Facility Assessment User Guide

Transcription

1 IBM TRIRIGA Version Facility Assessment User Guide Copyright IBM Corp i

2 Note Before using this information and the product it supports, read the information in Notices on page 59. This edition applies to version 10, release 3, modification 1 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 FACILITY ASSESSMENT... 2 Facility Assessment Process... 3 Multifaceted Approach... 4 Facility Condition Index (FCI) and System Condition Index (CI) PLANNING... 6 Setup, Classifications, and Templates... 6 Building System Class and Related Classifications... 6 Building System Class Opportunity Class Priority Class Condition-Related Classifications Condition-Related Classification Records Building System Templates Cost Estimates ASSESSING Facility Data Management Building Assessment Data (Property, Structure, and Land are similar) Real Property Information Model Building System Item Opportunities Inspection Request Process Inspection Request ANALYSIS Funding (Opportunity) Analysis Facility Assessment Analysis... 46

4 5. EXECUTION Deferred Items Process Deferred Opportunities Funding Request Process Funding Request INDEX NOTICES Privacy Policy Considerations Trademarks... 60

5 About This Guide This guide describes the procedures for operating, modifying, and maintaining the IBM TRIRIGA Facility Assessment application. The guide 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 supports operations and maintenance managers, technicians, and system personnel responsible for facility assessment, and for setting up, tracking, and maintaining information around corrective and/or preventive maintenance. Prerequisites This guide assumes the reader has a basic understanding of the 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,

6 1. Facility Assessment Facility Assessment is a comprehensive process that provides objective and subjective analysis of the existing and projected future condition of Facilities, as well as the Building Systems and Assets within those Facilities. This process determines the immediate and long-term cost liabilities for the assessed building systems. It enables the organization to address the operational requirements along with required funding requirements. This assures that Buildings, Structures, and Systems are maintained in a proactive manner. Why is Facility Assessment important? Facility Assessment is a key component in understanding the life-cycle, condition, and life-cycle costs of Buildings, Structures, Building Systems, and Assets (providing better tactical and strategic asset management decisions) Facility Assessment provides the data, analysis, and reports for C-level action (translates operational data into financial needs and a Remediation Plan) What are the challenges addressed by Facility Assessment? Ongoing decisions based on incomplete and outdated information on large real estate portfolios De-centralized and incompatible capital asset data, making access to data cumbersome Aging buildings/structures and rising deferred maintenance, with no means to prioritize projects No means to implement a rational and equitable funding process Barrier of translating facilities data into financial terms to validate funding requests Reduced budgets require more sophisticated appropriation processes Does the building/structure satisfy the occupant s mission? How does Facility Assessment address these challenges? Defensible reporting of condition data and funding needs Budget justifications all the way up the line Long range forecasting for master planning and budgeting strategies Analysis tools to gain insight into how funding impacts the value of the portfolio Project planning capabilities to leverage optimal procurement strategies (balancing opportunities (deficiencies) against other program needs) Using the IBM TRIRIGA Facility Assessment application, organizations can efficiently manage the condition of all the items that are utilized within a building or structure. The key features of this process are as follows: Identify the estimated replacement costs associated with Facilities and the various Building Systems Identify potential problems and the criticality of those problems, preventing damage and costly breakdown to Building Systems and Assets Provide a central repository of condition information and analysis Estimate the costs for identified opportunities (deficiencies) Integrate directly with other IBM TRIRIGA modules (such as Portfolio Management, Request Management, Service Management, Project Management, Contract Management, Finance Management, and Inventory Management) for centralized management and execution of inspections, and remediation Copyright IBM Corporation 2011,

7 Facility Assessment Process The Facility Assessment Process is divided into four phases Planning, Assessing, Analysis, and Execution. Planning: Define your assessment and analysis program goals and criteria. Develop the standards, templates, procedures, and setup data required to support those goals. Assessing: Perform facility/system inspections. Identify the physical and functional condition of the facility and its component systems. Identify problem conditions (opportunities) that require attention. Estimate costs associated with remedial action for identified opportunities. Incorporate photos, drawings, and other documentation necessary to describe the condition and opportunities. Incorporate assessed data into the overall Facility Assessment and Portfolio database. Analysis: Maintain real-time and historical Facility Condition Index (FCI) and System Condition Index (CI) ratings. Perform analysis and determine funding alternatives and priorities. Review against targets and goals established during planning phase. Document facility and system condition data in financial terms. Execution: Develop short and long term Facilities plans. Plan and execute Facilities and Capital Projects. Integrate opportunity remediation with ongoing Corrective and Preventive Maintenance programs. Update facility and system condition, opportunity status, and overall FCI/CI as Projects and Tasks are completed. Evaluate for process improvements. Facility Assessment Process Copyright IBM Corporation 2011,

8 Multifaceted Approach The IBM TRIRIGA Facility Assessment application provides a multifaceted approach. Multifaceted Approach Facility Condition Index (FCI) and System Condition Index (CI) The IBM TRIRIGA Facility Assessment application incorporates the industry standard FCI and CI calculations. FCI or CI = Total Cost of Opportunities / Current Replacement Value The IBM TRIRIGA system provides 2 levels of FCI and CI calculations based on the Priority of the opportunities. This allows you to capture and log all opportunities, but only include those you want in your FCI/CI calculations. Default Priority values are shipped with the product, but you can modify these values to meet your specific business needs: 1 - Critical failure is imminent and code violations 2 - Will become critical in 1 2 years 3 - Will become critical in 3 4 years 4 - Wish List (nice to have) Copyright IBM Corporation 2011,

9 5 - Grandfather code issues and ADA 6 - New Construction Term Condition Index Facility Condition Index (FCI) Condition Index (CI) or System Condition Index (SCI) Current Replacement Value Cost of Deficiencies Description An industry standard calculation for measuring the condition of a facility, group of facilities, or systems within a facility The Condition Index when applied to a Facility (normally at the Building or Structure level) The Condition Index when applied to a System within a Facility Facility = Total Gross Area * Replacement Cost per UOM System = Replacement Cost of Facility * System % of Facility Cost Total cost of identified deficiencies based on Priority Copyright IBM Corporation 2011,

10 2. Planning Setup, Classifications, and Templates The setup for Facility Assessment primarily involves creating records for the various Classifications used throughout the application. The IBM TRIRIGA application ships with default values for these Classifications, but you should review them in detail prior to implementation and change them if necessary to better meet your company s goals and criteria. IBM TRIRIGA describes changes that are needed due to environmental or non-environmental Opportunities. The Opportunity Type field identifies which one. The following sections describe the various Classifications required for Facility Assessment and the default values in the shipped product. Building System Class and Related Classifications The Building System Classification is the key classification for the Facility Assessment application. Most records in the application relate back to the Building System Class in some aspect. This provides a way to centrally report across Buildings/Structures; or across the entire Portfolio for Building System Items, Costs, and Opportunities (Deficiencies) related to a particular Building System Class. The following diagram shows the relationships between the various Classifications. Note Procedures are not a Classification, but are shown here because they have a direct relationship to the Building System Classification. For details on Procedure records, refer to the IBM TRIRIGA 10 Maintenance and Service Management User Guide. Building System Classification Relationships Tip The IBM TRIRIGA application ships with default records for all Classifications (as shown below). During your planning and setup phase of implementation you should evaluate and modify these values as needed to best suit your business needs. Copyright IBM Corporation 2011,

11 Classification Building System Class Description The Building System Class is a Classification intended to hold 'standard' Building System designations to ensure consistency throughout the portfolio. Most commonly this is based on the UNIFORMAT II standard. Users can decide which level/levels are appropriate for their installation. Also, many users use a modified version of the UNIFORMAT II standard, or another industry standard, in order to include building systems not covered by the current standard. The IBM TRIRIGA system is designed so you can use any Building System standard or a user-defined standard. Default values shipped with the product include: Building System Class (Building System Class) A SUBSTRUCTURE (Building System Class) o A10 Foundations (Building System Class) o A20 Basement Construction (Building System Class) B SHELL (Building System Class) o B10 Superstructure (Building System Class) o B20 Exterior Enclosure (Building System Class) o B30 - Roofing (Building System Class) C INTERIORS (Building System Class) o C10 Interior Construction (Building System Class) o C20 Stairs (Building System Class) o C30 - Interior Finishes (Building System Class) D SERVICES (Building System Class) o D10 Conveying (Building System Class) o D20 Plumbing (Building System Class) o D30 - HVAC (Building System Class) o D40 Fire Protection (Building System Class) o D50 - Electrical (Building System Class) E EQUIPMENT & FURNISHINGS (Building System Class) o E10 Equipment (Building System Class) o E20 Furnishings (Building System Class) F SPECIAL CONSTRUCTION & DEMOLITION (Building System Class) G BUILDING SITEWORK (Building System Class) Priority All Opportunity records in the system must have a Priority. The Priority can be used for reporting. The setting on the Priority record also defines if the Opportunity record is included in the FCI/CI calculations (Level 1 and/or Level 2). Default values shipped with the product include: 1 - Critical failure is imminent and code violations 2 - Will become critical in 1 2 years 3 - Will become critical in 3 4 years 4 - Wish List (nice to have) 5 - Grandfather code issues and ADA Copyright IBM Corporation 2011,

