Getting
Started
Introduction
FAST (Facilities and Space Tracking) is an internal website that provides reports and other information from the Archibus/FM facilities management system. The Space Use Inventory (SUI) Survey is a module within the FAST system used for gathering "A-21" data. Only authorized users may access the Survey module.
Please note that the A-21 requirements are sometimes referred to as A-21 codes, Indirect Cost codes, Space Function codes, or Room Utilization codes. All of these terms are one and the same. This document will refer to these codes as Room Utilization codes.
The SUI Survey
Module
The SUI Survey module is a secured system within the FAST website. To activate the Survey menu within FAST, you must be an authorized user and log in using your Paw Print ID and password. To become an authorized user you must contact the Space Use Coordinator for your department/division.
1. Logging in to the FAST Web
Site
·
Enter the following URL to
get to the FAST home page:
https://umcspace.missouri.edu/Columbia/
The FAST Home Page is displayed
·
Click
Login in the upper left portion of the screen.
The FAST Secure Login screen is displayed
Login using your pawprint ID and password.
There are two errors you may encounter when entering your ID and password.
Login
unsuccessful, invalid ID and/or password
Means that the ID
and/or password were not valid.
Login
unsuccessful, Not an authorized Archibus/FAST user
Means that you do
not have authorization to access the restricted portions of the site. Please
contact the space use coordinator for your department or Space Planning and
Management directly to obtain access.
Navigation
and the Survey Menu
The FAST website is divided into
three sections: the Command Menu window is on the upper left, the
Location Navigator is on the lower
left and the Map/Report window is on the right. In the Command window
are links to maps, reports, applications and utilities. To access the survey
menu, use the scroll bar located in the Command
Menu on the right. When you pick one of the links on the left, the result
displays in the Map/Report window on the right.
The Location Navigator* screen is a text drill-down navigation system,
grouping objects by geographic location (i.e. – state, region, city, state)
*This
will not get you to the SUI Survey
For complete details of FAST features
please refer to the FAST Users Guide.
The Survey menu is set up in a
standard, Windows tree structure – like Explorer.
The menu structure is as follows:
Survey Menu
· Room Survey - Room Utilization Survey (click to access survey)
· Employee Survey - Employee Assignments Survey
· SUI Survey User Guide
Room
Survey
Viewing
Room Surveys
After checking on the Room Survey link, users will see a list of all department(s) they are authorized to edit.
To View Room Survey Records
2.
Select Room Survey under the Survey section from the Command Menu
3. Click on the “Select” button
The buildings/floors for the department that you have selected will display in the Map/Report window
·
Click on the “Select” button
again to open the room records for the selected building/floor.
Editing Single Room Surveys
Edit one Room Survey at a time using the “edit” 
button
on the upper left of the room record. Room Surveys can be edited at any time,
unless the records have been submitted for approval/rejection.
To
Edit a Room
·
Click
on the “Edit” button for the room you want to edit.
The Room Survey Update Window will open.
This screen is divided into five areas:
· Room Information
· Room Utilization
· Assigned Staff
· Assigned Funds
· Drawing Window
This box contains general information about the room. The “Renovated” check box allows the user to note if the room has physically changed, but retains the same room number. The “Does This Room Exist” drop-down allows the user to select a value corresponding to the status of the room. The “Department Code” box and button allow the user to type partial code or name for a department and then search to find the correct value. The “Room Type” area allows for the same functionality as the department search, only for room types. The Comment Box for the user to place notes or any additional information is located beneath the Room Utilization area.
Existing values are shown as of the date that the survey was last updated. You may change any of these values by typing in the box. The “three dot” look-up buttons to the right will show valid entries for that field. If you enter anything in that box before clicking the “three dot” button, then the look-up entries will be filtered for that entry. For example, entering “Space” in the Department box then clicking the look-up button will show only departments with “Space” in the department code or name. *This search is not case sensitive*
Modify Room Utilization
Percentages
Enter Room Utilization Percentages by typing in the correct percent amount.
The total utilization percentage for all rows must add up to 100%. If the total exceeds 100%, a warning message will display. Fix your line entries to total 100% before saving.
If the total percent value for all the rows is less than 100 percent, then the system will automatically add the additional percent amount needed to “Unspecified Utilization”.
*Note: if you enter a % value in either “Externally Funded Research” or “University Funded Research” type that is marked in the red box below, then you must also assign employee(s) and MoCodes to the room (see the Add Funds section).
Add
Staff
·
In
the Assigned Staff
area, click on the “Add Staff” button.
The Employee Search Dialog box will appear.
* Primary Location is the location where employees do the majority of their work.
Use the Employee Search box to find employees matching your search criteria. Anything entered in a box will be used in a “wildcard” match – e.g. entering “abc” returns everything with an “abc” in it. Multiple box entries are searched with an “and”, as opposed to an “or”. Leaving all boxes blank returns all records.
The three buttons at the bottom of the Employee Search Dialog Box do the following:
Search Starts the search with the search criteria entered
Reset Clears any text entered for any of the search criteria
Cancel Cancels search and returns you to the current Room Survey
·
Enter
any search criteria and click on the “Search” button.
The results of your search will be displayed.
·
Click
on the check box for any employees that you wish to add and/or use the
following buttons:
Select All Selects all employees listed in the
search results
Clear All De-selects any selected employees
Add Selected Assigns the selected employee(s) and closes the box.
Add Selected and Search Again
Assigns the selected employee(s) and allows you to enter search criteria
again.
