State of Florida
Department of Environmental Protection Department of Management Services
FLORIDA State Owned Lands and Records Information System Facility Inventory Tracking System
FL-SOLARIS (FITS)
User Guide
Last Updated: June 15, 2021 Version: 6.5 Authored by: DEP Division of State Lands, State- Owned Lands Inventory
Table of Contents
I. INTRODUCTION ...... 14 1. Background Information ...... 15 2. Purpose of System ...... 16 3. System Benefits ...... 17 II. ACCESSING THE SYSTEM ...... 18 4. MyFDEP Portal ...... 18 New Users ...... 18 Existing MyFDEP Portal User Sign In...... 20 5. Requesting Access to FL-SOLARIS (FITS) ...... 22 Your Organization Type & Organization ...... 22 Requested Role ...... 24 Manager Name, Manager Phone & Comments ...... 24 Request Access - Legislature ...... 27 III. NAVIGATING THE SYSTEM ...... 28 6. Main Menu & Footer Options ...... 28 7. Home Page/FITS Facility Dashboard ...... 30 8. Site Map ...... 31 9. Field Considerations ...... 33 Pick List Fields ...... 33 Free Text Data Entry Fields ...... 34 Read Only Fields ...... 34 Required Data Fields ...... 35 Radio Buttons ...... 35 Grid Sort Header Fields ...... 35 Field Hints...... 36 10. System Messages ...... 37 11. Paging Navigation ...... 38 12. System Security ...... 38 13. Blocks & Sub-blocks ...... 39 14. FL-SOLARIS (FITS) Screen Flow ...... 40 IV. USING THE FACILITY INVENTORY TRACKING SYSTEM ...... 41 15. FITS Facility Dashboard ...... 42 16. Working with Facilities ...... 44 Actions Affecting Facilities ...... 45 Searching for Owned Facilities ...... 48 Wildcard Searching ...... 50 Searching for a Facility Address ...... 51
FL-SOLARIS (FITS) User Guide | Page 2 of 239 | Default Facility Action ...... 51 Out of State Searches ...... 51 Searching for Leased Facilities ...... 53 The Relationship Between Facility Search Results and Lease Search Results ...... 55 Searching for Both Owned and Leased Facilities ...... 57 Viewing Detailed Data from the Search Results ...... 62 Resetting your Facility Search ...... 62 Export for Upload ...... 63 Adding a New Facility ...... 64 Verifying That a Facility is New to FL-SOLARIS (FITS) ...... 64 Create Facility - Screen Components ...... 66 Adding New Facility from the Search Facility Screen ...... 67 Adding New Facility from the Campus Facilities Screen ...... 67 Editing a Facility ...... 72 Edit Facility - Initial Screen Retrieval ...... 72 Adding and Editing Facility Deficiencies ...... 81 Viewing Leases Recorded with DMS ...... 85 Verifying Facility Locations ...... 86 Entering Facility Comments ...... 89 Viewing Owned Land Information ...... 91 Viewing Historical Information about a Facility ...... 92 Deleting a Facility ...... 93 Surplusing a Facility ...... 95 Disposing of a Facility ...... 96 Viewing a Facility ...... 98 Viewing a Lease ...... 99 Viewing a Lessor ...... 100 Viewing Detailed Data ...... 101 Viewing Surplus Information ...... 104 Viewing Facility People ...... 106 17. Working with Campuses ...... 107 Actions Affecting Campuses ...... 107 Searching for Campuses ...... 108 Resetting your Campus Search ...... 110 Adding a New Campus ...... 111 Verify Campus is New to FL-SOLARIS (FITS) ...... 111 Add Campus - Screen Components ...... 112 Editing a Campus ...... 114 Deleting a Campus ...... 117 Viewing a Campus ...... 117 V. EXTRACTING DATA FROM FL-SOLARIS (FITS) ...... 119 18. Using List of Existing Reports ...... 119 19. Using Data Extracts ...... 119 20. The Extract Data Menu Option ...... 121 The Data Export Request Screen ...... 121 Exporting All Data versus Extracting a Subset of Data ...... 122
FL-SOLARIS (FITS) User Guide | Page 3 of 239 | 21. Exporting All Data ...... 123 22. Extracting a Subset of Facility Data ...... 127 The Facility Extract Data Request Screen ...... 128 The Extract Data – Facility Screen ...... 132 Wildcard Searching ...... 133 Searching for a Facility Address ...... 133 Out of State Searches ...... 134 Resetting your Extract Data - Facility Search Criteria ...... 136 The Extract Data – Campus Screen ...... 137 Wildcard Searching ...... 137 Out of State Searches ...... 138 Resetting your Extract Data - Campus Search Criteria ...... 139 Your Extracted Facility File ...... 140 23. Extracting a Subset of Facility Lease Data ...... 149 The Lease Extract Data Request Screen ...... 149 The Extract Data – Lease Screen ...... 151 Wildcard Searching ...... 152 Searching for a Facility Address ...... 153 Out of State Searches ...... 153 Resetting your Extract Data - Facility Lease Search Criteria ...... 155 Your Extracted Lease File ...... 157 VI. MANAGING FL-SOLARIS (FITS) USERS ...... 159 24. Overview of FL-SOLARIS (FITS) Security ...... 159 25. Assign Role to User (DEP Security Portal) ...... 161 Assigning User Roles Step 1 – Search for User ...... 164 Assigning User Roles Step 2 – Select the User ...... 165 Assigning User Roles Step 3 – Assign the Roles ...... 166 Assigning User Roles Step 4 – Confirm Changes and Submit ...... 167 Assigning User Roles: Results ...... 168 26. Searching for FL-SOLARIS (FITS) Users ...... 169 Actions Affecting Search Users ...... 169 Searching for Users ...... 170 Resetting Your User Search Criteria ...... 174 Assign Agency to User (FL-SOLARIS (FITS)) ...... 174 Removing FL-SOLARIS (FITS) User Access ...... 176 Changing Access for an Existing User ...... 178 Determining When a User ID was Inactivated ...... 179 27. Annual User Verification ...... 179 VII. UPDATING FACILITY DATA USING BATCH FILES ...... 181 28. Using the Facility Data Upload Screen ...... 181 1. Prepare the facility data file...... 182 2. Upload the facility data file...... 185 3. Review and correct the facility data errors...... 189
FL-SOLARIS (FITS) User Guide | Page 4 of 239 | 29. Using the Data Load Result Screen to Review the Reject Records File 192 VIII. MONITORING THE LOADING OF FACILITY LEASE DATA ...... 196 30. Facility Lease Data in the FL-SOLARIS (FITS) Application ...... 196 31. Using the Data Load Result Screen to View Facility Lease Process Results ...... 200 IX. FL-SOLARIS (FITS) BACKGROUND PROCESSES ...... 204 32. Facility Leasing Upload Script ...... 205 33. Daily Extraction Processing Script ...... 205 34. Annual Year-End Processing ...... 206 Automated Processes ...... 206 DEP Created Archive CD ...... 209 35. People First Interface ...... 209 Automated Cron Job Success Message – FL-SOLARIS (FITS) to People First ...... 210 Automated Cron Job Success Message – People First to FL-SOLARIS (FITS) ...... 211 Automated Cron Job Success Message with Rejected Records – People First to FL-SOLARIS (FITS) ...... 212 Automated Cron Job File Not Found Message – People First to FL-SOLARIS (FITS) ...... 213 X. THE ANNUAL SURPLUS REPORT ...... 214 XI. FL-SOLARIS (FITS) CONFIGURATION PARAMETERS ...... 216 36. Changing the Splash Message (DEP) ...... 216 37. Using the Tririga Configuration (DMS) ...... 218 XII. PEOPLE FIRST EMAIL NOTIFICATIONS ...... 219 38. Create Email Notification ...... 219 39. Edit Email Notification...... 220 40. Delete Email Notification ...... 220 XIII. FOR FURTHER ASSISTANCE ...... 222 APPENDIX A: FL-SOLARIS (FITS) CODE TABLES ...... 223 Agency Codes ...... 223 Country Codes ...... 226 County Codes ...... 229 Deficiency Categories...... 230 Facility Action Codes ...... 230 Facility Status Codes ...... 231
FL-SOLARIS (FITS) User Guide | Page 5 of 239 | Lease Source Codes ...... 231 Organization Types ...... 231 Security Role Codes ...... 232 Space Type Codes ...... 233 State Codes ...... 234 Title Entity Codes ...... 235 User Security Status ...... 235 APPENDIX B: FL-SOLARIS (FITS) DATA DICTIONARY ...... 236 INDEX ...... 237
FL-SOLARIS (FITS) User Guide | Page 6 of 239 | Table of Figures
FIGURE 1: MYFDEP PORTAL- SIGN IN OR REGISTER ...... 18 FIGURE 2: REGISTRATION SECURITY QUESTIONS ...... 19 FIGURE 3: MYFDEP PORTAL REGISTRATION SCREEN ...... 19 FIGURE 4: REGISTRATION COMPLETE – CHECK EMAIL ...... 19 FIGURE 5: FDEP PORTAL REGISTRATION REQUEST EMAIL ...... 20 FIGURE 6: FDEP PORTAL VERIFY EMAIL ...... 20 FIGURE 7: FDEP PORTAL SIGN IN ...... 21 FIGURE 8: MYFDEP PORTAL - ENTERPRISE APPLICATIONS ...... 21 FIGURE 9: FL-SOLARIS (FITS) - REQUEST ACCESS ...... 22 FIGURE 10: FILLED IN FL-SOLARIS (FITS) REQUEST ACCESS FORM ...... 24 FIGURE 11: ASSIGN FL-SOLARIS (FITS) ROLE EMAIL ...... 26 FIGURE 12: FL-SOLARIS (FITS) WELCOME SCREEN ...... 26 FIGURE 13: FL-SOLARIS (FITS) REQUEST ACCESS FOR LEGISLATURE/EXECUTIVE ...... 27 FIGURE 14: FL-SOLARIS (FITS) MAIN MENU ...... 28 FIGURE 15: FL-SOLARIS (FITS) MAIN MENU, SUBMENU AND MENU END-POINT ...... 29 FIGURE 16: FL-SOLARIS (FITS) FOOTER OPTIONS: SITE MAP, CONTACT US AND USER GUIDE ...... 29 FIGURE 17: FL-SOLARIS (FITS) HOME PAGE/FITS FACILITY DASHBOARD ...... 30 FIGURE 18: FL-SOLARIS (FITS) SITE MAP ...... 31 FIGURE 19: FL-SOLARIS (FITS) SITE MAP, WITH VIEW ONLY ROLE ...... 32 FIGURE 20: FL-SOLARIS (FITS) PICK LIST FIELDS ...... 33 FIGURE 21: FL-SOLARIS (FITS) FREE TEXT DATA ENTRY FIELDS ...... 34 FIGURE 22: FL-SOLARIS (FITS) READ ONLY FIELDS ...... 34 FIGURE 23: FL-SOLARIS (FITS) REQUIRED FIELDS ...... 35 FIGURE 24: FL-SOLARIS (FITS) EXAMPLE RADIO BUTTONS ...... 35 FIGURE 25: FL-SOLARIS (FITS) GRID SORT HEADER FIELDS ...... 36 FIGURE 26: FL-SOLARIS (FITS) FIELD HINTS ...... 36 FIGURE 27: FL-SOLARIS (FITS) SYSTEM MESSAGES ...... 37 FIGURE 28: FL-SOLARIS (FITS) SPLASH MESSAGES ...... 37 FIGURE 29: FL-SOLARIS (FITS) PAGING BUTTONS ...... 38 FIGURE 30: FL-SOLARIS (FITS) MESSAGE REGARDING MINUTES TO TIME OUT ...... 38 FIGURE 31: FL-SOLARIS (FITS) TIMEOUT MESSAGE ...... 38 FIGURE 32: FL-SOLARIS (FITS) BLOCKS AND SUB-BLOCKS ...... 39 FIGURE 33: FL-SOLARIS (FITS) SCREEN FLOW ...... 40 FIGURE 34: FITS FACILITY DASHBOARD ...... 42 FIGURE 35: FITS FACILITY DASHBOARD – SET DEFAULT ORGANIZATION ...... 42 FIGURE 36: FITS FACILITY DASHBOARD – TOOL TIPS ...... 43 FIGURE 37: FITS FACILITY DASHBOARD- VIEWING DATA FROM DASHBOARD ...... 43 FIGURE 38: FL-SOLARIS (FITS) WELCOME SCREEN - FACILITIES SUB-MENU OPTIONS ...... 44 FIGURE 39: FL-SOLARIS (FITS) MANAGE FACILITIES SUB-MENU OPTIONS ...... 44 FIGURE 40: FL-SOLARIS (FITS) SEARCH FACILITIES LOOKING FOR OPTIONS ...... 45 FIGURE 41: FL-SOLARIS (FITS) LOOKING FOR = OWNED ACTIONS AVAILABLE FROM FACILITIES SCREEN ...... 46 FIGURE 42: FL-SOLARIS (FITS) LOOKING FOR = LEASED ACTIONS AVAILABLE FROM FACILITIES SCREEN ...... 47 FIGURE 43: FL-SOLARIS (FITS) LOOKING FOR = BOTH ACTIONS AVAILABLE FROM FACILITIES SCREEN ...... 48 FIGURE 44: FL-SOLARIS (FITS) SEARCH FOR OWNED FACILITIES ...... 49 FIGURE 45: FL SOLARIS (FITS) SEARCH FACILITY ERROR ...... 49 FIGURE 46: FL-SOLARIS (FITS) SEARCH FACILITY NO RESULTS FOUND ...... 50 FIGURE 47: FL-SOLARIS (FITS) SEARCH FACILITY MULTIPLE PAGES OF RECORDS FOUND ...... 51 FIGURE 48: FL-SOLARIS (FITS) SEARCH FACILITY MORE THAN 500 RECORDS FOUND ...... 52 FIGURE 49: FL-SOLARIS (FITS) SEARCH LEASED FACILITY ...... 53 FIGURE 50: FL SOLARIS (FITS) SEARCH LEASES ERROR ...... 54
FL-SOLARIS (FITS) User Guide | Page 7 of 239 | FIGURE 51: FL-SOLARIS (FITS) SEARCH FACILITY LEASES NO RESULTS FOUND ...... 54 FIGURE 52: FL-SOLARIS (FITS) LEASED SEARCH RESULTS ...... 55 FIGURE 53: FACILITY SEARCH RESULTS WITH AN OWNED BUILDING...... 55 FIGURE 54: LEASE SEARCH RESULTS FOR A SPECIFIC AGENCY ...... 56 FIGURE 55: LEASE SEARCH RESULTS SHOW WHO LEASES A BUILDING ...... 56 FIGURE 56: LEASE SEARCH RESULTS FOR A LESSEE ...... 57 FIGURE 57: FL-SOLARIS (FITS) SEARCH FOR BOTH OWNED AND LEASED FACILITIES ...... 58 FIGURE 58: FL SOLARIS (FITS) SEARCH BOTH FACILITIES ERROR ...... 58 FIGURE 59: FL-SOLARIS (FITS) SEARCH FOR BOTH OWNED AND LEASED FACILITIES NO RESULTS FOUND ...... 59 FIGURE 60: FL-SOLARIS (FITS) SEARCH BOTH OWNED AND LEASED SEARCH RESULTS ...... 60 FIGURE 61: INTERPRETING BOTH OWNED AND LEASED SEARCH RESULTS ...... 61 FIGURE 62: FL-SOLARIS (FITS) SEARCH FACILITY RESET BUTTON ...... 62 FIGURE 63: FL-SOLARIS (FITS) SEARCH FACILITY RESET BUTTON ...... 62 FIGURE 64: ‘EXPORT FOR UPLOAD’ FROM THE SEARCH FACILITY SCREEN ...... 63 FIGURE 65: ‘EXPORT FOR UPLOAD’- DOWNLOADABLE CSV FILE...... 63 FIGURE 66: DOWNLOADED CSV FILE IN EXCEL FROM ‘EXPORT FOR UPLOAD’ ...... 64 FIGURE 67: FL-SOLARIS (FITS) ADD NEW FACILITY BUTTON ...... 64 FIGURE 68: FL-SOLARIS (FITS) CREATE FACILITY SCREEN ...... 65 FIGURE 69: FL-SOLARIS (FITS) CREATE FACILITY SCREEN: GENERAL BLOCK ...... 67 FIGURE 70: FL-SOLARIS (FITS) VERIFY ADDRESS FUNCTIONALITY ...... 68 FIGURE 71: FL-SOLARIS (FITS) CREATE FACILITY SCREEN: CURRENT FISCAL YEAR BLOCK ...... 69 FIGURE 72: FL-SOLARIS (FITS) CREATE FACILITY SCREEN: ANNUAL SUBLEASES BLOCK ...... 69 FIGURE 73: FL-SOLARIS (FITS) CREATE FACILITY SCREEN: BOTTOM THREE BLOCKS ...... 70 FIGURE 74: FL-SOLARIS (FITS) FACILITY SUCCESSFULLY CREATED ...... 71 FIGURE 75: FL-SOLARIS (FITS) EDIT FACILITY SCREEN: FACILITY ACTION BLOCK ...... 72 FIGURE 76: FL-SOLARIS (FITS) EDIT FACILITY SCREEN: UPDATE ADDRESS ...... 73 FIGURE 77: FL-SOLARIS (FITS) EDIT FACILITY SCREEN: FACILITY OWNED BY AGENCY FIELD ...... 73 FIGURE 78: FL-SOLARIS (FITS) EDIT FACILITY SCREEN: LOCATION VERIFICATION MESSAGE ...... 74 FIGURE 79: FL-SOLARIS (FITS) EDIT FACILITY SCREEN WHEN THE PEOPLE FIRST FIELD IS “YES” ...... 75 FIGURE 80: FL-SOLARIS (FITS) EDIT FACILITY SCREEN WHEN THE PEOPLE FIRST FIELD IS “NO” ...... 75 FIGURE 81: FL-SOLARIS (FITS) EDIT FACILITY SCREEN: FACILITY ACTION FIELD ...... 76 FIGURE 82: FL-SOLARIS (FITS) EDIT FACILITY SCREEN: FACILITY ACTION = TRANSFER ...... 76 FIGURE 83: FL-SOLARIS (FITS) TRANSFER FACILITY EMAIL ...... 77 FIGURE 84: FL-SOLARIS (FITS) EDIT FACILITY SCREEN: FACILITY ACTION = DELETE FACILITY ...... 77 FIGURE 85: EDIT FACILITY SCREEN: FACILITY ACTION = CANDIDATE FOR DISPOSITION ...... 78 FIGURE 86: EDIT FACILITY SCREEN: FACILITY ACTION = CANDIDATE FOR DISPOSITION W/O ACCT. MGR. ROLE ...... 78 FIGURE 87: EDIT FACILITY SCREEN: FACILITY ACTION = ACTIVE W/O ACCOUNT MANAGER ROLE ...... 79 FIGURE 88: EDIT FACILITY SCREEN: SAVE BUTTONS ...... 79 FIGURE 89: EDIT FACILITY SCREEN: DEFICIENCIES TAB ...... 81 FIGURE 90: EDIT FACILITY SCREEN: DEFICIENCIES TAB, DEFICIENCY CATEGORY PICK LIST ...... 82 FIGURE 91: EDIT FACILITY SCREEN: DEFICIENCIES TAB, DEFICIENCY STATUS PICK LIST ...... 82 FIGURE 92: EDIT FACILITY SCREEN: DEFICIENCIES TAB, EXISTING DEFICIENCIES LIST ...... 83 FIGURE 93: EDIT FACILITY SCREEN: DEFICIENCIES TAB, EDIT FACILITY DEFICIENCY ...... 84 FIGURE 94: EDIT FACILITY SCREEN: DEFICIENCY HISTORY ...... 84 FIGURE 95: EDIT FACILITY SCREEN: LEASE RECORDED W/ DMS TAB WITH AND WITHOUT LEASES ...... 85 FIGURE 96: EDIT FACILITY SCREEN: LEASE RECORDED W/ DMS FACILITY LEASE LIST ...... 85 FIGURE 97: FL-SOLARIS (FITS) EDIT FACILITY SCREEN: LOCATION TAB, WHEN FIRST DISPLAYED ...... 86 FIGURE 98: FL-SOLARIS (FITS) EDIT FACILITY SCREEN: LOCATION TAB, VERIFYING THE FACILITY LOCATION ...... 87 FIGURE 99: EDIT FACILITY SCREEN: LOCATION TAB, LAT/LON ICONS ...... 87 FIGURE 100: EDIT FACILITY SCREEN: LOCATION TAB, ENTERING THE LAT/LON ...... 88 FIGURE 101: EDIT FACILITY SCREEN: LOCATION TAB, LOCATION OF THE GPS COORDINATES ...... 88 FIGURE 102: EDIT FACILITY SCREEN: SAVE AND MARK COMPLETE AFTER LOCATION VERIFICATION ...... 89 FIGURE 103: EDIT FACILITY SCREEN: COMMENT TAB ...... 89
FL-SOLARIS (FITS) User Guide | Page 8 of 239 | FIGURE 104: EDIT FACILITY SCREEN: COMMENT TAB, ADDING A COMMENT ...... 90 FIGURE 105: EDIT FACILITY SCREEN: COMMENT TAB, COMMENTS LIST...... 90 FIGURE 106: EDIT FACILITY SCREEN: COMMENT TAB, DELETE COMMENT CONFIRMATION ...... 91 FIGURE 107: EDIT FACILITY SCREEN: OWNED LAND TAB ...... 91 FIGURE 108: EDIT FACILITY SCREEN: FACILITY HISTORY TAB ...... 93 FIGURE 109: FL-SOLARIS (FITS) EDIT FACILITY – FACILITY ACTION = DELETE FACILITY ...... 93 FIGURE 110: EDIT FACILITY SCREEN, DELETE FACILITY FIELDS ...... 94 FIGURE 111: EDIT FACILITY SCREEN, DELETE FACILITY WARNING MESSAGE ...... 94 FIGURE 112: AFTER SUCCESSFUL DELETE FACILITY ACTION - MESSAGE ...... 94 FIGURE 113: SEARCH DELETE FACILITY RECORDS ...... 95 FIGURE 114: SEARCH RECORDS WITH ‘DISPOSED OF’ FACILITY ACTION, NO EDIT OPTION ...... 97 FIGURE 115: SEARCH FACILITY SCREEN: VIEW OPTION ...... 98 FIGURE 116: VIEW FACILITY SCREEN ...... 98 FIGURE 117: SEARCH FACILITY SCREEN: VIEW LEASE OPTION ...... 99 FIGURE 118: VIEW LEASE SCREEN ...... 99 FIGURE 119: MANAGING AGENCY FIELD ON THE VIEW LEASE SCREEN ...... 100 FIGURE 120: VIEW LEASE SCREEN: LESSOR TAB ...... 100 FIGURE 121: VIEW LEASE SCREEN: LESSOR TAB DETAIL ...... 101 FIGURE 122: VIEWING THE DETAILED DATA PAGE FROM THE SEARCH FACILITY SCREEN ...... 101 FIGURE 123: VIEWING THE DETAILED DATA PAGE FROM THE OWNED LAND TAB ON THE FACILITY SCREEN ...... 102 FIGURE 124: THE DETAILED DATA PAGE WHEN FIRST DISPLAYED ...... 102 FIGURE 125: THE EXPANDED OWNED LAND BAR ON THE DETAILED DATA PAGE ...... 103 FIGURE 126: THE EXPANDED FACILITY DATA BAR ON THE DETAILED DATA PAGE ...... 103 FIGURE 127: THE EXPANDED LEASE LAND DATA BAR ON THE DETAILED DATA PAGE ...... 103 FIGURE 128: THE EXPANDED DISPOSITION LAND DATA BAR ON THE DETAILED DATA PAGE ...... 103 FIGURE 129: NAVIGATING TO THE SURPLUS TAB ...... 104 FIGURE 130: THE SURPLUS TAB ...... 105 FIGURE 131: OWNED FACILITY (FACILITY PEOPLE) SCREEN ...... 106 FIGURE 132: LEASE FACILITY (FACILITY PEOPLE) SCREEN ...... 106 FIGURE 133: FL-SOLARIS (FITS) ACTIONS AVAILABLE FROM CAMPUS SCREEN ...... 107 FIGURE 134: FL-SOLARIS (FITS) SEARCH CAMPUS SCREEN ...... 109 FIGURE 135: FL-SOLARIS (FITS) SEARCH CAMPUS SCREEN, CAMPUS SEARCH RESULTS ...... 109 FIGURE 136: FL-SOLARIS (FITS) SEARCH CAMPUS RESET BUTTON ...... 110 FIGURE 137: FL-SOLARIS (FITS) SEARCH CAMPUS RESET BUTTON ...... 110 FIGURE 138: FL-SOLARIS (FITS) ADD NEW CAMPUS ...... 111 FIGURE 139: FL-SOLARIS (FITS) ADD CAMPUS SCREEN...... 112 FIGURE 140: FL-SOLARIS (FITS) CAMPUS SUCCESSFULLY CREATED ...... 113 FIGURE 141: FL-SOLARIS (FITS) EDIT CAMPUS SCREEN ...... 114 FIGURE 142: FL-SOLARIS (FITS) CAMPUS FACILITIES SCREEN ...... 115 FIGURE 143: FL-SOLARIS (FITS) ADD FACILITY, NO FACILITY TEMPLATE SELECTED ...... 115 FIGURE 144: FL-SOLARIS (FITS) ADD FACILITY, WITH FACILITY TEMPLATE SELECTED ...... 116 FIGURE 145: FL-SOLARIS (FITS) DELETE CAMPUS BUTTON ON EDIT CAMPUS SCREEN ...... 117 FIGURE 146: EDIT CAMPUS SCREEN, DELETE CAMPUS WARNING MESSAGE ...... 117 FIGURE 147: SEARCH CAMPUS SCREEN: VIEW OPTION ...... 117 FIGURE 148: VIEW CAMPUS SCREEN ...... 118 FIGURE 149: NAVIGATING TO THE VIEW REPORTS SCREEN ...... 119 FIGURE 150: CHOOSING A CRYSTAL REPORT ...... 119 FIGURE 151: PART OF A FACILITY CSV FILE ...... 120 FIGURE 152: PART OF A FACILITY LEASE CSV FILE ...... 120 FIGURE 153: FL-SOLARIS (FITS) EXTRACT DATA MENU ...... 121 FIGURE 154: FL-SOLARIS (FITS) EXTRACT DATA MENU OPTION ...... 121 FIGURE 155: FL-SOLARIS (FITS) DATA EXPORT REQUEST SCREEN ...... 121 FIGURE 156: SELECTING ALL DATA OR A SUBSET OF DATA ...... 122
FL-SOLARIS (FITS) User Guide | Page 9 of 239 | FIGURE 157: SELECTING ALL DATA OR A SUBSET OF DATA ...... 123 FIGURE 158: REQUESTING ALL DATA EXPORT ...... 124 FIGURE 159: EXPORTING A FILE ...... 124 FIGURE 160: OPENING OR SAVING YOUR EXPORT FILE ...... 125 FIGURE 161: CHOOSING TO REQUEST A SUBSET OF DATA ...... 128 FIGURE 162: USING THE FACILITY EXTRACT DATA REQUEST SCREEN – PART 1 ...... 129 FIGURE 163: USING THE FACILITY EXTRACT DATA REQUEST SCREEN – PART 2 ...... 130 FIGURE 164: AT LEAST ONE COLUMN MUST BE SELECTED FOR A FACILITY EXTRACT...... 131 FIGURE 165: THE EXTRACT DATA – FACILITY SCREEN ...... 132 FIGURE 166: THE EXTRACT DATA – FACILITY SCREEN ...... 133 FIGURE 167: EXTRACT DATA – FACILITY SEARCH CRITERIA GROSS SQ FT ERROR ...... 134 FIGURE 168: FACILITY ACTION IS REQUIRED IN THE EXTRACT DATA – FACILITY SEARCH CRITERIA ...... 134 FIGURE 169: FACILITY FILE EXTRACTS ARE LIMITED TO 2,500 RECORDS ...... 135 FIGURE 170: EXTRACT DATA – FACILITY WITH NO RESULTS FOUND ...... 135 FIGURE 171: EXTRACT DATA - FACILITY RESET BUTTON ...... 136 FIGURE 172: EXTRACT DATA - FACILITY RESET RESULTS ...... 136 FIGURE 173: THE FILE DOWNLOAD WINDOW FOR EXPORTING DATA ...... 136 FIGURE 174: THE EXTRACT DATA – CAMPUS SCREEN ...... 137 FIGURE 175: THE EXTRACT DATA – CAMPUS SCREEN ...... 137 FIGURE 176: CAMPUS FILE EXTRACTS ARE LIMITED TO 2,500 RECORDS ...... 138 FIGURE 177: EXTRACT DATA – CAMPUS WITH NO RESULTS FOUND ...... 138 FIGURE 178: EXTRACT DATA - CAMPUS RESET BUTTON ...... 139 FIGURE 179: EXTRACT DATA - CAMPUS RESET RESULTS ...... 139 FIGURE 180: SAMPLE EXPORTED CSV FACILITIES FILE ...... 140 FIGURE 181: SELECTING ONLY FACILITY COLUMNS ...... 141 FIGURE 182: EXTRACTED FILE WITH ONLY FACILITY COLUMNS ...... 141 FIGURE 183: SELECTING ONLY FACILITY DEFICIENCY COLUMNS ...... 142 FIGURE 184: EXTRACTED FILE WITH ONLY FACILITY DEFICIENCY COLUMNS ...... 142 FIGURE 185: SELECTING FACILITY AND FACILITY DEFICIENCY COLUMNS ...... 143 FIGURE 186: EXTRACTED FILE FACILITY AND FACILITY DEFICIENCY COLUMNS ...... 144 FIGURE 187: SELECTING ONLY CAMPUS COLUMNS ...... 144 FIGURE 188: EXTRACTED FILE WITH ONLY CAMPUS COLUMNS ...... 145 FIGURE 189: SELECTING FACILITY AND CAMPUS COLUMNS ...... 146 FIGURE 190: EXTRACTED FILE WITH FACILITIES AND CAMPUS COLUMNS ...... 146 FIGURE 191: SELECTING FACILITY AND FACILITY DEFICIENCY AND CAMPUS COLUMNS ...... 147 FIGURE 192: EXTRACTED FACILITY, FACILITY DEFICIENCY AND CAMPUS COLUMNS ...... 148 FIGURE 193: CHOOSING TO REQUEST A SUBSET OF FACILITY LEASE DATA ...... 149 FIGURE 194: USING THE LEASE EXTRACT DATA REQUEST SCREEN ...... 150 FIGURE 195: AT LEAST ONE COLUMN MUST BE SELECTED FOR A LEASE EXTRACT ...... 151 FIGURE 196: THE EXTRACT DATA – LEASE SCREEN ...... 151 FIGURE 197: THE EXTRACT DATA – LEASE SCREEN ...... 152 FIGURE 198: EXTRACT DATA – LEASE SEARCH CRITERIA FROM/TO ERRORS ...... 154 FIGURE 199: AT LEAST ONE SEARCH FIELD MUST BE ENTERED ON THE EXTRACT DATA LEASE SCREEN ...... 154 FIGURE 200: FILE EXTRACTS ARE LIMITED TO 2,500 RECORDS ...... 155 FIGURE 201: EXTRACT DATA – LEASE WITH NO RESULTS FOUND ...... 155 FIGURE 202: EXTRACT DATA - FACILITY RESET BUTTON ...... 155 FIGURE 203: EXTRACT DATA - LEASE RESET RESULTS ...... 156 FIGURE 204: THE FILE DOWNLOAD WINDOW FOR EXPORTING DATA ...... 156 FIGURE 205: SELECTING LEASE COLUMNS ...... 157 FIGURE 206: SAMPLE EXPORTED CSV LEASE FILE ...... 157 FIGURE 207: REQUEST ACCESS EMAIL TO FL-SOLARIS (FITS) ADMINISTRATORS ...... 161 FIGURE 208: BUSINESS PORTAL-DEP SECURITY SUITE ...... 162 FIGURE 209: DEP SECURITY SUITE WELCOME SCREEN ...... 162
FL-SOLARIS (FITS) User Guide | Page 10 of 239 | FIGURE 210: DEP SECURITY SUITE-NO AGM OVERSIGHT ROLE ...... 163 FIGURE 211: MYFDEP SECURITY PORTAL ASSIGN USER ROLES: STEP 1: SEARCH FOR USER ...... 164 FIGURE 212: MYFDEP SECURITY PORTAL ASSIGN USER ROLES: STEP 2-SELECT THE USER ...... 165 FIGURE 213: MYFDEP SECURITY PORTAL ASSIGN USER ROLES: STEP 3-ASSIGN THE ROLES ...... 166 FIGURE 214: MYFDEP SECURITY PORTAL ASSIGN USER ROLES: STEP 4-CONFIRM CHANGES AND SUBMIT ...... 167 FIGURE 215: MYFDEP PORTAL ASSIGN USER ROLES: RESULTS ...... 168 FIGURE 216: FL-SOLARIS (FITS) MANAGE FITS USERS MENU OPTION...... 169 FIGURE 217: FL-SOLARIS (FITS) MANAGE FITS USERS ...... 169 FIGURE 218: FL-SOLARIS (FITS) SEARCH USERS SCREEN ...... 170 FIGURE 219: FL-SOLARIS (FITS) MANAGE FITS USERS SEARCH CRITERIA ...... 171 FIGURE 220: MANAGE FITS USERS SEARCH USERS ERROR ...... 171 FIGURE 221: SEARCH USERS NO RESULTS FOUND ERROR ...... 172 FIGURE 222: FL-SOLARIS (FITS) MANAGE FITS USERS SEARCH RESULTS ...... 173 FIGURE 223: ASSIGNING AN AGENCY TO THE USER ...... 174 FIGURE 224: MANAGE FITS USERS CONFIRMING THE ASSIGN ...... 175 FIGURE 225: MANAGE FITS USERS AFTER SUCCESSFUL ASSIGN ...... 175 FIGURE 226: UNASSIGNING A USER ID USING THE MANAGE FITS USERS SCREEN ...... 176 FIGURE 227: CONFIRMING THE UNASSIGN ...... 176 FIGURE 228: MANAGE FITS USERS AFTER SUCCESSFUL UNASSIGN ...... 177 FIGURE 229: EMAIL TO AN UNASSIGNED USER ...... 177 FIGURE 230: MANAGE FITS USERS SCREEN AFTER THE USER ID HAS BEEN UNASSIGNED ...... 178 FIGURE 231: MANAGE FITS USERS SCREEN SHOWING INACTIVE DATE ...... 179 FIGURE 232: ANNUAL ARCHIVE PROCESS EMAIL TO ACCOUNT MANAGERS ...... 179 FIGURE 233: ANNUAL VERIFICATION OF FL-SOLARIS (FITS) USERS ...... 180 FIGURE 234: FL-SOLARIS (FITS) UPLOAD MENU ...... 181 FIGURE 235: FL-SOLARIS (FITS) FACILITY DATA UPLOAD MENU OPTION ...... 181 FIGURE 236: FL-SOLARIS (FITS) FACILITY DATA UPLOAD SCREEN ...... 182 FIGURE 237: FL-SOLARIS (FITS) FACILITY UPLOAD FILE TEMPLATES ...... 183 FIGURE 238: DOWNLOAD OR OPEN THE FILE IN WINDOWS INTERNET EXPLORER ...... 183 FIGURE 239: FIRST COLUMNS IN THE EXCEL FACILITY DATA TEMPLATE ...... 183 FIGURE 240: UPLOADING FILES USING THE FACILITY DATA UPLOAD SCREEN ...... 185 FIGURE 241: CHOOSING A FILE TO UPLOAD ...... 186 FIGURE 242: FL-SOLARIS (FITS) FACILITY DATA UPLOAD SCREEN WITH FILE NAME SELECTED ...... 186 FIGURE 243: FL-SOLARIS (FITS) FACILITY DATA UPLOAD SCREEN WITH DISPLAYED MESSAGES ...... 187 FIGURE 244: FL-SOLARIS (FITS) FACILITY DATA UPLOAD SCREEN WITH REJECTED RECORDS MESSAGE ...... 189 FIGURE 245: FL-SOLARIS (FITS) REJECTED RECORDS FILE CONTENTS ...... 189 FIGURE 246: FL-SOLARIS (FITS) UPLOAD MENU ...... 192 FIGURE 247: FL-SOLARIS (FITS) DATA LOAD RESULTS MENU OPTION...... 192 FIGURE 248: FL-SOLARIS (FITS) DATA LOAD RESULTS MENU OPTION...... 193 FIGURE 249: FL-SOLARIS (FITS) SEARCH CRITERIA FOR VIEWING FACILITY DATA UPLOAD RESULTS ...... 193 FIGURE 250: FL-SOLARIS (FITS) DATA LOAD RESULTS SEARCH RESULTS FOR FACILITY DATA UPLOAD...... 195 FIGURE 251: EMAIL TO DMS AND DEP ACCOUNT MANAGERS INDICATING A LEASE DATA LOAD ...... 197 FIGURE 252: EMAIL TO DMS AND DEP ACCOUNT MANAGERS CONTAINING LEASE DATA LOAD ERROR LOG ...... 198 FIGURE 253: EMAIL TO DMS AND DEP ACCOUNT MANAGERS WITH INSTRUCTIONS TO EXPORT THE ERROR LOG 198 FIGURE 254: SAMPLE LEASE DATA UPLOAD ERROR NOTIFICATION EMAIL ...... 199 FIGURE 255: FL-SOLARIS (FITS) UPLOAD MENU ...... 200 FIGURE 256: FL-SOLARIS (FITS) DATA LOAD RESULTS MENU OPTION...... 200 FIGURE 257: FL-SOLARIS (FITS) DATA LOAD RESULTS MENU OPTION...... 201 FIGURE 258: FL-SOLARIS (FITS) SEARCH CRITERIA FOR VIEWING FACILITY LEASE DATA UPLOAD RESULTS ...... 201 FIGURE 259: FL-SOLARIS (FITS) DATA LOAD RESULTS SEARCH RESULTS FOR LEASE DATA UPLOAD ...... 203 FIGURE 260: DAILY EXTRACTION PROCESSING NOTIFICATION THAT CSV FILES WERE NOT CREATED ...... 206 FIGURE 261: REMINDER OF THE ACTIONS PERFORMED DURING THE ANNUAL ARCHIVE ...... 208 FIGURE 262: ANNUAL ARCHIVE PROCESS ERROR EMAIL...... 208
FL-SOLARIS (FITS) User Guide | Page 11 of 239 | FIGURE 263: FITS TO PEOPLE FIRST PROCESS SUCCESS MESSAGE ...... 210 FIGURE 264: PEOPLE FIRST TO FITS PROCESS SUCCESS MESSAGE ...... 211 FIGURE 265: PEOPLE FIRST TO FITS SUCCESS MESSAGE WITH REJECTED RECORDS ...... 212 FIGURE 266: PEOPLE FIRST TO FITS PROCESS FILE NOT FOUND MESSAGE ...... 213 FIGURE 267: NAVIGATING TO THE LITS SURPLUS SCREENS ...... 214 FIGURE 268: NAVIGATING TO THE LITS SURPLUS SCREENS ...... 214 FIGURE 269: ADMIN MENU: MANAGE CONFIGURATION (SPLASH MESSAGE) ...... 216 FIGURE 270: MANAGE CONFIGURATION: CONFIGURATION ITEMS ...... 216 FIGURE 271: FL-SOLARIS (FITS) FLASH MESSAGE EXAMPLE ...... 216 FIGURE 272: FL-SOLARIS (FITS) FLASH MESSAGE SCREEN ...... 217 FIGURE 273: ADMIN MENU: MANAGE TRIRIGA CONFIGURATION...... 218 FIGURE 274: MANAGE TRIRIGA CONFIGURATION SCREEN ...... 218 FIGURE 275: FL-SOLARIS FACILITY INVENTORY TRACKING SYSTEM (FITS) SCREEN ...... 219 FIGURE 276: FL-SOLARIS MANAGE EMAIL NOTIFICATION SCREEN ...... 219 FIGURE 277: EDITING AN EMAIL NOTIFICATION ...... 220 FIGURE 278: MESSAGE AFTER SUCCESSFUL EMAIL NOTIFICATION EDIT ...... 220 FIGURE 279: DELETING EMAIL NOTIFICATION...... 221