12 Classification Description 6 - New Construction Opportunity Class The Opportunity (Deficiency) Class contains a master list of types of Opportunities (Deficiencies). On each Building System Class record, you can define which Opportunities from the overall list apply to that Building System. Note When a user is creating a new Opportunity record in the system, they use this list to classify the Opportunity. Default values shipped with the product include: Building System Deficiency Class (Building System Deficiency) Age (Building System Deficiency Admin) Alignment Changes (Building System Deficiency Admin) Asbestos Present (Building System Deficiency Admin) Broken Tiles (Building System Deficiency Admin) Code Requirement (Building System Deficiency Admin) Condensation (Building System Deficiency Admin) Corrosion (Building System Deficiency Admin) Cracks (Building System Deficiency Admin) Cuts or Holes (Building System Deficiency Admin) Decay (Building System Deficiency Admin) Deflection (Building System Deficiency Admin) Deterioration Changes (Building System Deficiency Admin) Discoloration (Building System Deficiency Admin) Evidence of Moisture (Building System Deficiency Admin) Excessive Wear (Building System Deficiency Admin) Fading (Building System Deficiency Admin) Handicapped Hazards (Building System Deficiency Admin) Holes or Tears (Building System Deficiency Admin) Irregular Surface (Building System Deficiency Admin) Joints (Building System Deficiency Admin) Leakage (Building System Deficiency Admin) Lifting or Cupping (Building System Deficiency Admin) Loose Tiles (Building System Deficiency Admin) Misc. (Building System Deficiency Admin) Moisture Penetration (Building System Deficiency Admin) Odors (Building System Deficiency Admin) Porosity (Building System Deficiency Admin) Sealing (Building System Deficiency Admin) Seam Conditions (Building System Deficiency Admin) Settlement (Building System Deficiency Admin) Shrinkage (Building System Deficiency Admin) Copyright IBM Corporation 2011,

13 Classification Description Spalling (Building System Deficiency Admin) Stains (Building System Deficiency Admin) Surface Material Deterioration (Building System Deficiency Admin) Temperature Changes (Building System Deficiency Admin) Tripping Hazards (Building System Deficiency Admin) Unevenness (Building System Deficiency Admin) Repair Class The Repair Class contains a master list of types of Repairs. Each Deficiency Class can have a defined set of Repair Class records. Note Once a user selects the Deficiency Class for a newly created Opportunity (Deficiency) record, they can select a Repair Class from a drop-down list. The Repair Class records in the drop-down list are filtered to display only those related to the Deficiency Class selected. Default values shipped with the product include: Building System Repair Class (Building System Repair) Repair - Major (Building System Repair Admin) Repair - Minor (Building System Repair Admin) Replace (Building System Repair Admin) Severity Class The Severity Class contains a master list of types of Severity. Each Deficiency Class can have a defined set of Severity Class records. Once a user selects the Opportunity Class for a newly created Opportunity (Deficiency) record, they can select a Severity Class from a drop-down list. The Severity Class records in the drop-down list are filtered to display only those related to the Deficiency Class selected. Default values shipped with the product include: Building System Severity Class (Building System Deficiency Severity) Critical failure is imminent or code violations (Building System Deficiency Severity Admin) Grandfather code issues and ADA (Building System Deficiency Severity Admin) Will become critical in 1 2 years (Building System Deficiency Severity Admin) Will become critical in 3 4 years (Building System Deficiency Severity Admin) Wish list nice to have (Building System Deficiency Severity Admin) Category The Category Class provides a way to group Building Systems for reporting purposes. For example: Building Envelop, Architectural Features. Default values shipped with the product include: Building System Category Class (Building System Category) Architectural System (Building System Category Admin) Copyright IBM Corporation 2011,

14 Classification Description Building Envelop (Building System Category Admin) Building System (Building System Category Admin) Coatings (Building System Category Admin) Roads, Paving, and Grounds (Building System Category Admin) Serviceability Class The Serviceability Class provides an extension to the Building System Class for use with the ASTM (American Society for Testing and Materials) Standards on Whole Building Functionality and Serviceability. Default values shipped with the product include: Serviceability Index Class (Serviceability Index) Group and Individual Effectiveness (BSI Serviceability Index Admin) Thermal Environment and Indoor Air (BSI Serviceability Index Admin) Air (BSI Serviceability Index Admin) Contaminants from Building Sources (BSI Serviceability Index Admin) Indoor Air Quality (BSI Serviceability Index Admin) o o o o Contaminants from Building Sources (BSI Serviceability Index Admin) Effects on Occupants (BSI Serviceability Index Admin) Exhaust to Outside (BSI Serviceability Index Admin) Smoking (BSI Serviceability Index Admin) Local Adjustments by Occupants (BSI Serviceability Index Admin) o o o Air (BSI Serviceability Index Admin) Temperature (BSI Serviceability Index Admin) Windows (BSI Serviceability Index Admin) System Capability and Controls (BSI Serviceability Index Admin) o o o Automation and Monitoring (BSI Serviceability Index Admin) Compliance with Target Range (BSI Serviceability Index Admin) Response to Occupant Requests (BSI Serviceability Index Admin) Temperature and Humidity (Building System Class) o Air Movement (Building System Class) Service Assignment Class The Service Assignment Class allows you to link a Building System Class record to the discipline or trade that normally services that system. For example: Facilities, Plumbing, Electrical, Mechanical, Interiors, or Security. The Service Assignment Classification is used throughout the IBM TRIRIGA applications, and is especially important in Inventory and Service Management. Default values shipped with the product include: Service Assignment Class (Service Assignment Class) Conference Services (Service Assignment Class) o Food Services (Service Assignment Class) Copyright IBM Corporation 2011,

15 Classification Description Building System Class Contract (Service Assignment Class) o o Prime Contract (Service Assignment Class) Standard Contract (Service Assignment Class) Facilities (Service Assignment Class) o o o o Appliances (Service Assignment Class) Electrical (Service Assignment Class) Mechanical (Service Assignment Class) Plumbing (Service Assignment Class) Information Technology (Service Assignment Class) o o o Hardware (Service Assignment Class) Networking (Service Assignment Class) Software (Service Assignment Class) Inventory (Service Assignment Class) Office Services (Service Assignment Class) Project (Service Assignment Class) o o o o o o o o o Architectural (Service Assignment Class) Civil (Service Assignment Class) Equipment (Service Assignment Class) Fire Protection (Service Assignment Class) Hazardous Materials (Service Assignment Class) Interiors (Service Assignment Class) Landscape (Service Assignment Class) Other (Service Assignment Class) Structural (Service Assignment Class) Real Estate Services (Service Assignment Class) Security (Service Assignment Class) o o o Cores (Service Assignment Class) Keys (Service Assignment Class) Locks (Service Assignment Class) Telecommunications (Service Assignment Class) The Building System Class is a Classification intended to hold standard Building System designations to ensure consistency throughout the portfolio. Most commonly this will be based on the UNIFORMAT II standard. Users can decide which level/levels are appropriate for their installation. Also, it is expected that many users will use a modified version of the UNIFORMAT II standard, or another industry standard, in order to include building systems not covered by the current standard. The IBM TRIRIGA system is designed so you can use any Building System standard or a user-defined standard. Note The IBM TRIRIGA application ships with the UNIFORMAT II standard. It can be changed, if needed, to suit your business requirements. The Building System Class records also contain several default values as described below. Copyright IBM Corporation 2011,

16 To configure the Building System Class: To Configure the Building System Class Step 1 In the General section: ID: Enter the reference number for the Building System Class Status: This read-only field is populated by the system Name: Enter the Name of Building System Class Note The Name field is used as the primary sort field in queries. It will help to prefix it with the Building System ref #. Description: Enter a Description Color: Used in some visual reporting (not required) Hierarchy Path: This read-only field is populated by the system Step 2 In the Details section: Building System Category: Select a Category Service Class: Select a Service Assignment Class A. Default Life Expectancy: The default system life expectancy B. Default Percent Of Building Cost: The default percent of the overall building cost C. Default Renewal Percent: The percent of the system that is normally replaced during component renewal D. Percent of Building Cost Adjusted for Renewal Percent (B*(C/100)) Tip The data entered in the Details section is used as default data when a Building System Class is selected on a System Template or to create a new Building System Item. While not required, entering the data at the Class-level maintains consistency across the application. These are default values only, and they can be adjusted for each System Template or Building System Item as needed. Note The Default Renewal Percent and the Percent of Building Cost Adjusted for Renewal Percent provide a means to specify the percent of the overall system that is typically replaced during a component renewal. For example: if you were to replace the roofing system, you normally would not replace the supporting decking and bar joists. You can use the Default Renewal Percent to adjust for items that are included in the overall system cost, but normally not replaced. Step 3 Review the Opportunity List sub tab and section. Select the Opportunity Classifications from the master list of Opportunities that apply to the Building System Class. Step 4 Click the Update Cost Line Items action to create a Repair Cost Estimate Line Item for each combination of Building System Class and Opportunity Class. The line items can be viewed and edited in the Repair Cost Estimate Item section. Copyright IBM Corporation 2011,