Delete
Staff
·
In
the Assigned Staff area, click on the checkboxes for the employees that
you want to delete and then click the “Delete Staff” button.
A dialog box will appear asking you if you wish to delete the selected staff.
·
Click
the OK button.
Add
MoCodes (Grants)
·
In
the Assigned
MoCodes area, click on the “Add
MoCodes ” button.
The Fund Search Dialog box will appear.
Figure 14: Fund Search Dialog Box
The Fund Search Dialog Box works like the Employee Search Dialog Box just described.
·
Enter any
search criteria and click on the “Search” button.
The result of your search will be displayed.
·
To assign
funds, check the appropriate boxes and click either “Add Selected” button.
Delete
Funds
·
In
the Assigned Funds area, check the boxes for the funds that you want to delete
and then click the “Delete Funds” button.
A dialog box will appear asking you if you wish to delete the selected fund(s).
·
Click
the OK button.
The drawing area uses CADViewer to display the current floor plan. The room you are editing is hatched in blue. The rooms hatched in red are other rooms on the floor in your department. Rooms that have been marked as completed will have both hatch patterns on and will appear purple. You can switch to editing any of the red-hatched rooms by double-clicking on that room.
A dialog box
will appear asking you if you would like to edit a different room.
A dialog box will appear asking you to save changes to your current Room Survey.
WARNING: At this point you are going to the other room no matter what! Whichever option you choose the current Room Survey will close and the Room Survey for the newly selected room will open.
Click “OK” to save changes to your current Room Survey and switch to the new room.
Click “Cancel” to DISCARD changes to your current Room Survey and switch to the new room.
CADViewer’s drawing navigation tools are located above the floor plan along the menu bar. For detailed information on how to use these tools, please see the section titled “CADViewer Tools” at the end of this document.
Add
Comments
The Comments Dialog Box is located under the Room Utilization area
·
Enter
your comments in the dialog box and they will be saved when you save the room record.
Change
Survey Status
·
Click
on the drop down list button next to Survey Status located at the top of the
Room Survey.
·
Select
the current survey status from the list.
Save Changes
·
Click
on the “Save” button to save your changes.
·
Click
on the “Close” button to close the window.
The current Room Survey will be saved and the Room Survey list will be displayed.
Editing Multiple Room Surveys
With this version of the Space Inventory website you can now
edit multiple rooms at once. In doing so you will apply the values you select
from the “Edit Multiple” screen to all of the rooms you selected to edit. To
open the Edit Multiple screen select the checkbox next to each room record you
wish to update then click the “Edit Selected Rooms” button at the top of your
room survey screen.
You will be prompted to enter the Edit
Multiple screen:
The edit multiple screen looks much like the single room version
with a couple of exceptions:
1) Room utilizations are blanked out
for the edit multiple screen so the utilization(s) desired must be entered.
2) The Room Type is also blanked out so
it must be entered
3) You cannot add employees to the
rooms through the edit multiple screen, only MoCodes, and those MoCodes will be
added to all the rooms.
4) The drawing highlights the rooms that
you are currently editing and you cannot click between rooms on the edit
multiple screen.
5) Entering comments into the comments
box will apply them to all rooms selected with a prefix of “FROM EDIT MULTIPLE
(DD-MMM-YY)” followed by the comments that were entered.
6) The Survey Status drop-down is in
the upper left corner of the screen instead of next to the save button on the
upper right.
Copy and Paste of MoCodes and
Employees
You can also copy MoCode and Employee Information between
rooms on a floor. To use the Copy/Paste functionality just click the
“Copy/Paste Funds and Staff” button at the top of your survey screen.
You will be prompted to enter the Copy/Paste screen:
After clicking “Ok” the user will be presented with a screen
similar to the one below for the floor they are editing:
The MoCode/Staff data that is available to copy between the
rooms is displayed on the left side of the screen with the data that is
currently assigned to rooms on that floor displayed on the right side.
NOTE: Using the Copy/Paste screen will not append data to
rooms, it will overwrite what is currently assigned to the room with the data
from the source room.
1) Select the source room from the left
side
2) Check the rooms on the right side
that should be overwritten with the data from the room on the left.
3) Click “Copy Data”
The
user will be prompted to verify that the data to be copied and the source rooms
are correct and the user would like to proceed:
The
screen will refresh with the graphic below over top of the data:
The
user should then see the results of the copy/paste akin to the screen below:
Submitting Your Survey Information
After
reviewing/editing the Space Use Inventory for a department and flagging all
rooms for that department as “Completed” a checkbox will appear to the left of
that department code on the “Survey Summary by Department” screen (Figure 4).
Check this box and click the “Submit Selected” button at the top of the screen.
You will prompted to verify that the information you are submitting is correct.
This will send an e-mail to Space Planning and Management submitting your
rooms.
NOTE: Once the
user has submitted Space Inventory information it can no-longer be edited until
the information is approved or rejected.
Employee
Survey
The purpose of the employee survey module is to allow permitted users to provide updated employee information in a survey format. Employee information is stored in the “employee” (EM) table in Archibus.
Please note that the employee survey “shares” the SUI Survey’s employee primary and secondary room assignments—that is both surveys display and allow you to edit an employee’s primary and secondary room assignments. That information is stored in common. If you change an employee’s room assignments in one survey, it changes in the other as well.
To view Employee Surveys
·
Select
Employee Survey
under the Survey
section from the Command Menu.
*Refer to figure 5 for a breakdown of screen sections
The list of Employee Surveys that you have access to will be displayed in the Map/Report window.
Figure 21: Employee Survey