FL-SOLARIS (FITS) User Guide | Page 12 of 239 | Table of Tables
TABLE 01: FL-SOLARIS FITS ORGANIZATIONS ...... 22 TABLE 02: FL-SOLARIS (FITS) ROLES ...... 24 TABLE 03: FL-SOLARIS (FITS) MAIN MENU, BY ROLES ...... 29 TABLE 04: FL-SOLARIS (FITS) SITE MAP OPTIONS, BY ROLES ...... 32 TABLE 05: FL-SOLARIS (FITS) SEARCH FACILITY ACTIONS WHEN LOOKING FOR: OWNED, BY ROLE ...... 46 TABLE 06: BOTH FACILITY LEASE SEARCH RESULT ACTIONS ...... 60 TABLE 07: FACILITY VERIFY LOCATION MESSAGES AND THEIR MEANINGS ...... 74 TABLE 08: FL-SOLARIS (FITS) SEARCH CAMPUS ACTIONS, BY ROLE ...... 108 TABLE 09: FACILITY AND FACILITY WITH DEFICIENCIES ALL DATA EXTRACT COLUMNS ...... 126 TABLE 10: LEASE ALL DATA EXTRACT COLUMNS ...... 127 TABLE 11: FL-SOLARIS (FITS) USER AND ADMINISTRATOR ROLES ...... 160 TABLE 12: FL-SOLARIS (FITS) ACTIONS BASED ON USER STATUS ...... 174 TABLE 13: FL-SOLARIS (FITS) FACILITY DATA UPLOAD FILE CONTENTS ...... 184 TABLE 14: FL-SOLARIS (FITS) FACILITY DATA UPLOAD SCREEN MESSAGES ...... 188 TABLE 15: FL-SOLARIS (FITS) REJECT MESSAGES IN THE REJECTED RECORDS FILE...... 190 TABLE 16: THE APPLICATION OF TO AND FROM DATE SEARCH CRITERIA ...... 194 TABLE 17: DATA LOAD RESULTS SEARCH RESULTS COLUMN DESCRIPTIONS ...... 194 TABLE 18: DATA LOAD RESULTS SEARCH RESULTS COLUMN DESCRIPTIONS ...... 195 TABLE 19: FACILITY LEASING UPLOAD SCRIPT ERROR MESSAGES ...... 199 TABLE 20: THE APPLICATION OF TO AND FROM DATE SEARCH CRITERIA ...... 201 TABLE 21: DATA LOAD RESULTS SEARCH RESULTS COLUMN DESCRIPTIONS ...... 202 TABLE 22: DATA LOAD RESULTS SEARCH RESULTS COLUMN DESCRIPTIONS ...... 203 TABLE 23: FL-SOLARIS (FITS) BACKGROUND PROCESSES ...... 204 TABLE 24: FL-SOLARIS (FITS) CONTACT INFORMATION ...... 222 TABLE 25: FL-SOLARIS (FITS) DATA: AGENCY CODES ...... 223 TABLE 26: FL-SOLARIS (FITS) DATA: COUNTRY CODES ...... 226 TABLE 27: FL-SOLARIS (FITS) DATA: DEFICIENCY CATEGORIES ...... 230 TABLE 28: FL-SOLARIS (FITS) DATA: FACILITY ACTION CODES ...... 230 TABLE 29: FL-SOLARIS (FITS) DATA: FACILITY STATUS CODES ...... 231 TABLE 30: FL-SOLARIS (FITS) DATA: LEASE SOURCE CODES ...... 231 TABLE 31: FL-SOLARIS (FITS) DATA: ORGANIZATION TYPES ...... 231 TABLE 32: FL-SOLARIS (FITS) DATA: SECURITY ROLE CODES ...... 232 TABLE 33: FL-SOLARIS (FITS) DATA: SPACE TYPE CODES ...... 233 TABLE 34: FL-SOLARIS (FITS) DATA: STATE CODES ...... 234 TABLE 35: FL-SOLARIS (FITS) DATA: TITLE ENTITY CODES ...... 235 TABLE 36: FL-SOLARIS (FITS) DATA: USER SECURITY STATUS ...... 235
FL-SOLARIS (FITS) User Guide | Page 13 of 239 | I. INTRODUCTION
This guide is intended as an overview and primer on using the Florida State Owned Lands and Records Information System, Facility Inventory Tracking System, also known as FL-SOLARIS (FITS). It provides the directions to help you logon to, successfully navigate, and use competently FL- SOLARIS (FITS).
With the information in this guide, each agency should be able to do the following:
• Allow each organization’s users to register and request access. • Manage their respective users’ access requests. • Enter, validate and review their agency-owned facility data. • Retrieve facility and lease data. • Export facility and lease data.
The development of Florida’s State Owned Lands and Records Information System (FL-SOLARIS) was required by the Legislature. You can find a comprehensive summary of the FL-SOLARIS history and legislative requirements beginning in the Background Information section below. In this brief overview, it is important to know that there are several different components in the first phase of FL-SOLARIS. These are the three major components:
• Facility Inventory Tracking System (FITS) • Land Inventory Tracking System (LITS) • Public Lands Inventory (PLI)
This guide primarily addresses the use of the first component—the Facility Inventory Tracking System. A brief overview of the PLI data load process that accepts Shape files from the Florida Resources and Environmental Analysis Center (FREAC) and loads it into FL-SOLARIS is provided in the section, PLI Data Load Process.
Because of its role in the management of state lands and a concurrent initiative to develop a Land Inventory Tracking System (LITS), the Department of Environmental Protection (DEP) was assigned the lead for the system development and as the owner/manager of the FL-SOLARIS application. However, this web-enabled database serves as Florida's system of record for an inventory of all state-owned land and facility data and its creation was not under the purview of just one agency. FL-SOLARIS development has been coordinated with an Executive Management Team that also included the Department of Management Services (DMS), Department of Revenue (DOR), Department of Financial Services (DFS), Department of Education (DOE), Agency for Enterprise Information Technology (AEIT), Florida House, Board of Governors, Legislature, as well as representatives from the two County Appraiser associations.
FL-SOLARIS (FITS) User Guide | Page 14 of 239 | Some of the key underlying system design paradigms are noted below:
• FL-SOLARIS (FITS) Administrators will be established within each agency. • The system will have role-based access rights with agency level user access administration. • The application was built upon the DEP Portal with its security policies and infrastructure. • State-owned facility data, which had been collected annually by DMS, is recorded by the agencies that manage each facility. • Data on current leases is available in the system, but the information is provided by DMS and is not editable by other agencies. • Users can run custom data extracts into comma separated value (CSV) files that can be further massaged and manipulated for analysis in Microsoft Excel.
1. Background Information In 1990, the Florida Legislature enacted Florida Statute 253.0325, which required the Department of Environmental Protection (DEP) to develop a computerized system for its state lands records. Specifically, this system was to contain records and documents for lands where the title was vested in the Board of Trustees (BOT). DEP, acting as staff for the BOT, contracted with a company to develop a mainframe-based land record system to address the statutory requirements. In 1999, the Board of Trustees Land-Document System (BTLDS) was modernized to take advantage of newer technologies and integration components.
In 2008, Senate Bill 542 amended Section 253.0325, F.S., to require the DEP to include in its modernization of state lands records initiative all lands acquired by all agencies under the Florida Preservation 2000 Act (P-2000) pursuant to Section 259.101, F.S., or the Florida Forever (FF) Act pursuant to Section 259.105, F.S. This includes all land records beginning in 1990 to present, as well as any future land purchases involving P-2000 and FF funding. To determine the most effective approach to the 2008 amendments to s. 253.0325, F.S., DEP contracted with an outside vendor to conduct a BTLDS Feasibility Study, which resulted in a detailed Schedule IV-B. (The Schedule IV-B provides a basis for agreement among agency IT staff, program staff, and executive management as well as Governor’s Office of Policy & Budget (OPB) and the Legislature regarding resources and commitments needed for the project. Generally, the Schedule IV-B builds on analyses and information collected by the agency during the initial definition and planning stages of a project. It provides a framework to assess the costs, benefits, and risks of a proposed IT project.) It was determined that the Division of State Lands will become the clearinghouse for the data and will maintain the sole data repository for state owned land information.
In December 2010, Senate Bill 1516 amended 9 sections of Florida Statutes, which expanded the scope of the original computerized system for state lands to include facilities that were owned, leased, rented, or otherwise occupied by any agency, judicial branch, or water management district.
FL-SOLARIS (FITS) User Guide | Page 15 of 239 | To meet this requirement DEP developed a system that allows agencies to enter and update their data through a web-based system. All state agencies, the judicial branch, and water management districts will be required to submit pertinent land and facility data into the FL-SOLARIS system. To ensure the ability to meet Legislative requirements, DEP will ensure the FL-SOLARIS system covers all state lands and facilities, not just P-2000 and FF funded lands. This includes lands that the State has fee interest in, and/or is a conservation easement acquired through a formal acquisition process for protecting the land and not for regulatory purposes. Additionally, DMS and DEP shall develop and maintain an automated inventory of all facilities owned, leased, rented, or otherwise occupied and maintained by state agencies, judicial branch, and water management districts.
Through work sessions with DEP, the affected agencies, and an assessment of potential alternatives as detailed in the Schedule IV-B, DEP has elected to develop FL-SOLARIS to leverage DEP’s existing infrastructure, technology, tools, and systems. In addition, this solution could be leveraged by DEP in its longer-term need to replace the BTLDS system with modern technologies. Additionally, the Board of Trustees will be responsible for maintaining the public land inventory from the county tax roll data submitted by either the Department of Revenue or the Counties.
2. Purpose of System Lawmakers and land managers in the State of Florida have long envisioned a comprehensive public lands inventory system. FL-SOLARIS will, for the first time, collect land and facility data from all State agencies and store the data in one place allowing analysis to help answer questions like these:
▪ How much land is owned by the state? ▪ Are there reverters, reservations, or ▪ Where is the land located? encumbrances on the land? ▪ How much was paid for the land? ▪ What is the geographic location of the ▪ What is the value of the land? land? ▪ What land is used for conservation ▪ What is the street address of the land? purposes? ▪ What improvements are appurtenant ▪ What is the land used for? to the land? ▪ Who are the land managers? ▪ What is the percentage of land lying ▪ Are there surplus lands available for within a specific geographic area or disposition? political sector? ▪ What is the character of the land? ▪ What facilities are on private lands? ▪ What is in the vicinity of the land? ▪ What condition is the facility? ▪ What were the funding sources used to ▪ What is the life-cycle cost of a facility? purchase the land? ▪ What facilities can be identified for ▪ What agencies partnered to fund the surplus? land purchase and percentage of participation?
FL-SOLARIS (FITS) User Guide | Page 16 of 239 | 3. System Benefits Successful implementation of FL-SOLARIS will result in a current, spatially enabled State land inventory that will be able to answer many of the questions asked using spatial overlay queries. Additionally, facility inventory information will be presented as a point resulting from address geocoding that is displayed on top of the land inventory GIS layer.
Successful implementation of FL-SOLARIS will result in these benefits:
• A populated and reconciled current state land inventory that enables DSL to produce reports and maps on all state lands that are owned. All state lands that are rented, leased, or otherwise occupied or maintained will be presented as tabular data. This is to be an overall inventory of all state-owned land by ownership (BOT, Water Management Districts, State Agencies, Universities, DOT, and Community College). • A populated current facility inventory on all state facilities that are owned, rented, leased, or otherwise occupied or maintained. • DMS and DEP need to prepare disposition analysis to report on land and facilities disposed.
1. Agencies will be able to review and update information in the system using a web interface to determine if the land / facility are a candidate for disposition. This is not an automated process provided by the system but is instead a location where all the data is gathered so manual review / decisions can be made based on that data. 2. Agencies will be able to extract land and facility information pertaining to all agencies.
FL-SOLARIS (FITS) User Guide | Page 17 of 239 | II. ACCESSING THE SYSTEM
4. MyFDEP Portal FL-SOLARIS (FITS) is one of the many web-based enterprise systems available through the Department of Environmental Protection (DEP) Portal. From the MyFDEP Portal, at web address https://prodenv.dep.state.fl.us/DepMyPortal you must Register or Sign In.
Figure 1: MyFDEP Portal- Sign In or Register New Users If you are a new user, you will need to Register. You are required to fill in some basic personal information. The fields required on the Registration screen are the following:
1. Email address 6. State 2. First Name 7. Zip 3. Last Name 8. Phone Number 4. Address (Line 1) 9. Security Question* 5. City 10. Security Answer*
*The completion of the security question and security answer fields are required in the event you forget your password. You will choose one of several possible security questions.
FL-SOLARIS (FITS) User Guide | Page 18 of 239 |
Figure 2: Registration Security Questions
Figure 3: MyFDEP Portal Registration Screen
When you complete the registration, you will need to check your email for further instructions.
Figure 4: Registration Complete – Check Email
FL-SOLARIS (FITS) User Guide | Page 19 of 239 | If you do not see the email in your Inbox, check your Spam mail folder. Click the link included in your email to complete your registration and set your password.
Figure 5: FDEP Portal Registration Request Email
This will verify your email address. The Verify E-mail screen will be displayed. The security question that you choose on the Register screen will be displayed along with boxes for entering/confirming your password. Compete the form and click Create Password. Write your password down for future use. You will use this the next time you sign into the DEP Portal.
Figure 6: FDEP Portal Verify Email
Once you’ve created your password, you will want to sign in to the DEP Portal using your new sign in information. Write your password down for future use. You will have received an “FDEP Business Portal Registration – Complete” email.
Existing MyFDEP Portal User Sign In Now, with your registration complete, you will need to navigate to the MyFDEP Internal Portal to sign in. Go to this URL: https://prodenv.dep.state.fl.us/DepMyPortal. Sign in here using your state employee email address and the password you created when you registered.
FL-SOLARIS (FITS) User Guide | Page 20 of 239 |
Figure 7: FDEP Portal Sign In
Once you have signed in, you will click on the FL-State Owned Lands and Record Information System - (Facility Inventory Tracking System) link on the right side of the page.
Figure 8: MyFDEP Portal - Enterprise Applications
FL-SOLARIS (FITS) User Guide | Page 21 of 239 | 5. Requesting Access to FL-SOLARIS (FITS) Upon your first attempt to use FL-SOLARIS (FITS), the system prompts you to request access. More specifically, if you are not already a user with assigned access rights, when you click on the FL-State Owned Lands and Record Information System - (Facility Inventory Tracking System) from the MyFDEP portal, you will see the Request Access screen.
By requesting access using this screen, you are letting the FL-SOLARIS (FITS) administrators know that you need access. The three required fields on the Request Access screen are Your Organization Type, Organization, and Requested Role. The exception is if your organization type is ‘Legislature’; see the Request Access - Legislature section.
Figure 9: FL-SOLARIS (FITS) - Request Access
Your Organization Type & Organization The first two required fields are ‘Your Organization Type’ and ‘Organization’. These fields are linked; the list that appears in the Organization drop down box changes depending on the selection of Organization Type. The following table shows the resulting Organization lists when you pick a value from the dynamic Your Organization Type. Table 01: FL-SOLARIS FITS Organizations
FL-SOLARIS FITS Organizations
Selected Organization Type = Agency, Agency Resulting Organization Pick List below • Agency for Health Care Administration • Agency for Persons with Disabilities • Agency for State Technology • Auditor General • Department of Agriculture and Consumer • Department of Business and Professional Services Regulation • Department of Children & Families • Department of Citrus • Department of Corrections • Department of Economic Opportunity • Department of Education • Department of Elder Affairs • Department of Environmental Protection • Department of Financial Services
FL-SOLARIS (FITS) User Guide | Page 22 of 239 | FL-SOLARIS FITS Organizations
• Department of Health • Department of Highway Safety and Motor Vehicles • Department of Juvenile Justice • Department of Law Enforcement • Department of Legal Affairs • Department of Management Services • Department of Military Affairs • Department of Revenue • Department of State • Department of the Lottery • Department of Transportation • Department of Veterans Affairs • Division of Administrative Hearings • Division of Emergency Management • Executive Office of the Governor • Fish and Wildlife Conservation Commission • Florida Parole Commission • Florida School for the Deaf and Blind • Office of Financial Regulation • Office of Insurance Regulation • Public Service Commission Selected Organization Type = Community College, Community College Resulting Organization Pick List below • FCS-Broward College • FCS-Chipola College • FCS-College of Central Florida • FCS-Daytona State College • FCS-Eastern Florida State College • FCS-Florida Gateway College • FCS-Florida Keys Community College • FCS-Florida SouthWestern State College • FCS-Florida State College at Jacksonville • FCS-Gulf Coast State College • FCS-Hillsborough Community College • FCS-Indian River State College • FCS-Lake Sumter State College • FCS-Miami Dade College • FCS-North Florida Community College • FCS-Northwest Florida State College • FCS-Palm Beach State College • FCS-Pasco-Hernando State College • FCS-Pensacola State College • FCS-Polk State College • FCS-Santa Fe College • FCS-Seminole State College of Florida • FCS-South Florida State College • FCS-St. Johns River State College • FCS-St. Petersburg College • FCS-State College of Florida, Manatee-Sarasota • FCS-Tallahassee Community College • FCS-Valencia College Selected Organization Type = Judicial, Judicial Resulting Organization Pick List below • Justice Administration • State Courts System Selected Organization Type = Legislature/Executive, Legislature/Executive Resulting Organization Pick List below • Legislature Selected Organization Type = University, University Resulting Organization Pick List below • SUS-Florida A&M University • SUS-Florida Atlantic University • SUS-Florida Gulf Coast University • SUS-Florida International University • SUS-Florida Polytechnic University • SUS-Florida State University • SUS-New College • SUS-University of Central Florida • SUS-University of Florida • SUS-University of North Florida • SUS-University of South Florida • SUS-University of West Florida Water Management District Organization Type = WMD, Resulting Organization Pick List below • WMD-Northwest Florida WMD • WMD-South Florida WMD • WMD-Southwest Florida WMD • WMD-St. Johns River WMD • WMD-Suwanee River WMD •
You should see your organization in one of these listings. If you do not see your organization, you should see the For Further Assistance Section to get assistance.
FL-SOLARIS (FITS) User Guide | Page 23 of 239 | Requested Role The third required field is ‘Requested Role’. Once you have selected Your Organization Type and Organization, there is one of three roles that you can request.
Table 02: FL-SOLARIS (FITS) Roles
FL SOLARIS (FITS) Role Information
Role Role Responsibility
Account There should be at least one FL-SOLARIS (FITS) Account Manager within each organization. Manager Account Managers will have the responsibility to remove and verify user access to FL- SOLARIS (FITS) for their organization. (Only DEP Account Managers can grant access to the DEP Business Portal.) Additionally, the person filling the role of the organization’s Account Manager(s) has the responsibilities and the authority to act on their organization’s facility data, as well as the prerequisite View and Edit rights for that data. Account Managers are also able to view facility and lease information for all organizations, not just their own.
Edit The FL-SOLARIS (FITS) user assigned an Edit role has the right and responsibility to view and edit (input, validate and update) facility data for their organization. Users who have been assigned the Edit role are also able to view facility and lease information for all organizations, not just their own. View Only Any user within the organization can be assigned the View Only role. This role allows the user to view FL-SOLARIS (FITS) data across all organizations.
Manager Name, Manager Phone & Comments The three remaining fields—Manager Name, Manager Phone and Comments—are optional and for information purposes only. Data entry in these fields is not required; however, in larger or geographically dispersed organizations, the manager information may be especially helpful to or required by the organization’s assigned FL-SOLARIS (FITS) Account Manager. Therefore, it is recommended that you fill in this information. Your manager information is typically equivalent to your supervisor information.
For the ‘Legislature/Executive’ organization type, these optional manager information fields are not enabled on the Request Access screen.
Figure 10: Filled in FL-SOLARIS (FITS) Request Access Form
FL-SOLARIS (FITS) User Guide | Page 24 of 239 | When you click on the Request Access button, an email will automatically be sent to the FL- SOLARIS (FITS) Administrators. The following are the business rules related to FL-SOLARIS (FITS) Access.
1. FL-SOLARIS (FITS) Administrators will receive an email when a user requests access using the Request Access screen. This email contains: a. User ID b. User Name c. Requested Role d. Entity Type e. Requested Agency (If Entity Type does not equal “Legislative/Executive”) f. Email address g. User Phone h. Manager Name: If Entity Type does not equal “Legislative/Executive” and if provided. i. Manager Phone: If Entity Type does not equal “Legislative/Executive” and if provided. j. Comments: If provided. 2. The FL-SOLARIS (FITS) Administrators, upon receiving the email requesting access, log into the DEP Security Portal and assign the user a Role before accessing the Manage FITS Users screen. 3. If the FL-SOLARIS (FITS) Administrators chooses to assign a Role other than the one that was requested or deny the User access altogether, the FL-SOLARIS (FITS) Administrators should contact the user directly outside the system. No system function has been provided for this purpose. 4. DMS and DEP FL-SOLARIS (FITS) Administrators have access to User IDs for all Agencies including “Legislature/Executive”. 4. Department of Education (DOE) Account Managers (Administrators) have access to view User IDs for all Universities, Community College and DOE. 5. Account Managers (Administrators) who are not from DMS or DEP or DOE will only have access to view user ids for their Agencies.
After submission of the FL-SOLARIS (FITS) Request Access form, you will receive this screen message:
Your request for access has been sent successfully to the FL-SOLARIS (FITS) Administrator.
When your FL-SOLARIS (FITS) Administrator views and approves your request, you will receive an email with details confirming your FL-SOLARIS (FITS) access. It is this email that will have the link
FL-SOLARIS (FITS) User Guide | Page 25 of 239 | to the DEP Internal Portal. You should save the web address in that email by creating a bookmark or saving it as a link or favorite.
Figure 11: Assign FL-SOLARIS (FITS) Role Email
Sign in to the MyFDEP Portal again and click on the FL-SOLARIS (FITS) option to begin to use the Facility Inventory Tracking System. This time when you sign in, after being given access to the system, you will be at the Welcome screen.
Figure 12: FL-SOLARIS (FITS) Welcome Screen
If you find that you have requested the wrong access, you may submit the Request Access form again. You can navigate to the Request Access screen by clicking on the Request Access option on the main menu.
FL-SOLARIS (FITS) User Guide | Page 26 of 239 | Request Access - Legislature The request for FL-SOLARIS (FITS) access is handled differently when the user is from the Legislature. As the legislature/executive users can only request view only access, the Request Access screen is different when the ‘Legislature/Executive’ value is selected in the Your Organization Type field. Once that value is selected, the pick list options change and the Manager Information fields are no longer displayed/required.
Figure 13: FL-SOLARIS (FITS) Request Access for Legislature/Executive A note regarding “Special” Organizations There are four organizations that are “special” in regard to the Facility Inventory Tracking System; they are the Department of Environmental Protection (DEP), Department of Management Services (DMS), the Department of Education (DOE), and the Legislature. DEP and DMS Account Managers, as stewards for the system, may edit all system data regardless of the organization that entered and owns the data. DOE Account Managers may add new facility records for their own agency and may edit data belonging to Universities, Community College and their own agencies. The Legislature may see all system data, but their role is view only.
FL-SOLARIS (FITS) User Guide | Page 27 of 239 | III. NAVIGATING THE SYSTEM
The route you take to go from point A (the Welcome Screen) to point B (a list of facilities) or from point B to point C (a map of one facility) in FL-SOLARIS (FITS), depends a bit on personal preference, and on the user role you are assigned. Your access rights are linked to your role; because of that, not all users will see the same objects or have the same choices for navigation. There are variations in what you see on the menus, differences on the fields you see on a screen, differences in the field values in the Pick List fields, and the absence/addition of hyperlinks to other options, all dependent on your role.
To attempt to best document this user guide, each system object—menu, screen, field, etc.—will be documented in a logical manner. To help you to determine if you will have the described options or rights available to you, with the role you have been assigned, each section will first talk about the differences in that section based on the role. The first system object we want to consider is the FL-SOLARIS (FITS) Main Menu.
6. Main Menu & Footer Options The main menu is the primary means of navigation in FL-SOLARIS (FITS). This menu is horizontal: this means it is displayed across the page as opposed to a vertical menu which runs down the page. (A vertical menu option will be considered in the Site Map section.)
Figure 14: FL-SOLARIS (FITS) Main Menu
Which roles see what FL-SOLARIS (FITS) main menu options? Account Manager sees six; Edit sees five; View Only sees four.
