab: Energy Rating Setup Section: Energy Rating Type: Click the Search icon and select from the choices. Baseline Date: Provide the baseline date. Baseline Rating: Provide the baseline energy rating. Target Date: The date you expect to reach the Target Rating. Target Rating: Establishes the energy rating goal. Click Set Baseline to set the baseline data for the location. The system sets the baseline value from the most recent energy rating from the baseline date. If there is no baseline date, the system sets the baseline date and baseline value from the earliest energy rating record. Energy Rating Result Section: Displays the most recent energy rating record, showing the Energy Rating Type, Actual Rating, Target Date, Target Rating, Update Type, and Projected Yearly Savings. Click Update to create energy rating records manually. Tip The Update action is not available until the record has been saved. Units, Location Graphic (Ref: Building) General Tab: Units Section: Currency, Area Units, Length Units, Carbon Calculation UOM, and Energy Reporting UOM: Select the appropriate Unit of Measure. Note The IBM TRIRIGA applications ensure consistency across Units of Measure (UOM) by pointing all fields on an object to a common UOM field. For example: On the Building record, all Currency fields can be in US Dollars, all Area fields can be in square-feet, and all Length fields can be in feet and inches. Copyright IBM Corporation 2011,

102 Carbon Reporting UOM: Auto-populated from the value in the Environmental Settings section of Application Settings in Tools > System Setup > General. Can be changed for this Location. Location Graphic Section: Displays the browser-graphic associated with the Location. Note Evaluate your use of currencies during implementation and add or remove currencies pertinent to your company s needs prior to adding data records. Failure to do so before creating records could cause conversion issues or data loss on those records. Do not remove or change a currency Unit of Measure (UOM) after implementation. Location Status, Primary Address, Primary Phone Numbers, Reporting (Ref: Building) General Tab: Location Status Section: In Service: Typically the date the Location was constructed or last major renovation date. The In Service date is used on the Assessment tab as part of the formula that calculates the End of Useful Life for the Location. Actual Retirement: The date the Location is retired from the active portfolio. (Ref: Space) General Tab: Location Status Section (Space/Vertical Shaft): Note The fields and actions displayed in the Location Status section change based on the Offline or Online status. Location Status: Read-only. Displays the current status classification Location Status Color: Read-only color The Status Color is derived from the Status Classification record. In Service: Typically the date the Location was constructed or last major renovation date. Actual Retirement: The date the Location is retired from the active Portfolio. Copyright IBM Corporation 2011,

103 Last Inventory: The date of the last inventory assessment. Inventory Method: Select the Inventory Method (Automated, Manual, Scanned). Online Date: The date of the last Online action. Offline Date: The date of the last Offline action. Expected Online Date: The date the Location is expected to be brought back Online. Earliest Available Date: Calculated by the system based on the information in the Offline Location form. Latest Available Date: Calculated by the system based on the information in the Offline Location form. (Ref: Space) Offline Location Form Selecting the Offline action on the Location Status section opens the Offline Location form. Complete the form and select the Create action. No End Date: Select No End Date to place a space Offline for the remainder of the space s life span. The space is then unavailable for commitments starting on the Offline Date. Note If an Asset or Location that is designated as Reservable is taken Offline, the system places a commit against the Asset/Location schedule for the duration between the Offline Date and the Expected Online Date. The commit is removed when the Online form is processed. Note Each Offline Location form changes the Location status to Offline for Maintenance or Offline for Repair and creates a Log record. All Offline Log records can be viewed on the History tab. (Ref: Space) Online Location Form Selecting the Online action on the Location Status section opens the Online Location form. Complete the form and select the Create action. Each Online Location form changes the Location status to Available and creates a Log record. All Online Log records can be viewed on the History tab. Each Online Location form also triggers the creation of a Downtime Log record (downtime duration = Online Date/Time Offline Date/Time) Copyright IBM Corporation 2011,

104 (Ref: Building) General Tab: Primary Address Section: Enter the Primary Address for the Location. A Building, Structure, or Retail Location record inherits values from the parent Property. Primary Phone Numbers Section: Enter the Primary Phone Numbers for the Location. Reporting Section: Displays the names and links to the Location s parent records. The fields in the Reporting section vary based on the form. Contacts, Other Addresses, Other Phones (Ref: Building) Contact Details Tab: Contacts Section: General contact information If this is a Retail establishment, be sure to assign a person in the role of manager so that when the help desk/contact center is recording a ticket they can see who the manager is at the building. The IBM TRIRIGA Approval process can route for Approval based on the Contacts listed on the Location record. The Approval process resolves the approver based on the Contact Role and/or the Person in this section. Other Addresses Section: Enter any additional addresses for the location such as Bill To address and Ship To address. Other Phones Section: Enter any additional phone numbers for the Location. Copyright IBM Corporation 2011,