17 To Configure the Building System Class Note The Opportunity Class records selected here are used as a drop-down list on Opportunity records. Step 5 Review the Repair Cost Estimate sub tab and section. Enter the cost estimate information as required. Note The easiest way to create Repair Cost Estimate Line Items is to use the Update Cost Line Items action on the Opportunity List section. You can, however, create them manually. Note You can use the Maintenance Repair Cost Line Items for a quick cost estimate on Opportunity records. The lookup is based on the combination of Building System Class and Opportunity Class. Step 6 Review the Maintenance Repair Cost Line Item form. Step 7 Review the Safety Plans (Procedures) sub tab and section. Then Find or Add Procedures from the Procedure library applicable to the Building System Class. Opportunity Class The Opportunity Class contains a master list of types of Opportunities (Deficiencies). On each Building System Class record, you can define which Opportunities from the overall list apply to that Building System. Note When a user creates a new Opportunity record in the system, they use this list to classify the type of Opportunity. To configure the Opportunity Class: To Configure the Opportunity (Deficiency) Class Step 1 In the General section: ID: Enter the reference number for the Deficiency Class Status: This read-only field is populated by the system Name: Enter the Name of the Deficiency Class Description: Enter a Description Color: Used in some visual reporting (not required) Hierarchy Path: This read-only field is populated by the system Currency and Quantity Units: Select the appropriate Unit of Measure Step 2 Review the Repair Class section. Select the Repair Classifications from the master list of that apply to the Deficiency Class. Note The Repair Class records selected here are used as a drop-down list on Opportunity records. Copyright IBM Corporation 2011,

18 To Configure the Opportunity (Deficiency) Class Step 3 Review the Deficiency Severity section. Select the Severity Classifications from the master list that apply to the Deficiency Class. Note The Severity Class records can be selected here for information. However, they are not used on the Opportunity record. The Severity Class has been replaced with the Priority Class, which has a broader use. Priority Class All Opportunity (Deficiency) records in the system must have a Priority. The Priority can be used for reporting. The setting on the Priority record also defines if the Opportunity record is included in the FCI/CI calculations (Level 1 and/or Level 2). Note When a user is creating a new Opportunity record in the system, they will use this list to prioritize the Opportunity. To configure the Priority Class: To Configure the Priority Class Step 1 In the General section: ID: Enter the reference number for the Priority Class Status: This read-only field is populated by the system Name: Enter the Name of Priority Class Note The Name field is used as the primary sort field in queries. It will help to prefix the name so the sort will reflect the rating. Description: Enter a Description Color: Used in some visual reporting (not required) Rating: Enter the Rating for the Priority Class Include in FCI Level 1 Calculation: If checked, any Opportunity (Deficiency) records with this Priority Class will be included in the FCI Level 1 Calculation Include in FCI Level 2 Calculation: If checked, any Opportunity (Deficiency) records with this Priority Class will be included in the FCI Level 2 Calculation Hierarchy Path: This read-only field is populated by the system Condition-Related Classifications In addition to the various Classifications related to the Building System Classification, the IBM TRIRIGA Facility Assessment application uses several Classifications for classifying the Condition and Risk Impact for the various Building System Items. These condition-related Classifications each have a Name and a numerical Rating. The Ratings are used to provide a weighted score for each Classification and a total for each category (Total Condition Rating and Total Risk Impact). Note The Ratings for each Classification provide a means for comparative reporting and analysis both within a single Building/Structure and across the Portfolio. Copyright IBM Corporation 2011,

19 The following diagram shows the relationships between the Classifications. Condition-Related Classification Relationships Tip The IBM TRIRIGA application ships with default records for all Classifications (as shown below). During your planning and setup phase of implementation you should evaluate and modify these values as needed to best suit your business needs. Copyright IBM Corporation 2011,

20 Classification Observed Condition Description The Observed Condition Class is used to rate the condition of the Building System based on the general observation of the inspector. Default values shipped with the product include: Name Rating 1 Excellent Condition New or like new 5 2 Good Condition Some signs of minor wear and tear 4 3 Fair Condition Normal wear and tear still fully functional 3 4 Poor Condition Excessive wear and tear somewhat functional 2 5 Failed Condition non-functional; no longer working 1 Importance The Importance Class is used to rate the overall importance of the Building System for the function it is supporting. Default values shipped with the product include: Name Rating 1 High Importance 1 2 Medium Importance 2 3 Low Importance 3 4 Not Included in Program 4 Duty Cycle The Duty Cycle Class is used to rate the amount of usage the Building System is subjected to. Default values shipped with the product include: Name Rating 1 Little or no wear and/or usage 5 2 Minimum Levels 4 3 Normal Levels 3 4 Moderate Levels 2 5 High Levels 1 Copyright IBM Corporation 2011,

21 Classification Operating Environment Description The Operating Environment Class is used to rate the type of environment the Building System operates within. Default values shipped with the product include: Name Rating 1 Clean Environment with little to no adverse effects 5 2 Average Adverse environmental effects 4 3 Some adverse Environmental effects 3 4 Harsh Operating Environment w/high levels of adverse effects 5 - Excessively Harsh Operating Environment w/significant adverse effects 2 1 Current Corrective Maintenance Level The Current Corrective Maintenance Level Class is used to rate the level of the current Corrective Maintenance program. Default values shipped with the product include: Name Rating 1 High levels of Corrective Maintenance 1 2 Medium levels of Corrective Maintenance 2 3 Low levels of Corrective Maintenance 3 4 Little to no Corrective Maintenance required 4 5 New or like new 5 Current Preventive Maintenance Level The Current Preventive Maintenance Level Class is used to rate the level of the current Preventive Maintenance program. Default values shipped with the product include: Name Rating 0 Current Preventive Maintenance Level 0 1 No Preventive Maintenance 1 2 Minor Preventive Maintenance 2 Copyright IBM Corporation 2011,

22 Classification Description 3 Normal Preventive Maintenance per Manufacturer 3 4 At or above normal Preventive Maintenance 4 5 New or like new with established Preventive Maintenance Program 5 Appropriate for Use The Appropriate for Use Class is used to rate if the Building System is appropriate for how it is being used. Default values shipped with the product include: Name Rating 1 Completely Appropriate 1 2 Functionally Appropriate 10 3 Not Very Appropriate 20 4 Is Not Appropriate 50 Impact Health and Safety (Failure Impact A) The Impact Health and Safety Class is used to rate the impact that failure of the Building System will have on the health and safety of the occupants. Default values shipped with the product include: Name Rating 1 Low Potential for serious Accident 85 2 Medium Potential for serious Accident High Potential for serious Accident 305 Impact Core Business (Failure Impact B) The Impact Core Business Class is used to rate the impact that failure of the Building System will have on the Core Business operations. Default values shipped with the product include: Name Rating 1 Low Probability of Failure 65 2 Medium Probability of Failure High Probability of Failure 285 Impact Productivity The Impact Productivity Class is used to rate the impact that failure of Copyright IBM Corporation 2011,

23 Classification (Failure Impact C) Description the Building System will have on the Productivity of the occupants. Default values shipped with the product include: Name Rating 1 Impacts 0 to 50 People 45 2 Impacts 50 to 100 People Impacts more than 100 People 265 Impact Environment (Failure Impact D) The Impact Environment Class is used to rate the impact that failure of the Building System will have on the Environment. Default values shipped with the product include: Name Rating 1 Low Probability 25 2 Medium Probability High Probability 245 Impact Image (Failure Impact E) The Impact Image Class is used to rate the impact that failure of the Building System will have on the corporate Image. Default values shipped with the product include: Name Rating 1 Low Profile Area 15 2 Medium Profile Area High Profile Area 205 Condition-Related Classification Records The condition-related Classifications each have a Name and a numerical Rating. The Ratings are used to provide a weighted score for each Classification and a total for each category (Total Condition Rating and Total Risk Impact). Note The Ratings for each Classification provide a means for comparative reporting and analysis both within a single Building/Structure and across the Portfolio. All Classifications defined in this section use the typical Classification form. To configure the Classification record: Copyright IBM Corporation 2011,

24 To Configure the Classification Record Step 1 In the General section: ID: Enter the reference number for the Classification Status: This read-only field is populated by the system Name: Enter the Name of Classification Note The Name field is used as the primary sort field in queries. It will help to prefix the name so the sort will reflect the rating. Description: Enter a Description Color: Used in some visual reporting (not required) Rating: Enter the Rating for the Classification Hierarchy Path: This read-only field is populated by the system Step 2 Review the Classification Notes section. You can use this section to further describe the Classification (if needed). Building System Templates You can create Building System Templates for the various Building/Structure types in your Portfolio and use these Templates to seed Buildings/Structures with a standard list of Building Systems, including default values for: Building Class, Life Expectancy, Default Replacement Cost per UOM List of Building Systems with default values for each To configure the Building System Template: To Configure the Building System Template Step 1 Navigate to Tools > Administration > Templates. Select Building Systems. The current Templates will be displayed in the Results page. To create a new Template, select the Add action. A new Template record will open in a separate window. To open an existing Template, select the hyperlinked text for the record you want to open. A Template record will open in a separate window. Copyright IBM Corporation 2011,

25 To Configure the Building System Template Step 2 In the General section: ID: Enter the reference number for the Template Status: This read-only field is populated by the system Name: Enter the Name of Template Note The Name field is used as the primary sort field in queries. Description: Enter a Description Currency and Area Units: Select the appropriate Currency and Area Units for the Template Step 3 In the Details section: Building Class: Select the Building Class Default Life Expectancy: The default life expectancy Default Replacement Cost per UOM: The default replacement cost per SF/SM Total Percent of Building Cost: This read-only field is the sum of the Percent of Total Building Cost for the records in the Building System Template Items section Step 4 Review the Building System Template Items section. The Building System Template Items section contains the Building Systems and default values for the Building System Template. To create new Building System Template Items, select the Add action to manually create a new line item. Select the Find action to select from a list of Building System Class records. The system creates a Line Item and populates it with the default values for each selected Building System Class record. Step 5 You can edit the Building System Template Item record directly in the section on the Building System Template or you can open the record and edit the details individually. Cost Estimates The Cost Estimate page contains the objects, forms, and processes for creating unit price data and creating cost estimate line items. The Cost Estimate page is located on the Application Setup menu bar under the Tools menu bar. Copyright IBM Corporation 2011,