FL-SOLARIS (FITS) User Guide | Page 28 of 239 | Table 03: FL-SOLARIS (FITS) Main Menu, By Roles
FL-SOLARIS (FITS) Main Menu Options, by Role View Only Account Main Menu Item Edit Role Role Manager Role Admin Not Visible Not Visible Visible
Extract Data Visible Visible Visible
Facilities Visible Visible Visible
Request Access Visible Visible Visible
Upload Not Visible Visible Visible
When an option on the main menu is selected by the mouse, submenus open, until you click on one of the menu end-points. You will be able to detect these menu end-points because when your mouse comes near one of these, the cursor changes to indicate that you are now selecting a hyperlinked option.
Figure 15: FL-SOLARIS (FITS) Main Menu, Submenu and Menu End-Point
This main menu, with the submenus and menu endpoints will be displayed on each screen, no matter where you are within the FL-SOLARIS Facility Inventory Tracking System. The examples thus far have shown the main menu as displayed on the FL-SOLARIS (FITS) Welcome or Home Screen.
Additionally, on every FL-SOLARIS (FITS) screen, there are three footer options: Site Map, Contact Us, and User Guide
Figure 16: FL-SOLARIS (FITS) Footer Options: Site Map, Contact Us and User Guide
The Contact Us option is standard, providing you the name, email and phone number of the person(s) you can contact to get assistance. The Site Map is unique; this is where you can get the vertical menu option for all screens in the FL-SOLARIS (FITS). The User Guide hyperlink displays the online version of this User Guide.
FL-SOLARIS (FITS) User Guide | Page 29 of 239 | 7. Home Page/FITS Facility Dashboard
Figure 17: FL-SOLARIS (FITS) Home Page/FITS Facility Dashboard
The dashboard is a tool to help agencies enter/update data by the statutorily required date, June 30th. All changes made to the FL-SOLARIS FITS database are immediately reflected in the charts. An agency has updated all owned facilities when the “complete” displays 100%. “In progress” advises of facilities updated but not complete. “Not started” advises of facilities for which no updates have been made this fiscal year. For more information, see FITS Facility Dashboard.
FL-SOLARIS (FITS) User Guide | Page 30 of 239 | 8. Site Map The FL-SOLARIS (FITS) Site Map gives you the option to see the menu in a vertical or hierarchical display. This allows, in one page, to see the entire system map, to which you have been granted access by your assigned role, with all starting points, branches and hyperlinks.
Figure 18: FL-SOLARIS (FITS) Site Map The next table shows the Site Map end-point options and whether each option will be visible or not visible to the three roles. Whether the Main Menu and Submenu options will be visible or not is implied by the Site Map hyperlink visibility.
FL-SOLARIS (FITS) User Guide | Page 31 of 239 | Table 04: FL-SOLARIS (FITS) Site Map Options, By Roles
FL-SOLARIS (FITS) Site Map Options, by Role Site Map End-Point Account Manager View Only Role Edit Role Hyperlinks Role Manage Configuration Not Visible Not Visible Visible Manage Email Notifications Not Visible Not Visible Not Visible Manage Fits Users Not Visible Not Visible Not Visible Extract Data Visible Visible Visible View Reports Visible Visible Visible Search Campus Visible Visible Visible Search Facilities Visible Visible Visible Request Access Visible Visible Visible Manage Surplus Visible Visible Visible Data Load Result Not Visible Not Visible Visible Facility Data Upload Not Visible Visible Visible
The next figure shows the Site Map when the View Only Role is assigned. The menu options for the Edit role and the View Only role are the same so the Site Map Menu would be identical to the one shown below for the Edit role also.
Figure 19: FL-SOLARIS (FITS) Site Map, with View Only Role
FL-SOLARIS (FITS) User Guide | Page 32 of 239 | 9. Field Considerations There are several different field types and other field considerations in FL-SOLARIS (FITS): Pick List fields, free text data entry fields, read only fields, required fields, radio button fields and grid sort header fields.
Pick List Fields You can identify the Pick List fields, also known as List of Value fields or drop-down boxes, because they will have a double arrow at the end of the field. Also, usually, these pick list fields will have ‘-- Please Select --’ as the default value when you first arrive on the screen. The exception to this is when a value from the pick list has already been preselected for you. In the figure above, the ‘Department of Environmental Protection’ value is displayed when you come to this screen because that is the value that was selected for Organization when this user requested access to the system.
Figure 20: FL-SOLARIS (FITS) Pick List Fields
To use a Pick List, simply click anywhere on the field with the mouse and the list will display all the available values from which to choose. You can select one value or many values. The field will display the values you have chosen, up to 5. If you choose more the 5 values, the field will display the number of values you have selected from the list. At the top of the Pick List is a filter where you can limit the values shown in the list. You can click one value at a time or click on the “Check all” to select all available values, or on the “Uncheck all” to cancel your selection.
FL-SOLARIS (FITS) User Guide | Page 33 of 239 | Free Text Data Entry Fields A free text data entry field sounds just like what it is. These fields allow you to type, for the most part, ‘freely’ any text you want into the field. The two limitations to what you may type are 1) the character type and 2) the field length. For example, for a square feet field you will be required to type a number; that field will not accept a letter. In addition to this constraint, you are also limited in data entry to these free text fields by the length of the field. For example, the field length of the City field is 60 characters, thus you may not type a city name that exceeds 60 characters.
Figure 21: FL-SOLARIS (FITS) Free Text Data Entry Fields
Read Only Fields There are often fields on a screen that are read only and will be filled in after you save your data or pick a value. These fields are gray and will be skipped in the tabbing order.
Figure 22: FL-SOLARIS (FITS) Read Only Fields
FL-SOLARIS (FITS) User Guide | Page 34 of 239 | Required Data Fields An asterisk next to a data field denotes that the data field is required. You will not be able to save a record until all required fields have been entered.
Figure 23: FL-SOLARIS (FITS) Required Fields
Radio Buttons A radio button is a special field that allows for a choice between only two options. You select an option by clicking on the circle nearest to your choice. Radio buttons are used for paired values, such as yes/no, true/false, and OK/Cancel. One of the buttons will always be selected. You cannot have either option blank nor have both options selected.
Figure 24: FL-SOLARIS (FITS) Example Radio Buttons
Grid Sort Header Fields A grid sort header field is a feature to allow you to easily sort your result set. When you search for records, depending on your criteria, you may have one or hundreds of records returned. (The FL-SOLARIS (FITS) record limit for a result grid is 500 records.) These resulting records are returned in the form of a grid, like a table or spreadsheet with rows and columns. At the top of
FL-SOLARIS (FITS) User Guide | Page 35 of 239 | each column is a column header label. Those column header labels that are hyperlinks are also known as grid sort header fields. Click on one of these fields sorts the data in the grid by that field in an ascending fashion. Clicking a second time on the same field sorts the data in a descending manner. You cannot sort by two fields at a time. Clicking a second grid sort header field clears the first sort and sorts the data by the last grid sort header field that was clicked.
Figure 25: FL-SOLARIS (FITS) Grid Sort Header Fields
Field Hints A field hint gives you a brief tip for the field that you have selected. When you have selected the field, if you hover with the mouse, the field hint will be displayed in a yellow note-like box adjacent to the selected field.
Figure 26: FL-SOLARIS (FITS) Field Hints
FL-SOLARIS (FITS) User Guide | Page 36 of 239 | 10. System Messages The system will display messages for many reasons—to inform, to warn, to confirm success and to provide details of an error. These messages will generally appear at the top of the screen, below the menu and screen title. A ‘success-type’ message will be shown when an action is effectively completed, such as creating a facility or updating a campus. This message type will be displayed in green font. Warning messages appear when something has been attempted which is not allowed by the system; these are displayed in red text. For example, you will receive a warning message when you attempt to save a facility or campus and all the required fields have not been filled in. Another type of system message is an error message. If the system encounters a technical error, an appropriate “error message” will be provided describing the issue.
Figure 27: FL-SOLARIS (FITS) System Messages
One additional type of message, Splash Messages, is also provided to users. Splash Messages are displayed messages at the top right-hand corner of the FL-SOLARIS (FITS) screens. They are used to communicate information about system unavailability, deadlines and other useful information to FL-SOLARIS (FITS) users.
Figure 28: FL-SOLARIS (FITS) Splash Messages
FL-SOLARIS (FITS) User Guide | Page 37 of 239 | 11. Paging Navigation Paging navigation allows you to work through the numerous pages of your result set. You can page through a list of results one page at a time by using the next/previous page buttons or you can go directly to the last page or first page. Additionally, you can select the specific page number if you’d like.
Figure 29: FL-SOLARIS (FITS) Paging Buttons
12. System Security To ensure security, FL-SOLARIS (FITS) will time out your session based on inactivity. This will happen after 30 minutes without FL-SOLARIS (FITS) screen activity. Across the top of every screen there will always be an indication of where you are in the countdown to timeout.
Figure 30: FL-SOLARIS (FITS) Message regarding minutes to Time Out
Once you have exceeded the 30 minutes, your session will be timed out and you will receive a Security Alert message. To begin working in FL-SOLARIS (FITS) again, you should return to the MyFDEP Portal and sign in again or select FL-SOLARIS (FITS) from the Portal menu. See the Existing MyFDEP Portal User Sign In section for more information.
Figure 31: FL-SOLARIS (FITS) Timeout Message
FL-SOLARIS (FITS) User Guide | Page 38 of 239 | 13. Blocks & Sub-blocks A block is a grouping of related data items on a screen. A block within a block is called a sub- block. Some screens may have only one block while others have several blocks and sub-blocks. A thin black line bordering a set of data fields and labels will indicate a block.
Figure 32: FL-SOLARIS (FITS) Blocks and Sub-Blocks
FL-SOLARIS (FITS) User Guide | Page 39 of 239 | 14. FL-SOLARIS (FITS) Screen Flow
Figure 33: FL-SOLARIS (FITS) Screen Flow
FL-SOLARIS (FITS) User Guide | Page 40 of 239 | IV. USING THE FACILITY INVENTORY TRACKING SYSTEM
What is a facility? What is a campus? These two entities are the key things about which data will be saved within FL-SOLARIS (FITS). The definition of these terms is of importance for this system.
• FACILITY: For FL-SOLARIS (FITS), excluding structures of the state transportation system, a facility has been defined as any building, structure, or building system that has a roof. The Facility Name may be up to 200 characters in length. Each facility must have a name, even if it is something basic and descriptive like ‘Shed’. For example, a list of facilities might include the following:
1. ‘CABIN #2 - SUWANNEE RIVER SP’, 2. ‘LOXAHATCHEE FORESTRY STATION’, 3. ‘POLE BARN - PINE STRAW - ALFRED B. MACLAY GARDENS STATE PARK’, 4. ‘SECURITY GUARD HUT - GAINESVILLE’, and 5. ‘SHED - SHOOTING RANGE - TALLAHASSEE’.
• CAMPUS: Campuses are an optional artificial construct within the system that allow various facilities to be linked. Campuses can be used to ease the reporting of costs and FTEs that might be shared across multiple facilities, and those shared elements would be attributed to a “Campus Administration Building”. The FL-SOLARIS (FITS) campus definition is not limited to the buildings of a university or college, as the standard campus meaning would be. The Campus Name may be up to 200 characters in length. For example, a State Park is designated as a campus and then all the buildings and structures, or facilities, within that park are linked with that park or campus. The following are example campus names:
1. ‘SUWANNEE RIVER WILDERNESS TRAIL - ADAMS TRACT RIVER CAMP’, 2. ‘FORESTRY AIRCRAFT HANGAR’, 3. ‘SUWANNEE VALLEY STATE FARMERS MARKET’, 4. ‘LAKE GEORGE/ DEXTER MARY FARMS WMA’, and 5. ‘STARKE NATIONAL GUARD ARMORY’.
In addition, during the data migration: 1) If no facility name is provided then "No Facility Name Provided" is used as the default Facility Name and 2) If no campus name is provided then "No Campus Name Provided" is used as the default Campus Name.
FL-SOLARIS (FITS) User Guide | Page 41 of 239 | 15. FITS Facility Dashboard
Figure 34: FITS Facility Dashboard
Upon logging into FITS, the user is presented with the FITS Facility Dashboard. This tool helps agencies enter/update data by the statutorily required date, June 30th. The bar chart shows the Annual Update progress by Organization. It defaults to the assigned agency for the FITS User. The organization on this chart can be changed by clicking on the “Organization” drop down box to select a different agency, a group of agencies or a subset of an agency. After selecting, the data will be updated to reflect the status for the new selected agency. The user can select the Set as Default button to make this their default organization.
Figure 35: FITS Facility Dashboard – Set Default Organization
FL-SOLARIS (FITS) User Guide | Page 42 of 239 |
Figure 36: FITS Facility Dashboard – Tool Tips
The pie chart shows the Annual Update progress for all agencies, water districts, and educational entities. To download either chart, the user can click on the export chart icon and choose either PNG, JPEG, PDF, or SVG image types.
When data changes within FITS, the dashboard is updated when the screen is accessed again or upon refresh of the screen. Users can return to the dashboard from any screen by clicking the FL-State Owned Lands and Records Information System – (Facility Inventory Tracking System) hyperlink. If you click on the bar (as shown below, or the words, such as “Not Started”, when the bar is short), the Search Facility screen will open with those criteria.
Figure 37: FITS Facility Dashboard- Viewing Data from Dashboard
FL-SOLARIS (FITS) User Guide | Page 43 of 239 | 16. Working with Facilities When you place your mouse on Facilities on the FL-SOLARIS (FITS) main menu, you will see that there are two sub-menu options: Manage Campuses and Manage Facilities.
Figure 38: FL-SOLARIS (FITS) Welcome Screen - Facilities Sub-Menu Options
Figure 39: FL-SOLARIS (FITS) Manage Facilities Sub-Menu Options
This guide has a consideration of the Facility screens before the Campus screens based on their anticipated use. The Facility information will be entered and utilized by all organizations. Only a few organizations will be searching and entering in the campus information.
Users can use the Search Facility screen to:
1) Searching for an Owned Facility; 2) Searching for a Leased Facility; 3) Searching for Both Owned and Leased Facilities.
You use the Looking For radio button to switch between search methods. The searches that can be performed from the Search Facility depend on which Looking For radio button is set.
FL-SOLARIS (FITS) User Guide | Page 44 of 239 |
Figure 40: FL-SOLARIS (FITS) Search Facilities Looking for Options
Actions Affecting Facilities On the Search Facility screen the default setting for the Looking For radio button is “Owned”. There are six actions that can be performed when the Looking For: “Owned” radio button is set:
1) Searching for a Facility; 2) Resetting the Facility Search; 3) Export for Upload; 4) Adding a New Facility; 5) Editing a Facility; 6) Viewing a Facility; 7) Adding a Campus;
The seventh action, Adding a Campus, will be considered in the Working with Campuses Section.
FL-SOLARIS (FITS) User Guide | Page 45 of 239 |
Figure 41: FL-SOLARIS (FITS) Looking For = Owned Actions available from Facilities Screen
See the table below to see what role can perform what action.
Table 05: FL-SOLARIS (FITS) Search Facility Actions when Looking For: Owned, By Role
FL-SOLARIS (FITS) Search Facility Actions, by Role Search Facility View Only Role Edit Role Account Manager Action Search Visible Visible Visible
Reset Visible Visible Visible
Export for Upload Visible Visible Visible
Add New Facility Not Visible Visible Visible
Edit Not Visible Visible Visible
View Visible Visible Visible
Add New Campus Not Visible Visible Visible
FL-SOLARIS (FITS) User Guide | Page 46 of 239 | When the Looking For: “Leased” radio button is clicked the screen changes and there are three actions that can be performed from the Search Facility screen:
1) Searching for a Leased Facility; 2) Resetting the Leased Facility Search; 3) Viewing a Leased Facility.
FL-SOLARIS (FITS) users with all roles have access to these actions.
Figure 42: FL-SOLARIS (FITS) Looking For = Leased Actions available from Facilities Screen
When the Looking For: “Both” radio button is clicked the screen changes and there are four actions that can be performed from the Search Facility screen:
1) Searching for a both Owned and Leased Facilities; 2) Resetting the Leased Facility Search; 3) Viewing a Facility; 4) Viewing a Leased Facility,
FL-SOLARIS (FITS) users with all roles have access to these actions.
FL-SOLARIS (FITS) User Guide | Page 47 of 239 |
Figure 43: FL-SOLARIS (FITS) Looking For = Both Actions available from Facilities Screen
Each action that can be performed will now be considered in detail.
Searching for Owned Facilities Every FL-SOLARIS (FITS) user has the capability to search for a facility. Facilities may be searched for when the Looking For radio button is “Owned”.
The purpose of the Search Facility screen is to get a result(s) set of facilities (one or several) based on entered or selected search criteria. To create the search criteria there are fifteen fields on the Search Facility Screen. In order, these fields are as follows:
1. Agency Name 7. FL-SOLARIS Facility # 12. Campus Number 2. Organization 8. Predominant Space 13. Agency Facility ID 3. City Type 14. Title Entity 4. Address 9. Facility Status 15. Sq Foot From 5. Campus Name 10. County 16. (Sq Foot) To 6. Facility Name 11. Zip Code 17. Facility Action
Of the 16 fields, seven are Pick List fields: 1) Agency Name, 2) Organization, 3) County, 4) Title Entity, 5) Predominant Space Type, 6) Facility Status, and 7) Facility Action. The values for the agency name field will be the same as the listing in the Organization from the Request Access screen. The Organization field on the Search Facility screen is only available for selection when the Agency Name selected is or includes DEP. This field is to further filter by DEP division and for DRP, by park district. The county listing will consist of the 67 Florida counties and Non-FL County. For the values for the remaining pick lists—Predominant Space Type, Title Entity, Facility Status, and Facility Action, please see Appendix A: FL-SOLARIS (FITS) Code Tables.
FL-SOLARIS (FITS) User Guide | Page 48 of 239 |
Figure 44: FL-SOLARIS (FITS) Search for Owned Facilities
Once you enter your criteria you may click on Search or press Enter to execute your query. You must select at least one field to use to filter the data. If you do not complete at least one of the fields to use as your search criteria, you will get this error message: ‘At least one search criterion must be entered.’
Figure 45: FL SOLARIS (FITS) Search Facility Error
When you have entered at least one search criterion and clicked on Search or pressed Enter, you should receive a message telling you how many records were returned from your query/search. If the query returns no records, you will get a message to that effect as well. The zero records message will read ‘No Results found.’
FL-SOLARIS (FITS) User Guide | Page 49 of 239 |
Figure 46: FL-SOLARIS (FITS) Search Facility No Results Found
If your search returns one or a few records only, then your results will be displayed on one page; however, if your search returns many records, your results will be displayed on multiple pages. Use the paging buttons to review all the returned facility records. Or enter additional criteria to narrow your search.
Wildcard Searching When searching for facilities, you have the functionality to perform searches with partial search strings. This is often known as wildcard searching. You do not have to type in any wildcard characters; however, for those fields that allow for this (outlined below), the value you type in will return records where that string is found anywhere within the data field, at the beginning, in the middle or at the end. Therefore, if you type in ‘ta’ in the City field, your results will return records for Tallahassee, Tampa, Punta Gorda, Starke, Sarasota, Tarpon Springs, and more.
These wildcard searches will be available for the following fields:
a. City b. Zip Code c. Address d. Campus Name e. Campus Number f. Facility Name g. Agency Facility ID h. FL-SOLARIS Facility Number
The case in which you enter the information, for your facility search, is not important. You may type in all capital letters, all lowercase letters or in mixed case.
FL-SOLARIS (FITS) User Guide | Page 50 of 239 | Searching for a Facility Address You may find a facility by entering all or part of the facility or campus address in the Address field in the search criteria. FL-SOLARIS (FITS) will use the character string that you enter in Address to perform a wildcard search to find any facilities that have that character string in Facility Address1 or Campus Address1.
Default Facility Action If you do not select a Facility Action in the search criteria (i.e., you leave the Facility Action pick list at its default of “Please Select”) FL-SOLARIS (FITS) will assume that you are searching for facilities that are in the active inventory. Only those facilities that have a Facility Action of “Active” or “Candidate for Disposition” will be included in the search results. If you are looking for a facility that has a Facility Action of “Disposed” or “Deleted”, you will have to explicitly select that Facility Action in the Facility Action pick list.
Out of State Searches You can search for facilities that are out of the state or even out of the country. Select Non-FL County in the County drop down. Selecting Non-FL County will filter out all facilities in Florida. Only out-of-state or out-of-country facilities will meet the search criteria.
Figure 47: FL-SOLARIS (FITS) Search Facility Multiple Pages of Records Found
FL-SOLARIS (FITS) User Guide | Page 51 of 239 | Often, if you do not know how best to query to return a reasonable number of records, your search might return hundreds of facilities. Be aware, FL-SOLARIS (FITS) will only display the first 500 records (i.e., the first ten screens of 50 records each). If the number of records in your search result set exceeds 500, you will see a message such as the following:
Your Query returned 1015. We can display up to 500.
Once the SEARCH button is clicked, the system will validate that at least one search criteria has been entered. If at least one search criterion has been entered, the system uses the search criteria entered to find records which match the search criteria. If the search result set is not- empty, the system shall display the search results using pre-defined columns. In the Action column, the system will display the “View” hyperlink. If the user’s role is Edit or Account Manager, the “Edit” hyperlink will be displayed for their own agency. If the Campus Field equals “No Campus”, the “Add Campus” hyperlink shall be displayed for their own agency.
Figure 48: FL-SOLARIS (FITS) Search Facility More than 500 Records Found
FL-SOLARIS (FITS) User Guide | Page 52 of 239 | Searching for Leased Facilities Every FL-SOLARIS (FITS) user has the capability to search for leased facilities. Leased facilities may be searched for when the Looking For radio button is “Leased”.
The search criteria for leased facilities is made up of eleven fields on the Search Facility Screen. In order, these fields are as follows:
1. Agency Name 6. Address 11. Predominant Space 2. Organization 7. Facility Name Type 3. County 8. Agency Facility ID 12. Sq Foot From 4. City 9. FL-SOLARIS Facility # 13. (Sq Foot) To 5. Zip Code 10. Title Entity
Of the 13 fields, five are Pick List fields: 1) Agency Name, 2) Organization, 3) County, 4) Title Entity, and 5) Predominant Space Type. The values for the agency name field will be the same as the listing in the Organization from the Request Access screen. The Organization field on the Search Facility screen is only available for selection when the Agency Name selected is or includes DEP. The county listing will consist of the 67 Florida counties and Non-FL County. For the values for the remaining pick lists—Predominant Space Type and Title Entity, please see Appendix A: FL- SOLARIS (FITS) Code Tables.
Figure 49: FL-SOLARIS (FITS) Search Leased Facility
Once you enter your criteria you may click on Search or press Enter to execute your query. You must select at least one field to use to filter the data. If you do not complete at least one of the fields to use as your search criteria, you will get this error message: ‘At least one search criterion must be entered.’
FL-SOLARIS (FITS) User Guide | Page 53 of 239 |
Figure 50: FL SOLARIS (FITS) Search Leases Error
When you have entered at least one search criterion and clicked on Search or pressed Enter, you should receive a message telling you how many records were returned from your query/search. If the query returns no records, you will get a message to that effect as well. The zero records message will read ‘No Results found.’
Figure 51: FL-SOLARIS (FITS) Search Facility Leases No Results Found
If your search returns one or a few records only, then your results will be displayed on one page; however, if your search returns many records, your results will be displayed on multiple pages. Use the paging buttons to review all the returned facility records. Or enter additional criteria to narrow your search.
FL-SOLARIS (FITS) User Guide | Page 54 of 239 | Once the SEARCH button is clicked, the system will validate that at least one search criteria has been entered. If at least one search criterion has been entered, the system uses the search criteria entered to find records which match the search criteria. If the search result set is not- empty, the system shall display the search results using pre-defined columns. In the Action column, the system will display the “View Lease” hyperlink.
Figure 52: FL-SOLARIS (FITS) Leased Search Results
The Relationship Between Facility Search Results and Lease Search Results The facilities shown in the Lease Search Results are the facilities an agency leases from another entity. If Agency 1 leases a facility from Agency 2, the facility will be included in the Facility Search Results when you search for facilities owned by Agency 2. That same facility will be included in the Lease Search Results when you search for facilities leased by Agency 1.
For example, if DOE leases the Turlington Building from DMS and you search for buildings owned by DMS, the Turlington Building will appear in the Facility Search Results.
Figure 53: Facility Search Results with an Owned Building
FL-SOLARIS (FITS) User Guide | Page 55 of 239 | If you search for the Turlington Building under DMS leases, you will find that divisions within DMS that have leases on the Turlington Building. You could find out more information about these leases by clicking on the “View Lease” Action.
Figure 54: Lease Search Results for a Specific Agency
If you search for facility leases by any agency in the Turlington Building you will see that both DMS and DOE have leases on offices in the Turlington Building.
Figure 55: Lease Search Results show who Leases a Building
FL-SOLARIS (FITS) User Guide | Page 56 of 239 | If you were to do the same search looking for DOE leases, the Turlington building would be included.
Figure 56: Lease Search Results for a Lessee
Searching for Both Owned and Leased Facilities Every FL-SOLARIS (FITS) user has the capability to search for both owned and leased facilities. The combined list of owned and leased facilities may be searched for when the Looking For radio button is “Both”.
The search criteria for both owned and leased facilities is made up of eight fields on the Search Facility Screen. In order, these fields are as follows:
1. Agency Name 5. Zip Code 9. FL-SOLARIS Facility # 2. Organization 6. Address 10. Title Entity 3. County 7. Facility Name 4. City 8. Agency Facility ID
Of the 9 fields, four are Pick List fields: 1) Agency Name, 2) Organization, 3) County and 4) Title Entity. The values for the agency name field will be the same as the listing in the Organization from the Request Access screen. The Organization field on the Search Facility screen is only available for selection when the Agency Name selected is or includes DEP. The county listing will consist of the 67 Florida counties and Non-FL County. For the values of the Title Entity field, please see Appendix A: FL-SOLARIS (FITS) Code Tables.
FL-SOLARIS (FITS) User Guide | Page 57 of 239 |
Figure 57: FL-SOLARIS (FITS) Search for Both Owned and Leased Facilities
Once you enter your criteria you may click on Search or press Enter to execute your query. You must select at least one field to use to filter the data. If you do not complete at least one of the fields to use as your search criteria, you will get this error message: ‘At least one search criterion must be entered.’
Figure 58: FL SOLARIS (FITS) Search Both Facilities Error
When you have entered at least one search criterion and clicked on Search or pressed Enter, you should receive a message telling you how many records were returned from your query/search. If the query returns no records, you will get a message to that effect as well. The zero records message will read ‘No Results found.’
FL-SOLARIS (FITS) User Guide | Page 58 of 239 |
Figure 59: FL-SOLARIS (FITS) Search for Both Owned and Leased Facilities No Results Found
If your search returns one or a few records only, then your results will be displayed on one page; however, if your search returns many records, your results will be displayed on multiple pages. Use the paging buttons to review all the returned facility records. Or enter additional criteria to narrow your search.
Once the SEARCH button is clicked, the system will validate that at least one search criteria has been entered. If at least one search criterion has been entered, the system uses the search criteria entered to find records which match the search criteria. If the search result set is not- empty, the system shall display the search results using pre-defined columns. In the Action column, the system will display the “View” and “View Lease” hyperlinks.
The “View” hyperlink will be displayed for records representing Facilities. Clicking on the “View” hyperlink will cause the View Facility screen for that facility to be displayed.
The “View Lease” hyperlink will be displayed for records representing Leases. Clicking on the “View Lease” hyperlink will cause the View Lease screen for that facility to be displayed.
FL-SOLARIS (FITS) User Guide | Page 59 of 239 |
Figure 60: FL-SOLARIS (FITS) Search Both Owned and Leased Search Results
Not all records will have both the “View” and “View Lease” hyperlinks in their Action column. The following table describes the situations for displaying the “View” and “View Lease” hyperlinks.
Table 06: Both Facility Lease Search Result Actions
If the facility is… The Action column will display… Owned but not leased View Leased from a non-state agency. View Owned by an agency and leased to another View | View Lease agency Leased, but not owned by an agency View Lease
In some cases, there may be more than one lease for the same facility. If this is the case, each lease will appear on a separate line in the search results. If the facility is owned, the “View” hyperlink will be displayed on each line and clicking on it will bring display the same View Facility screen for every line.
FL-SOLARIS (FITS) User Guide | Page 60 of 239 |
Figure 61: Interpreting Both Owned and Leased Search Results
A few other notes about the Facility Lease search results: • If the Facility is owned but not leased, the Lessee Agency, Lease Id, and Lease End Date columns will be blank. • If the Title Entity is “BOT” and the Lease Source is “Public”, the Managing Agency will be “DMS” and the Lessee Agency will be the agency leasing the facility from DMS.
FL-SOLARIS (FITS) User Guide | Page 61 of 239 | Viewing Detailed Data from the Search Results The FL-SOLARIS Facility Number is provided in the Search Results as a hyperlink. Clicking on it will open a new tab in your web browser and display the Detailed Data page within that tab. The Detailed Data page provides a map and information about any leases, facilities and dispositions associated with the land record. For more information about the Detailed Data page, see the section on Viewing Detailed Data.
Resetting your Facility Search If your facility search returns no records or more than 500 records, you might want to refine your search or begin again, with a blank screen, to enter your facility search criteria. To start again, you want to use the reset option by clicking on the Reset button on the facility search screen.
Figure 62: FL-SOLARIS (FITS) Search Facility Reset Button Once you click on the Reset button all the fields, (i.e., both the pick list fields and the free text data entry fields), will go back to their starting values. Usually that will be the ‘--Please select--’ value for the pick list fields and blank for the data entry fields. The exception would be the Agency Name field. The agency that you were set up with when you requested and were granted access will be the selected agency name after you reset the Search.
Figure 63: FL-SOLARIS (FITS) Search Facility Reset Button
FL-SOLARIS (FITS) User Guide | Page 62 of 239 | Export for Upload The Export for Upload functionality allows a user to take the facility records from the Search Facility screen and send them to an Excel export file.
Figure 64: ‘Export for Upload’ from the Search Facility Screen
After clicking the ‘Export for Upload’ button, a csv file is available for download. When you click to Open the file, it should open in Excel.
Figure 65: ‘Export for Upload’- Downloadable csv file
This Excel export file uses the same columns as the template file that is used for Data Upload. (Refer to the Data Upload Section for further information on the automated upload process.) This file takes any data from the database for the required columns and fills those in for the
FL-SOLARIS (FITS) User Guide | Page 63 of 239 | selected facility records that are exported. (Keep in mind that the majority of the fields in the Excel file are "reset" at the end of the Fiscal Year. That means you most likely will need to take the Export File and fill in missing information either by manual input or copy and paste.)
In the screenshot below. you can see that downloaded csv file opened in Excel. With this file you can make any neede changes, save the file and then use this file for the automated facility upload.
Figure 66: Downloaded csv file in Excel from ‘Export for Upload’
Adding a New Facility The Add New Facility button is the third button located on the Search Facility screen. This functionality will only be available if you have been assigned either the Edit or the Account Manager role. If you have the View Only role, you will not be able to add a new facility; with that role, this button will not be visible. If you have the View Only role, you may skip ahead to the Viewing a Facility section.
Figure 67: FL-SOLARIS (FITS) Add New Facility Button
Verifying That a Facility is New to FL-SOLARIS (FITS) When creating a new facility, you should confirm first that the facility does not already exist. Therefore, before you click on the Add New Facility button, do a couple of searches using the Search Facility screen to make sure that your facility is definitively a new facility, requiring data entry into FL-SOLARIS (FITS). If all users follow this best practice of data entry, the quality of the data in FL-SOLARIS (FITS) will be kept to a high level.
There are six blocks and two Sub-Blocks on the Create Facility Screen:
1. General a. Physical Address b. USPS Verified Physical Address
FL-SOLARIS (FITS) User Guide | Page 64 of 239 | 2. Current Fiscal Year 3. Space that is Leased from the Facility (including Government and Private Entities) 4. Annual Revenue & Cost 5. County Tax Roll 6. Others
Note: Costs and deficiencies are related to individual facilities.
See the section Block & Sub-Blocks for more information about these screen elements.