105 Graphic (Ref: Building) Graphic Tab: Graphics Section: The Graphics section displays the browser-based graphic associated with the Location. The Graphics section can be an image file or a file exported from your IBM TRIRIGA CAD Integrator application. (Ref: Space) Graphic Tab: Graphics Section: The Graphics section displays the browser-based graphic associated with the Location. For Spaces, the Graphics section typically displays the floor plan with the Location highlighted. Area Measurements, Area Summary (Ref: Building) Area Measurements Tab: Measurements Section: The Measurements section displays area measurements for the Location. The measurements displayed vary based on the form. Measurements are rollups from child Floor records and typically include: Gross Area Rentable Area Usable Area Property, Building, or Floor Common Area and R/U (Rentable to Usable) Ratios Area Summary Section: This section contains a report that summarizes the key area measurements for the location. The report varies based on the form. Measurements are rollups from child Space records. Copyright IBM Corporation 2011,

106 Space Measurements, Current Use Space Classification IBM TRIRIGA provides a user configurable system for set up and management of Space Classifications. During planning and set up of your system you should review the Space Classifications delivered with the product and make any modifications to the data necessary to reflect your industry, market, or business and reporting needs. Once your Space Use Classifications are set up, they can be applied across your portfolio for consistency and standardization. Changing a designation (for example: you want to change a Space Classification from Floor Common to Building Common) can be done at the Classification level and the change will be reflected across the portfolio. Note Space Use Classifications in the IBM TRIRIGA system can be set up to mirror the Area Measurement Standards recommended by industry organizations such as IFMA and BOMA and/or they can be tailored to meet your specific business standards. This section describes the setup and business logic behind Space Use Classifications and how they are applied to spaces in the system. (Ref: Space) General Tab: Space Measurements Section: Area (Imperial and Metric): The actual area of the space. Gross Area (Imperial and Metric): Typically the Gross Area field is 0. You can use the Gross Area field when defining a larger space that may contain one or more spaces. (Ref: Space) General Tab: Current Use Space Classification Section: This section is used to classify the type of Space. The classification selected determines how the Space Area rolls up for Floor, Building, Structure, and Property level Area Summaries, and how the space is prorated during a Space Audit. Note The IBM TRIRIGA application is delivered with a default set of Current Use Space Classifications that include those supported by IFMA and BOMA. You may wish to alter these Classifications to better fit your industry or business and reporting needs. Note The Area, Gross Area, and Space Classification can be populated using the IBM TRIRIGA CAD Integrator. You also can Create, Edit, and Retire Space records using the IBM TRIRIGA CAD Integrator. Current Use Space Class: Copyright IBM Corporation 2011,

107 Used to classify how the Space is currently being used. Note Use the Find action and view and select the Space Use Classification. Do Not Include in Area Rollup: If checked, the Space will not be included in Floor, Building, Structure, and Property Area Summaries As Designed Space Class: Used to record the original design intent of the Space Way Finder Weight: Enter the Way Finder weight (see side note) Surcharge: If applicable, enter the amount and UOM. Note The Way Finder Weight field is used when determining the shortest route between two Spaces. For example: You might put a higher Way Finder Weight (10) on the CEO Conference Room since you do not want people to be walking through it when going from the top floor to a lower floor. You would put a lower Way Finder Weight (1) on the corridor you would prefer them to use. Note When you select the Current Use Space Classification several other fields in this section are populated (some are read-only). These fields are described below. Space Class Current Classification Space Class Current Classification records are managed in the Classification hierarchy. Several of the fields from the Classification record are copied to the Space record when a Note The values delivered with the product for Proration Type are as follows: Not Applicable Building Common Building Shared Floor Shared Office Other Tenant Copyright IBM Corporation 2011,