26 3. Assessing Facility Data Management Property, Land, Building, and Structure records in the IBM TRIRIGA system hold the primary Facility Assessment data. You can perform processes such as the following directly from the Property, Land, Building, and Structure records: Identifying and Managing Building System Items Managing Opportunities Managing Regulatory and Valuation information Initiating Inspection and Funding Requests Updating Component Renewal Dates and Amounts Managing FCI history records Building Assessment Data (Property, Structure, and Land are similar) Note The Building record is used for the description of features, functionality, and processes in this section. Similar tabs, sections, fields, and processes are available on the Property, Structure, and Land objects. Note Based on your user role and system access, you may see some or all of the information described in this section. You may also have read-only access to some of the tabs, sections, and fields. To configure the Building record: To Configure the Building Record Step 1 Review the General tab (top half) of the Building record. The General tab provides general information about the Facility. Step 2 Review the bottom half of the General tab. Step 3 Review the Contact Details tab of the Building record. The Contact Details tab contains additional contact information for the Building. Note The Contacts section contains a list of Contact Roles. This can be tied to Approvals and Notifications in the system issued when certain actions or events happen against the Building record. For example, the system can also be configured to route all new Opportunities (Deficiencies) to the person filling a specific role on a Building (such as a Building Condition Manager) for review and approval. Step 4 Review the Graphic tab of the Building record. The Graphic tab displays the graphic that has been associated with that Location. Copyright IBM Corporation 2011,

27 To Configure the Building Record Step 5 Review the Area Measurements tab of the Building record. The Area Measurements tab displays the Gross, Rentable, and Usable areas for the Location. The Area Summary section contains a report that shows the rollups of all lower level Locations. In the case of a Building record, the report shows rollups of area measurements from all Floors and Spaces. Note The area measurement information is typically input by the Facilities organization and can be linked to CAD drawings. Step 6 Review the Assessment tab of the Building record. The Assessment tab holds all information pertinent to managing Assessment data and processes for a Location (in this case, a Building). Step 7 Review the Units section (of the Assessment tab). Currency and Area Units: Select the appropriate Unit of Measure Note UOM: 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, all Currency fields might be in US Dollars, and all Area fields might be in square-feet. Step 8 Review the Condition Details section (of the Assessment tab). The following fields in this section describe the key Dates related to the Location: A. In Service Date: Typically the date the Location was constructed or last major renovation date B. Life Expectancy: Enter the life expectancy of the Location Note The Life Expectancy is auto-populated when a Building System Template is selected. C. Remaining Life: A subjective evaluation of the percent of life remaining D. Calculated End of Useful Life: The system calculates the expected end of useful life based on the In Service Date, Life Expectancy, and Remaining Life and the subsequent two renewal dates Next Planned Renewal Year 2 nd Planned Renewal Year 3 rd Planned Renewal Year Step 9 Review the rest of the Condition Details section (of the Assessment tab). The following fields in this section describe the key Area Measurement and Costs related to the Location: E. Gross Area: Read-only field, this value is the rollup of the Gross Area of all Active Floors F. Replacement Cost Per UOM: Enter the estimated replacement cost Copyright IBM Corporation 2011,

28 To Configure the Building Record Note The Replacement Cost Per UOM is auto-populated when a Building System Template is selected. G. Overhead Factor H. Calculated Replacement Cost (E*F*G) I. Manual Replacement Cost: You can use this field to manually enter a replacement cost, which may come from another source such as an appraisal Note Although a Manual Replacement Cost value may be entered directly, the bulk of the Facility Assessment calculations and indices are based on the Calculated Replacement Cost. The Facility Assessment Analysis action on the Condition Details section bar opens the Facility Assessment Analysis form. Step 10 Review the Facility Assessment Analysis form. Review the following sections of the General tab: General and Locations. Step 11 Review the Analysis Defaults section (of the Facility Assessment Analysis form). This section contains the input parameters for the Funding Analysis Summary report. Step 12 Review the Component Renewal section (of the Facility Assessment Analysis form). The Component Renewal section aggregates all component renewal costs by year. The Number of Years in Analysis field (from the Analysis Defaults section) determines the years. Step 13 In the Component Renewal section, use the Related Reports to select the Component Renewal graph view. Review the Component Renewal Costs Per Year graph. This graph displays the total Component Renewal Costs by Year for the analysis period. Step 14 Review the Funding Analysis Summary section (of the Facility Assessment Analysis form). This section displays the analysis report. Step 15 Review the Current Condition Index Summary section (of the Assessment tab). The Current Condition Index Summary section provides a real time view of your Condition Index (FCI). To capture the current FCI information and create an FCI History record, select the Create FCI History Record action. The FCI History form opens in a separate window. Note The Current Condition Index Summary section contains two levels of FCI calculations based on the Priority of the Opportunity records. In each Priority Classification record, you define if that Priority rolls up to Opportunity Level 1 and/or Opportunity Level 2. FCI Level 1 = Total Opportunity Cost Level 1/Calculated Replacement Cost FCI Level 2 = Total Opportunity Cost Level 2/Calculated Replacement Cost Green Condition Index Level 1 = Total Environmental Opportunity Cost Level 1/Calculated Replacement Cost Copyright IBM Corporation 2011,

29 To Configure the Building Record Step 16 Review the FCI History record. The FCI History record captures a snapshot of the current Replacement Cost, FCI calculations, and Total Deficiency Costs. Create Condition Index History Record for all Building System Items: If selected, the system also creates a CI history record for each Building System Item associated with the Building. Select the Create History Record action when done. Step 17 Review the System Repair and Replacement Funding section (of the Assessment tab). In the System Repair and Replacement Funding section, you can input information regarding your actual funding versus required funding. U. Funding Percent Required: Enter the percent of the Replacement Cost recommended for required maintenance funding. This should be derived from an industry recognized source. R. Funding Required (H*U): The system calculates the required funding based on your Funding Percent Required. S. Funding Available: Enter your actual funding. T. Funding Shortfall (R-S): The system calculates your funding shortfall. V. Funding Percent Available (S/R*100): The system calculates the funding percent available. Note It can be argued that a Funding Shortfall in itself indicates a known Building Opportunity. Select the Update Building System Item Funding action to let the system push the Funding Percent Required to all associated Building System Items and re-calculate the Funding Available and Funding Shortfall at the Building System Item level. Step 18 Review the Building System Items section (of the Assessment tab). The Building System Items section contains a record for each Building System associated with the Location. There are two methods to create Building System Item records: Add From Template. Select the Add From Template action. Select the appropriate Template from the list. A Building System Item record will be created for each Building System in the Template. Note Add From Template: When selecting from a Template the following fields are also populated from the template: B. Life Expectancy F. Replacement Cost Per UOM Building Class (General Tab) Building System Items (The Percent Building Cost and Life Expectancy are copied from the Template to each Building System Item) The Building System Template provides consistency across your Portfolio. Add From Building System Class. Select the Add From Building System Class action. Select the Building Systems from the Classification list. A Building System Item record will be created for each selected Building System. Copyright IBM Corporation 2011,

30 To Configure the Building Record Step 19 Continue to review the Building System Items section (of the Assessment tab). The Building System Items section contains several related reports that provide access to mass editing and graphical views. Step 20 Review the Building System Items Condition Rating view. This view allows you to enter the Condition Ratings for the Building System Items in an editable query. Note To save your changes, select the Save action on the Building record. Step 21 Review the Building System Items Risk Rating view. This view allows you to enter the Risk Ratings for the Building System Items in an editable query. Note To save your changes, select the Save action on the Building record. Step 22 Review the Building System Items Condition Rating graph. This graph displays the Condition Rating total score for each Building System Item. Step 23 Review the Building System Items Percent of Building Cost graph. This graph displays the Percent of the overall Building Replacement Cost for each Building System Item. Step 24 Review the Building System Items Replacement Cost graph. This graph displays the Replacement Cost for each Building System Item. Step 25 Review the Building System Items Risk Rating graph. This graph displays the Risk Rating total score for each Building System Item. Step 26 Review the Opportunities section (of the Assessment tab). The Opportunities section contains related reports that provide access to filtered data views and graphical views. Step 27 Review the Opportunities All (excludes Retired) query. This query provides access to all Opportunity records associated with the Building with the exception of Retired records. The Status column displays the current status of the Opportunity record. Step 28 Review the Opportunities Active Opportunities by Cost graph. This graph displays the total cost of Opportunities for each Building System Item. Step 29 Review the Opportunities Active Opportunities by Priority graph. This graph displays the percent of Opportunities for each Building System Item filtered by Priority. Step 30 Review the FCI History section (of the Assessment tab). The FCI History section contains related reports that provide access to the FCI History records and a graphical view. The FCI History query lists all FCI History snapshots. To create an FCI History record, select the Create FCI History Record action on the Current Condition Index Summary section above. Copyright IBM Corporation 2011,