Figure 68: FL-SOLARIS (FITS) Create Facility Screen
FL-SOLARIS (FITS) User Guide | Page 65 of 239 | Create Facility - Screen Components The fields on this screen are as follows:
21. Predominant Space 37. Total Square General Block Type* Footage Leased 22. Gross Sq Ft from the Facility 1. Facility Name* 23. Net Leasable Sq Ft 38. Tenant List 2. Agency/Facility ID 24. Available Sq Ft 3. Title Entity* 25. Potential Annual Revenue & Cost 4. Built Year Emergency Shelter Block 26. State Owned Physical Address Sub-Block Property 39. Parking Revenue 40. Other Revenue 5. Address1* Current Fiscal Year Block 41. Total Utility Cost 6. Address 2 42. Operating Cost 7. Country* 27. FTE 8. State* 28. OPS County Tax Roll Block 9. City* 29. Contract 10. Zip Code* 30. Other 43. Taxroll ID 11. County* 31. Total Occupant 44. Taxroll Structure 32. People First Value USPS Verified Physical 33. Number of FTE 45. Taxroll Land Value Address Sub-Block who Telework 46. Taxroll Assessment 34. Average % of Time Year 12. Address1 13. Address 2 Space that is Leased from Others Block 14. Country the Facility (including 15. State Government and Private 47. Conservation Land 16. City Entities) Block 48. Historic 17. Zip Code Significance 18. County 35. Total Number of 49. Deed, Covenant or Leases Recorded Other Restrictions General Block (cont.) for this facility 50. Unused Land 36. Total Revenue 51. Debt Amount 19. Search by Zip Code Generated from 52. Briefly Describe 20. Campus Name Leases Restrictions 53. Agency Comments
FL-SOLARIS (FITS) User Guide | Page 66 of 239 | Adding New Facility from the Search Facility Screen If the Add New Facility screen has been displayed because of the user clicking on Add New Facility from the Search Facility Screen, the Add New Facility screen is displayed with the following changes:
a. The Facility is not associated with a campus in the database. b. The Campus Name drop down is populated with campuses associated with the user’s agency. c. The Country drop down defaults to “United States”. d. The State drop down defaults to “Florida”.
Adding New Facility from the Campus Facilities Screen If the screen has been displayed because of user clicking on Add New Facility from the Campus Facilities screen, the display of the Add New Facility screen slightly changes to the following:
a. The Campus Name drop down is populated with campuses associated with the user’s agency. b. If a Facility Template has been defined for the campus, all facility fields are populated with a copy of the information from the facility template. c. If a Facility Template has not been defined the system selects the name of the Campus in the Campus Name drop down automatically.
The first block on the Create Facility screen, the General Block is the largest and contains the two Sub-Blocks for Physical Address and USPS Verified Physical Address.
Figure 69: FL-SOLARIS (FITS) Create Facility Screen: General Block
FL-SOLARIS (FITS) User Guide | Page 67 of 239 | January 2012
As you begin to enter data, the screen and other drop downs may change based on your selections. Following are the conditions that cause screen changes:
1. If you select a Title Entity value of “Government Lease (State Agency)”, the system displays the Facility Owned by Agency drop down and populates the drop-down box with the list of Agency Names from FL-SOLARIS (FITS). 2. The two sub-blocks within the General Block relate to the Physical Address for the Facility.
Figure 70: FL-SOLARIS (FITS) Verify Address Functionality
If you select a Country not equal to “United States”, the system displays the State, City, and Zip Code fields as blank text fields (instead of drop downs) and sets the County drop down field to “Non-FL County”. Also, the State and Zip Code field are no longer required. 3. If you select “United States” as the Country, the system populates the State drop down with states within the United States. As you select a State, the system then dynamically populates the City drop down with cities from the state that you selected. Once you select a City, the system then dynamically populates the Zip Code drop down field with Zip codes from the city that you have just selected. If the state selected is “Florida”, the County drop down box is dynamically populated with Florida counties; otherwise, the system sets the County field to “Non-FL County”. 4. If the County equals “Non FL-County”, the system will disable the VERIFY ADDRESS button and enable the SAVE WORK IN PROCESS button as it is not necessary to verify non-Florida addresses. 5. If the Physical Address is a Florida Address, the Verify Address button is enabled. You should use the Verify Address function (by clicking on the button), to get a complete correct US Postal Service (USPS) Verified physical address for the facility. On Click of the Verify Address button the system uses the Physical Address to search for and retrieve the USPS Verified Physical Address from the system. If the search for the Physical Address does not find a matching USPS Verified Physical Address, you will receive an error message. If the search for the Physical Address does find a matching USPS Verified Physical Address, the system displays the USPS Verified Physical Address fields on the screen and enables the SAVE WORK IN PROCESS button.
FL-SOLARIS (FITS) User Guide | Page 68 of 239 | PLEASE NOTE: At a minimum, to save a new facility using the SAVE WORK IN PROCESS button, Facility Name, Title Entity, and Verified Physical Address (for Florida addresses) must be entered! If the Physical Address cannot be verified to a USPS Address, only an Account Manager for the respective agency can Save the Work In Process without a verified Physical Address.
6. When you enter at least 3 digits in the Search by Zip Code field, the system populates the Campus Name drop down with Campus Names matching a wildcard search on the Search by Zip Code field. Please Note: the system restricts the contents of the Campus Names drop down to campuses associated with the agency to which you are associated at login. The second block on the Create Facility screen is the Current Fiscal Year. This block contains information on the building occupancy for the current fiscal year. Data entry here is not required.
Figure 71: FL-SOLARIS (FITS) Create Facility Screen: Current Fiscal Year Block
7. When you enter or change values in the FTE, OPS, Contract and Other fields in the Current Fiscal Year, the Total Occupant field is automatically updated to show the sum of the values in these fields. The third block on the Create Facility screen is the Space that is Lease from the Facility (including Government and Private Entities. This block houses information on annual subleases for the facility. Data entry here is not required.
Figure 72: FL-SOLARIS (FITS) Create Facility Screen: Annual Subleases Block
FL-SOLARIS (FITS) User Guide | Page 69 of 239 | 8. If you enter a Total Number of Leases Recorded for this Facility greater than zero, the system enables the Total Revenue Generated from Leases, Total Square Footage Leased from the Facility, and Tenant List fields for data entry.
The last three blocks on the Create Facility screen are the Annual Revenue & Cost Block, the County Tax Roll Block, and the Others Block. Entry in these blocks is not required. However, in the Others Block, the Agency Comments field should be used if there is anything of concern, issues that could not be expressed clearly, or additional information that may require research; leave details in the Agency Comments field for DMS.
Figure 73: FL-SOLARIS (FITS) Create Facility Screen: Bottom Three Blocks
Once you have entered in the mandatory facility information and (in the case of Florida addresses) Verified the Address, you can click on the ‘Save Work In Process’ button at the bottom of the Create Facility screen. The system will then verify that all required fields are entered. If all of the required fields have not been entered, the system will display an error message. If all the required fields have been entered, the system then performs the following validations:
1. If the Total Number of Leases Recorded for this Facility is greater than zero and the Total Square Footage Leased from the Facility is greater than the Gross Sq Ft, the system returns a message of “The subleased square footage cannot exceed the gross square footage for a facility”. You will then need to correct this entry error and click on Save Work in Process again. 2. If the user entered an Agency Facility Id that is already in the FL-SOLARIS (FITS) system for their agency, the system displays the message “There is already a facility with that Agency Facility Id. Please check your facility information.” You will then need to correct this entry error and click on Save Work in Process again.
FL-SOLARIS (FITS) User Guide | Page 70 of 239 | If all the validations pass, then a new facility record containing the entered data is created in the FL-SOLARIS (FITS) system with a Facility Status of “In Progress” and a Facility Action of “Active. If the County is a Florida County, both the Physical Address and USPS Verified Physical Address fields are saved along with the Latitude and Longitude of the USPS Verified Physical Address.
Your screen will then change from Create Facility to Edit Facility, at which point you will get six additional tabs on the screeen—Deficiencies, Leases Recorded with DMS, Location, Comment, Owned Land and Facility History—and you will get two messages, one informational and one warning message. The messages will let you know that your facility was created but that the facility location has not yet been verified on the Location Tab. Additionally at creation of the facility, a FL-SOLARIS Facility # will be generated with a format of F99999 with the 99999 being a sequential number that is one greater than the last facility id that was created and associated with a new facility. In the example below, the new FL-SOLARIS Facility # that was assigned is F18161.
PLEASE NOTE: If you click on the RESET button prior to clicking SAVE WORK IN PROCESS, all data entry will be lost as the screen will be returned to its initial state. Be careful with the Reset Button!
Figure 74: FL-SOLARIS (FITS) Facility Successfully Created
Once the facility has been created, you will perform the rest of the steps to ‘finish’ or verify the facility using the Edit Facility functionality.
FL-SOLARIS (FITS) User Guide | Page 71 of 239 | Editing a Facility Once you have created a facility, to verify the location, edit any existing information or fill in any missing data, you will use the Edit Facility option. To edit a previously created facility, you want to locate your facility by Searching for Facilities and then when you have retrieved your record, you click on the Edit hyperlink. This ability to Edit a Facility is not available to the View Only role. If you have the View Only role, you may skip forward to the Viewing a Facility section.
In many of the figures that follow, a portion of the Edit Facility screen (not being considered) is omitted.
The difference in screen components between the Create Facility and the Edit Facility Screen is the addition of a new block on the Edit Facility Screen at the bottom: the Facility Action Block.
Figure 75: FL-SOLARIS (FITS) Edit Facility Screen: Facility Action Block
Edit Facility - Initial Screen Retrieval When the Edit Facility screen is initially retrieved, several items of interest occur: ▪ The Verify Address button will be disabled and the Physical and USPS Verified Physical Address fields will be set as read-only. If you need to change the physical address and re- verify the USPS Address, select the “Yes” radio button in answer to the “Do you want to change the address?” question. This will unlock the fields for editing. ▪ The same system functions regarding the Physical and USPS Verified Physical Address fields previously described in Adding a New Facility are also valid on the Edit Facility screen. (See Adding a New Facility for specifics).
FL-SOLARIS (FITS) User Guide | Page 72 of 239 |
Figure 76: FL-SOLARIS (FITS) Edit Facility Screen: Update Address
▪ If the Title Entity selected is “Government Lease (State Agency)”, the Facility Owned by Agency drop down box is displayed and enabled, otherwise, it will not be visible.
Figure 77: FL-SOLARIS (FITS) Edit Facility Screen: Facility Owned by Agency Field
▪ The Campus Names drop down box will be populated with Campus Names that match the Physical Zip Code of the selected facility and the Agency to which you are associated when you logged in.
FL-SOLARIS (FITS) User Guide | Page 73 of 239 | ▪ The message displayed at the top of the screen will indicate where the facility currently is in the location verification process. This message can be used to determine whether the USPS address needs to be verified, why the Location tab is not displayed and whether the Location needs to be verified. The table below lists the messages that may be displayed and what the message means.
Figure 78: FL-SOLARIS (FITS) Edit Facility Screen: Location Verification Message
Table 07: Facility Verify Location Messages and their Meanings
Message Meaning The Facility Location has not been verified The Physical Address has not been verified with the on the Location tab. To enable the Location USPS address and an Account Manager has not tab, please verify the Facility Physical overridden the need for USPS address verification. address with the USPS address. Usually you can tell that the USPS address has not been verified because the USPS Verified Physical Address block is not filled in. But if an Account Manager has overridden the need to verify the USPS address, the USPS Verified Physical Address block will be blank.
Besides this message, the best indication that the USPS address needs to be verified is when the Location tab is not displayed.
When this message is displayed at the top of the screen the next step is to verify the Facility Physical Address with the USPS address. (See Adding a New Facility for more information) Facility Location has not been verified on the The Physical Address has been verified with the USPS Location tab. When you go to the Location address. The Location tab will be displayed. tab, the USPS address will be used to locate the facility on the map. When this message is displayed at the top of the screen the next step is to click on the Location tab and verify the location. See the Verifying Facility Locations section for further information. Facility Location has not been verified on the For whatever reason, the Physical Address could not Location tab. When you go to the Location be verified with the USPS address and an Account tab, the Physical Address will be used to Manager overrode the USPS validation requirement. locate the facility on the map. When this occurs, the USPS Verified Physical Address block will be blank.
FL-SOLARIS (FITS) User Guide | Page 74 of 239 | Message Meaning When this message is displayed at the top of the screen the next step is to click on the Location tab and verify the location. See the Verifying Facility Locations section for further information. No message is displayed. The location of the facility has been verified on the Location screen. No action needs to be taken.
▪ If the facility location has been verified, the Save and Mark Complete button will be enabled. See the Verifying Facility Locations section for further information. ▪ FL-SOLARIS (FITS) does not allow for verification of facilities with addresses outside of the State. Therefore, if the Facility Address is outside of the state, the system enables the Save and Mark Complete button and disables the Location Tab. ▪ If the Number of Subleases is the default value of 0, then the Sublease revenue, Sublease Sq Ft and Tenant List fields are disabled, i.e., you cannot edit them. ▪ If the People First Indicator is set to “Yes”, the fields below will be populated from the DMS People First application and displayed on the Edit Facility screen in read-only format: ➢ FTE (It will display sum of all the FTE number reported for the facility by People First application) ➢ OPS (It will display sum of all the OPS number reported for the facility by People First application) ➢ Total Occupant (It will display summation of FTE and OPS Number field)
Figure 79: FL-SOLARIS (FITS) Edit Facility Screen when the People First Field is “Yes”
▪ Setting the People First Indicator to “No” indicates that the DMS People First application is not reporting information about the facility to FL-SOLARIS. The Edit Facility screen will display the fields below in editable format: ➢ FTE ➢ OPS ➢ Contract ➢ Other ➢ Total Occupant (will display a summation of FTE, OPS, Contract and Other Number fields) ➢ Number of FTE who Telework ➢ Average % of Time
Figure 80: FL-SOLARIS (FITS) Edit Facility Screen when the People First Field is “No”
FL-SOLARIS (FITS) User Guide | Page 75 of 239 | ▪ The Facility Action field, in the Facility Action Block, has many dependencies:
Figure 81: FL-SOLARIS (FITS) Edit Facility Screen: Facility Action Field
o If you are logged in as an Account Manager, the system does the following: • Shows the contents of the following fields if the Facility Action equals “Transfer”: - Receiving Agency Name: The drop down is populated with names of agencies from FL-SOLARIS (FITS) apart from the user’s agency name. - Effective Date - Action Reason
Figure 82: FL-SOLARIS (FITS) Edit Facility Screen: Facility Action = Transfer
• Generates an email to the agencies involved, following a successful “Transfer” of the facility. The email will include the following information: - it will be addressed to both agencies, the ‘from’ and the ‘to’ agency - name of the FL-SOLARIS (FITS) Account Manager who made the transfer - the FL-SOLARIS (FITS) # - the Facility Name - the transfer date - the transfer from and to agency details - the contact info for the Account Manager
FL-SOLARIS (FITS) User Guide | Page 76 of 239 |
Figure 83: FL-SOLARIS (FITS) Transfer Facility Email
• Shows the contents of the following fields if the Facility Action equals “Delete Facility”, “Disposed of by Demolition”, “Disposed of by Other”, or “Candidate for Disposition”: - Effective Date - Action Reason
Figure 84: FL-SOLARIS (FITS) Edit Facility Screen: Facility Action = Delete Facility
FL-SOLARIS (FITS) User Guide | Page 77 of 239 |
Figure 85: Edit Facility Screen: Facility Action = Candidate for Disposition o If you are not logged in as an Account Manager, the system does the following: • Shows the contents of the following fields as disabled if the Facility Action equals “Delete Facility”, “Disposed of Demolition”, “Disposed of by Other” or “Candidate for Disposition”: - Facility Action • Hides the following fields if the Facility Action equals “Delete Facility”, “Disposed of by Demolition”, “Disposed of by Other” or “Candidate for Disposition”: - Effective Date - Action Reason
Figure 86: Edit Facility Screen: Facility Action = Candidate for Disposition w/o Acct. Mgr. role
FL-SOLARIS (FITS) User Guide | Page 78 of 239 | • Shows the contents of the Facility Action field as disabled if the Facility Action equals “Active”: • Hides the following fields if the Facility Action equals “Active”: - Effective Date - Action Reason
Figure 87: Edit Facility Screen: Facility Action = Active w/o Account Manager role
Once all data has been edited on the Facility Tab, you can click either the Save Work in Process Button or the Save and Mark Complete Button.
Figure 88: Edit Facility Screen: Save Buttons
When you click on the Save Work In Process button, if all the required fields are entered and meet specific requirements, these things will occur: a. The Edit facility screen will be displayed with the updated field contents. b. If "Do you want to change your address" radio button is equal to “Yes” and the selected County is a Florida county then the system: i. Updates both the Physical address fields and the USPS Verified Physical Address fields for facilities ii. Displays/Enables the Location tab for verification of facility on updated address. c. If "Do you want to change your address" radio button is equal to “Yes” and the facility location is outside of the State (selected County value is equal to “Non-FL County”) then the system:
FL-SOLARIS (FITS) User Guide | Page 79 of 239 | i. Updates both the address fields. ii. Disables the Location tab. d. If the required fields have not been entered, an error message is displayed. e. If the No of Subleases is greater than zero and Sublease Sq Ft for the facility is greater than the Gross Sq Ft, this error message is displayed: “The leased square footage cannot exceed the gross square footage for a facility”. f. If you entered an Agency Facility ID that is already in the FL-SOLARIS (FITS) system, the system displays the message “There is already a Facility with that Agency Facility ID. Please check your Facility information”. g. If the Facility Action was changed to “Transfer” or the Receiving Agency Name was changed, the system sends an email to: i. The Account Manager/Point of Contact within the agency indicated in the Receiving Agency Name drop down. ii. The Account Manager at DMS/Point of Contact. iii. The Account Manager/DEP Point of Contact.
On Click of the Save and Mark Complete button the system checks to determine whether all required fields are entered and perform validations. a. If all the required fields are entered and meet specified requirements the system: i. Updates the record containing the facility information with a Facility Status of “Completed”. ii. Displays the Edit Facility screen with the updated field contents. b. If all the required fields are not entered, an error message is displayed. c. If the No of Subleases is greater than zero and Sublease Sq Ft for the facility is greater than the Gross Sq Ft, this error message is displayed: “The leased square footage cannot exceed the gross square footage for a facility”. d. If you entered an Agency Facility ID that is already in the FL-SOLARIS (FITS) system, the system displays the message “There is already a Facility with that Agency Facility ID. Please check your Facility information”. e. If the Facility Action was changed to “Transfer” or the Receiving Agency Name was changed, the system sends an email to: i. The Account Manager/Point of Contact within the agency indicated in the Receiving Agency Name drop down. ii. The Account Manager at DMS/Point of Contact. iii. The Account Manager/DEP Point of Contact.
On Click of the Reset button, the system shall reset all the contents of all fields to the pre-display state.
FL-SOLARIS (FITS) User Guide | Page 80 of 239 | On Click of the Back to Facility List button, the system shall display the Search Facility screen using the last Facility Search Criteria.
Adding and Editing Facility Deficiencies Once all Facility information has been edited and saved, you are ready to move on to the Deficiency tab to identify all the facility deficiencies. (Costs and deficiencies are related to individual facilities.) To do so, click on the Deficiencies tab, which will cause the system to display the Deficiencies screen for the selected Facility with a list of any previously added deficiencies associated with that facility. If there are no deficiencies, none will be listed.
Figure 89: Edit Facility Screen: Deficiencies Tab
To add a new deficiency, enter in all the required fields and click on the Save Button. There are several pre-defined categories of deficiency, including such values as Electrical, HVAC, Structure and the like.
FL-SOLARIS (FITS) User Guide | Page 81 of 239 |
Figure 90: Edit Facility Screen: Deficiencies Tab, Deficiency Category Pick List
The Deficiency tab not only allows you to keep track of existing deficiencies for a facility, it also provides the ability to maintain a history of deficiencies. The Deficiency Status allows you to keep track of the status of the deficiencies that have been entered for a facility.
Figure 91: Edit Facility Screen: Deficiencies Tab, Deficiency Status Pick List
A new deficiency will be saved to the database and then displayed in the Deficiencies Table on the screen. The Edit Hyperlink will then be available for the newly added deficiency. The results displayed in the Deficiency List can be sorted by using the Grid Sort Header fields.
FL-SOLARIS (FITS) User Guide | Page 82 of 239 |
Figure 92: Edit Facility Screen: Deficiencies Tab, Existing Deficiencies List
When a deficiency has been satisfied or if additional information is available, the deficiency information may be updated using the Edit hyperlink in the Action column. To Edit an existing deficiency, you should click on the Edit hyperlink which will display the deficiency in editable fields. Make any changes you deem necessary then click Save.
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Figure 93: Edit Facility Screen: Deficiencies Tab, Edit Facility Deficiency
Note that deficiencies are never removed from the Existing Deficiency List. A history of all deficiencies and their status will be maintained by the system.
Figure 94: Edit Facility Screen: Deficiency History
FL-SOLARIS (FITS) User Guide | Page 84 of 239 | Viewing Leases Recorded with DMS If there are any leases for the facility the number of leases will be shown on the Lease Recorded w/ DMS tab. A newly created facility will not have any leases and will display 0 on the Lease Recorded w/DMS tab. Leases can only be viewed in the FL-SOLARIS (FITS) system. They may not be created or entered using the system. Lease data is entered and maintained in the FL-SOLARIS (FITS) system using daily upload into the system each night by DMS. Only active leases are loaded into the system.
Figure 95: Edit Facility Screen: Lease Recorded w/ DMS tab with and without Leases
When you click on the Lease Recorded with DMS tab the Lease Recorded with DMS screen will be displayed. This screen contains a list of leases for that facility. The Action column at the end of the Facility Lease List contains hyperlinks that can be clicked on to view lease details.
Figure 96: Edit Facility Screen: Lease Recorded w/ DMS Facility Lease List
FL-SOLARIS (FITS) User Guide | Page 85 of 239 | Verifying Facility Locations On Click of the Location tab, the system displays the Verify Location screen for the selected Facility using the DEP Florida Map Direct system. The system will use the latitude and longitude for the Facility to place a Location Pointer on the map for the facility. It may take a few minutes for the Florida Map Direct system to retrieve the information and display it on the map.
Figure 97: FL-SOLARIS (FITS) Edit Facility Screen: Location Tab, When First Displayed
You can use the pan and zoom controls on the screen and the mouse to manipulate the view on the Map Direct screen itself. If you click on a location other than the one indicated by the Location Pointer, the Map Direct system will move the Location Pointer to the facility on which you clicked.
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Figure 98: FL-SOLARIS (FITS) Edit Facility Screen: Location Tab, Verifying the Facility Location
Facilities that are in remote areas may be difficult to locate on the map because they are covered by trees or not close to a street address. If you can send someone out to the property or otherwise obtain the GPS coordinates in Lat/Lon (decimal degrees or degrees, minutes, seconds), you can use the GPS coordinates in Lat/Lon to locate the property in the Map Direct window.
Figure 99: Edit Facility Screen: Location Tab, Lat/Lon icons
FL-SOLARIS (FITS) User Guide | Page 87 of 239 | Then enter the Lat/Lon in the window and click the ZOOM button.
Figure 100: Edit Facility Screen: Location Tab, entering the Lat/Lon
The Location Pointer (in this case, a green box) will be displayed in the location of the GPS coordinates that you entered.
Figure 101: Edit Facility Screen: Location Tab, location of the GPS coordinates
Once you have identified the accurate facility, click on the VERIFIED button to mark the record as verified. On Click of the VERIFIED button, the system does the following:
a. Retrieves the updated Latitude, Longitude, and Department of Revenue (DOR) State Parcel ID selected on the aerial view from the Map Direct system.
FL-SOLARIS (FITS) User Guide | Page 88 of 239 | b. Updates the facility record with the updated Latitude, Longitude, and DOR State Parcel ID. c. Displays the Edit Facility screen. Note: If the Physical Address on the Edit Facility screen has been verified on the Location screen the Save and Mark Complete button should now be available on the Edit Facility screen.
Figure 102: Edit Facility Screen: Save and Mark Complete after Location Verification
Entering Facility Comments If you wish to enter additional information or notes about a facility that is not included in the existing data fields you may enter them on the Comment screen. To do so, click on the Comment tab, which will cause the system to display the Comment screen for the selected Facility with a list of any previously added comments about that facility. If there are no comments, none will be listed.
Figure 103: Edit Facility Screen: Comment Tab
FL-SOLARIS (FITS) User Guide | Page 89 of 239 | To add a new comment, enter your comment in the Comments box and click on the Save Button.
Figure 104: Edit Facility Screen: Comment Tab, Adding a Comment
A new comment will be saved to the database and then displayed in the Comments List on the screen. The Delete Hyperlink will then be available for the newly added comment. Comments displayed in the Comments List can be sorted by using the Grid Sort Header fields.
Figure 105: Edit Facility Screen: Comment tab, Comments List
FL-SOLARIS (FITS) User Guide | Page 90 of 239 | Comments may not be edited but they can be deleted by the user whose ID is entered in the User ID column. Comments may also be deleted by an Account Manager from the user’s agency or a DEP or DMS Account Manager.
To delete an existing comment, click on the Delete Hyperlink for that comment. The system will display a window asking you to confirm the deletion.
Figure 106: Edit Facility Screen: Comment Tab, Delete Comment Confirmation
To delete the comment, click OK in the confirmation window.
Viewing Owned Land Information If the facility is located on state-owned land, you click on the Owned Land tab to view information about the land.
Figure 107: Edit Facility Screen: Owned Land Tab
The information on the Owned Land tab comes from FL-SOLARIS (LITS), the Land Inventory module of FL-SOLARIS. The tab will only be displayed for facilities that have a verified Latitude/Longitude and that Latitude/Longitude must be located within the map parameters of an owned land parcel in LITS.
FL-SOLARIS (FITS) User Guide | Page 91 of 239 | Viewing Historical Information about a Facility At the end of each fiscal year, the following facility information fields are reset by FL- SOLARIS (FITS) and must be updated each year: • Potential Emergency Shelter • Net Leasable Square Feet • Available Square Feet • FTE • OPS • Contract • Other • Number of FTE who Telework • Average % of Time • People First • Total Number of Leases Recorded for this Facility • Total Revenue Generated from Leases • Total Square Footage Leased from the Facility • Parking Revenue • Other Revenue • Total Utility Cost • Operating Cost • Taxroll Structure Value • Taxroll Land Value • Debt Amount
Before resetting these fields, the system saves them for future reference. This historical data is available on the Facility History tab.
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Figure 108: Edit Facility Screen: Facility History Tab
Deleting a Facility If you wish to delete a facility, there is no Delete Facility button. To perform the “delete” you will need to update the Facility Action to the appropriate ‘Delete Facility’ code.
Figure 109: FL-SOLARIS (FITS) Edit Facility – Facility Action = Delete Facility
FL-SOLARIS (FITS) User Guide | Page 93 of 239 | Once you choose ‘Delete Facility’ the screen will change and you will have the Effective Date and Action Reason fields to fill in.
Figure 110: Edit Facility Screen, Delete Facility Fields
Choose one of the Save buttons, either Save Work In Process or Save and Mark Complete. The system will display a warning message, to verify the delete. Click OK to complete the Facility Delete.
Figure 111: Edit Facility Screen, Delete Facility Warning Message
When the steps are finished to change the Facility Action to ‘Delete Facility’ you will be returned to the Search Facility screen and receive a message saying that the facility was successfully deleted.
Figure 112: After Successful Delete Facility Action - Message
FL-SOLARIS (FITS) User Guide | Page 94 of 239 | These ‘deleted’ facilities are not removed from FL-SOLARIS (FITS). These facilities, with Facility Action equal to ‘Delete Facility’, will be excluded from reports and any consideration of active facilities; however, you can still search for and retrieve facilities with this action.
Figure 113: Search Delete Facility Records
In addition to retrieving these records, you can also reactivate these ‘Delete Facility’ records. To reactivate a ‘Delete Facility’ record, change the Facility Action from Delete Facility to Active on the Edit Facility screen.
Surplusing a Facility If the use of a facility is no longer required and the facility is identified for possible surplus, the Account Manager may change the Land Action to “Candidate for Disposition”. This causes an email to be sent to the Surplus Manager responsible for the land on which the facility resides indicating the change in Facility Action.
Since the facility is disposed along with the land on which it resides, the surplus process for the both the facility and the land are maintained in the FL-SOLARIS (LITS) component. The Surplus Manager in LITS is responsible for creating a Surplus record and linking the land and facilities to be surplused to the Surplus record. Once the Surplus Manager creates a Surplus record for the land and links the facility to the Surplus record, the Land
FL-SOLARIS (FITS) User Guide | Page 95 of 239 | Action for the facility will be changed back to “Active” to indicate that the facility is still a part of the active facility inventory. When the disposition of the land and facility have been completed in LITS, the Facility Action for the facility will automatically be changed to ‘Disposed of by Surplus’.
Once the Facility Action is changed to ‘Disposed of by Surplus’, the facility record may no longer be edited.
For more information on the surplus process, see The Annual Surplus Report in this User Guide. A complete description of the LITS surplus process may be found in the LITS User Guide, Volume 11 Annual Surplus Report.
Disposing of a Facility If a facility is no longer part of the state-owned land inventory for a reason other than disposition after surplus, the Facility record must be updated. To do this, retrieve the record via the Search Facility screen and then change the Facility Action to ‘Disposed of by Demolition’ or ‘Disposed of by Other’. This change can only be made by users assigned the Account Manager role.
There is an important difference between the facility actions— ‘Delete Facility’ and ‘Disposed of by Demolition’ or ‘Disposed of by Other’ —that must be kept in mind: a facility record with Facility Action equal to Disposed of by Demolition’ or ‘Disposed of by Other’ cannot be reactivated. Once the Disposed of by Demolition’ or ‘Disposed of by Other’ Facility Action change has occurred, the record is no longer editable. Therefore, do not choose to dispose of a facility until the mode of disposition is complete.
You can search for and retrieve all ‘Disposed of by Demolition’ or ‘Disposed of by Other’ records. Notice, however, that even if you have the Account Manager role, there is no edit option in the result grid for these records. You can only view these facility records.
Note: The Facility Action, ‘Disposed of’, has been replaced by ‘Disposed of by Surplus’, ‘Disposed of by Demolition’ and ‘Disposed of by Other’. The Facility Action, ‘Disposed of’, is no longer available as an option in the Facility Action pick list on the Edit Facility screen. However, you may search for facilities for which the action was set to ‘Disposed of’ on the Search Facility screen.
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Figure 114: Search records with ‘Disposed of’ Facility Action, No Edit Option
FL-SOLARIS (FITS) User Guide | Page 97 of 239 | Viewing a Facility To view a facility with no edit ability, click on the view link on the Search Facility screen. Return to the Searching For Facilities section for more information on the Facility Search. This will bring up the selected facility in view only mode.
Figure 115: Search Facility Screen: View Option
When viewing a facility, all tabs—Facility, Deficiency, Lease Recorded w/ DMS and Location—are read only. You will not be able to make any changes to any fields while in view only mode.
Figure 116: View Facility Screen
FL-SOLARIS (FITS) User Guide | Page 98 of 239 | Viewing a Lease To view a Lease, click on the “View Lease” hyperlink on the Search Facility screen. Return to the Searching For Facilities section for more information on the Facility Search. This will bring up the selected Lease in view only mode. Leases can only be viewed. Leases cannot be added or edited in the FL-SOLARIS (FITS) system screens.
Figure 117: Search Facility Screen: View Lease Option
When viewing a lease, all tabs—Facility Lease, Lessor and Facility People—are read only. You will not be able to make any changes to any fields while in view only mode.
Figure 118: View Lease Screen
FL-SOLARIS (FITS) User Guide | Page 99 of 239 | If you are viewing a lease that is owned by (i.e., the Title Entity is) BOT and part of the state pool of facilities that DMS manages (i.e., the Managing Agency is DMS and the Lease Source is Public), the View Lease screen will include an additional field, the Managing Agency field will be displayed.
Figure 119: Managing Agency Field on the View Lease Screen
Viewing a Lessor When you are viewing a lease, you can find out who the facility was leased from using the Lessor tab. To view a Lessor for a lease, click on the Lessor tab on the View Lease screen. This will bring up the Lessor for that lease in view only mode. Lessors can only be viewed. Lessors cannot be added or edited in the FL-SOLARIS (FITS) system screens.
Figure 120: View Lease Screen: Lessor Tab
When viewing a lessor, all tabs—Facility Lease, Lessor and Facility People—are read only. You will not be able to make any changes to any fields while in view only mode.
FL-SOLARIS (FITS) User Guide | Page 100 of 239 |
Figure 121: View Lease Screen: Lessor Tab Detail
Viewing Detailed Data
FL-SOLARIS contains an inventory of the facilities in the FITS component and land in the LITS component. A detailed page showing information from both components is available by clicking on the FL-SOLARIS Facility Number in the Facility Search Results of the Search Facility screen or by clicking on the FL-SOLARIS Land Inventory Number on the Owned Land tab for a Facility.