108 Classification is selected. Name: The name of the Classification. This is the name displayed in queries, reports, and on the Space record. Color: A color for the classification. The color is used when you query and color-code the Floor Plan for Space Class. OSCRE Standard: Flags this record as an OSCRE Space Class Standard. OSCRE Code: OSCRE s code for this record. Proration Type: The proration type is used to normalize the many Space Class records into categories. It is used by the system for prorating Space during the Space Audit process. Surcharge: You can define a surcharge for the Space Class. The surcharge is applied when calculating the charge back costs for Space Level Allocation and Space Audit records Exclude from Rentable: If checked, the Area of any Spaces associated with the Space Classification will NOT be included as part of the Rentable Area calculations Exclude from Usable: If checked, the Area of any Exterior Walls Floor Common Store Vertical Penetration Tip You may wish to change the name of the Proration Type field to Space Type if your company is not using the BOMA standard for Area Measurement. Note The Surcharge value is defaulted to the Space record from the selected Space Classification record, but can be changed for each Space if needed. Note When the IBM TRIRIGA system calculates the Rentable Area, the system will NOT include spaces where the Exclude from Rentable field is checked. For example: Vertical Penetrations are typically excluded when calculating Rentable Area. You would, therefore, check the Exclude from Rentable field on all Vertical Penetration Space Class records. Note When the IBM TRIRIGA system calculates the Usable Area, the system will NOT include spaces where the Exclude from Usable field is checked. For example: Building Core and Service Areas and Primary Circulation are typically excluded when calculating Usable Area. You would, therefore, check the Exclude from Usable field on all Building Core and Service Areas and Primary Circulation Space Class records. Note If a Space is associated with a Space Classification where Vacant Common is checked, the system will change the Occupancy Status field for the Space to Vacant Common. Use Vacant Common for spaces that are not occupied by employees, such as Utility Closets, Lobbies, Toilets, etc. When you run Graphic Queries to color-code the Floor Plan based on Occupancy Status (Vacant, Occupied, Shared, and Vacant Common), then Vacant Common will be colored a unique color and will not Copyright IBM Corporation 2011,

109 Spaces associated with the Space Classification will NOT be included as part of the Usable Area calculations Vacant Common: Select the Vacant Common check box if the Space is typically not occupied, such as an Electrical Closet or Toilet. Property Common: Check if the Space Class is to be included in the Property Common rollup. Building Common: Check if the Space Class is to be included in the Building Common rollup. Floor Common: Check if the Space Class is to be included in the Floor Common rollup. OSCRE mapping to new IFMA-BOMA: Maps the OSCRE values to the IFMA/BOMA values for Exterior Gross, Interior Gross, Assignable, Rentable, and Usable for report rollups. See the chart to the right for values. override the Vacant, Occupied, Shared designations of spaces such as Offices and Workstations. Note If a Space is associated with a Space Classification where Property Common is checked, the system will include the Area of that Space in the Property Common totals and the Property R/U Ratio calculation; and will prorate that Area at the Property level during the Space Audit process. Note If a Space is associated with a Space Classification where Building Common is checked, the system will include the Area of that Space in the Building Common totals and the Building R/U Ratio calculation; and will prorate that Area at the Building level during the Space Audit process. Note If a Space is associated with a Space Classification where Floor Common is checked, the system will include the Area of that Space in the Floor Common totals and the Floor R/U Ratio calculation; and will prorate that Area at the Floor level during the Space Audit process. Note OSCRE mapping to IFMA/BOMA. Copyright IBM Corporation 2011,

110 Occupancy (Ref: Space) General Tab: Occupancy Section: Headcount Occupancy Status: Read-only field displays the current Headcount Occupancy Status (Vacant (Headcount = 0), Partially Occupied (Capacity > Headcount and Headcount > 0), Occupied (Capacity = Headcount), Over-Allocated (Capacity < Headcount), Vacant Common). Chargeback Status: Read-only field displays the current Chargeback Status (Vacant (no Charge To Organization), Occupied (more than 1 Charge To Organization), or Vacant Common). Headcount (Primary): Read-only field displays the total headcount where the Space is designated as the Person s Primary Location. Headcount (Other): Read-only field displays the total headcount where the Space is designated as the Person s Secondary Location. Seats Allocated: Read-only field displays the number of seats allocated. Percent Occupied: Read-only field displays Seats Allocated divided by Capacity. Remaining Vacant: Read-only field displays Capacity minus Seats Allocated. Capacity: Enter the capacity of the Space. Shared Capacity Factor: The desk-sharing ratio. For example, an office with 1 seat that is shared by a day shift and a swing shift person, 2 people to 1 seat, making the desk-sharing Copyright IBM Corporation 2011,