31 To Configure the Building Record Step 31 Review the FCI History (Total Opportunity Cost Level 1) graph. This graph displays the total opportunity cost (Level 1) for each FCI History date (indicating the trend over time). Step 32 Review the Inspection History section (of the Assessment tab). The Inspection History section provides access to all Inspection records for the associated Building System Items. Inspections are initiated from: The Inspection Request action on the Building System Items section. The Inspection Request action on the Building System Items Results page of the Facility Assessment Manager. The Request Manager. Step 33 Review the Regulatory Information section (of the Assessment tab). The Regulatory Information section provides access to all regulatory information records for the Building. Step 34 Review the Regulatory Information record. Use the Regulatory Information records to create a log of known regulatory issues and codes. The records can be used for several purposes including: Listing the governing Codes and Regulations for reference Identifying a specific Regulatory issue Recording an Inspection issue Step 35 Review the Valuation section (of the Assessment tab). The Valuation section provides access to all Valuation records for the Building. Step 36 Review the Valuation record. Use the Valuation record to create a log of valuations. The valuation types include: Acquisition Cost Assessed Value Current Market Value Depreciated Value Disposal Cost Taxable Value Step 37 Review the Maintenance tab of the Building record. The Maintenance tab holds Building details about associated: Geography Cost Index PM Schedules Safety Plans (Procedures) Building Systems Copyright IBM Corporation 2011,

32 To Configure the Building Record Readings Warranties Projects Tasks Checklists Meter Service Allocations Transaction Log Available Services Service Matrix Records Note The Geography Cost Index is used when creating a detailed Opportunity Cost Estimate. Step 38 Review the Geography Cost Index record. The Geography Cost Index is used as a multiplier to adjust a Cost Estimate for local conditions for a particular Geography. Note The Geography Cost Estimate records are set up as standards in the Cost Estimate Manager. Step 39 Review the Checklists section (of the Maintenance tab). For Building, Land, Retail Location, or Structure records, list the Checklists for environmental matters. Step 40 Review the Meter Service Allocations section (of the Maintenance tab). For each meter servicing the Building, Land, Retail Location, or Structure, indicate the allocation of utilities expenses to this record. Step 41 Review the Notes & Documents tab of the Building record. Step 42 Review the Comments section (of the Notes & Documents tab). Use the multi-purpose Comments section to maintain historical records of conversations, calls, messages or comments pertaining to the Building. Step 43 Review the Documents section (of the Notes & Documents tab). Use the Documents section for any documents related to the Building. Note The documents are stored and managed by the IBM TRIRIGA Document Manager application. Real Property Information Model The Real Property Information Model (RPIM) includes information about data setup, installations, properties, spaces, real estate leases, and capital projects. RPIM is used for reporting and tracking property information yearly to the US Department of Defense. For more information, search for Real Property Information Model in the IBM TRIRIGA 10 Information Center. Copyright IBM Corporation 2011,

33 Building System Item The Building System Item record contains the information and processes for a single Building System in a single location (for example, the Roofing System in Las Vegas Building Two). Therefore, a location normally has several Building System Item records, one for each Building System. To configure the Building System Item record: To Configure the Building System Item Record Step 1 Review the Building System Item section of the proper Location record (e.g. Building). The easiest and most consistent way to create Building System Item records is to use the Add From Template action on the Building System Item section of the Location record. Select the Add From Template action. Select the desired Template from the list. The system creates a Building System Item for each Building System listed in the selected Template. You also can create Building System Items by selecting individual Building System Class records. Select the Add From Building System Class action. Select the desired Building System Class records from the list. The system creates a Building System Item for each selected Building System Class. Step 2 Review the General section (of the General tab). ID: A unique number identifying the record. You can enter an ID or, if you leave it blank, the number is generated automatically and displayed when you select the Create action. Status: The system displays the current status of the record. Name: Enter a descriptive short name. Description: Enter a description for the Building System Item. Note When you create a Building System Item from a Template or Building Classification, several fields of the record are pre-populated using data from that Template or Building Class. Step 3 Review the Units section (of the General tab). Currency and Quantity Units: Select the appropriate Unit of Measure. Note UOM: 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, all Currency fields might be in US Dollars. Step 4 Review the Location section (of the General tab). The Location section specifies the Location for the Building System Item. Step 5 Review the Building System Class section (of the General tab). This section is pre-populated from the Template or Building Class. Copyright IBM Corporation 2011,

34 To Configure the Building System Item Record Building System Class: You also can select a Building System Class from the list. System Class ID and System Class Name are auto-populated from the selected Building Class. Step 6 Review the Details section (of the General tab). Quantity: Enter the quantity of the Building System Item. Last Inspected By: Name of the person who performed the last inspection. Last Inspected Date: The date of the last inspection. Calculate Component Renewal?: If checked, the component renewal is calculated. Note A complete history of all inspections is located in the Inspection History section. Step 7 Review the System Life section (of the General tab). The fields in this section describe the key Dates related to the Building System. A. In Service Date: Typically the date the System was constructed or last major renovation date. B. Life Expectancy: Enter the life expectancy of the System. C. Remaining Life: A subjective evaluation of the percent of life remaining. Note When the values of A, B, or C change, the system re-calculates the other fields in the section. It also creates a Component Renewal record for each Renewal Year. These records are used to roll up Component Renewal costs at the Building or Structure level for all Building System Items. D. Calculated End of Useful Life: The system calculates the expected end of useful life based on the In Service Date, Life Expectancy, and Remaining Life Next Planned Renewal Year: This field and the subsequent fields calculate the next five dates when the system will reach an end of life condition 2 nd Planned Renewal Year 3 rd Planned Renewal Year 4 th Planned Renewal Year 5 th Planned Renewal Year Step 8 Review the System Cost section (of the General tab). E. Percent of Building Cost: The percent of the overall Building/Structure cost represented by the System F. Renewal Percent: The percent of the system that is normally replaced during component renewal G. Percent of Building Cost Adjusted for Renewal Percent: Formula (E*(F/100)) H. System Deterioration Factor: The percentage/year that the system appears to be deteriorating I. Replacement Cost: Formula (Current Replacement Value of the Building * (E*.01)) J. Replacement Cost Adjusted: Formula (Current Replacement Value of the Building * (G*.01)) Copyright IBM Corporation 2011,

35 To Configure the Building System Item Record Note The Renewal Percent and the Percent of Building Cost Adjusted for Renewal Percent provide a means to specify the percent of the overall system that is typically replaced during a component renewal. For example, if you were to replace the roofing system, you normally would not replace the supporting decking and bar joists. You can use the Default Renewal Percent to adjust for items that are included in the overall system cost but normally not replaced. Step 9 Review the Current Condition Index Summary section (of the General tab). The Current Condition Index Summary section provides a real time view of your Condition Index (CI). To capture the current CI information and create a CI History record, select the Create Condition History Record action. The Condition History form opens in a separate window. Note The Current Condition Index Summary section contains CI calculations based on Priority. CI Level 1 = Total Opportunity Cost Level 1/Calculated Replacement Cost CI Level 2 = Total Opportunity Cost Level 2/Calculated Replacement Cost Green Condition Index Level 1 = Total Environmental Opportunity Cost Level 1/Calculated Replacement Cost Step 10 Review the System Repair and Replacement Funding section (of the General tab). In the System Repair and Replacement Funding section, you can input information regarding your actual funding vs. required funding. R. Funding Required (J*U): The system calculates the required funding based on your Funding Percent Required. S. Funding Available: Enter your actual funding. T. Funding Shortfall (R-S): The system calculates your funding shortfall. U. Funding Percent Required: Enter the percent of the Replacement Cost recommended for required maintenance funding. This should be derived from an industry recognized source. V. Funding Percent Available (S/R*100): The system calculates your percent funding available. Step 11 Review the Environmental Details section (of the General tab). W. Percent Contribution to CO2: Enter the percent this Building System Item contributes to the overall CO 2 emissions. X. Total Environmental Opportunity Cost Level 1: The system calculates the value based on the Percent Contribution. Step 12 Review the Condition section (of the General tab). The Condition section contains the Condition and Risk Classification fields. Select the appropriate value from the various lists. Copyright IBM Corporation 2011,

36 To Configure the Building System Item Record Note The score for each value is displayed to the right of each field. Total Condition Rating: Formula ( ) Total Risk Impact: Formula ( ) Step 13 Review the Opportunities section (of the General tab). The Opportunities section contains related reports that provide access to filtered data views and graphical views. In turn, the Opportunities query provides access to all Opportunity records associated with the Building System (with the exception of Retired records). The Status column displays the current status of the Opportunity records. To add an Opportunity record, select the Add action. A new Opportunity record opens in a separate window. Step 14 Review the Condition History section (of the General tab). The Condition History query lists all Condition History snapshots. To create a Condition History record, select the Create FCI History Record action on the Current Condition Index Summary section. Note You can also use the Create FCI History Record action on the Building/Structure record, Assessment tab. This action allows you to create a Condition History snapshot for all Building Systems associated with the Building/Structure in a single action. Step 15 Review the Inspection History section (of the General tab). The Inspection History section provides access to all Inspection records for the Building System Item. Inspections are initiated from: The Inspection Request action on the Building System Items section of the Building/Structure record The Inspection Request action on the Building System Items Results page of the Facility Assessment Manager The Request Manager Step 16 Review the Component Renewals section (of the General tab). When the values of A, B, or C change, the system recalculates the other fields in the section, and also creates a Component Renewal record for each Renewal Year. These records are used to roll up Component Renewal costs at the Building/Structure level for all Building System Items. The Component Renewal Amount reflects the Replacement Cost Adjusted value. Step 17 Review the remaining sections (of the General tab): Building System, Assets, Location, Specification, and Safety Plan. Use these sections to associate the Building System Item to the specific Building Systems, Assets, Locations, Specifications and/or Safety Plans (Procedures). Copyright IBM Corporation 2011,