Figure 122: Viewing the Detailed Data Page from the Search Facility Screen
FL-SOLARIS (FITS) User Guide | Page 101 of 239 |
Figure 123: Viewing the Detailed Data Page from the Owned Land tab on the Facility Screen
When you click on a FL-SOLARIS Number hyperlink, the system will open a new tab in your web browser and display the Detailed Data page for the FL-SOLARIS number. The Detailed Data page contains a map showing the land and facilities and bars that can be clicked on to view additional information. When you click on one of the bars, the bar will expand and display one or more grids of information. When you click at the top of an expanded bar it will collapse. If no information is available for that bar a message indicating that no records are found will be displayed.
Figure 124: The Detailed Data Page when First Displayed
Clicking on the Owned Land bar will display information about the owned land associated with the selected FL-SOLARIS Number.
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Figure 125: The Expanded Owned Land Bar on the Detailed Data Page
Clicking on the Facility Data bar will display information about the owned land associated with the selected FL-SOLARIS Number.
Figure 126: The Expanded Facility Data Bar on the Detailed Data Page
Clicking on the Lease Land Data bar will display information about the owned land associated with the selected FL-SOLARIS Number.
Figure 127: The Expanded Lease Land Data Bar on the Detailed Data Page
Clicking on the Disposition Land Data bar will display information about the owned land associated with the selected FL-SOLARIS Number.
Figure 128: The Expanded Disposition Land Data Bar on the Detailed Data Page
FL-SOLARIS (FITS) User Guide | Page 103 of 239 | Viewing Surplus Information The Surplus tab provides users the ability to:
• Determine whether the facility has ever been in the surplus process. • If the facility has been in the surplus process, users may use the screen to obtain information about the surplus, such as: - How long it was in the surplus process. - What land and facilities were included with the surplus. - The estimated acreage, value, and other information. If the facility is currently in the surplus process or has been in the surplus process since the Annual Surplus Report was implemented in July 2015, surplus information will be available on this tab. If the facility has never been a part of the surplus process, the Surplus tab will show that no Surplus records are found. Information on the Surplus menu item may be found in the section, The Annual Surplus Report, in this User Guide. A detailed description of the surplus process and surplus screens is available in the LITS User Guide Volume 11, Annual Surplus Report. The Surplus tab screen is read-only and the same for all users and all land, regardless of role or agency. There are no actions associated with the screen. The Surplus tab is displayed when you click on the Surplus tab from the Facility screen for a selected acquisition.
Figure 129: Navigating to the Surplus Tab The Owned Land Surplus tab is made up of two blocks, Current Surplus and Surplus History. The Current Surplus block contains the current Surplus Information. The Surplus History block contains a record of the surplus information as it was recorded at each fiscal yearend. When a surplus record is created, the Current Surplus block will be populated immediately but the Surplus History block will not be populated until the Annual Yearend Process runs on June 30.
FL-SOLARIS (FITS) User Guide | Page 104 of 239 |
Figure 130: The Surplus Tab
FL-SOLARIS (FITS) User Guide | Page 105 of 239 | Viewing Facility People When you are viewing facility people, you can access either Owned Facility or Lease Facility information for an Agency in view-only mode. To view either Owned Facility information or Lease Facility data, click on the Facility People tab on the View or Edit Lease screen. These records can only be viewed. Records cannot be added or edited in the FL-SOLARIS (FITS) Facility People screens. A. The following screen displays Owned Facility information, including number and type of positions by agency, as well as data on the number of telework eligible and required.
Figure 131: Owned Facility (Facility People) Screen
1. Users navigate to the Facility People tab upon login into the FITS application.
2. The navigation path is Facilities>Manage Facilities>Search Facility.
3. You can search for any owned facility, then click either View or Edit in the Search Results screen to access the Facility People tab.
5. When you click on the Facility People tab, the Facility People screen displays all the information reported by the People First application from DMS for a specific facility.
6. When you click on the Back To Facility List button, the system returns to the Facility List selection page.
B. The following screen displays Lease Facility information, including positions by agency, as well as data on the number of telework eligible and required.
Figure 132: Lease Facility (Facility People) Screen
1. Users navigate to the Facility People tab upon login into the FITS application.
2. The navigation path is from Facilities>Manage Facilities>Search Facility.
FL-SOLARIS (FITS) User Guide | Page 106 of 239 | 3. You can search for any lease facility, then click View Lease in the Search Results screen to access the Facility Lease tab.
5. When you click on the Facility People tab, the Facility People screen displays information reported by the People First application from DMS for a specific facility and agency.
6. When you click on the Back To Facility List button, the system returns to the Facility List selection page.
17. Working with Campuses Recall that in FL-SOLARIS (FITS), a campus is different than a typical campus that you might think of as associated with a college or hospital. Campuses are an optional artificial construct within the system that allow various facilities to be linked. Campuses can be used to ease the reporting of costs and FTEs that might be shared across multiple facilities, and those shared elements would be attributed to a “Campus Administration Building”. For example, in FL-SOLARIS (FITS), a State Park is designated as a campus and then all the buildings and structures, or facilities, within that park are linked with that park or campus. The Campus Name may be up to 200 characters in length. See the Using the Facility Inventory Tracking System Section for the definition of campus as well as several examples.
Actions Affecting Campuses From the Available Actions From the Facility Search screen, there was one action that has not yet been discussed (Adding a Campus) and including that action and those from the Campus screen, here are five actions that can be performed affecting a Campus:
1) Searching for a Campus; 2) Resetting the Campus Search; 3) Adding a Campus (see # 6 on Figure 35); 4) Editing a Campus; 5) Viewing a Campus.
Figure 133: FL-SOLARIS (FITS) Actions available from Campus Screen
FL-SOLARIS (FITS) User Guide | Page 107 of 239 | See the table below to see what role can perform what action.
Table 08: FL-SOLARIS (FITS) Search Campus Actions, By Role
Campus Action View Only Role Edit Role Account Manager
Search Visible Visible Visible Reset Visible Visible Visible Add New Campus (from Facility Not Visible Visible Visible Screen) Edit Not Visible Visible Visible View Visible Visible Visible
Each action that can be performed will now be considered in detail.
Searching for Campuses Every FL-SOLARIS (FITS) user will have the capability to search for a campus. The purpose of the Search Campus screen is to get a result(s) set of campuses (one or several) based on entered or selected search criteria.
To create the search criteria there are five fields on the Search Campus Screen:
1. Agency Name 2. Campus Name 3. Campus Number 4. County 5. Zip Code
Of the 5 fields, two are pick list fields: 1) Agency Name and 2) County. The values for the agency name field will be the same as the listing in the Organization from the Request Access screen. The county listing will consist of the 67 Florida counties and Non-Fl County.
You can view the information for all campuses, even those that are not associated with your agency. The Agency Name pick list will contain the names of all agencies, but the name of your agency will be in the Agency Name field. If you want to see campus from another agency, you can select the name of that agency from the pick list.
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Figure 134: FL-SOLARIS (FITS) Search Campus Screen
When you have entered at least one search criterion and clicked on Search or pressed Enter, you should receive a message telling you how many records were returned from your query/search. If the query returns no records, you will get a message to that effect as well. The zero records message will read ‘No Results found.’ If your search returns one or a few records only, then your results will be displayed on one page; however, if your search returns many records, your results will be displayed on multiple pages. Use the paging buttons to review all the returned campus records. Or enter additional criteria to narrow your search.
Figure 135: FL-SOLARIS (FITS) Search Campus Screen, Campus Search Results
See the Searching For Facilities section for additional general information about querying for FL- SOLARIS (FITS) data.
FL-SOLARIS (FITS) User Guide | Page 109 of 239 | Resetting your Campus Search If your campus search returns no records or more than 500 records, you might want to refine your search or begin again, with a blank screen, to enter your campus search criteria. To start again, you want to use the reset option by clicking on the Reset button on the campus search screen.
Figure 136: FL-SOLARIS (FITS) Search Campus Reset Button
Once you click on the Reset button all the fields, both pick list fields and free text data entry fields, will go back to their starting values. Usually that will be the ‘--Please select--’ value for the pick list fields and blank for the data entry fields. The exception would be the Agency Name field. The agency that you were set up with when you requested and were granted access will be the selected agency name after you reset the Search.
Figure 137: FL-SOLARIS (FITS) Search Campus Reset Button
See the Resetting Your Facility Search section for additional general information about resetting a FL-SOLARIS (FITS) search.
FL-SOLARIS (FITS) User Guide | Page 110 of 239 | Adding a New Campus The Add New Campus link is located on the Facility screen. You cannot create a new campus by accessing any screen from the Campus menu; you always add the campus to the facility. This functionality will only be available if you have been assigned either the Edit or the Account Manager role. If you have the View Only role, you will not be able to add a new campus; with that role, this link will not be visible. If you have the View Only role, you may skip ahead to the Viewing a Facility section.
Figure 138: FL-SOLARIS (FITS) Add New Campus
Verify Campus is New to FL-SOLARIS (FITS) When creating a new campus, you should confirm first that the campus does not already exist. Therefore, before you click on the Add Campus link, do a couple of searches using the Search Facility screen to make sure that your campus is a new campus, requiring data entry into FL-SOLARIS (FITS). If all users follow this best practice of data entry, the quality of the data in FL-SOLARIS (FITS) will be kept to a high level.
There are two blocks on the Add Campus Screen:
1. General 2. Facility
See the section Block & Sub-Blocks for more information about these screen elements.
FL-SOLARIS (FITS) User Guide | Page 111 of 239 |
Figure 139: FL-SOLARIS (FITS) Add Campus Screen
Add Campus - Screen Components The fields on this screen are as follows:
General Block 8. Zip Code* 1. Campus Name* 9. County* 2. Campus Number* 10. Contact Name 3. Address 1* 11. Contact Phone 4. Address 2 5. Country* Facility Block
6. State* 12. Use this facility as a template 7. City*
*Those fields marked with an asterisk are the fields requiring data entry or data selection.
“Use this facility as a template for the campus?” is the one question in the Facility block. What is a facility template? A facility template is used to allow the user to start with existing facility information, which has been set up for and associated with a specific campus. Using the template takes away the need for retyping some of the existing facility information. When you start from the template, the fields are filled in and then you need edit only those fields that are different for this facility. See the section Adding New Facility from the Campus Facilities Screen for further information on how the facility template works.
FL-SOLARIS (FITS) User Guide | Page 112 of 239 | Once you have saved your Campus information, you will receive a ‘Campus was successfully created’ message, there will be a new FL-SOLARIS Campus # field that will display the unique identifier, and the screen will change to Edit Campus. Also, a new Facilities Tab shows up with the count of the associated facilities displayed in parentheses on that tab. And, since the Campus now exists, a new Delete Campus button appears as well.
Figure 140: FL-SOLARIS (FITS) Campus Successfully Created
FL-SOLARIS (FITS) User Guide | Page 113 of 239 | Editing a Campus Once a campus has been created, to edit any existing information or fill in any missing data, you will use the Edit Campus option. To edit a previously created campus, you want to locate your campus by Searching for Campuses and then when you have retrieved your record, you click on the Edit hyperlink. This ability to Edit a Campus is not available to the View Only role. If you have the View Only role, you may skip forward to the For Further Assistance section.
The difference in screen components between the Add Campus and the Edit Campus Screen is the addition of two new fields on the Edit Campus Screen: the FL-SOLARIS Campus # field in the General Block (this field is not editable) and in the Facility Template block at the bottom, the Campus Administration Building field.
Figure 141: FL-SOLARIS (FITS) Edit Campus Screen
On the Facilities Tab, accessible from the Edit Campus screen, you will see a listing of the facilities which are grouped together and associated with that campus. When you click on this tab, the Campus Facilities Screen will open.
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Figure 142: FL-SOLARIS (FITS) Campus Facilities Screen
If you add a new facility using the button on the Campus Facilities screen, the data that is automatically populated in the Add Facility screen is dependent on whether you selected a facility template on the Edit Campus screen.
Figure 143: FL-SOLARIS (FITS) Add Facility, No Facility Template Selected
If the facility template is not defined, then only the campus name will be selected in the drop- down. However, if you select a facility template on the Edit Campus screen, when you open the
FL-SOLARIS (FITS) User Guide | Page 115 of 239 | Add Facility screen by clicking the Add New Facility button on the Campus Facilities screen, the facility data will be filled in with the data from the Facility Template. Then, you need only update the information that is different for the new facility.
Figure 144: FL-SOLARIS (FITS) Add Facility, With Facility Template Selected
FL-SOLARIS (FITS) User Guide | Page 116 of 239 | Deleting a Campus If you wish to delete a campus, you click on the Delete Campus button available at the bottom of the Edit Campus Screen.
Figure 145: FL-SOLARIS (FITS) Delete Campus Button on Edit Campus Screen
The system will display a warning message, to verify the delete.
Figure 146: Edit Campus Screen, Delete Campus Warning Message
Once the user clicks OK on the warning message, the system would delete the campus and disassociate that campus information from all the previously associated facilities. None of the facility records will be deleted.
Viewing a Campus To view a campus with no edit ability, click on the view link on the Search Campus screen. Return to the Searching For Campuses section for more information on the Campus Search. This will bring up the selected campus in view only mode. This option is available to every user, regardless of their assigned FL-SOLARIS (FITS) role.
Figure 147: Search Campus Screen: View Option
When viewing a facility, all tabs—Campus and Facilities—are read only. You will not be able to make any changes to any fields while in view only mode.
FL-SOLARIS (FITS) User Guide | Page 117 of 239 |
Figure 148: View Campus Screen
FL-SOLARIS (FITS) User Guide | Page 118 of 239 | V. EXTRACTING DATA FROM FL-SOLARIS (FITS)
There are two ways of obtaining reports from the data in the FL-SOLARIS application. You may use existing Crystal reports that have already been created for you or you may extract data in the form of a comma separated value (CSV) file that may be viewed and manipulated in Microsoft Excel.
18. Using List of Existing Reports Predefined Crystal reports may be run from the Report List screen. The reports available on the screen may utilize data from either the FL-SOLARIS FITS or LITS components or from both components.
The Report List page is available under the Extract Data menu option.
Figure 149: Navigating to the View Reports Screen
The Report List screen contains a list of reports that are available to you. Report availability is set up by user role. Click on the Report URL for the report you wish to run.
Figure 150: Choosing a Crystal Report
The Crystal Report parameter page for the report will be displayed in a new tab of your web browser. You may enter your report parameters and create the report following the directions on the parameter page.
19. Using Data Extracts If you need to create a report containing Facility or Lease information from the FL-SOLARIS (FITS) application that is not available as a Crystal, you will want to use the screens found under the Extract Data menu option. The Extract Data screens allow you to select the information that you would like included in your report. This information will be downloaded to your PC in the form of a comma separated value (CSV) file that can be manipulated in Excel to create the report(s) you need. CSV files give you greater flexibility in the reports you can create than you would have if the reporting where limited to preset or canned reports.
FL-SOLARIS (FITS) User Guide | Page 119 of 239 | You will use Excel to look at the contents of the CSV files that you extract. When you extract data, you will either extract Facility information or Facility Lease information. Consequently, an extracted file will either contain Facility data or it will contain Facility Lease data. In a Facility extract file, each row in the file contains information about a Facility and each column contains a data field of information about that Facility. Similarly, in a Facility Lease file each row in the file contains information about a Facility Lease and each column contains a data field of information about that Facility Lease.
Figure 151: Part of a Facility CSV file
Figure 152: Part of a Facility Lease CSV file
FL-SOLARIS (FITS) User Guide | Page 120 of 239 | Some fields will exceed the 1024-character default display length for cell contents. For these fields, Excel will display the first 1024 characters in the cell. To see the entire contents of the cell, you will need to select the cell by clicking on it. The entire cell contents of a selected cell will be displayed in the Excel Formula Bar.
20. The Extract Data Menu Option
The screens used to extract data are found on the Extract Data menu option.
Figure 153: FL-SOLARIS (FITS) Extract Data Menu
Figure 154: FL-SOLARIS (FITS) Extract Data Menu Option
Clicking on the Extract Data menu option will display the Data Export Request screen.
The Data Export Request Screen
The purpose of the Data Export Request screen is to tell the FL-SOLARIS (FITS) application whether you want all the Facility, Facility with Deficiencies, or Facility Lease data or a subset of the data. The answer to the question “What data are you requesting” determines the data that will be extracted and the screens you will use to extract it.
Figure 155: FL-SOLARIS (FITS) Data Export Request Screen
FL-SOLARIS (FITS) User Guide | Page 121 of 239 | There are two methods of extracting data. You can: 1. Export all the Facility, Facility with Deficiencies or Facility Lease Data for an agency or for all agencies. 2. Extract a subset of data by specifying search criteria and specific data fields.
These two methods are represented by two radio buttons on the Data Export Request Screen:
1. All Data 2. Subset of Data
Figure 156: Selecting All Data or a Subset of Data
Exporting All Data versus Extracting a Subset of Data Extracting large amounts of data can slow the application response time for other users who are using the system. To avoid degrading system response, the FL-SOLARIS (FITS) application takes “snapshots” of the data each night and stores it for use by the All Data option. Consequently, the data you will pull when you export “All Data” will come from a snapshot of the data that was taken of the database the night before. If, for some reason, the system is unable to create the snapshots the previous day’s CSV files will be used instead. Otherwise, the new snapshot will replace the old one. The date the snapshot was taken is automatically included in the “Extracted Date” column of your exported file.
When you choose the “All Data” option you are simply exporting or downloading an existing data file. Conversely, when you choose the “Subset of Data” option you are extracting or taking the data from the FL-SOLARIS application. The extracted data is put into a CSV file you can download to or open on your PC.
It is important to make this distinction between where the data is coming from when you choose between the “All Data” or “Subset of Data” options. When you choose the “All Data” option, the data is coming from a snap shot of the data that was taken the night before. When you choose the “Subset of Data” option, the data is coming from the live FL-SOLARIS database and reflects any changes that have been made since the snap shot was taken.
So why not always choose the “Subset of Data” option? Why settle for data that may not be up to the minute?
FL-SOLARIS (FITS) User Guide | Page 122 of 239 | Remember that extracting data slows response time. Consequently, when you use the “Subset of Data” option, the data file that you can export is limited to 2,500 records. If you can narrow your search criteria so the number of facilities or facility leases in your data file is less than or equal to 2,500 records then “Subset of Data” is a viable option for you. If cannot do this, you will need to use the “All Data” option.
Important! When information about a Facility or Lease is accessed using a View or Edit FL- SOLARIS screen, it will reflect any recently made changes. These changes will also be included when a subset of data is extracted from FL-SOLARIS. Facility, Deficiency and Lease information exported using the All Data option on the Extract Data screen will be current as of the date and time of the nightly snapshot and will not reflect any changes made after the snapshot was taken. If you are talking to someone about the contents of a report and there is a discrepancy between what they are seeing on the report and what is one your screen or in another report you will want to look at the “Extracted Date” in the report. The “Extracted Date” tells you the date and time that the information in the report was current. The “Extracted Date” is automatically included in every file is exported or extracted and is in the last column of every row in the file.
The differences between the “All Data” and “Subset of Data” options will now be discussed in detail.
21. Exporting All Data
Selecting “All Data” from the Data Export Request screen downloads the entire snapshot of the database for an agency or for all agencies. You can elect to export all the data for a specific agency or for all agencies. “All Data” refers to the all the information about all Facilities, Facilities and Deficiencies or Facility Leases for the selected Agency or for all Agencies. For example, if you select the “Department of Financial Services” you will be able to export all the information (columns) for all the Facilities (rows) that belong to the Department of Financial Services.
After you select “All Data” you will need to select the Agency whose data you want to download.
Figure 157: Selecting All Data or a Subset of Data
FL-SOLARIS (FITS) User Guide | Page 123 of 239 |
Figure 158: Requesting All Data Export
Clicking the Submit button will show you the files that may be exported for the Agency Name you selected.
Figure 159: Exporting a File
The resulting list of files is divided between current data and archived data files. The files in the Current section contain the most recently created export files. Current data files for a specific agency and all agencies are refreshed nightly. If, for some reason, the refreshed extract is not successful the previous extract file will continue to be available for download. Notice that you can tell when the data was refreshed because the date the file was extracted is included in the file name.
FL-SOLARIS (FITS) User Guide | Page 124 of 239 | Note: When the FL-SOLARIS (FITS) was originally implemented, the Facility file included columns containing deficiency information. In 2014, a modification was made to provide an additional Facilities file that would not contain the deficiency information. Consequently, the Archive files prior to 2014 are only available for the Facility and Lease Data Categories and the Facility file includes the deficiency columns. Archive files for 2014 and thereafter are provided for all three data categories: Facility, Facility with Deficiencies and Lease. The deficiency columns are only provided in the Facility with Lease Data Category file.
The files in the Archive Data section contain the Fiscal Year end data that is archived each year after close of business on June 30.
Click on the name of the file you want to export. The File Download window will open and you will have the opportunity to either open the file directly in Excel or save it for future use.
Figure 160: Opening or Saving Your Export File
The Facility with Deficiencies file will contain all the columns in the following table. The Facility file will contain all the columns except for the Deficiency Information as noted.
FL-SOLARIS (FITS) User Guide | Page 125 of 239 | Table 09: Facility and Facility with Deficiencies All Data Extract Columns
Facilities and Deficiencies Columns Facility Information: FL-SOLARIS Facility # Total Number of Leases Recorded for this Facility Agency Name Total Square Footage Leased from the Facility Facility Name Total Revenue Generated from Leases Internal Agency Facility Id Parking Revenue Title Entity Other Revenue Owned Agency Name Total Utility Cost Built Year Operating Cost Predominant Space Type Taxroll ID Available Square Footage Taxroll Structure Value Net Leasable Square Footage Taxroll Land Value Gross Sq Ft Taxroll Assessment Year Facility Physical Address 1 Conservation Land Facility Physical Address 2 Historic Significance Facility City Deed, Covenant or Other Restrictions Facility State Debt Amount Facility Zip Code 5 Facility Status Facility Zip Code 4 Facility Action Facility County Effective Date Facility Country Action Reason Facility USPS Address Agency Comments Facility USPS County Tenant List Verified DOR State Parcel Id Deficiency Information (columns omitted from the Facility data extract): Deficiency Category Brief Description Funds Now Appropriated Actual Cost Estimated Cost Deficiency Status Campus Information: Campus Name Campus Zip Code 4 Campus Number Campus County Campus Address 1 Campus Country Campus Address 2 Campus Contact Name Campus City Campus Contact Phone Campus State Campus Administration Facility Name Campus Zip Code 5 Additional Facility Information: Potential Emergency Shelter Average % of Time Teleworking Current Fiscal Year Contract Total Occupants Current Fiscal Year Other People First Number of FTE Telework Verified Latitude Current Fiscal Year FTE Verified Longitude Current Fiscal Year OPS Telework Required Established Position Telework Eligible FTE Percent Vacant FTE Position Telework Required FTE Percent Telework Eligible Extract File Information: Extracted Date
FL-SOLARIS (FITS) User Guide | Page 126 of 239 | The Lease file will contain all the columns in the table below.
Table 10: Lease All Data Extract Columns
Lease Columns Lease Information Lease Source Lessor State Lease Id Lessor Zip Code Internal Agency Facility Id Lessor Country FL-SOLARIS Facility # Lessor County Facility Name Lease Options Last Upload Date Predominant Space Type Lessee Agency Number of Parking Space Division Number FTE Division Name Legal Description Bureau Parking Structure/Garage Facility Address 1 Parking Lot Facility Address 2 Show / Locker Room Facility State Exercise / Fitness Facility City Child Care Facility Zip Code Food Services Facility County Dining / Break Room Facility Country Janitorial Lease Start Date Energy Utilities Lease End Date Other Utilities Square Footage Grounds Keeping Rate Per Sq Ft Building Maintenance Month Rent Telecom/Data Connectivity Annual Rent Parking Lessor Name Tenant Required Changes/Improvements Lessor Address 1 Others Lessor Address 2 Other Service Description Lessor City Last Update Date Extract File Information Extracted Date
22. Extracting a Subset of Facility Data
You will not always want to export all the data for an Agency. You have the option of specifying the criteria for the facilities you are interested in. You also have the option of including only the fields you want in your CSV file. You can do this by choosing to extract a subset of the data. A subset of the data means that are getting a portion of the data in FL-SOLARIS (FITS). You can choose which part you want. You do this by choosing which Facilities or Facility Leases (rows) and which data fields (columns) you want included in your CSV file.
To extract a subset of the Facility data, you will first click on the Subset of Data radio button. This will hide the Agency Name drop down and display the Select Data Category drop down. To extract Facility data, you will choose Facility in the Select Data Category drop down. Clicking the Submit button will display the Facility Extract Data Request screen.
FL-SOLARIS (FITS) User Guide | Page 127 of 239 |
Figure 161: Choosing To Request a Subset of Data
The Facility Extract Data Request Screen The Facility Extract Data Request screen gives you the ability to choose which data fields you want. The screen displays all names of the Facility data fields that are available for extract. Because the data field names will be displayed as columns in the exported CSV file, they are referred to as column names on the screen. The columns available to you are divided into three categories:
• Facility Columns – columns that contain general information about the Facility. • Facility Deficiency Columns – columns that contain information specific to a deficiency for that facility. • Campus Columns – columns that contain information specific to the campuses.
Checking the box for a column means that the data for that column will be included in the extracted file. If you click on an empty box, it will be checked on the screen. Clicking on a checked box will remove the check.
FL-SOLARIS (FITS) User Guide | Page 128 of 239 |
Figure 162: Using the Facility Extract Data Request Screen – Part 1
FL-SOLARIS (FITS) User Guide | Page 129 of 239 |
Figure 163: Using the Facility Extract Data Request Screen – Part 2
Certain columns are designated as AutoSelected. These columns identify which Facility the data refers to. If the box for any column in that category is checked then the AutoSelected columns for that category will automatically be included in the extracted file. For example, if you want to know the Facility Parking Revenue and Total Utility Cost you would check the boxes for the Parking Revenue and Total Utility Cost columns. This information would not be very meaningful unless you knew which facility the Parking Revenue and Total Utility Cost was for. FL-SOLARIS (FITS) makes sure that this information is available in the extracted file by automatically including the AutoSelected columns in the Facility Columns category (i.e., the FL-SOLARIS Facility #, Agency Name, Facility Name, and Internal Agency Facility Id) for you.
The Select All option is provided at the top of each category. You can use the Select All option when you want to select all or most of the columns for a category. Clicking on the Select All box will check every box for every column in that category. Once all the boxes in the category are checked, you can click on the boxes for the columns you do not want included by unchecking them.
When you click on the Select All option, it is redisplayed as UnSelect All. You can uncheck, or choose to not display, all the columns in a category by clicking on the checked box after Unselect All.
FL-SOLARIS (FITS) User Guide | Page 130 of 239 | You can select the following combinations of facility data:
• Facilities alone without Deficiencies or Campus information. • Facilities and Deficiencies (no Campus columns). • Campuses alone without Facility information. • Facilities and Campuses. • Facilities, Deficiencies and Campuses.
These combinations are discussed in greater detail in the section, Your Extracted Facility File.
After you have finished selecting the columns you want included in your CSV file, click on the Next button. FL-SOLARIS (FITS) will check to make sure that the box associated with at least one column has been checked. If you have not checked any boxes, an error message will be displayed informing you that you must do so.
Figure 164: At Least One Column must be Selected for a Facility Extract
When you click the Next button, the Extract Data – Facility screen will be displayed.
FL-SOLARIS (FITS) User Guide | Page 131 of 239 | The Extract Data – Facility Screen
The purpose of the Extract Data – Facility screen is to set the criteria for the Facilities that will be included in your extracted file.
Figure 165: The Extract Data – Facility Screen
The search criteria on the Extract Data – Facility screen is made up of fourteen fields. In order, these fields are as follows:
1. Agency Name 7. Campus Number 12. Predominant Space 2. County 8. Facility Name Type 3. City 9. Agency Facility ID 13. Gross Sq Ft From/To: 4. Zip Code 10. FL-SOLARIS Facility # 14. Facility Status 5. Address 11. Title Entity 15. Facility Action 6. Campus Name
Of the 14 fields, six are pick list fields: 1) Agency Name, 2) County, 3) Title Entity, 4) Predominant Space Type, 5) Facility Status, and 6) Facility Action. The values for the Agency Name will contain list of agencies in the FL-SOLARIS application. The county listing will consist of the 67 Florida counties and Non-FL County. For the values for the remaining pick lists— Title Entity, Predominant Space Type, Facility Status, and Facility Action, please see Appendix A: FL-SOLARIS (FITS) Code Tables.
FL-SOLARIS (FITS) User Guide | Page 132 of 239 |
Figure 166: The Extract Data – Facility Screen Wildcard Searching When searching for facilities, you have the functionality to perform searches with partial search strings. This is often known as wildcard searching. You do not have to type in any wildcard characters; however, for those fields that allow for this (outlined below), the value you type in will return records where that string is found anywhere within the data field, at the beginning, in the middle or at the end. Therefore, if you type in ‘ta’ in the City field, your results will return records for Tallahassee, Tampa, Punta Gorda, Starke, Sarasota, Tarpon Springs, and more.
These wildcard searches will be available for the following fields: a. City b. Zip Code c. Address d. Campus Name e. Campus Number f. Facility Name g. Agency Facility ID h. FL-SOLARIS Facility Number The case in which you enter the information, for your facility search, is not important. You may type in all capital letters, all lowercase letters or in mixed case.
Searching for a Facility Address You may find a facility by entering all or part of the facility or campus address in the Address field in the search criteria. FL-SOLARIS (FITS) will use the character string that you enter in Address to perform a wildcard search to find any facilities that have that character string in Facility Address 1 or Campus Address 1.
FL-SOLARIS (FITS) User Guide | Page 133 of 239 | Out of State Searches You can search for facilities that are out of the state or even out of the country. Select Non-FL County in the County drop down. Selecting Non-FL County will filter out all facilities in Florida. Only out-of-state or out-of-country facilities will meet the search criteria.
If your search criteria include the gross square footage for a facility, the following rules apply:
• You may enter a range by entering numbers in both the Gross Sq Ft From and Gross Sq Ft To fields. • If you enter both numbers the Gross Sq Ft From value must be less than Gross Sq Ft To. • If you enter just the Gross Sq Ft From facilities having gross square footage greater than or equal to the Gross Sq Ft From value will match. • If you enter just the Gross Sq Ft To facilities having gross square footage less than or equal to the Gross Sq Ft To value will match.
Figure 167: Extract Data – Facility Search Criteria Gross Sq Ft Error
Once you enter your criteria you may click on Extract or press Enter to execute your query. Facility Action is a required field. Facility Action is required in every search criteria. If you select –Please Select—in the Facility Action drop down, FL-SOLARIS (FITS) will display the error message, “Facility Action” is a required field.
Figure 168: Facility Action is Required in the Extract Data – Facility Search Criteria
FL-SOLARIS (FITS) User Guide | Page 134 of 239 | Remember you are limited to 2,500 records in your extracted data file. If you click on the Extract button and more than 2,500 records are identified as meeting your search criteria a message will be displayed asking you to refine your search. You will need to adjust the search criteria you entered so that fewer records meet the search criteria or you will need to go back to the Data Export Request screen and use the “All Data” option. If this happens, the Start Over button will come in handy.
Figure 169: Facility File Extracts are limited to 2,500 Records
If no records were found in FL-SOLARIS matching your search criteria, the message “No Results found.” will be displayed.
Figure 170: Extract Data – Facility with No Results found
FL-SOLARIS (FITS) User Guide | Page 135 of 239 | Resetting your Extract Data - Facility Search Criteria If your extract data search returns no records or more than 2,500 records, you might want to refine your search or begin again, with a blank screen, to enter your search criteria. To start again, you want to use the reset option by clicking on the Reset button on the Extract Data – Facility screen.
Figure 171: Extract Data - Facility Reset Button
Once you click on the Reset button all the fields, (i.e., both the pick list fields and the free text data entry fields), will go back to their starting values. Usually that will be the ‘--Please select--’ value for the pick list fields and blank for the data entry fields. The exception would be the Agency Name field. The agency that you were set up with when you requested and were granted access will be the selected agency name after you reset the Search.
Figure 172: Extract Data - Facility Reset Results
Once you are satisfied with your criteria you may click on Extract or press Enter to execute your query. The File Download window will open and you will have the opportunity to either open the file directly in Excel or save it for future use.
Figure 173: The File Download window for Exporting Data
FL-SOLARIS (FITS) User Guide | Page 136 of 239 | The Extract Data – Campus Screen
The purpose of the Extract Data – Campus screen is to set the criteria for the Campuses that will be included in your extracted file.