37 Opportunities The Opportunity (Deferred Line Item) record contains information about a single logged Opportunity against a Building System. For example: The roof has cracks around the vents in the Roofing System in the Las Vegas Building Two. Therefore, a Location and a Building System Item typically have many Opportunity records, one for each issue/opportunity. The IBM TRIRIGA application: Tracks Opportunities describing changes that are needed due to Deficiencies or Environmental opportunities. The Opportunity Type field identifies which type. Maintains the history of all Opportunities logged against a Building System and Location. Each Opportunity has its own life cycle process (Created, Active, Planned, Deferred, Completed, Retired). Each Opportunity has a Priority that determines how it is accounted for in the Condition Index (FCI/CI) calculations. Each Opportunity has a Cost Estimate. Each Opportunity can contain the inspector s comments, notes, opinions, photos, and drawings. Using the IBM TRIRIGA Approval and Notification engines, Opportunities can be routed to appropriate personnel (for either Notification or Approval) as the status changes throughout the life cycle of the Opportunity record. An Opportunity record can be created from a number of places in the system: To Create an Opportunity Record Step 1 From Building System Item. Review the Opportunities section of a Building System Item. To create an Opportunity record from a Building System Item record, select the Add action. The Opportunity record opens in a separate window, pre-populated with the Location, Building System Item, and Building System Class. Note Although this path shows the adding of Opportunities directly from the Building System Item record, adding Opportunities can also be the end result of an Inspection conducted against the Building System Item through the Inspection Request process. Step 2 From Building/Structure. Review the Opportunities section (Assessment tab) of a Building or Structure. To create an Opportunity record from a Building or Structure record, select the Add action. The Opportunity record opens in a separate window, pre-populated with the Location. Step 3 From Work Task. Review the Work Details tab of a Task. You can create Opportunity records from a Task. To create an Opportunity record from the Assets or Locations section (of the Work Details tab): Select the Add Opportunity action. The Opportunity record opens in a separate window. Copyright IBM Corporation 2011,

38 To Create an Opportunity Record To create an Opportunity record from the Opportunities section (of the Work Details tab): Select the Add action. The Opportunity record opens in a separate window. Step 4 From Facility Assessment Menu Bar. Navigate to the Maintenance menu, then the Facility Assessment menu bar. Click the Manage Opportunities menu item. Review the Opportunity List. To create an Opportunity record from the Facility Assessment menu bar, select the Add action. The Opportunity record opens in a separate window. Once opened, follow these steps to fill out and configure an Opportunity record: To Configure the Opportunity Record Step 1 In the General section (of the General tab): ID and Status: Auto-populated by the system. Name: Enter a short name. Description: Enter a general description of the Opportunity. Type: The Opportunity Type identifies the category of the Opportunity. Choices are Deficiency and Environmental. Group: Opportunities can be grouped for analysis. Environmental Opportunity Type: This field appears if the Type is Environmental. Select from the choices given. Inspected By: The person who identified the Opportunity. Inspection Date: The date the Opportunity was created. Currency and Quantity 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 Opportunity record shown all Currency fields will be in US Dollars. Step 2 In the Detail section (of the General tab): Opportunity Class: Select the appropriate Opportunity Class. Note The Opportunity Class list is filtered to show only Opportunity Class records associated to the Building System Class. Opportunity Comments: Enter a description of the Opportunity. Repair Class: Select the appropriate Repair Class. Note The Repair Class list is filtered to show only Repair Classification records associated to the selected Opportunity Class. Repair Comments: Enter a description of the required repair. Copyright IBM Corporation 2011,

39 To Configure the Opportunity Record Step 3 Review the Location section (of the General tab). Click the Find action to identify the Location of the Opportunity. Note This Location should be a Building or Structure. Use the Locations sub-tab section lower on the page to identify sub-locations. Step 4 Review the Priority section (of the General tab). Click the Find action to select the Priority of the Opportunity. Step 5 Review the Building System Item section (of the General tab). Click the Find action and select. The Find list is filtered to show only Building System Items associated with the selected Location. Step 6 Review the Building System Class section (of the General tab). This section is auto-populated when you select the Building System Item. Step 7 Review the Cost section (of the General tab). This section reflects the estimated cost to remediate the Opportunity. Quantity: The Quantity defaults to the quantity listed on the Building System Item but can be changed as needed. Estimated Repair Cost Per Unit: Change the Quantity Units as needed to reflect the correct unit of measure (UOM). Total Estimated Repair Cost: Formula (Quantity * Estimated Repair Cost per Unit). Obtain the cost estimate as follows: If you know the Quantity you need and the Estimated Repair Cost Per Unit, enter the values and the system calculates the Total Estimated Repair Cost. You do not need to complete the Solutions section. If you do not know the quantity and cost per unit, you can use the Quick Estimate action on the Cost section bar. Select from a list of predefined estimates based on the Building System Class and Opportunity Class combination. You do not need to complete the Solutions section. If you do not know the quantity and cost per unit and the Quick Estimate action did not meet your needs, complete the Solutions section below. Step 8 Review the Dates section (of the General tab). Planned Action Date: The date when you intend to take remedial action on the Opportunity. Actual Start Date: The date that remedial action commenced. Date Deferred: The Deferred date for the Opportunity. Actual Completion Date: The date that remedial action was completed. Planned Action Year: Read-only field based on the Planned Action Date. Note The system calculates the Facility Condition Index (FCI) and Condition Index (CI) values based on the Priorities of the various Opportunities. The Total Opportunity Costs are based on the Priority of the Opportunity records. In each Priority Classification record, you define if Copyright IBM Corporation 2011,

40 To Configure the Opportunity Record that Priority rolls up to Opportunity Level 1 and/or Opportunity Level 2. FCI Level 1 = Total Opportunity Cost Level 1/Calculated Replacement Cost FCI Level 2 = Total Opportunity Cost Level 2/Calculated Replacement Cost Green Condition Index Level 1 = Total Environmental Opportunity Cost Level 1/Manual Replacement Cost Step 9 Review the Solutions section (of the General tab). Use this section to document alternate solutions to this Opportunity. Click the Add action to add a Solution. Select a Solution and click the Make Default action to designate that Solution as default. The system updates the Cost section values. Note If you do not select one of the Solutions as default, the system chooses the first one as default. Step 10 When you click Add on the Solutions section bar, the system displays the Estimate Manager form. Step 11 Review the General section of the Estimate Manager record. The values in the ID, Status, Name, Estimated By, Estimate Date, Estimated For, and Currency fields come from the Opportunity record. Cost Group: Click the search icon to select the Cost Group. Geography Cost Index: If the value from the Cost Group needs to be adjusted for the geographic area of the record, click the search icon to select the Geography Cost Index. Use As Template: Click this check box if you wish to use this Estimate Manager record as a template. Step 12 Review the Assembly Data and Unit Price Data sections (of the Estimate Manager record). Click the Add action to add an Assembly Data set and/or Unit Price Data set. Step 13 Review the Search section (of the Estimate Manager record). The parameters in this section help refine the data from the Cost Group selected above. Click the search icon and select from the values. Step 14 Review the Adjustment Factor section (of the Estimate Manager record). If the cost index needs an additional adjustment, enter the Adjustment Factor and click Apply. Step 15 Review the Cost Estimate section (of the Estimate Manager record). The fields displayed for each line item are Type, Assembly Number, Unit Price Number, Quantity, Description, Adjustment Factor, Total Adjusted, Total Adjusted OP, and Total Percent Based. Click Add or Add from Template to enter Cost Estimate Line Items to this section. Step 16 When you click Add in the Cost Estimate section, the system displays the Cost Estimate Unit Line Item form. Fill out the line item. The fields displayed depend on the Cost Estimate Type. Click Save to recalculate the data in the Cost Estimate Copyright IBM Corporation 2011,

41 To Configure the Opportunity Record Details section. When the entry is ready, click Save & Close. The line item is added to the Cost Estimate section of the Estimate Manager. Step 17 Click Save & Close to save and close the Estimate Manager. Step 18 Review the Solutions section (of the Opportunity record). The estimate from the Estimate Manager shows as a line item in the Solutions section. Step 19 Continue to enter Solutions. The Solution line item with the check in the Default column is the one displayed in the Cost section. To display another Solution in the Cost section, select the check box on the Solution line item and click Make Default on the Solutions section bar. Step 20 Review the following sections (of the Opportunity record): Estimate Line Items, Assets, Locations and Specifications. Use these sections to identify the estimate line items or select any Assets, sub-locations, or Specifications associated with the Opportunity. Step 21 Next, click the Environmental tab (of the Opportunity record). Review the Units section (of the Environmental tab). Currency, Carbon Calculations, Area: Select the units of measure for environmental calculations. Step 22 Review the Estimated Savings section (of the Environmental tab). Estimated Annual Savings: The annual amount saved when this Opportunity is completed Additional Annual Savings for Labor and Supplies: Estimate of labor and supplies saved Rebates: Amount to be received when Opportunity is completed Step 23 Review the Opportunity Analysis Results section (of the Environmental tab). This section displays the results from the most-recent Opportunity Analysis based on the attributes in other sections of the Environmental tab. To perform an Opportunity Analysis, click Calculate Opportunity Analysis. To add data needed for an Opportunity Analysis, click Load Opportunity Analysis Data. Step 24 Review the Location Summary section (of the Environmental tab). Gross Area: The value is pre-populated from the Location record and can be changed. Total Annual Utility Bills: The amount spent per year on all utilities for the Location. Current Energy Star Rating: The current ENERGY STAR rating given by the EPA. Step 25 Review the Opportunity Analysis Parameters section (of the Environmental tab). The values entered are used in calculating the Opportunity Analysis. Analysis Term: The lifetime of the benefit of this Opportunity. Discount Rate: Enter the discount rate. Capitalization Rate: Enter the capitalization rate. Blended Energy Cost per kwh: Enter the value. Blended Energy Emission Conversion Factor: Based on industry resources. Copyright IBM Corporation 2011,

42 To Configure the Opportunity Record Step 26 Next, click the Notes & Documents tab (of the Opportunity record). Review the Comments section (of the Notes & Documents tab). Use this multi-purpose section to maintain historical records of conversations, calls, messages, or comments pertaining to the Opportunity. Step 27 Review the Related Documents section (of the Notes & Documents tab). Use the Related Documents section for any Documents related to the Opportunity, such as pictures and drawings. Inspection Request Process Note The Documents are stored and managed by the IBM TRIRIGA Document Manager application. The Inspection Request Process begins with the Submittal of an Inspection Request, and ends with the completion of one or more Facility Assessment Work Tasks. The Facility Assessment Work Tasks capture updated condition information about one or more Building System Items and record any new Deficiencies identified during the assessment inspection. The Inspection Request Process is illustrated and described in this section. Inspection Request Process Copyright IBM Corporation 2011,

43 Item Description Create Request From Building / Structure Request Manager An Inspection Request can be created directly from a Building / Structure record by selecting the Building System Items that need to be inspected. Tip Use this option when you want the Inspection Request to include Building System Items specific to a single Building/Structure. An Inspection Request can be created from the Manage Requests page. Select the Inspection Request link and click the Add action. Facility Assessment Manager An Inspection Request can be created from the Facility Assessment page. Select the Request Inspection link. Building System Items Inspection Request Service Assignment Process Project or Task Building System Inspection Items Opportunities Select the Building System Items for the Inspection Request. These will be used to create the Inspection Items on the Task. The Inspection Request is a Request object in the system used specifically for initiating a request for the Inspection of selected Building System Items. The Service Assignment Process is used throughout the IBM TRIRIGA system for determining what to create (Project and/or Tasks), and how to assign them. Note For a complete description of the Service Assignment Process, refer to the IBM TRIRIGA 10 Maintenance and Service Management User Guide. A Project and/or Tasks are created to satisfy the Inspection Request. They are created and assigned based on the business rules established in the Service Assignment Process (Service Plan). A Building System Inspection Item is created for each Building System Item listed on the Inspection Request. The Building System Inspection Items are appended to the Tasks. Upon completion of the Tasks, the data in the Building System Inspection Items updates the corresponding Building System Items. Opportunities can be identified from the Tasks. Opportunities are automatically associated back to the Building/Structure, Building System Item, Assets, and Locations that they reference. Inspection Request Note The Building record is used for the description of features, functionality, and processes in this section. Similar tabs, sections, fields, and processes are available on the Structure object. Copyright IBM Corporation 2011,

44 To configure the Inspection Request: To Configure the Inspection Request Step 1 Navigate to an existing Building record. Click the Assessment tab (of the Building record). Review the Building System Items section (of the Assessment tab). To initiate an Inspection Request from the Building System Items section: Select the items you want to include on the Inspection Request. Select the Inspection Request action. The Inspection Request form will open in a separate window, pre-populated with your selected items. Step 2 Review the Request is for section of the Inspection Request. Me: This Request is for the logged in user. This is the default value. Someone Else: This Request is for someone else. Show the Requested For and Requested By sections of the Inspection Request. Step 3 Review the Request Details section of the Inspection Request. Building: Enter a building for the Request. This field will default to the Building from which the Inspection Request was created. Change it if needed. Floor: Enter a floor for the Request. Room: Enter a room for the Request. Organization: This field will default to the Primary Organization of the Requested For person. Change it if needed. Inspection Requested: Defaults to Inspection Request. Note The Location fields (Building, Floor, and Room) and Organization fields are used in the Service Assignment process to determine the Location where the work is being performed, and the Customer Organization requesting the work. Note Based on your system setup, you may have other selections available. Step 4 Review the Service Request section of the Inspection Request. Select the type of service you need performed. Note The Service Request determines what type of Project or Tasks will be created to satisfy the Request. Based on your setup, you may want to have one Request Class that will create a Project (for large inspections), and another that creates a Task (for smaller inspections). Note Select the Create Draft action to save the record, but not submit it for processing. You may wish to do this if you need to work on the Request over a period of time, or if you want to create the Request but hold if for future processing. Copyright IBM Corporation 2011,

45 To Configure the Inspection Request Step 5 Review the following sections of the Inspection Request: Requested By and Requested For. Each section defaults to the person who initiated the Request. Change them if needed. Step 6 Review the Building System Items section of the Inspection Request. This section contains a list of the Building System Items you selected on the Building record. You can add or remove items as needed. Step 7 When the Inspection Request information is ready, select the Submit action. To delete the Inspection Request from the system, select the Delete action. Note Upon Submit of the Inspection Request, the system: Retrieves the selected Request Class record. Retrieves the Service Plan record from the Request Class. Creates either a Project and/or Tasks depending on the instructions in the Service Plan. Assigns the Project and/or Tasks based on the instructions in the Service Plan. Creates a Building System Inspection Item for each selected Building System Item on the Request. Associates the Building System Inspection Items to the Tasks. Step 8 Return to the Assessment tab (of the Building record). Review the Inspection History section (of the Assessment tab). Once created, the Building System Inspection Items will appear in this section. Step 9 Navigate to a Facility Assessment Work Task. Typically, the result of an Inspection Request will be the creation of one or more Facility Assessment Work Tasks. Step 10 Review the General tab of the Facility Assessment Work Task. This references the Request in the Request section. The Description is appended from the Request Description. The Primary Work Location and Customer Organization are appended from the Request. The Responsible Organization has been assigned the work. Step 11 Review the Work Details tab of the Facility Assessment Work Task. A Building System Inspection Item record is created for each Building System Item on the Request. These records are used by the inspector to capture information about the current Condition and Deficiencies. Step 12 Navigate to a Building System Inspection Item record. The Building System Inspection Item contains all the information required for the inspector to: Find and access the Building System Assess and update (if needed) the current Condition information Review previous Opportunity (Deficiency) records and log any new Deficiencies Copyright IBM Corporation 2011,

46 To Configure the Inspection Request Step 13 Review the Details section of the Building System Inspection Item record. Inspected By: The name of the inspector. Inspected Date: The date of the inspection. Step 14 Review the Condition section of the Building System Inspection Item record. Update the Condition classifications as needed. The current values from the Building System Item are defaulted onto the form. The read-only numerical values to the right are for reference. To make changes, select from the list for each Classification. Step 15 Review the Opportunities section of the Building System Inspection Item record. To add an Opportunity, select the Add action. The Opportunity form opens in a new window with many of the fields pre-populated. Step 16 Return to the Work Details tab of the Facility Assessment Work Task. Tip You also can add Opportunities directly from the Task. To add an Opportunity, go to the Inspection Items section, and select the Add Opportunity action. The Opportunity form opens in a new window with many of the fields pre-populated. Step 17 Review the Opportunity form. Enter the information necessary to document the Opportunity. Note Refer to the section on the Opportunity record for more details. Step 18 Return to the Facility Assessment Work Task. When the information is complete, select the Activate action on the Facility Assessment Work Task. Step 19 Review the Facility Assessment Work Task. Based on your system setup, you may be asked to set up a required Contact. This is driven by the Approval requirements for the Task type. In this example, the Building Condition Manager has requested review and approval rights for all Facility Assessment Work Tasks before they can be moved to a Completed state. To set up a Contact Role, go to the Contacts tab. The Contact Role record should already have been created. Open the record and enter the Person s name. Step 20 If an Approval Requirement is set up for the Task, the system will route an Approval Action Item to the portal of each Approver. The Approvers receive the Approval Form in their Action Items Portal section with options to Approve, Escalate, Reassign, Return, or Request Clarification. Copyright IBM Corporation 2011,

47 To Configure the Inspection Request Note This is standard Approval functionality used throughout the IBM TRIRIGA products. If Approved, the Task is moved to the Issued state and the person who issued the Task is notified of the status. Step 21 Return to the Facility Assessment Work Task. Once Approved, the Task can be Completed. Note With the Complete action, the Task will become read-only. On Complete of the Task, the system: Updates the Building System Items with changes recorded by the Inspector in the Building System Inspection Items Changes the status of Deficiencies from Draft to Active Sends a Notification to any designated roles and/or subscribed users, based on your system setup Step 22 Return to the Assessment tab of the Building record. On Complete of the Task, the system: Updates the Building System Items with changes recorded by the Inspector in the Building System Inspection Items Changes the status of Opportunities from Draft to Active Note Newly created Opportunities can be viewed in the Opportunities section. Updates the Total Opportunity Cost (Level 1 and Level 2) and Green Condition Index Level 1 for each Building System Item and for the Building/Structure based on new Opportunities Recalculates the Condition Index (CI) for each Building System Item and the Facility Condition Index (FCI) for the Building/Structure based on new Opportunities Sends a Notification to any designated roles (such as the Building Condition Manager) and/or subscribed users, based on your system setup Copyright IBM Corporation 2011,