Figure 174: The Extract Data – Campus Screen
The search criteria on the Extract Data – Campus screen is made up of five fields. In order, these fields are as follows:
1. Agency Name 3. Campus Number 5. Zip Code 2. Campus Name 4. County
Of the 5 fields, one is pick list field: 1) Agency Name. The values for the Agency Name will contain list of agencies in the FL-SOLARIS application.
Figure 175: The Extract Data – Campus Screen Wildcard Searching When searching for campuses, you have the functionality to perform searches with partial search strings. This is often known as wildcard searching. You do not have to type in any wildcard characters; however, for those fields that allow for this (outlined below), the value you type in will return records where that string is found anywhere within the data field, at the beginning, in the middle or at the end. These wildcard searches will be available for the following fields: a. Campus Name b. Campus Number c. Zip Code
FL-SOLARIS (FITS) User Guide | Page 137 of 239 | The case in which you enter the information, for your campus search, is not important. You may type in all capital letters, all lowercase letters or in mixed case. Remember you are limited to 2,500 records in your extracted data file. If you click on the Extract button and more than 2,500 records are identified as meeting your search criteria a message will be displayed asking you to refine your search. You will need to adjust the search criteria you entered so that fewer records meet the search criteria
Out of State Searches You can search for campuses that are out of the state or even out of the country. Select Non-FL County in the County drop down. Selecting Non-FL County will filter out all campuses in Florida. Only out-of-state or out-of-country campuses will meet the search criteria.
Figure 176: Campus File Extracts are limited to 2,500 Records
If no records were found in FL-SOLARIS matching your search criteria, the message “No Results found.” will be displayed.
Figure 177: Extract Data – Campus with No Results found
FL-SOLARIS (FITS) User Guide | Page 138 of 239 | Resetting your Extract Data - Campus Search Criteria If your extract data search returns no records or more than 2,500 records, you might want to refine your search or begin again, with a blank screen, to enter your search criteria. To start again, you want to use the reset option by clicking on the Reset button on the Extract Data – Campus screen.
Figure 178: Extract Data - Campus Reset Button
Once you click on the Reset button all the fields, (i.e., both the pick list fields and the free text data entry fields), will go back to their starting values. Usually that will be the ‘--Please select--’ value for the pick list fields and blank for the data entry fields. The exception would be the Agency Name field. The agency that you were set up with when you requested and were granted access will be the selected agency name after you reset the Search.
Figure 179: Extract Data - Campus Reset Results
Once you are satisfied with your criteria you may click on Extract or press Enter to execute your query. The File Download window will open and you will have the opportunity to either open the file directly in Excel or save it for future use.
FL-SOLARIS (FITS) User Guide | Page 139 of 239 | Your Extracted Facility File
As previously described, your extracted facility file can contain the following combinations of facility data:
• Facilities alone without Deficiencies or Campus information. • Facilities and Deficiencies • Campuses alone without Facility information. • Facilities and Campuses. • Facilities, Deficiencies and Campuses.
Although most of the combinations are straight forward, a brief description of how they will appear in the CSV file might be helpful.
Note: Multiple comments may be entered for Facilities from the Facility Comments tab. All comments may be viewed on the Facility Comments tab. However, only the last comment entered for that facility will be extracted to the CSV file.
Facilities Alone The figure below shows an excerpt of a CSV file when it is first opened in Excel and displayed as an Excel worksheet. Notice that the column headings are at the top of the file. The columns in the worksheet are displayed with default column width. The worksheet can be manipulated in Excel just as you would any other Excel file.
Some fields will exceed the 1024-character default display length for cell contents. For these fields, Excel will display the first 1024 characters in the cell. To see the entire contents of the cell, you will need to select the cell by clicking on it. The entire cell contents of a selected cell will be displayed in the Excel Formula Bar.
Figure 180: Sample Exported CSV Facilities File
FL-SOLARIS (FITS) User Guide | Page 140 of 239 | The last column in the extracted file will always contain the date and time when the data was extracted (i.e., the date and time when the extract was performed).
In this example, only columns from the Facility Columns category of the Extract Data Request screen were selected. Specifically, the Facility City and Facility State columns were selected.
Figure 181: Selecting only Facility Columns
The extracted data file contains the Facility City and Facility State columns that were selected. It also includes the columns that are designated as AutoSelected in the Facility Columns category. No columns in the Facility Deficiency Columns or Campus Columns were selected so the extracted file does not contain any columns from these categories.
Figure 182: Extracted File with Only Facility Columns
Facilities and Deficiencies
There are two ways to extract Facility and Facility Deficiency data depending on the columns that you want included:
• Select only columns from the Deficiency Columns category. • Select columns from both the Facility Columns and Deficiency Columns categories.
FL-SOLARIS (FITS) User Guide | Page 141 of 239 | Selecting only columns from the Deficiency Columns category If you only want the basic Facility information and are more interested in Deficiency information, on the Extract Data Request screen you would select the deficiency columns that you want included. You would not select any columns from the Facility Columns category.
Figure 183: Selecting only Facility Deficiency Columns
The extracted data file will contain all the Facility Deficiency columns that were selected. It will also include the columns that are designated as AutoSelected in the Facility Deficiency Columns category. No columns in the Facility Columns or Campus Columns were selected so the extracted file does not contain any columns from these categories.
Figure 184: Extracted File with Only Facility Deficiency Columns
If the facility has more than one deficiency, each deficiency will be in its own row in the extracted file. The AutoSelected columns will be included in each row. If the facility does not have any deficiencies, the AutoSelected columns for that facility will still be included but the deficiency columns will be blank.
Selecting columns from both the Facility Columns and Deficiency Columns categories If you want to include facility specific information about a facility as well as deficiency information, you will want to create an extract that includes both facility and deficiency columns. To create this extract, on the Extract Data Request screen, you would select the columns in the Facility Columns category that you want included. Then you would select the columns you want included from the Facility Deficiency Columns category. Notice that the same columns are designated as AutoSelected in both the Facility Column category and the Facility Deficiency
FL-SOLARIS (FITS) User Guide | Page 142 of 239 | Column categories. The extract file will contain only one occurrence of these AutoSelected columns. The resulting extract will include all facilities that meet the search criteria on the Extract Data – Facility screen and any deficiencies the facility may have. If the facility has more than one deficiency, each deficiency will be in its own row in extracted file. The information for that facility will be repeated in the facility columns of each deficiency for that facility.
In this example, the Built Year column from the Facility Columns category and the Brief Description column from the Facility Deficiencies category were selected.
Figure 185: Selecting Facility and Facility Deficiency Columns
The resulting extract will include all facilities meet the search criteria on the Extract Data – Facility screen. The deficiency columns in this extract will be filled in as follows:
1. If the facility does not have any deficiencies, the deficiency columns will be blank. 2. If the facility does have a deficiency, the requested information about that deficiency will be provided in the deficiency columns. 3. If the facility has more than one deficiency, each deficiency will be in its own row in extracted file. The information for that facility will be repeated in the facility columns of each deficiency for that facility.
FL-SOLARIS (FITS) User Guide | Page 143 of 239 |
Figure 186: Extracted File Facility and Facility Deficiency Columns
Note that facility rows will be repeated if there is more than one deficiency for a facility. The number of rows in your extract file is limited to 2,500. Consequently, if many facilities have more than one deficiency, your extract could exceed the 2,500 limit even if the number of facilities matching your search criteria is less than 2,500.
Campuses Alone
If you want to limit your extract campus information, on the Extract Data Request screen you would select the campus columns that you want included. You would not select any columns from the Facility or Facility Deficiency Column categories. The columns designated as AutoSelected in both the Campus Column category will be automatically included in the extracted file.
In this example, only columns from the Campus Columns category of the Extract Data Request screen were selected. Specifically, the Campus Contact Name and Campus Contact Phone columns were selected.
Figure 187: Selecting only Campus Columns
FL-SOLARIS (FITS) User Guide | Page 144 of 239 | The extracted data file contains the Campus Contact Name and Campus Contact Phone columns that were selected. It also includes the columns that are designated as AutoSelected in the Campus Columns category. No columns in the Facility Deficiency Columns or Facility Columns were selected so the extracted file does not contain any columns from these categories.
Figure 188: Extracted File with Only Campus Columns
Facilities and Campuses
If you want to create a list of campuses and associated facilities, you will select both facility and campus columns. To create this extract, on the Extract Data Request screen you would select the columns in the Facility Columns category that you want included. Then you would select the columns you want included from the Campus Columns category. The AutoSelected columns from both the Facility Columns and the Campus Columns categories will be automatically included in the extracted file. The resulting extract will include all facilities meeting the search criteria on the Extract Data – Facility screen. If there is more than one facility on a campus, then each facility will be in its own row in extracted file and the campus information will be repeated for each facility.
In this example, the Owned Agency Name column from the Facility Columns category and the Campus Contact Name and Campus Contact Phone columns from the Campus Columns category were selected.
FL-SOLARIS (FITS) User Guide | Page 145 of 239 |
Figure 189: Selecting Facility and Campus Columns
The extracted data file contains the facility and campus columns that were selected. It also includes the columns that are designated as AutoSelected in the Facility Columns and Campus Columns categories. No columns in the Facility Deficiency Columns category were selected so the extracted file does not contain any deficiency columns.
Figure 190: Extracted File with Facilities and Campus Columns
If a campus has more than one facility, each facility will be in its own row in extracted file and the selected campus columns will be repeated in each facility’s row.
FL-SOLARIS (FITS) User Guide | Page 146 of 239 | Facilities, Deficiencies and Campuses
If you want a list of facilities and the campuses they are on and want to know which facilities have deficiencies you will want to create an extract that includes facility, deficiency and campus columns. To create this extract, on the Extract Data Request screen, you would select the columns in the Facility Column category that you want included. Then you would select the columns you want included from the Facility Deficiency Columns category. Finally, you would select the columns you want included from the Campus Columns category. The resulting extract will include all facilities that meet the search criteria on the Extract Data – Facility screen, any deficiencies the facility may have and the campus it is on.
In this example, the Built Year column from the Facility Columns category, the Brief Description column from the Facility Deficiencies Columns category and the Campus Contact Name and Campus Contact Phone from the Campus Columns category were selected.
Figure 191: Selecting Facility and Facility Deficiency and Campus Columns
FL-SOLARIS (FITS) User Guide | Page 147 of 239 | The resulting extract will include all facilities meeting the search criteria on the Extract Data – Facility screen. The columns in this extract will be filled in as follows:
1. If the facility does not have any deficiencies, the deficiency columns will be blank. 2. If the facility does have a deficiency, the requested information about that deficiency will be provided in the deficiency columns. 3. If the facility has more than one deficiency, each deficiency will be in its own row in extracted file. The information for that facility will be repeated in the facility columns of each deficiency for that facility. 4. If no campus has been defined for a facility, “No Campus” will be contained in the Campus Name column and all other campus columns for that facility will be blank. 5. If a campus has been defined for a facility, the requested information about that campus will be provided in the campus columns. 6. If there is more than one facility on a campus, the campus columns will be repeated in all rows of all facilities for the campus (including rows listing individual deficiencies for a facility)
For example, consider a campus with 3 facilities on it and each facility has 2 deficiencies. The extract show 6 rows for that campus: Each of the three facilities will be listed twice, once for each of its deficiencies. Note that because facility rows will be repeated if there is more than one deficiency for a facility your extract could exceed the 2,500 limit even if the number of facilities matching your search criteria is less than 2,500.
Figure 192: Extracted Facility, Facility Deficiency and Campus Columns
FL-SOLARIS (FITS) User Guide | Page 148 of 239 | Note that you can run the same report without selecting columns from the Facility Columns category. If you were to do this, the same rules would apply. The only difference in the previous example is that the Built Year from the Facilities Column category would be omitted both from the selection on the Facility Data Extract Request screen and in the resulting CSV file.
23. Extracting a Subset of Facility Lease Data
You use the same approach to extract data about Facility Leases as you use to extract Facility information. You have the option of specifying criteria for the facility leases you are interested in. You also have the option of including only the fields you want in your CSV file. Again, you can do this by choosing to extract a subset of the data.
To extract a subset of the Facility Lease data, you will first click on the Subset of Data radio button. This will hide the Agency Name drop down and display the Select Data Category drop down. To extract Facility Lease data, you will choose Facility Lease in the Select Data Category drop down. Clicking the Submit button will display the Lease Extract Data Request screen.
Figure 193: Choosing to Request a Subset of Facility Lease Data
The Lease Extract Data Request Screen The Lease Extract Data Request screen gives you the ability to choose which data fields you want. The screen displays all names of the Facility Lease data fields (referred to as columns) that are available for extract. There is only one category for facility lease information, Lease Columns.
Checking the box for a column means that the data for that column will be included in the extracted file. If you click on an empty box, it will be checked on the screen. Clicking on a checked box will remove the check.
FL-SOLARIS (FITS) User Guide | Page 149 of 239 |
Figure 194: Using the Lease Extract Data Request Screen
The AutoSelected columns identify which Facility Lease the data refers to. These columns will be included in the CSV file every time you extract lease information.
The Select All option is provided at the top of each category. You can use the Select All option when you want to select all or most of the columns for a category. Clicking on the Select All box will check every box for every column in that category. Once all the boxes in the category are checked, you can click on the boxes for the columns you do not want included by unchecking them. FL-SOLARIS (FITS) User Guide | Page 150 of 239 | When you click on the Select All option, it is redisplayed as UnSelect All. You can uncheck, or choose to not display, all the columns in a category by clicking on the checked box after Unselect All.
After you have finished selecting the columns you want included in your CSV file, click on the Next button. FL-SOLARIS (FITS) will check to make sure that the box associated with at least one column has been checked. If you have not checked any boxes, an error message will be displayed informing you that you must do so.
Figure 195: At Least One Column must be Selected for a Lease Extract
When you click the Next button, the Extract Data – Lease screen will be displayed.
The Extract Data – Lease Screen
The purpose of the Extract Data – Lease screen is to set the criteria for the Leases that will be included in your extracted file.
Figure 196: The Extract Data – Lease Screen
FL-SOLARIS (FITS) User Guide | Page 151 of 239 | The search criteria on the Extract Data – Lease screen is made up of eight fields. In order, these fields are as follows:
1. Agency Name 6. Predominant Space 8. Lease End Date 2. County Type From/To 3. Address1 7. Lease Start Date 9. Gross Sq Ft From/To 4. Address2 From/To 10. Facility City 5. Lease Source 11. Facility Zip Code
Of the 8 fields, four are pick list fields: 1) Agency Name, 2) County, 3) Lease Source, and 4) Predominant Space Type. The values for the Agency Name will contain list of agencies in the FL- SOLARIS application. The county listing will consist of the 67 Florida counties and Non-FL County. For the values for the remaining pick lists— Lease Source and Predominant Space Type, please see Appendix A: FL-SOLARIS (FITS) Code Tables.
Figure 197: The Extract Data – Lease Screen Wildcard Searching When searching for facilities, you have the functionality to perform searches with partial search strings. This is often known as wildcard searching. You do not have to type in any wildcard characters; however, for those fields that allow for this (outlined below), the value you type in will return records where that string is found anywhere within the data field, at the beginning, in the middle or at the end. Therefore, if you type in ‘ta’ in the City field, your results will return records for Tallahassee, Tampa, Punta Gorda, Starke, Sarasota, Tarpon Springs, and more. These wildcard searches will be available for the following fields: a. Facility City b. Facility Zip Code c. Address The case in which you enter the information, for your facility lease search, is not important. You may type in all capital letters, all lowercase letters or in mixed case.
FL-SOLARIS (FITS) User Guide | Page 152 of 239 | Searching for a Facility Address You may find a facility by entering all or part of the facility or campus address in the Address field in the search criteria. FL-SOLARIS (FITS) will use the character string that you enter in Address1 to perform a wildcard search to find any facilities that have that character string in Facility Address 1 or Campus Address 1.
Out of State Searches You can search for facilities that are out of the state or even out of the country. Select Non-FL County in the County drop down. Selecting Non-FL County will filter out all facilities in Florida. Only out-of-state or out-of-country facilities will meet the search criteria.
If your search criteria include the gross square footage for a lease, the following rules apply:
• You may enter a range by entering numbers in both the Gross Sq Ft From and Gross Sq Ft To fields. • If you enter both numbers the Gross Sq Ft From value must be less than Gross Sq Ft To. • If you enter just the Gross Sq Ft From facilities having gross square footage greater than or equal to the Gross Sq Ft From value will match. • If you enter just the Gross Sq Ft To facilities having gross square footage less than or equal to the Gross Sq Ft To value will match.
If your search criteria include a date, such as the Lease Start Date or the Lease End Date, the following rules apply:
• You may enter a date range by entering dates in both the From and To fields. • If you search on a date range the From date must be earlier than To date. • If you enter just the From date in the Lease Start Date field, leases with a Lease Start Date equal to or later than the Lease Start Date From date will meet the criteria. • If you enter just the To date in the Lease Start Date field, leases with a Lease Start Date equal to or less than the Lease Start Date To date will meet the criteria. • If you enter just the From date in the Lease End Date field, leases with a Lease End Date equal to or later than the Lease End Date From date will meet the criteria. • If you enter just the To date in the Lease End Date field, leases with a Lease End Date equal to or less than the Lease End Date To date will meet the criteria.
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Figure 198: Extract Data – Lease Search Criteria From/To Errors
Once you enter your criteria you may click on Extract or press Enter to execute your query. At least one field in the search criteria must be selected or entered. Otherwise, FL-SOLARIS (FITS) will display the error message, “At least one search criterion must be entered.”
Figure 199: At Least One Search Field Must be Entered on the Extract Data Lease Screen
Remember you are limited to 2,500 records in your extracted data file. If you click on the Extract button and more than 2,500 records are identified as meeting your search criteria a message will be displayed asking you to refine your search. You will need to adjust the search criteria you entered so that fewer records meet the search criteria or you will need to go back to the Data Export Request screen and use the “All Data” option. If this happens, the Start Over button will come in handy.
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Figure 200: File Extracts are limited to 2,500 Records
If no records were found in FL-SOLARIS matching your search criteria, the message “No Results found.” will be displayed.
Figure 201: Extract Data – Lease with No Results found
Resetting your Extract Data - Facility Lease Search Criteria If your extract data search returns no records or more than 2,500 records, you might want to refine your search or begin again, with a blank screen, to enter your search criteria. To start again, you want to use the reset option by clicking on the Reset button on the Extract Data – Lease screen.
Figure 202: Extract Data - Facility Reset Button
Once you click on the Reset button all the fields, (i.e., both the pick list fields and the free text data entry fields), will go back to their starting values. Usually that will be the ‘--Please select--’ value for the pick list fields and blank for the data entry fields. The exception would be the Agency Name field. The agency that you were set up with when you requested and were granted access will be the selected agency name after you reset the Search.
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Figure 203: Extract Data - Lease Reset Results
Once you are satisfied with your criteria you may click on Extract or press Enter to execute your query. The File Download window will open and you will have the opportunity to either open the file directly in Excel or save it for future use.
Figure 204: The File Download window for Exporting Data
FL-SOLARIS (FITS) User Guide | Page 156 of 239 | Your Extracted Lease File The CSV file created from lease data is very like the files created from facility data. For example, if a file was created by selecting the following lease columns:
Figure 205: Selecting Lease Columns
The figure below shows an excerpt of the resulting CSV file when it is first opened in Excel and displayed as an Excel worksheet. Notice that the column headings are at the top of the file. The columns in the worksheet are displayed with default column width. The worksheet can be manipulated in Excel just as you would any other Excel file.
Some fields will exceed the 1024-character default display length for cell contents. For these fields, Excel will display the first 1024 characters in the cell. To see the entire contents of the cell, you will need to select the cell by clicking on it. The entire cell contents of a selected cell will be displayed in the Excel Formula Bar.
Figure 206: Sample Exported CSV Lease File
FL-SOLARIS (FITS) User Guide | Page 157 of 239 | Each row in the extracted file is a facility lease that matched the criteria you entered/selected on the Extract Data – Lease screen. Each row is made up of columns that contain information about the facility lease in that row. The first columns in the file are the AutoSelected columns. The next columns are those you selected on the Lease Extract Data screen. The last column in the extracted file will always contain the date and time when the data was extracted (i.e., the date and time when the extract was performed).
FL-SOLARIS (FITS) User Guide | Page 158 of 239 | VI. MANAGING FL-SOLARIS (FITS) USERS
The FL-SOLARIS (FITS) Account Managers have two responsibilities:
• The responsibilities and the authority to act on their organization’s facility data, as well as the prerequisite View and Edit rights for that data. • Responsibility for managing existing users (Only DEP FITS Administrators can assign and unassign users in the DEP Security System), and for monitoring the uploading of facility lease data.
In some organizations, the Account Manager will perform both functions. Only DEP Account Managers will have the user management responsibility.
24. Overview of FL-SOLARIS (FITS) Security The FL-SOLARIS (FITS) application uses a two-tiered approach to security. Access to data is controlled by FL-SOLARIS (FITS) Administrators.
A user’s role defines what the user can do with the facility data. All users can view data from all agencies. For users with a View Only role, all they can do is look at the data. Users with the Edit role can change facility data in addition to viewing it. Users with the Account Manager role have all the abilities that the Edit role users have. Account Managers have the additional ability of being able to transfer, dispose of and delete facilities. Account Managers will still be able to unassign FL-SOLARIS (FITS) users within the application.
A user’s agency defines what data can be modified. Users with the View Only role cannot modify any data. However, users with Edit and Account Manager roles may make changes to the data records associated with their facilities. Users from DEP and DMS can edit all facility data, regardless of agency. DOE users can modify all University, Community College and DOE facility data.
User roles for the FL-SOLARIS (FITS) application are set by an Account Manager in the Department of Environmental Protection (DEP) Security Portal. FL-SOLARIS (FITS) Administrators assign the roles used by the FL-SOLARIS (FITS) application. Account Managers are able to unassign access to their FL-SOLARIS (FITS) users. The access allowed by each role is shown in the following table.
FL-SOLARIS (FITS) User Guide | Page 159 of 239 | Table 11: FL-SOLARIS (FITS) User and Administrator Roles
FL SOLARIS (FITS) Security Roles
Role Role Responsibility There should be at least one FL-SOLARIS (FITS) Account Manager within each organization. Account Managers will have the responsibility to remove and verify user access to FL-SOLARIS (FITS) for their organization. (Only DEP FITS Administrators can grant users access in the DEP Security System.) Account Additionally, the person filling the role of the organization’s Account Manager Manager(s) has the responsibilities and the authority to act on their organization’s facility data, as well as the prerequisite View and Edit rights for that data. Account Managers are also able to view facility and lease information for all organizations, not just their own.
The FL-SOLARIS (FITS) user assigned an Edit role has the right and Edit responsibility to view and edit (input, validate and update) facility data for their organization. Any user within the organization can be assigned the View Only role. This role allows the user to view their organization’s FL-SOLARIS (FITS) data. View Only If this View Only user has the ‘Legislature/Executive’ organization type, this allows the user to view FITS data across all organizations. This role is not used by the FL-SOLARIS (FITS) application. It is used by the MyFDEP Security Portal to determine who can assign a user role within the AGM Security Portal. Because the AGM Oversight role, is not used by the FL- Oversight SOLARIS (FITS) application, it is the only role that may be used in conjunction with another role. (DEP Only)
Once the appropriate role has been assigned to the user in the MyFDEP Security Portal by the FL- SOLARIS (FITS) Administrators, the role can be assigned to the user using the Manage FITS Users screen in the FL-SOLARIS (FITS) application.
FL-SOLARIS (FITS) users request access to the application by following the instructions given the section, Accessing the System. When a user requests access to the system an email is sent to the FL-SOLARIS (FITS) Administrators for that user’s agency.
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Figure 207: Request Access Email to FL-SOLARIS (FITS) Administrators
Upon receipt of this email the FL-SOLARIS (FITS) Administrators will need to take appropriate action.
When the FL-SOLARIS (FITS) Administrators receives an email requesting access to the FL- SOLARIS (FITS) application from a user who does not currently have access, the FITS Administrator will perform the following steps:
1. Log into the DEP Security Suite and assign the requested role to the user. 2. Log into the FL-SOLARIS (FITS) application and assign the requested agency to the user. 25. Assign Role to User (DEP Security Portal) ** Only the FITS Administrators (DEP Account Managers with AGM Oversight) will have access to the DEP Business Portal to grant users access. ** The DEP Security Suite can only be accessed through the Main Business Portal.
Navigate to the Main Business Portal and click on ‘DEP Security Suite’
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Figure 208: Business Portal-DEP Security Suite
When you click on the Manage DEP Security Suite option, the DEP Security Suite welcome page will be displayed.
Figure 209: DEP Security Suite Welcome Screen To begin assigning roles to users, click the Assign User Roles link in the menu on the left side of the page. If you do not have the AGM Oversight role, you should see the screen below.
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Figure 210: DEP Security Suite-No AGM Oversight Role
The MyFDEP Security Portal will walk you through the four steps for assigning a user role:
Step 1 – Select the application and enter search criteria for the user ID.
Step 2 – Select the user from whom you received the email requesting access.
Step 3 – Assign the user role. You will generally be assigning the role the user has requested.
NOTE: If, for any reason, you decide that the user should be assigned a role different from the role that he or she has requested, contact the user either via email or phone. There is no communication mechanism within either the MyFDEP Security Portal or the FL-SOLARIS FITS application for this role change discussion. It is recommended that you resolve any issues pertaining to which agency or role the user should be assigned prior to performing the steps outlined here.
Step 4 – Confirm the changes you are making to the user role.
FL-SOLARIS (FITS) User Guide | Page 163 of 239 | Assigning User Roles Step 1 – Search for User – Select the application and search for the user id.
Clicking the Assign User Roles link in the menu on the left side of the MyFDEP Security Portal welcome page will bring you to Step 1 of the assign user roles process. This is where you will select the application for which you want to assign a role and enter a search criterion for finding the user ID.
Figure 211: MyFDEP Security Portal Assign User Roles: Step 1: Search for User
Select the application for which you are setting access in the Application drop down. The Application drop down will be restricted to the applications that you can assign user roles for. The FL-SOLARIS (FITS) application is named DslFits in the drop down.
Enter search criteria for the name of the user who has requested access. The MyFDEP Security Portal will perform partial matches on the User field. Entering part of the user id will match all the user IDs in the MyFDEP Security Portal that contain the characters you entered in the User field. A list of all matching user IDs and information about the people associated with them will be displayed in the next step.
To continue, click the Next > button.
FL-SOLARIS (FITS) User Guide | Page 164 of 239 | Assigning User Roles Step 2 – Select the User – Select the name of the user.
The Step 2 screen displays all the user IDs and associated information for all the of users in the MyFDEP Security Portal that whose user ids contain the characters entered in the User field of the Step 1 screen.
Figure 212: MyFDEP Security Portal Assign User Roles: Step 2-Select the User
As described in Step 1, the User field supports partial matches, so searching on ‘norton_k’ matched three users.
If you do not find any matches or the user you expected is not in the search results, you can press the Back button in your browser to go back to the previous page and specify a different search criterion for the user ID.
If you found the user you were looking for, select the radio button next to that user and press the Next > button.
FL-SOLARIS (FITS) User Guide | Page 165 of 239 | Assigning User Roles Step 3 – Assign the Roles – Assign user role.
The Step 3 screen displays the roles that may be assigned to the user. Remember that:
• Four of the roles -- Account Manager, Edit, Tririga Admin, and View Only -- are used by the FL-SOLARIS (FITS) application. • The AGM Oversight role is used by the MyFDEP Security Portal and only assigned to FL- SOLARIS Administrators. • TRIRIGA is an Integrated Workplace Management System (IWMS) used to manage Capital Projects, Facility Operations and Leases, and Paid Parking activities across the state. The system provides active lease data to FL-SOLARIS daily.
Figure 213: MyFDEP Security Portal Assign User Roles: Step 3-Assign the Roles
On this screen, you can place a checkmark next to the role that you want to assign to the specified user. To change an existing user role, you uncheck the role currently assigned to the user and check the new role that you wish to assign.
Once you are satisfied with the roles assigned to the user, press the Next > button.
FL-SOLARIS (FITS) User Guide | Page 166 of 239 | Assigning User Roles Step 4 – Confirm Changes and Submit – Confirm the changes you are making to the user role and submit.
The Step 4 screen displays changes that you are making to the user role for the specified user.
Figure 214: MyFDEP Security Portal Assign User Roles: Step 4-Confirm Changes and Submit
The table on the screen shows the available roles and the change, if any, that will be made to the user’s role. The possible actions are:
• No Change – Indicates that no change will occur to this role. If the user had the role previously, they will keep it. If they did not have the role, they still won’t. • Add Role – Indicates that you are assigning the role to this user. • Remove Role – Indicates that you are removing the user from this role.
If you need make a change, use the back button to return to the Assign User Roles: Step 3 screen. If you are satisfied with the changes, press the Submit button.
FL-SOLARIS (FITS) User Guide | Page 167 of 239 | Assigning User Roles: Results – Confirmation that the role has been assigned to the user.
The Results Screen indicates that any changes you made to the user role have been processed.
Figure 215: MyFDEP Portal Assign User Roles: Results
If you need to assign roles for additional users, you can press the Manage Another User’s Security Roles button to return to Step 1.
When you are done assigning roles for users, you will need to log into the FL-SOLARIS (FITS) application and assign those users to an agency.
NOTE: Legislature/Executive (LEG) users will be assigned only the View Only role in the MyFDEP Security Portal.
FL-SOLARIS (FITS) User Guide | Page 168 of 239 | 26. Searching for FL-SOLARIS (FITS) Users After the FL-SOLARIS (FITS) Administrator assigns a role to the user in the Security Portal, you must go to the FL-SOLARIS (FITS) application and assign an agency to that user before the user has access to the application. Account Managers are unable to assign access in the Security Portal, but are able to assign access in the FITS application once the user has been assigned in the Security Portal.
Figure 216: FL-SOLARIS (FITS) Manage Fits Users Menu Option
Clicking on the Manage Fits Users menu option will display the Manager Fits Users screen.
Figure 217: FL-SOLARIS (FITS) Manage Fits Users
Actions Affecting Search Users From the Search Users screen, there are four actions that can be performed:
1. Searching for a User; 2. Resetting the User Search; 3. Assigning an Agency to User 4. Un-assigning a User
Each action that can be performed will now be considered in detail.
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Figure 218: FL-SOLARIS (FITS) Search Users Screen
Searching for Users The purpose of the Search Users screen is to get a result(s) set of users (one or several) based on entered or selected search criteria.
To create the search criteria, there are four fields on the Search Users screen:
1. User Id 2. Agency 3. Assigned Role 4. Status
Of the four fields, three are pick list fields: 1) Agency 2) Assigned Role and 3) Status. The values for the Agency will contain list of agencies in the FL-SOLARIS application. The Assigned Role listing will consist of all 3 roles (View Only, Edit and Account Manager). The Status listing will consist of different status like (Active, Inactive, Request Access and Verification required).
You will see only the organization name with which you registered when you requested access in the Agency Name pick list. Thus, the only value in the Agency Name field available to a user that has been set up with ‘Department of Transportation’ is ‘Department of Transportation’. The exception to this rule is for the “special” organizations of DEP and DMS. They will have the ability to pick any Agency Name from that pick list including Legislature. DOE will have the ability to pick DOE, any University or any Community College.
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Figure 219: FL-SOLARIS (FITS) Manage Fits Users Search Criteria
Once you enter your criteria you may click on Search or press Enter to execute your query. You must select at least one field to use to filter the data. If you do not complete at least one of the fields to use as your search criteria, you will get an error message: ‘At least one search criterion must be entered.’
Figure 220: Manage Fits Users Search Users Error
When you have entered at least one search criterion and clicked on Search or pressed Enter, you should receive a message telling you how many records were returned from your query/search. If the query returns no records, you will get a message to that effect as well. The zero records message will read ‘No Results found.’
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Figure 221: Search Users No Results Found Error
If your search returns one or a few records only, then your results will be displayed on one page; however, if your search returns many records, your results will be displayed on multiple pages. Use the paging buttons to review all the returned facility records. Or enter additional criteria to narrow your search.
Wildcard Searching
When searching for users, you have the functionality to perform searches with partial search strings. This is often known as wildcard searching. You do not have to type in any wildcard characters; however, for those fields that allow for this (outlined below), the value you type in will return records where that string is found anywhere within the data field, at the beginning, in the middle or at the end. Therefore, if you type in ‘jo’ in the User Id field, your results will return records for “John_T”, “Jonathan_S”, “Joe_S”, and more. These wildcard searches will be available on the User Id field.
You can reduce the size of the user list that will be displayed by entering one or more search criteria:
• To find a specific user who requested access, you can enter the users ID in the User ID field. • If several users have requested access or you don’t remember the ID of the user who requested access, you can select Request Access from the Status drop down. This will display all those users who have requested access.
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Figure 222: FL-SOLARIS (FITS) Manage Fits Users Search Results
Once the SEARCH button is clicked, the system will validate that at least one search criteria has been entered. If at least one search criterion has been entered, the system shall use the search criteria entered to find records which match the search criteria. If the search result set is not- empty, the system shall display the search results using pre-defined columns.
The business rules for displaying users are as follows:
• If you are an Account Manager for DEP or DMS you will have the ability to see all FL- SOLARIS (FITS) users, regardless of their organization or agency. This includes Legislature/Executive (LEG) users. • If you are a DOE Account Manager you will have the ability to see all users from DOE, Universities and Community Colleges. • If you are an Account Manager for an agency or organization other than DOE, DEP and DMS you will only see users from your agency or organization.
FL-SOLARIS (FITS) User Guide | Page 173 of 239 | The Actions that are displayed in the Action column of the Manage User Search Results will depend on the user’s status.
Table 12: FL-SOLARIS (FITS) Actions Based on User Status
Status Action(s) Comments
Active Unassign
Inactive [No Action] If the Requested Agency is "Legislature" and assigned Request Assign, Unassign role is other than "View Only", then [No Action]. Access If the assigned role is blank, then [No Action]. Verification Assign, Unassign Required
Resetting Your User Search Criteria If your users search returns no records or more than 500 records, you might want to refine your search or begin again, with a blank screen, to enter your users search criteria. To start again, you want to use the reset option by clicking on the Reset button on the Search Users screen. Once you click on the Reset button all the fields, (i.e., both the pick list fields and the free text data entry fields), will go back to their starting values. Usually that will be the ‘--Please select--’ value for the pick list fields and blank for the data entry fields. The exception would be Status field. The status will be set to Active after you reset the Search.
Assign Agency to User (FL-SOLARIS (FITS)) To assign the agency to a requesting user, all you need to do is click on Assign in the Action field. The Status will change to Active and the user will be given access to the FL-SOLARIS (FITS) application. If you choose not to give user access refer to Removing User Access
Figure 223: Assigning an Agency to the User
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Figure 224: Manage FITS Users Confirming the Assign
Figure 225: Manage FITS Users after Successful Assign
Once access is granted, requesting user will receive email with details confirming FL-SOLARIS (FITS) access.
If, when you click on the Assign, the FL-SOLARIS (FITS) application finds that the requesting user already has an active user ID in the system, the following message is displayed:
This user already has an assigned Role. The current role must be unassigned before a new role can be assigned.
You should unassign one of the agencies for the requesting user. If you do not have access to users from other agencies, please skip to the For Further Assistance section.
FL-SOLARIS (FITS) User Guide | Page 175 of 239 | Removing FL-SOLARIS (FITS) User Access To remove a user’s access, you will need to search for user in the Manage FITS User screen and click Unassign link for that user.
Figure 226: Unassigning a User ID using the Manage FITS Users Screen
Figure 227: Confirming the Unassign
FL-SOLARIS (FITS) User Guide | Page 176 of 239 |
Figure 228: Manage FITS Users After Successful Unassign
When you click Unassign for a User ID, the user ID will be given a status of “Inactive”, the Date Ended will be updated in the FL-SOLARIS (FITS) application and an email will be sent to the user. The Date Ended for will be displayed when “Inactive” is selected in the Status drop down in the search criteria.
Figure 229: Email to an Unassigned User
FL-SOLARIS (FITS) User Guide | Page 177 of 239 |
Figure 230: Manage FITS Users Screen after the User ID has been Unassigned
After the user account has been inactivated in the FL-SOLARIS (FITS) application, FL-SOLARIS (FITS) Administrators should go to MyFDEP Security portal to remove role. Please refer to Assigning a Role to a User in the DEP Security Suite for further instructions.
Changing Access for an Existing User Should a user need to change access to the FL-SOLARIS application, as the Account Manager for that user you will need to:
1. Remove the user’s access. (Please refer to, Removing FL-SOLARIS (FITS) Users Access.) 2. Ask the user to Request Access. (Please refer to FL-SOLARIS (FITS) User Guide). 3. The FL-SOLARIS (FITS) Administrators will then give the user access he or she requests. (Please refer to, Assign Role to User DEP Security Portal and Assigning an agency to FL- SOLARIS (FITS) Users)
FL-SOLARIS (FITS) User Guide | Page 178 of 239 | Determining When a User ID was Inactivated Should you need to determine when a User ID was made inactive, you can do so by selecting “Inactive” in the Status drop down and clicking Search. (If the resulting Manage User Search Results list is too long, you can add additional criteria.) When the search criteria Status is “Inactive”, the End Date will be included in the Search Results. The date that each User Id was made inactive will be shown in the End Date column.
Figure 231: Manage FITS Users Screen showing Inactive Date
27. Annual User Verification After close of business on June 30, the status of all active users in the FL-SOLARIS (FITS) application with Edit and View Only roles will be set to “Verification Required” to facilitate verification of users. You will be reminded that this has occurred by an email indicating that the Annual Archive process was successfully completed.
Figure 232: Annual Archive Process email to Account Managers
The status for FITS users with the Account Manager role will remain unchanged. Each agency Account Manager will need to search for all the users within their agency who have had their status ‘reset’ by searching for users with the “Verification Required” status. Go through the resulting list of all users and either assign or unassign access to each user by clicking on the appropriate hyperlink in the Action column.
FL-SOLARIS (FITS) User Guide | Page 179 of 239 |
Figure 233: Annual Verification of FL-SOLARIS (FITS) Users
If you find a user that is no longer active, follow the steps for Removing FL-SOLARIS (FITS) User Access.
FL-SOLARIS (FITS) User Guide | Page 180 of 239 | VII. UPDATING FACILITY DATA USING BATCH FILES
28. Using the Facility Data Upload Screen To save time when updating facility information for many facilities, FL-SOLARIS (FITS) allows agencies to prepare a data file of facility information that can be uploaded. The file, when uploaded, updates the data that is reset at the year-end and must be updated by the agencies. Agencies also have the option of marking the updated facilities “Complete”.
Facility data is uploaded using the following steps which are described in more detail in the remainder of this section:
1. Prepare the facility data file. 2. Upload the facility data file. 3. If the facility data does not pass validation, review and correct the errors. 4. Upload the facility data file again, if necessary.
Note: FL-SOLARIS (FITS) does not archive uploaded data files. Once the file has been uploaded and used to update facility records the file is discarded. Users must retain their own copies of the uploaded data files. A record of the names of the uploaded data files, when they were uploaded and whether the update was successful can be obtained using the Data Load Results screen.
The Facility Data Upload screen is used to perform most these steps. Once you log into the FL- SOLARIS (FITS) application, you can reach the Facility Data Upload screen from the Upload menu.
Figure 234: FL-SOLARIS (FITS) Upload Menu
Figure 235: FL-SOLARIS (FITS) Facility Data Upload Menu Option
Clicking on the Facility Data Upload menu option will display the Facility Data Upload screen. By default, the Agency pick list will be set to the name of your agency, the File Name will be blank
FL-SOLARIS (FITS) User Guide | Page 181 of 239 | and the answer to the question, “Do you want to mark the facility records complete?”, will be “No”.
Figure 236: FL-SOLARIS (FITS) Facility Data Upload Screen
The purpose of the Facility Data Upload screen is to provide the functionality that you will need to prepare a file containing facility data and upload that file. Once the file is uploaded, FL- SOLARIS (FITS) will verify that the data in file is correct and, if all the data is correct, use it to update the facility data in the FL-SOLARIS (FITS) database. If the data does not pass verification, you will have the opportunity to download or view a file containing list of errors.
1. Prepare the facility data file.
The file containing the facility data must conform to the following rules: • The file must be in .xls or .csv format. • The first row or record in the file must contain the correct column headings (in Excel) or field names (in .csv files), in the correct order. • If an Excel file is used, there cannot be any formula in any cell. • Do not apply formatting to the fields. • The data within the file must pass the validation. • If you would like the facility records marked complete when they are updated, all required data must be entered and the location of the facility must have been validated in FL- SOLARIS (FITS). • If you do not elect to mark the facility records compete when they are updated, all fields, except for the FL-SOLARIS Facility Number are optional. Only those fields that contain
FL-SOLARIS (FITS) User Guide | Page 182 of 239 | data will be updated in the FL-SOLARIS (FITS) database. If the upload file does not contain data for a field that field will remain unchanged in the FL-SOLARIS (FITS) database.
For your convenience, CSV and Excel templates for the data file are available for download from the Facility Data Upload screen. Either may be used to create a data file for you to upload.
Figure 237: FL-SOLARIS (FITS) Facility Upload File Templates
When you click on one of the template hyperlinks the system will open a window providing you the choice of saving the file or opening the file. The exact appearance of the window will depend on which browser you are using.
Figure 238: Download or Open the File in Windows Internet Explorer
If you open the Excel template the columns will be displayed in color. Column headings that are red indicate that the columns must contain data if you want the facility to be marked complete when it is updated.
Figure 239: First Columns in the Excel Facility Data Template
FL-SOLARIS (FITS) User Guide | Page 183 of 239 | The following table describes the columns that must be included in the data file.
Table 13: FL-SOLARIS (FITS) Facility Data Upload File Contents
Description of the Facility Data Upload File Contents
Column Required to in Excel Column Heading Complete? Validation Criteria • Required for all updates A FL-SOLARIS Facility # Y • Must match an existing FL-SOLARIS Facility Number Available Square B Y • Must be between 0 and 999,999,999,999 Footage Net Leasable Square C Y • Must be between 0 and 999,999,999,999 Footage Total number of Leases D Y • Must be between 0 and 999,999,999,999 Recorded for this facility Total Square Footage E • Must be between 0 and 9,999,999,999.99 Leased from the Facility Total Revenue F • Must be between 0 and 9,999,999,999.99 Generated for Leases G Parking Revenue Y • Must be between 0 and 9,999,999,999.99 H Other Revenue Y • Must be between 0 and 9,999,999,999.99 I Total Utility Cost Y • Must be between 0 and 9,999,999,999.99 J Operating Cost Y • Must be between 0 and 9,999,999,999.99 • Maximum of 40 characters • If there are no letters in the Taxroll ID and you are K Taxroll ID entering it in Excel, start the cell with a single quote. Otherwise Excel will rewrite the Taxroll ID in scientific notation and it will be rejected during upload. L Taxroll Structure Value • Must be between 0 and 9,999,999,999.99 M Taxroll Land Value • Must be between 0 and 99,999,999.99 Tax roll Assessment N • Format: YYYY Year O Agency Comments • Maximum of 2,500 characters P Tenant List • Maximum of 2,500 characters Q Current Fiscal Year FTE Y • Must be between 0 and 999,999,999,999 R Current Fiscal Year OPS Y • Must be between 0 and 999,999,999,999 Current Fiscal Year S Y • Must be between 0 and 999,999,999,999 Contract Current Fiscal Year T Y • Must be between 0 and 999,999,999,999 Other Number of FTE U Y • Must be between 0 and 999,999,999,999 Telework Average % of Time • Required if Number of FTE Telework is greater than 0. V Teleworking • Must be between 0 and 100
FL-SOLARIS (FITS) User Guide | Page 184 of 239 | Note: When you enter numeric data into the Excel data file for the Facility Data Upload, if the number is large, you may need to enter a single quote before entering the number. Otherwise Excel will convert the number to scientific notation and it will be rejected during upload.
2. Upload the facility data file.
After you have created the facility data upload file, you may use the Facility Data Upload screen to upload the file and, if the file does not require corrections, use the contents of the file to update the facility records in FL-SOLARIS (FITS).
To upload the file, you will need to select the Agency, File Name and if you want to mark the facility records complete at the same time the update is performed.
Figure 240: Uploading files using the Facility Data Upload Screen
Clicking on the Browse button will cause a pop-up window to be displayed that allows you to select the folder and name of the file that you want to upload. You must use this window to enter a file name, you cannot type a file name in the File Name text box. The exact format of the window that is displayed will depend on the web browser that you are using.
FL-SOLARIS (FITS) User Guide | Page 185 of 239 |
Figure 241: Choosing a File to Upload
Figure 242: FL-SOLARIS (FITS) Facility Data Upload Screen with File Name Selected
FL-SOLARIS (FITS) User Guide | Page 186 of 239 | When you click on the Upload button, the system will do the following: 1. Verify that the Agency and File Name have been selected. 2. Verify that the upload file has the correct format and contents. 3. Upload the facility data file and validate its contents. 4. If the facility data does not pass validation, prepare a .csv file containing the errors and make it available for download. 5. If the facility data passes validation, update the facility records in FL-SOLARIS (FITS).
The first thing that the system will do when you click the Upload button is verify that you have selected an agency name in the Agency pick list and that a File Name has been selected. Next the system will verify that the file has the correct format and contents. If the required fields have not been completed on the screen or the file does not conform to the requirements for format and contents, an error message will be displayed on the screen.
Figure 243: FL-SOLARIS (FITS) Facility Data Upload Screen with Displayed Messages
FL-SOLARIS (FITS) User Guide | Page 187 of 239 | The following table contains the messages that the system could display on the Facility Data Upload screen.
Table 14: FL-SOLARIS (FITS) Facility Data Upload Screen Messages
Messages Displayed on the Facility Data Upload Screen Reason for Message Displayed Message “Agency” is a required field. An Agency has not been selected in the Agency drop down. Displayed under the Agency pick list, this is the only message that is not displayed at the top of the screen. A File Name has not been selected. User must select file for upload The first record of the selected upload file does not Invalid file size, please select valid facility upload excel contain the correct label names in the correct order. file. The selected upload file does not have the required Invalid file reason: Number of columns does not number of columns. match agreed format/no valid data. The selected upload file is not in .xls or .csv format. Note that Excel files that are created using Excel 2007 Invalid file reason: user must select excel or csv file or later or have been saved with the .xlsx extension only. may not be uploaded. The selected upload file is larger than 15 MB. File size is larger has the threshold limit of 15MB. The selected File Name exceeds 50 characters. Note Name of the file must not exceed 50 characters that the file type extension is included in the File (including file type extension). Name. The system is unable to upload the selected upload Upload failed due to system failure. Please contact file for an unknown reason. administrator. The file was uploaded and all updates were All facilities information uploaded successfully. successfully completed. Facilities information upload has been completed. The file was uploaded but the data within the file did {Number of rejected records in the upload file} is/are not pass verification. rejected out of {Total number of records in the upload file}.
If the system could upload the facility data file but the data did not pass validation, the system will display a message indicating that records in the upload file were rejected. If even a single error is found in the facility data, the new data is not loaded into FL-SOLARIS (FITS) and the old data is left untouched. In short, the upload process is an all-or-nothing process. If the facility data contains errors a message indicating the number of rejected records will be displayed and you will be given an opportunity to download a file containing a list of errors.
FL-SOLARIS (FITS) User Guide | Page 188 of 239 |
Figure 244: FL-SOLARIS (FITS) Facility Data Upload Screen with Rejected Records Message
When you click on the “Download Rejected Record” hyperlink, the system will display the same pop-up window that was displayed for downloading the facility data file templates. Again, you will have the option of saving or opening the Rejected Record file.
3. Review and correct the facility data errors.
When you open the Rejected file, it will show the records that were rejected because their data did not pass validation and the reason that the record was rejected.
Figure 245: FL-SOLARIS (FITS) Rejected Records File Contents
The following table contains a list of messages that may be found in the Reject Message Text column of the Rejected Records File and the field or column in the Facility Data Upload file that could generate the error.
You do not have to download and save the Rejected Records File when you attempt to upload the facility data file. You may use the Data Load Result screen to view the file later.
FL-SOLARIS (FITS) User Guide | Page 189 of 239 | Table 15: FL-SOLARIS (FITS) Reject Messages in the Rejected Records File
Reject Messages in the Rejected Records File Facility Data Field Reject Message Text FL-SOLARIS Facility Number is required Provided FL-SOLARIS Facility # <
FL-SOLARIS (FITS) User Guide | Page 190 of 239 | Reject Messages in the Rejected Records File Facility Data Field Reject Message Text Current Fiscal Year FTE is required Current Fiscal Year FTE Current Fiscal Year FTE value must be between 0 and 9999999999.99 Current Fiscal Year OPS is required Current Fiscal Year OPS Current Fiscal Year OPS value must be between 0 and 9999999999.99 Current Fiscal Year Contract is required Current Fiscal Year Contract Current Fiscal Year Contract value must be between 0 and 9999999999.99 Current Fiscal Year Other is required Current Fiscal Year Other Current Fiscal Year Other value must be between 0 and 9999999999.99 Number of FTE who Telework is required Number of FTE who Telework value must be between 0 and Number of FTE who 9999999999.99 Telework Number of FTE who Telework must be less than or equal to Total Occupant Count. Average % of Time Average % of Time Teleworking is required Teleworking Average % of Time Teleworking value must be between 0 and 100 Net Leasable Square Footage must not exceed the gross square Net Leasable Square Footage footage for a facility Available Square Footage is required Available Square Footage value must be between 0 and Available Square Footage 999999999999 Available Square Footage must not exceed the gross square footage for a facility.
If no errors are found in the uploaded facility data file, the system will display the following message at the top of the screen and the FL-SOLARIS (FITS) database will be updated using the contents of the uploaded file.
All facilities information uploaded successfully.
FL-SOLARIS (FITS) User Guide | Page 191 of 239 | 29. Using the Data Load Result Screen to Review the Reject Records File The Data Load Results screen is used by the agencies to review the Reject Records file after an unsuccessful attempt to update facility record from the Facility Data Upload screen. Although the Reject Records file may be downloaded from the Facility Data Upload screen immediately following an attempted upload, it may also be reviewed later using the Data Load Result screen.
The Data Load Result screen serves two purposes: 1. It is used by all agencies to review the Reject Records file that was produced using the Facility Data Upload screen. Using the Data Load Results screen for this purpose is described in this section. 2. It is used by DMS and DEP to view the results of the Facility Lease Data Load Process. Using the Data Load Results screen for this purpose is described the section, Using the Data Load Result Screen to View Facility Lease Process Results.
Once you log into the FL-SOLARIS (FITS) application, you can reach the Data Load Results screen from the Upload menu.
Figure 246: FL-SOLARIS (FITS) Upload Menu
Figure 247: FL-SOLARIS (FITS) Data Load Results Menu Option
Clicking on the Data Load Result menu option will display the Data Load Result screen. By default, the Contributing Agency pick list will be set to the name of your agency and the remaining search criteria on the screen will be blank.
FL-SOLARIS (FITS) User Guide | Page 192 of 239 |
Figure 248: FL-SOLARIS (FITS) Data Load Results Menu Option
The search criteria on the Data Load Result screen are made up of three fields:
1. Contributing Agency 2. Data Category 3. Load Data From/To
The Contributing Agency is a pick list field. The values for the Contributing Agency will contain the name of your agency unless you work for DEP, DMS, or DOE. For DEP and DMS users, the Contributing Agency pick list will contain the names of all state agencies, but will default to “Department of Management Services” for DMS users and “Department of Environmental Protection” for DEP users. For DOE users, the Contributing Agency pick list will contain the names of all Universities and Community Colleges, but will default to “Department of Education”.
The Data Category pick list contains two selections, “Facility” and “Lease”. To select the results of the Facility Data Upload, you should select “Facility” in the Data Category pick list.
The Load Date From/To can be entered either by typing it in or by clicking on a day on the calendar.
Figure 249: FL-SOLARIS (FITS) Search Criteria for Viewing Facility Data Upload Results
FL-SOLARIS (FITS) User Guide | Page 193 of 239 | For your convenience, the Data Load Result screen will accept the following date combinations.
Table 16: The Application of To and From Date Search Criteria
Load Date From Load Date To Search Result All data load results records on or after the Load Date From field will - Provided - - Blank - be included in the search results.
All data load results records on or before the Load Date To field will - Blank - - Provided - be included in the search results.
- Blank - - Blank - All data load results records will be included in the search results.
All data load result records on or after the Load Date From and on or before the Load Date To will be included in the search results. The - Provided - - Provided - contents of the Load Date From field must be less than the contents of the Load Date.
After you enter the search criteria for the dates you want to see load status for click on the Search button. This will display the Data Load Search Results for the specified dates.
The Data Load Search Results is made up of the following columns of data:
Table 17: Data Load Results Search Results Column Descriptions
Column Name Description File Name The name of the file that was processed. The dated the file was processed (i.e., the date the Lease Upload Process Process Date script was run). Load Status Indicates if the load was successful. Indicates the category of data that was processed, either Facility Lease or Data Category Facility data. The number of records that met requirements for data type and value during Good Record Count the verification process. The number of records that failed to meet data type and value requirements Conflict Count during the verification process. The total number of records in the Lease Upload. The total count is equal to Total Count the number of Good Records plus the number of Conflict Records.
Remarks If the upload was not successful, a brief description of what happened. If the file was rejected because there were records in it that did not pass verification the Action column will contain the Export hyperlink. Click on the Action Export hyperlink to download a comma separated file that will identify the lease records that did not pass verification.
FL-SOLARIS (FITS) User Guide | Page 194 of 239 | After the Facility Lease Upload process has run, the Load Status is set so you are able to tell if the upload was successful. The Load Status will be set to one of the following values.
Table 18: Data Load Results Search Results Column Descriptions
Load Status Description No errors were found in the data and the file was successfully Loaded loaded. Rejected Errors were found when the lease data in the file was verified. A system error occurred that was unrelated to the data validation. Aborted The contents of the file will be loaded during the next scheduled Lease Data Upload Process.
Figure 250: FL-SOLARIS (FITS) Data Load Results Search Results for Facility Data Upload
Click on the “Export” hyperlink to download or open the Reject Records file. Your browser will open a pop-up window asking you whether you want to download the file or open it. The Reject Record file identifies the records that were rejected and the reason for their rejection. An explanation of the contents of the file is provided in the section, 3. Review and correct the facility data errors.
FL-SOLARIS (FITS) User Guide | Page 195 of 239 | VIII. MONITORING THE LOADING OF FACILITY LEASE DATA
30. Facility Lease Data in the FL-SOLARIS (FITS) Application The information on facility leases that is available in the FL-SOLARIS (FITS) application is collected by DMS from the Florida State agencies and the Community Colleges then uploaded from the DMS system. Lease data will be loaded from DMS to the FL-SOLARIS (FITS) application every night.
The DMS data contains a copy of the entire lease database. Every night an automated process, the Facility Lease Data Load process, checks lease data for errors. If no errors are found the FL- SOLARIS (FITS) Lease database will be updated using the contents of the Facility Lease Data file. If even a single error is found in the lease data, the new data is not loaded into the FL-SOLARIS application and the old data is left untouched. In short, the load process is an all-or-nothing process.
Each night, when the Facility Lease Data Load process finds lease information on the DMS system, it performs the following validation checks on each record.
• Lease Source • Required fields • Data types • Values against code tables
If the record does not pass all four of the above validations, then the record is rejected and a row number and description of the error is added to a log for future review. All records are checked for errors. At the end of this validation process, all errors will be contained in a file that can be exported from the FL-SOLARIS (FITS) application by users with the Account Manager or FITS_EDIT roles. By exporting then viewing the file, users can find out which records had errors and what the errors were.
FL-SOLARIS (FITS) User Guide | Page 196 of 239 | Each time the Facility Lease Data Load process runs it will produce one of two results. Either:
1. The Lease Facility data in the FL-SOLARIS (FITS) application will be updated with the new lease data. If a lease is already in the FL-SOLARIS (FITS) database, the lease record will be updated with the contents of the lease data file. Leases that are not in the database will be added. No error file will be created.
or
2. An error log will be created containing the records that contain errors and a description of the error. The error log will be automatically emailed to the DMS and DEP Account Managers and the error report will be available for export from the Data Load Result screen. The lease data in the FL-SOLARIS (FITS) system will be unchanged.
Note: If a database/system problem be encountered during the Facility Lease Data Load process, the DMS and DEP Account Managers will be automatically notified so they can resolve the database issue. Once the issue is resolved, the process will run again at its next scheduled time.
When the Facility Lease Data Load is run, it will automatically send one of three emails to the DEP and DMS Account Managers:
• If no errors were found the email will indicate that the Facility Lease Data was successfully loaded.
Figure 251: Email to DMS and DEP Account Managers Indicating a Lease Data Load
FL-SOLARIS (FITS) User Guide | Page 197 of 239 | If 20 errors or less were found in the lease data, the contents of the error log will be included in the body of the email.
Figure 252: Email to DMS and DEP Account Managers Containing Lease Data Load Error Log
• If the lease data contained more than 20 errors, the email will instruct the DEP and DMS Account Managers to download the error log from the FL-SOLARIS (FITS) application. Downloading the error log is done from the Data Load Result screen.
Figure 253: Email to DMS and DEP Account Managers with Instructions to Export the Error Log
In addition to the monitoring the outcome of the Facility Lease Data Upload process, DMS and DEP FL-SOLARIS (FITS) Account Managers may be notified if a problem occurs during the process of copying data from DMS, verifying it and loading it into the FL-SOLARIS (FITS) application. Should such a problem occur, the Facility Leasing Upload script will send an email like the one below to the FL-SOLARIS (FITS) Account Manager, but the message will be changed to reflect the cause of the problem.
FL-SOLARIS (FITS) User Guide | Page 198 of 239 |
Figure 254: Sample Lease Data Upload Error Notification Email
Should a system error occur is unrelated to the normal processing performed by the Leasing Upload script (i.e., validating the data and loading it into the FL-SOLARIS (FITS) database) the Load Status for that day will be displayed as Aborted on the Data Load Results screen and an email like the sample one above will be sent to the DMS/DEP FITS Account Managers so the problem can be resolved. The error message text in the above email will contain the message from the table below that describes the problem which caused the Leasing Upload script to abort. The leasing data will be loaded during the next scheduled Lease Data Upload Process
Table 19: Facility Leasing Upload Script Error Messages
Error/Successful Message Problem/Notification Description Lease data migrated successfully If there is a no problem, the script will send an email with following from DMS to the FL-SOLARIS successful message to the DEP and DMS FITS Account Managers. system. If 20 errors or less were found in the If there are 20 errors or less were found in the lease data, the script will send lease data. an email with those error messages in the email body to the DEP and DMS FITS Account Managers. More than 20 conflicts where found If there are 20 errors or more were found in the lease data, the script will in the leasing data. For a list of send an email with this error message to the DEP and DMS FITS Account conflicts, please log into FL- Managers. SOLARIS (FITS) application, go to the Data Load Result screen and EXPORT the error log. A problem was encountered while If there is a problem with the staging table that houses the data obtained migrating the leasing data from from DMS, the script will send an email with this error message to the DEP DMS to DEP FL-SOLARIS staging and DMS FITS Account Managers. table. A problem occurred while executing Several problems could generate this error message: the upload leasing data process. • If an unexpected error occurs on insert of a record into the FL- SOLARIS (FITS) database the script will send this email to DEP and DMS FITS Account Managers. • If a problem occurs with the open port through firewalls that facilitates the exchange of facility lease data the script will send this email to DEP and DMS FITS Account Managers.
FL-SOLARIS (FITS) User Guide | Page 199 of 239 | 31. Using the Data Load Result Screen to View Facility Lease Process Results The Data Load Results screen is used by the DMS and DEP to review results from the Facility Lease Data Load Process.
The Data Load Result screen serves two purposes: 1. It is used by all agencies to review the Reject Records file that was produced using the Facility Data Upload screen. Using the Data Load Results screen for this purpose is described in the section, Using the Data Load Result Screen to Review the Reject Records File. 2. It is used by DMS and DEP to view the results of the Facility Lease Data Load Process. Using the Data Load Results screen for this purpose is described in this section.
Once you log into the FL-SOLARIS (FITS) application, you can reach the Data Load Results screen from the Upload menu.
Figure 255: FL-SOLARIS (FITS) Upload Menu
Figure 256: FL-SOLARIS (FITS) Data Load Results Menu Option
Clicking on the Data Load Result menu option will display the Data Load Result screen. By default, the Contributing Agency pick list will be set to DEP or DMS and the remaining search criteria on the screen will be blank.
FL-SOLARIS (FITS) User Guide | Page 200 of 239 |
Figure 257: FL-SOLARIS (FITS) Data Load Results Menu Option
The search criteria on the Data Load Result screen are made up of three fields:
1. Contributing Agency 2. Data Category 3. Load Data From/To
The Contributing Agency is a pick list field. The values for the Contributing Agency will contain the names of all state agencies, but will default to “Department of Management Services” for DMS users. (For other agencies, the pick list will only contain the name of the user’s agency.)
The Data Category pick list contains two selections, “Facility” and “Lease”. To select the results of the Facility Lease Data Load process, you should select “Lease” in the Data Category pick list.
The Load Date From/To can be entered either by typing it in or by clicking on a day on the calendar.
Figure 258: FL-SOLARIS (FITS) Search Criteria for Viewing Facility Lease Data Upload Results
For your convenience, the Data Load Result screen will accept the following date combinations.
Table 20: The Application of To and From Date Search Criteria
FL-SOLARIS (FITS) User Guide | Page 201 of 239 | Load Date From Load Date To Search Result All data load results records on or after the Load Date From - Provided - - Blank - field will be included in the search results.
All data load results records on or before the Load Date To - Blank - - Provided - field will be included in the search results.
All data load results records will be included in the search - Blank - - Blank - results.
All data load result records on or after the Load Date From and on or before the Load Date To will be included in the - Provided - - Provided - search results. The contents of the Load Date From field must be less than the contents of the Load Date.
After you enter the search criteria for the dates you want to see load status for click on the Search button. This will display the Data Load Search Results for the specified dates.
The Data Load Search Results is made up of the following columns of data:
Table 21: Data Load Results Search Results Column Descriptions
Column Name Description File Name The name of the file that was processed. The date the file was processed (i.e., the date the Lease Upload Process Date Process script was run). Load Status Indicates if the load was successful. Indicates the category of data that was processed, either Facility Data Category Lease or Facility data. The number of records that met requirements for data type and Good Record Count value during the verification process. The number of records that failed to meet data type and value Conflict Count requirements during the verification process. The total number of records in the Lease Upload. The total count Total Count is equal to the number of Good Records plus the number of Conflict Records. If the upload was not successful, a brief description of what Remarks happened. If the file was rejected because there were records in it that did not pass verification the Action column will contain the Export Action hyperlink. Click on the Export hyperlink to download a comma separated file that will identify the lease records that did not pass verification.
FL-SOLARIS (FITS) User Guide | Page 202 of 239 | After running the Facility Lease Upload process sets the Load Status so you can tell if the upload was successful. The Load Status will be set to one of the following values.
Table 22: Data Load Results Search Results Column Descriptions
Load Status Description No errors were found in the data and the file was successfully Loaded loaded. Rejected Errors were found when the lease data in the file was verified. A system error occurred that was unrelated to the data validation. Aborted The contents of the file will be loaded during the next scheduled Lease Data Upload Process. In Progress The Lease Data Upload Process is currently running for this file.
Figure 259: FL-SOLARIS (FITS) Data Load Results Search Results for Lease Data Upload
The Lease Data Upload Process, specifically the Aborted Data Load status, is covered in more detail in the section, FL-SOLARIS (FITS) Background Processes, the Facility Leasing Upload Script.
The Data Load Search Results enable the DMS and DEP Account Managers to track how often lease data is being loaded into the system. By exporting the error report, Account Managers can see that the data is corrected and proactively assure the future errors are avoided.
FL-SOLARIS (FITS) User Guide | Page 203 of 239 | IX. FL-SOLARIS (FITS) BACKGROUND PROCESSES
There are several background processes, referred to as “scripts”, that run behind the scenes of the FL-SOLARIS (FITS) application. These scripts perform various functions as summarized in the following table.