48 4. Analysis Funding (Opportunity) Analysis A Funding (or Opportunity) Analysis allows you to compare Opportunities and Funding Requests. At this point, you already have created lists of Environmental Opportunities. To perform the Funding (Opportunity) Analysis: To Perform the Funding (Opportunity) Analysis Step 1 From Facility Assessment Menu Bar. Navigate to the Maintenance menu, then the Facility Assessment menu bar. Click the Analyze Opportunities menu item. Step 2 From Sustainability Menu Bar. Navigate to the Sustainability menu, then the Opportunities menu bar. Click the Analyze Opportunities menu item. Step 3 From Facility Assessment Home Portal. Click the Analyze Opportunities menu item. Step 4 Analysis. Review the Analyze Opportunities form. Review the Units section of the Opportunities tab. Currency, Carbon Calculations: Select the units of measure for environmental calculations. Step 5 Review the Totals for Selected Opportunities section of the Opportunities tab. This section displays the Total Estimated Cost, Total Estimated Carbon Reduction, and Total Estimated Savings represented by the selected Opportunities. Step 6 Review the Opportunities section of the Opportunities tab. The selected Opportunities show in the Opportunities section. Note the total Cost, total Savings, and total Estimated Carbon Reduction at the bottom of the list. Use the Add, Find, and Remove actions to control the Opportunities listed. Step 7 Related Reports Filter. Use the related reports to filter the Opportunities by Environmental and Non-Environmental. Step 8 Environmental Totals. To see the totals for a subset of the Opportunities, select Opportunities to be evaluated by clicking the check boxes. Click Show Totals. Step 9 Again, review the totals for the selected Opportunities which display in the Totals for Selected Opportunities section. Step 10 Funding Requests. To add one or more of the Opportunities to a new or existing Funding Request, select Opportunities by clicking the check boxes. Click Create New Funding Request or Add to Existing Funding Request. Step 11 Compare Opportunities. To compare Opportunities, select Opportunities by clicking the check boxes. Click Compare. Copyright IBM Corporation 2011,

49 To Perform the Funding (Opportunity) Analysis Step 12 Review the two new sections which display the comparison in text and chart form. Step 13 To see the chart in a separate window, click Open. Step 14 Review the chart which opens in a separate window. Step 15 Click the Funding Requests tab, similar to the Opportunities tab. Review the General section of the Funding Requests tab. Reference Program: Select the Program associated with the Funding Requests. Currency, Carbon Calculation UOM: Select the units of measure for environmental calculations. Step 16 Review the Totals for Selected Funding Requests section of the Funding Requests tab. This section displays the Total Estimated Cost, Total Estimated Carbon Footprint Reduction, and Estimated Annual Savings represented by the selected Requests. Step 17 Review the My Funding Requests section of the Funding Requests tab. The system displays Requests for the Opportunities selected. Only Requests in Pending Approval status and assigned to the current logged-in user as an Approver are displayed. Use the Add action to add a Request. However, the new Request must meet the criteria above in order to appear. Step 18 Environmental Totals. To see the totals for all or a subset of the Requests, select Requests to be evaluated by clicking their respective check boxes. Click Show Totals. Review the information displayed in the Totals for Selected Funding Requests section. Step 19 Compare Requests (or PWRs). To compare Requests (or PWRs), select their check boxes. Click Compare Requests (PWRs). Step 20 Review the two new sections which display the comparison in text and chart form. Step 21 To see the chart in a separate window, click Open. Step 22 Review the chart which opens in a separate window. Step 23 Review the My Funding Requests section of the Funding Requests tab. When ready, click any of the following actions: Approve changes the status of the selected Requests to Approved and triggers the Approval engine actions. Escalate escalates the selected Requests from the current approver to their Reports To. Reassign assigns the selected Requests to another reviewer. Return returns the selected Requests to the submitter. Request Clarification forwards the selected Requests to another user along with comments describing why the clarification is needed. Submit Comment allows the user to enter a comment about the selected Requests. Copyright IBM Corporation 2011,

50 To Perform the Funding (Opportunity) Analysis Step 24 Finally, click the Apply action to update the Opportunities and/or Requests with the current values. Facility Assessment Analysis A Facility Assessment Analysis allows you to compare Environmental or Facility Assessment data across multiple Buildings, Structures, and Retail Locations. To perform the Facility Assessment Analysis: To Perform the Facility Assessment Analysis Step 1 Navigate to the Maintenance menu, then the Facility Assessment menu bar. Select the Analyze Funding Request link. In the Results page, select the Facility Condition Analysis to be performed. Step 2 From Facility Assessment Menu Bar. Navigate to the Maintenance menu, then the Facility Assessment menu bar. Select the Create Facility Condition Analysis link. Step 3 From Location Record. Navigate to the Building, Structure, or Retail Location record. Click the Assessment tab. Go to the Condition Details section. Click the Facility Assessment Analysis action. Step 4 Analysis. Review the Facility Assessment Analysis form. Review the General section of the General tab. Provide an ID, Name, and Description for the Facility Assessment Analysis record. Step 5 Review the Locations section of the General tab. Use the Locations section to specify which Building(s), Structure(s), and Retail Location(s) are to be included in the analysis. Click the Find action to add additional locations. Select the check box next to a location and click the Remove action to delete a location from the list. Select the check box next to each location that is to be included in the Facility Assessment Analysis. Step 6 Review the Analysis Defaults section of the General tab. This section contains the input parameters for the Facility Assessment Analysis Summary report. Step 7 Review the Component Renewal section of the General tab. The Component Renewal section aggregates all component renewal costs by year. The Number of years in analysis field in the Analysis Defaults section above determines the years. Step 8 Review the Funding Analysis Summary section of the General tab. This section displays the analysis report. To see the full report, click the Open action. Copyright IBM Corporation 2011,

51 5. Execution Deferred Items Process You can Defer active Opportunities to a later date. By deferring Opportunities you are stamping the records with a future date when you plan to take action. Deferred Opportunities are still included in the Total Cost of Opportunities Levels 1 & 2 and Green Condition Index Level 1. Note The Building record is used for the description of features, functionality, and processes in this section. Similar tabs, sections, fields, and processes are available on the Structure object. Deferred Opportunities To defer Opportunities: To Defer Opportunities Step 1 From Facility Assessment Menu Bar. You can Defer active Opportunities as follows. Navigate to the Maintenance menu, then the Facility Assessment menu bar. Click the Manage Opportunities menu item. In the Results page, indicate which active Opportunities are to be deferred by selecting the check boxes. Click the Deferred action. Tip Use this option when you want to Defer Opportunities across multiple Locations (for example, all roof system Opportunities for all buildings in Las Vegas). Step 2 From Building/Structure Record. You can Defer active Opportunities directly from a Building/Structure record as follows. Navigate to the Building/Structure record. Click the Assessment tab. Go to the Opportunities section of the Assessment tab. Select the active Opportunities to be deferred. Select the Defer action. The Deferred Opportunity form opens in a separate window. Tip Use this option when you want to Defer Opportunities specific to a single Building/Structure. Step 3 Review the Deferred Opportunity form. Most of the form is pre-populated by the system. Deferred Date: The Date of the deferred action (default = Current Date/Time). Planned Start Date: Enter the Date when you expect to take action on the Opportunities. Recorded By: The person taking the action (default = the user who initiated the form). Step 4 Review the Opportunities section of the Deferred Opportunity form. This section includes the selected Opportunities. Use the Find and/or Remove actions to add more Opportunities and/or remove selected Opportunities from the list. Select the Continue action when done. Step 5 Return to the Building/Structure record. Review the Opportunities section of the Copyright IBM Corporation 2011,

52 To Defer Opportunities Assessment tab. Note The Deferred Opportunities now show the Planned Action Date and the status of Deferred. Note The Deferred Opportunities are included in the Total Opportunities Cost Level 1 & 2 and Green Condition Index Level 1. Step 6 Open a Deferred Opportunity record. Review the Dates section of the General tab. Note The system appends the dates from the Deferred Items form to the Planned Action Date and Date Deferred fields. The Planned Action Year field is included for reporting. Copyright IBM Corporation 2011,

53 Funding Request Process The Funding Request Process (including the Program Request, Capital Project Request and Facilities Project Request options) begins with the Submittal of a Funding Request and ends with the creation of one or more Programs, Projects, or Work Tasks. Meanwhile, the conventional Planned Work Request Process begins with the Submittal of a Planned Work Request and ends with the completion of one or more Work Tasks. The Work Tasks contain the details of the subject Opportunities. Funding Relationship in terms of Managers, Records, and Forms Note Before a Funding Request record may submit a request, a Funding Source record should first be established, from which to make the request. Refer to the IBM TRIRIGA 10 Program and Project Management User Guide for information about creating a Funding Source. Copyright IBM Corporation 2011,

54 Based on the size and financial nature of the work to be performed on a Funding Request, you can instruct the system to: Create a Program With a Funding Request only. Moreover, if a Program Requested For is specified in the request, then a Sub-Program is created. Create a Capital Project - Seeded with data and Tasks from a Capital Project Template. Moreover, if a Program Requested For is specified in the request, then a child Capital Project is created. Create a Facilities Project - Seeded with data and Tasks from a Facilities Project Template. Moreover, if a Program Requested For is specified in the request, then a child Facilities Project is created. Create Work Tasks - Directly without a Project. Integrate Opportunities - With ongoing Corrective and Preventive Maintenance Tasks. The Funding Request Process is illustrated and described in this section. Funding Request Process Copyright IBM Corporation 2011,