Table 23: FL-SOLARIS (FITS) Background Processes
Script Name Purpose Frequency Facility Leasing Transfers leasing data that is prepared by DMS Nightly Upload Script from the DMS system to the DEP system, verifies (Every night at the data and, for the data that passes verification, 6:00 PM) loads those records into the FL-SOLARIS (FITS). Each time this script is run it creates a status entry record that is available on the Data Load Results screen. Daily Extraction Takes a snapshot of the Facility and Leasing Data Nightly Processing Script for each agency and all agencies and stores these as (Every night at Comma Separated Values (CSV) files that can be 8:00 PM) displayed in Excel. The files created by this script are available for download from the Data Extract Screen. Annual Year-End Prepares for year-end processing and sets the Annually, Processing Script system up for next year’s processing: after close of 1. Archives the Facility and Lease data at year end. business, 2. Resets the status for all Facilities to “Not during the Started” (excluding those that have a facility evening of action of “Disposed” or “Delete Facility”). June 30 3. The values for key facility information fields are reset to their default values. 4. Resets the status of all FL-SOLARIS (FITS) users with Edit or View Only roles will be set to “Verification”.
Each of these scripts is discussed in more detail in the following sections.
FL-SOLARIS (FITS) User Guide | Page 204 of 239 | 32. Facility Leasing Upload Script The process performed each night by the Facility Leasing Upload Script has already been discussed in Monitoring the Loading of Facility Lease Data. DMS Account Managers are responsible for monitoring whether the Facility Lease Data is successfully processed using the Data Load Result screen.
It bears repeating that the Facility Lease Data Upload is all or nothing. If there are no errors in the lease data, the Facility Lease data in FL-SOLARIS (FITS) will be updated. If errors are found in the data, all records in the Facility Lease upload will be rejected and the Facility Lease in FL- SOLARIS (FITS) will remain unchanged from the previous day’s content.
DMS Account Managers are responsible for
• Receiving emails regarding the success or failure of the Facility Lease Data Upload. • Using the Data Load Result screen as necessary to download a list of errors. • Correcting errors in the Facility Lease data so that it will successfully load the next time the script runs.
33. Daily Extraction Processing Script
Every night the Daily Extraction Processing Script captures “snapshots” of the Facility and Lease data in FL-SOLARIS (FITS) and stores it for use by the Export Data option. Data extracted using the Export Data screens in the FL-SOLARIS (FITS) application comes from the snapshots of the data not from the FL-SOLARIS (FITS) application itself. The Export Data option was implemented this way so the need for large data queries and reporting could be met without slowing system response time to other FL-SOLARIS (FITS) users.
Important! When information about a Facility or Lease is accessed using an FL-SOLARIS (FITS) screen, it will reflect any recently made changes. Facility and Lease information accessed using the Extract Data screen will be current as of the date and time of the nightly snapshot and will not reflect any changes made after the snapshot was taken. If you are talking to someone about the contents of a report and there is a discrepancy between what they are seeing on the report and what is one your screen or on another report. You will want to look at the “Extracted Date” in the report. The “Extracted Date” tells you the date and time that the information in the report was current.
The Daily Extraction Processing Script creates the following Comma Separated Value (CSV) files:
• Files containing the Facility Lease Data for each agency. • Files containing the Facility Data (without Deficiency information) for each agency. • Files containing the Facility Data including Deficiencies for each agency.
FL-SOLARIS (FITS) User Guide | Page 205 of 239 | • A file containing the Facility Lease Data for all agencies. • A file containing the Facility Data (without Deficiency information) for all agencies.
The CSV files can be viewed and manipulated by FL-SOLARIS (FITS) users using Excel to create the reports they require. Note that three CSV files will be created for each agency, one containing just the agency’s Facility data, one containing data on both the agency’s Facilities and Deficiencies and one containing its Facility Lease Data. An additional three similar files are created containing data for all agencies. When FL-SOLARIS (FITS) users use the application’s Extract Data screens to select data and columns for extraction, the data will come from one of these CSV files.
Each night the CSV files created will replace the files created the previous night on the Extract Data screen. If, for some reason, the system is unable to create the CSV files the files from the previous day will remain in place. The file names shown on the Extract Data screen contain the date the data was extracted.
When the extracts are created successfully with no problems, no email will be sent. But if a problem does occur, the FL-SOLARIS (FITS) Account Managers will be sent the following email.
Figure 260: Daily Extraction Processing Notification that CSV Files Were Not Created
34. Annual Year-End Processing Automated Processes FL-SOLARIS (FITS) users have until close of business on June 30th to complete the process of reporting and verifying the location of their facilities. Statute mandates that Facility Information be updated and reported each year to the Legislature. After close of business, during the evening of June 30, FL-SOLARIS (FITS) data is captured for eventual submission to the Legislature. Following this capture, the Annual Archive Process of the FL-SOLARIS (FITS) system will perform three major functions in preparation for next year’s reporting:
FL-SOLARIS (FITS) User Guide | Page 206 of 239 | 1. The status of all Facilities, with facility action not equal to a “Disposed” or “Delete Facility”, will be reset to “Not Started”. The following key facility information fields will reset to their default values:
• Potential Emergency Shelter • Net Leasable Square Feet • Available Square Feet • FTE • OPS • Contract • Other • Number of FTE who Telework • Average % of Time • People First • Total Number of Leases Recorded for this Facility • Total Revenue Generated from Leases • Total Square Footage Leased from the Facility • Parking Revenue • Other Revenue • Total Utility Cost • Operating Cost • Taxroll Structure Value • Taxroll Land Value • Debt Amount
You will have until the following close of business on June 30 to enter new values for these information fields, update any other information, and verify the locations of your facilities.
Before the values of these fields are reset, the values will be stored as historical information and may be viewed on the Facility History tab for each facility and the fiscal year-end CSV extract files, as appropriate.
2. The status of all FL-SOLARIS (FITS) users with Edit or View Only roles will be set to “Verification Required”.
You will need to review your agency’s users and reassign or unassign those users, depending on whether they are currently active employee at your agency. See Annual User Verification for additional instructions on how to do this.
3. The final fiscal year data will be archived and made available in a comma separated value (CSV) file for use from the Export Data screen. Three types of CSV files will be created, a Facility Data file, a Facility Deficiencies file, and a Facility Lease file. These
FL-SOLARIS (FITS) User Guide | Page 207 of 239 | three separate types of files (Facility, Facility Deficiency, and Facility Lease) will be created for all agencies combined and, as appropriate (see *note that follows), for each individual agency. *For example, if DEP has facilities, deficiencies, and leases for a certain FY, there will be three fiscal year end files for DEP. However, if DEP has no deficiencies in a certain fiscal year, there will only be two fiscal year end archive files—the facility file and the facility lease file.
As an Account Manager, you will be reminded that this has taken place by the following email:
Figure 261: Reminder of the Actions Performed During the Annual Archive
If a problem occurs during the Annual Archive process, the FL-SOLARIS (FITS) Account Managers will be sent the following email.
Figure 262: Annual Archive Process Error Email
FL-SOLARIS (FITS) User Guide | Page 208 of 239 | DEP Created Archive CD As a part of the year-end FL-SOLARIS processing, the DEP Database Administrator is responsible for taking a snapshot of the entire Oracle database and storing it on a CD that will be provided by DMS. The email that the DEP DBA will receive after the year end process has successfully run should be a reminder that the archival CD needs to be created.
35. People First Interface Data from the DMS application, People First, is transferred between FL-SOLARIS (FITS) and People First by cron jobs that run each night. The FL-SOLARIS FITS to People First (FITS to PF) cron job runs each evening and creates a text file used to update the People First application. Similarly, the People First to FL-SOLARIS FITS (PF to FITS) cron job runs each evening, after the FITS to PF cron job. The PF to FITS cron job takes the contents of a file created from People First data, verifies it and, if the data passes verification, uses the data to update FL-SOLARIS FITS.
The results of the cron jobs are sent in an email to the users who have been designated to receive these emails from the Manage Email Notification screen. A description of these email messages follows.
FL-SOLARIS (FITS) User Guide | Page 209 of 239 | Automated Cron Job Success Message – FL-SOLARIS (FITS) to People First As a part of the FL-SOLARIS (FITS) to People First interface, a Process Notification email will be sent to FITS Users notifying them that the FITS to People First file is successfully created and uploaded.
Figure 263: FITS to People First Process Success Message
The contents of the message will read:
To FITS Users
Do not reply to this email.
FITS to People First file is successfully created and uploaded.
For additional information, please log on to FL-SOLARIS via the DEP Internal Portal (https://prodenv.dep.state.fl.us/DepMyPortal) or for assistance with FL-SOLARIS, please contact the Division of State Lands, Bureau of State Owned Lands Inventory (BSOLI) at 850-245-2555 or send email to [email protected] during normal business hours Monday-Friday.
FL-SOLARIS (FITS) User Guide | Page 210 of 239 | Automated Cron Job Success Message – People First to FL-SOLARIS (FITS) As a part of the People First to FL-SOLARIS (FITS) interface, a Process Notification email will be sent to FITS Users notifying them if the People First to FITS file is successfully loaded.
Figure 264: People First to FITS Process Success Message
The contents of the message will read:
To FITS Users
Do not reply to this email.
People First to FITS file is successfully loaded.
For additional information, please log on to FL-SOLARIS via the DEP Internal Portal (https://prodenv.dep.state.fl.us/DepMyPortal) or for assistance with FL-SOLARIS, please contact the Division of State Lands, Bureau of State Owned Lands Inventory (BSOLI) at 850-245-2555 or send email to [email protected] during normal business hours Monday-Friday.
FL-SOLARIS (FITS) User Guide | Page 211 of 239 | Automated Cron Job Success Message with Rejected Records – People First to FL-SOLARIS (FITS) As a part of the People First to FL-SOLARIS (FITS) interface, a Process Notification email will be sent to FITS Users notifying them if the People First to FITS file was loaded but had rejected records.
Figure 265: People First to FITS Success Message with Rejected Records
The contents of the message will read:
To FITS Users
Do not reply to this email.
People First to FITS file is successfully loaded (with few rejected records).
(Table with rejected records)
For additional information, please log on to FL-SOLARIS via the DEP Internal Portal (https://prodenv.dep.state.fl.us/DepMyPortal) or for assistance with FL-SOLARIS, please contact the Division of State Lands, Bureau of State Owned Lands Inventory (BSOLI) at 850-245-2555 or send email to [email protected] during normal business hours Monday-Friday.
FL-SOLARIS (FITS) User Guide | Page 212 of 239 | Automated Cron Job File Not Found Message – People First to FL-SOLARIS (FITS) As a part of the People First to FL-SOLARIS (FITS) interface, a Process Notification email will be sent to FITS Users notifying them if either the file is invalid or no file was found for loading into FITS.
Figure 266: People First to FITS Process File Not Found Message
The contents of the message will read:
To FITS Users
Do not reply to this email.
Either file is invalid or no file was found for loading in the FITS.
For additional information, please log on to FL-SOLARIS via the DEP Internal Portal (https://prodenv.dep.state.fl.us/DepMyPortal) or for assistance with FL-SOLARIS, please contact the Division of State Lands, Bureau of State Owned Lands Inventory (BSOLI) at 850-245-2555 or send email to [email protected] during normal business hours Monday-Friday.
FL-SOLARIS (FITS) User Guide | Page 213 of 239 | X. THE ANNUAL SURPLUS REPORT
The Disposition of State Lands and Facilities Annual Surplus Report (a.k.a., the Annual Surplus Report) is a legislatively mandated report that is provided to the Governor, Cabinet, and Legislature by October 1st of each year. After submission to the legislature, the report is published to the DEP Department of State Lands (DSL) internet site and, thus, is available to the public.
The report is created by the Department of Environmental Protection (DEP) in conjunction with the Department of Management Services (DMS) using input from all Florida agencies, water management districts and colleges. DMS is responsible for consolidating information about surplus facilities and providing it to DEP. DEP further vets the information and combines it with the surplus land information to create the final report.
A series of screens were added to the LITS component of FL-SOLARIS to facilitate the creation of the Annual Surplus Report. These screens are available through FITS by clicking on the Manage Surplus menu item.
Figure 267: Navigating to the LITS Surplus Screens
When you click on Manage Surplus the following redirect screen will be displayed.
Figure 268: Navigating to the LITS Surplus Screens
Clicking on the Continue to LITS Surplus button will open a new tab in your browser for the LITS application. You will be automatically logged into LITS with your LITS role. If you have not been assigned a role in LITS, the LITS Request Access screen will be displayed.
Surplus data is maintained in LITS by users who have the LITS Surplus Manager role. FITS Account Managers may indicate that a facility is available for disposition by changing the Facility Action to “Candidate for Disposition”. This causes an email to be sent to the Surplus Manager responsible for the land on which the facility resides indicating the change in Facility Action. Once the Surplus Manager creates a Surplus record for the land and links the facility to the Surplus record, the Land Action for the facility will be changed back to “Active” to indicate that the facility is still a part of the active facility
FL-SOLARIS (FITS) User Guide | Page 214 of 239 | inventory. When the disposition of the land and facility have been completed in LITS, the Facility Action for the facility will automatically be changed to “Disposed of by Surplus”.
FITS users may determine whether a facility is in the Surplus process by searching for the facility and clicking on the Surplus tab from the Edit or View Facility screen. If the facility is in the surplus process, information about the surplus will be displayed in the Surplus tab.
A list of facilities in the surplus process may be created in LITS using the Facility Data Report which may be found under the Extract Data menu.
Please refer to the LITS User Guide, Volume 11 Annual Surplus Report, for a complete description of the LITS surplus process.
FL-SOLARIS (FITS) User Guide | Page 215 of 239 | XI. FL-SOLARIS (FITS) CONFIGURATION PARAMETERS
DEP and DMS Account Managers can change certain configuration parameters for the FL-SOLARIS (FITS) system. The DEP configuration parameters that may be changed is the Splash Message that is displayed in the upper right-hand corner of the screen. The screen has been designed in such a way as to accommodate the addition of other configuration parameters in the future. The other configuration parameter that may be changed by DMS Account Managers is the Tririga Configuration.
36. Changing the Splash Message (DEP) The DEP Configuration parameters (Splash Message) is changed using the Manage Configuration screen, which can be found under the Admin menu.
Figure 269: Admin Menu: Manage Configuration (Splash Message)
When first displayed, the Manage Configuration screen displays a set of blank fields. The first thing you will want to do is select the Configuration Item that you want to change.
Figure 270: Manage Configuration: Configuration Items
Splash Messages are the messages that are displayed at the top right-hand corner of the FL-SOLARIS (FITS) screens. They are used to communicate information about system unavailability, deadlines and other useful information to FL-SOLARIS (FITS) users.
Figure 271: FL-SOLARIS (FITS) Flash Message Example
FL-SOLARIS (FITS) User Guide | Page 216 of 239 | To change the Splash Message, first select the SPLASH_MESSAGE option in the Configuration drop down. The system will display the current SPLASH_MESSAGE and the other parameters that were last displayed with it.
Figure 272: FL-SOLARIS (FITS) Flash Message Screen
The text entered in the Configuration Text box will be displayed at the top of all FL-SOLARIS (FITS) screens if:
• Display equals “Yes”. • The current date has been entered and is equal to or after the Begin Date. • The current date is before or equal to the End Date. (If the End Date is null, this condition shall be true.)
If any of the preceding conditions are not true, the Splash Message will not be displayed.
You may change any or all the values in the configuration fields. When you are done making changes, click the Save button and the system will save your changes.
If all the conditions for displaying the Splash Message are met, the Splash Message will immediately be changed. If a future date has been entered in the Begin Date and the Display radio button is set to “Yes”, the Splash Message will not be displayed until the Begin Date. The Splash Message will continue to be displayed until midnight on the End Date. If an End Date has not been entered, the Splash Message will be displayed until the parameters are changed.
Note that the Begin Date is an optional field meaning that it does not have to be entered to save the Splash Message parameters. However, the Splash Message will not be displayed unless a Begin Date has been entered.
FL-SOLARIS (FITS) User Guide | Page 217 of 239 | 37. Using the Tririga Configuration (DMS)
TRIRIGA is an Integrated Workplace Management System (IWMS) managed by DMS which is used to manage Capital Projects, Facility Operations & Leases, and Paid Parking activities across the state. The system provides active lease data to FL-SOLARIS daily.
The DMS Configuration parameter (Tririga) is changed using the Manage Tririga Configuration screen, which can be found under the Admin menu.
Figure 273: Admin Menu: Manage Tririga Configuration
Figure 274: Manage Tririga Configuration Screen
For more information on how to use this screen, please contact Robert Notman (DMS FITS Contact). This contact information can be found in the ‘ For Further Assistance’ section.
FL-SOLARIS (FITS) User Guide | Page 218 of 239 | XII. PEOPLE FIRST EMAIL NOTIFICATIONS
FITS Account Managers can Manage Email Notification for FL-SOLARIS FITS. This function is performed to add a contact as a recipient of process email notification, edit a contact, or delete a contact (recipient of process email notification).
Once you log into the FL-SOLARIS (FITS) application, you can reach the Manage Email Notification screen from the Admin menu.
Figure 275: FL-SOLARIS Facility Inventory Tracking System (FITS) Screen
38. Create Email Notification When first displayed, the Manage Email Notification screen displays a set of blank fields, with red asterisks (*) to indicate where fields are required before saving the record.
The Create Email Configuration area on the Manage Email Notification screen is made up of five fields:
1. Process Type (a required field) 2. Contact Name (also a required field) 3. Email Address (a required field, essential to enter the accurate email for notification purposes) 4. Begin Date (required field) 5. End Date (not a required field)
Figure 276: FL-SOLARIS Manage Email Notification Screen
The Process Type is a pick list field, which by default is set to –Please Select--. The values for the Process Type will include “FL-SOLARIS (FITS) to People First” and “People First to FL-SOLARIS (FITS)”. Contact Name and Email Address are free text-edit fields. The Begin Date and End Date can be entered either by manually typing it in or by clicking on a day on the calendar.
The first thing you will want to do is select the Process Type to configure the email notification for a given Contact.
FL-SOLARIS (FITS) User Guide | Page 219 of 239 | For example, to configure email notification for the FITS to People First process, you should select “FL- SOLARIS (FITS) to People First” in the Process Type pick list.
Once the required fields have been entered, click the Save button to commit the record.
39. Edit Email Notification If you need to edit a previously entered Email Notification contact record, click the Edit link in the Action Column (at the top right hand corner of the Email Configuration List).
Figure 277: Editing an Email Notification
When editing a record, Account Managers have a choice between 1 of 2 Process Types:
1. FITS to People First Process; OR 2. People First to FITS Process You can modify the previously saved values for Process Type, Contact Name, Email Address, and Begin Date (all mandatory required fields); as well as End Date (an optional field specified only when the End Date is known).
After modifying the fields, when you click on the Update button, the system displays a status message at the top of the screen: “Email configuration updated successfully” (see below).
Figure 278: Message After Successful Email Notification Edit
40. Delete Email Notification The Create, Edit and Delete Email Notification screens all have a Reset button, which you can click if needed to clear out all search fields and reset the form.
In certain cases, it may be necessary to delete an Email Notification contact record. The following steps should be used with caution to *permanently delete an Email Notification. 1. To delete a record, click on the Delete link in the Process Name grid
FL-SOLARIS (FITS) User Guide | Page 220 of 239 | 2. The system will display a popup message warning: “Are you sure you want to delete the record?” 3. If you click on the CANCEL button in the popup message, the record will not be deleted. 4. If you click on the OK button in the popup message, the record will be deleted.
Figure 279: Deleting Email Notification
*If required, the Email Notification can be reentered by following the steps to Create Email Notification, as specified in this User Guide.
FL-SOLARIS (FITS) User Guide | Page 221 of 239 | XIII. FOR FURTHER ASSISTANCE
If assistance is needed, please contact one of the following FL-SOLARIS (FITS) contact persons:
Table 24: FL-SOLARIS (FITS) Contact Information
Agency Contact Person Contact Email Contact Phone
DEP FITS Administrator [email protected] 850-245-2555
DMS Robert Notman [email protected] 850-487-0934
FL-SOLARIS (FITS) User Guide | Page 222 of 239 | APPENDIX A: FL-SOLARIS (FITS) CODE TABLES
Agency Codes The Agency Codes table includes the names of all Agencies and Organizations that are associated with Facilities or have access to the FL-SOLARIS (FITS) system. *Note: DEP and DMS are master agencies, able to change the data for any other agency.
Table 25: FL-SOLARIS (FITS) Data: Agency Codes SUGGESTED ENTITY UNIQUE CODE NAME OF ENTITY ACRONYM TYPE A1 *Department of Environmental Protection DEP A A2 *Department of Management Services DMS A A34 Agency for Enterprise Information Technology AEIT A A20 Agency for Health Care Administration AHCA A A19 Agency for Persons with Disabilities APD A A31 Agency for Workforce Innovation AWI A A33 Attorney General ATG A A5 Auditor General AG A A38 Citizens Property Insurance Corporation CPIC A A4 Department of Agriculture and Consumer Services DACS A A27 Department of Business and Professional Regulation DBPR A A14 Department of Children and Families DCF A A13 Department of Citrus Citrus A A32 Department of Community Affairs DCA A A21 Department of Corrections FDC A A39 Department of Economic Opportunity DEO A A10 Department of Education DOE A A18 Department of Elder Affairs DEA A A8 Department of Financial Services DFS A A17 Department of Health DOH A A25 Department of Highway Safety and Motor Vehicles DHSMV A A28 Department of Juvenile Justice DJJ A A22 Department of Law Enforcement FDLE A A7 Department of Legal Affairs DLA A A16 Department of Military Affairs DMA A A24 Department of Revenue DOR A A9 Department of State DOS A A12 Department of Transportation FDOT A A11 Department of Veterans' Affairs FDVA A A6 Department of the Lottery Lottery A A23 Division of Administrative Hearings DOAH A A35 Division of Emergency Management DEM A G1 Executive Office of the Governor EOG A A3 Fish and Wildlife Conservation Commission FWCC A
FL-SOLARIS (FITS) User Guide | Page 223 of 239 | SUGGESTED ENTITY UNIQUE CODE NAME OF ENTITY ACRONYM TYPE A26 Florida Parole Commission Parole A A30 Florida School for The Deaf and The Blind FSDB A A36 Office of Financial Regulation OFR A A37 Office of Insurance Regulation OIR A W1 WMD-Northwest Florida WMD NWFWMD W W5 WMD-South Florida WMD SFWMD W W4 WMD-Southwest Florida WMD SWFWMD W W3 WMD-St. Johns River WMD SJRWMD W W2 WMD-Suwannee River WMD SRWMD W B1 Board of Trustees BOT B U3 SUS-Florida A&M University FAMU U U7 SUS-Florida Atlantic University FAU U U11 SUS-Florida Gulf Coast University FGCU U U9 SUS-Florida International University FIU U U12 SUS-Florida Polytechnic University FPU U U1 SUS-Florida State University FSU U U6 SUS-New College New College U U4 SUS-University of Central Florida UCF U U2 SUS-University of Florida UF U U10 SUS-University of North Florida UNF U U5 SUS-University of South Florida USF U U8 SUS-University of West Florida UWF U J1 Justice Administration JUDICIAL J J2 State Courts System OSCA J C2 FCS-Broward College BROWC C C4 FCS-Chipola College CHIPC C C3 FCS-College of Central Florida CCF C C5 FCS-Daytona State College DSC C C1 FCS-Eastern Florida State College EFSC C C28 FCS-Florida Gateway College FGC C C7 FCS-Florida Keys Community College FKCC C C6 FCS-Florida SouthWestern State College FSWSC C C8 FCS-Florida State College at Jacksonville FSCJ C C9 FCS-Gulf Coast State College GCSC C C10 FCS-Hillsborough Community College HCC C C11 FCS-Indian River State College IRSC C C12 FCS-Lake-Sumter State College LSSC C C14 FCS-Miami Dade College MDC C C15 FCS-North Florida Community College NFCC C C16 FCS-Northwest Florida State College NWFSC C C17 FCS-Palm Beach State College PBSC C C18 FCS-Pasco-Hernando State College PASC C C19 FCS-Pensacola State College PENSC C
FL-SOLARIS (FITS) User Guide | Page 224 of 239 | SUGGESTED ENTITY UNIQUE CODE NAME OF ENTITY ACRONYM TYPE C20 FCS-Polk State College POLKSC C C23 FCS-Santa Fe College SFC C C24 FCS-Seminole State College of Florida SSCF C C25 FCS-South Florida State College SFSC C C21 FCS-St. Johns River State College SJRSC C C22 FCS-St. Petersburg College SPC C C13 FCS-State College of Florida, Manatee-Sarasota SCF C C26 FCS-Tallahassee Community College TCC C C27 FCS-Valencia College VALC C L1 Legislature LEGIS L N1 Non-State Agency NSA N N2 Non-State Agency-City NSA-City N N3 Non-State Agency-County NSA-County N N4 Non-State Agency-Federal NSA-Federal N N5 Non-State Agency-Private NSA-Private N
FL-SOLARIS (FITS) User Guide | Page 225 of 239 | Country Codes Table 26: FL-SOLARIS (FITS) Data: Country Codes
COUNTRY COUNTRY NAME COUNTRY COUNTRY NAME CODE CODE AF Afghanistan LR Liberia AX Aland Islands LY Libyan Arab Jamahiriya AL Albania LI Liechtenstein DZ Algeria LT Lithuania AS American Samoa LU Luxembourg AD Andorra MO Macao AO Angola MK Macedonia, The Former Yugoslav Republic Of AI Anguilla MG Madagascar AQ Antarctica MW Malawi AG Antigua And Barbuda MY Malaysia AR Argentina MV Maldives AM Armenia ML Mali AW Aruba MT Malta AU Australia MH Marshall Islands AT Austria MQ Martinique AZ Azerbaijan MR Mauritania BS Bahamas MU Mauritius BH Bahrain YT Mayotte BD Bangladesh MX Mexico BB Barbados FM Micronesia, Federated States Of BY Belarus MD Moldova, Republic Of BE Belgium MC Monaco BZ Belize MN Mongolia BJ Benin MS Montserrat BM Bermuda MA Morocco BT Bhutan MZ Mozambique BO Bolivia MM Myanmar BA Bosnia And Herzegovina NA Namibia BW Botswana NR Nauru BV Bouvet Island NP Nepal BR Brazil NL Netherlands IO British Indian Ocean Territory AN Netherlands Antilles BN Brunei Darussalam NC New Caledonia BG Bulgaria NZ New Zealand BF Burkina Faso NI Nicaragua BI Burundi NE Niger KH Cambodia NG Nigeria CM Cameroon NU Niue CA Canada NF Norfolk Island CV Cape Verde MP Northern Mariana Islands
FL-SOLARIS (FITS) User Guide | Page 226 of 239 | COUNTRY COUNTRY NAME COUNTRY COUNTRY NAME CODE CODE KY Cayman Islands NO Norway CF Central African Republic OM Oman TD Chad PK Pakistan CL Chile PW Palau CN China PS Palestinian Territory, Occupied CX Christmas Island PA Panama CC Cocos (Keeling) Islands PG Papua New Guinea CO Colombia PY Paraguay KM Comoros PE Peru CG Congo PH Philippines CD Congo, The Democratic Republic of the PN Pitcairn CK Cook Islands PL Poland CR Costa Rica PT Portugal CI Cote D'Ivoire PR Puerto Rico HR Croatia QA Qatar CU Cuba RE Reunion CY Cyprus RO Romania CZ Czech Republic RU Russian Federation DK Denmark RW Rwanda DJ Djibouti SH Saint Helena DM Dominica KN Saint Kitts And Nevis DO Dominican Republic LC Saint Lucia EC Ecuador PM Saint Pierre And Miquelon EG Egypt VC Saint Vincent And the Grenadines SV El Salvador WS Samoa GQ Equatorial Guinea SM San Marino ER Eritrea ST Sao Tome and Principe EE Estonia SA Saudi Arabia ET Ethiopia SN Senegal FK Falkland Islands (Malvinas) CS Serbia And Montenegro FO Faroe Islands SC Seychelles FJ Fiji SL Sierra Leone FI Finland SG Singapore FR France SK Slovakia GF French Guiana SI Slovenia PF French Polynesia SB Solomon Islands TF French Southern Territories SO Somalia GA Gabon ZA South Africa GM Gambia GS South Georgia And the South Sandwich Islands GE Georgia ES Spain DE Germany LK Sri Lanka GH Ghana SD Sudan
FL-SOLARIS (FITS) User Guide | Page 227 of 239 | COUNTRY COUNTRY NAME COUNTRY COUNTRY NAME CODE CODE GI Gibraltar SR Suriname GR Greece SJ Svalbard And Jan Mayen GL Greenland SZ Swaziland GD Grenada SE Sweden GP Guadeloupe CH Switzerland GU Guam SY Syrian Arab Republic GT Guatemala TW Taiwan, Province of China GN Guinea TJ Tajikistan GW Guinea-Bissau TZ Tanzania, United Republic Of GY Guyana TH Thailand HT Haiti TL Timor-Leste HM Heard Island and Mcdonald Islands TG Togo VA Holy See (Vatican City State) TK Tokelau HN Honduras TO Tonga HK Hong Kong TT Trinidad And Tobago HU Hungary TN Tunisia IS Iceland TR Turkey IN India TM Turkmenistan ID Indonesia TC Turks And Caicos Islands IR Iran, Islamic Republic Of TV Tuvalu IQ Iraq UG Uganda IE Ireland UA Ukraine IL Israel AE United Arab Emirates IT Italy GB United Kingdom JM Jamaica US United States JP Japan UM United States Minor Outlying Islands JO Jordan UY Uruguay KZ Kazakhstan UZ Uzbekistan KE Kenya VU Vanuatu KI Kiribati VE Venezuela KP Korea, Democratic People's Republic Of VN Viet Nam KR Korea, Republic Of VG Virgin Islands, British KW Kuwait VI Virgin Islands, U.S. KG Kyrgyzstan WF Wallis And Futuna LA Lao People’s Democratic Republic EH Western Sahara LV Latvia YE Yemen LB Lebanon ZM Zambia LS Lesotho ZW Zimbabwe
FL-SOLARIS (FITS) User Guide | Page 228 of 239 | County Codes Table 27: FL-SOLARIS (FITS) Data: County Codes
COUNTY ID NAME COUNTY ID NAME COUNTY ID NAME 1 Alachua 24 Hamilton 47 Okeechobee 2 Baker 25 Hardee 48 Orange 3 Bay 26 Hendry 49 Osceola 4 Bradford 27 Hernando 50 Palm Beach 5 Brevard 28 Highlands 51 Pasco 6 Broward 29 Hillsborough 52 Pinellas 7 Calhoun 30 Holmes 53 Polk 8 Charlotte 31 Indian River 54 Putnam 9 Citrus 32 Jackson 55 St. Johns 10 Clay 33 Jefferson 56 St. Lucie 11 Collier 34 Lafayette 57 Santa Rosa 12 Columbia 35 Lake 58 Sarasota 13 Miami-Dade 36 Lee 59 Seminole 14 DeSoto 37 Leon 60 Sumter 15 Dixie 38 Levy 61 Suwannee 16 Duval 39 Liberty 62 Taylor 17 Escambia 40 Madison 63 Union 18 Flagler 41 Manatee 64 Volusia 19 Franklin 42 Marion 65 Wakulla 20 Gadsden 43 Martin 66 Walton 21 Gilchrist 44 Monroe 67 Washington 22 Glades 45 Nassau 90 Non-FL County 23 Gulf 46 Okaloosa
FL-SOLARIS (FITS) User Guide | Page 229 of 239 | Deficiency Categories Table 27: FL-SOLARIS (FITS) Data: Deficiency Categories
CODE CODE DESCRIPTION BD Special BE Electrical BG Site BH HVAC BI Interior BP Plumbing BR Roofing BS Structure BX Envelope CL Code and Licensure GL General
Facility Action Codes The Facility Action Code refers to the disposition action for the facility. Table 28: FL-SOLARIS (FITS) Data: Facility Action Codes
CODE CODE DESCRIPTION Active Facility has been marked as active.
Transfer Facility has been marked for transfer. It will be transferred to another entity.
Delete Facility Facility has been marked for deletion.
Candidate for Disposition Facility has been marked for disposition.
Disposed of by Demolition Facility has been demolished.
Disposed of by Other Facility has been disposed of by a means other than disposition or demolition.
FL-SOLARIS (FITS) User Guide | Page 230 of 239 | Facility Status Codes Table 29: FL-SOLARIS (FITS) Data: Facility Status Codes
CODE CODE DESCRIPTION
Not Started A Facility record editing is not started
In Progress A Facility record editing is in progress
Complete A Facility record editing is completed
Lease Source Codes Table 30: FL-SOLARIS (FITS) Data: Lease Source Codes
LEASE SOURCE CODE CODE DESCRIPTION
Private Indicates that the facility is leased from a private entity.
Public Indicates that the facility is on State Pool facility that DMS manages.
Indicates that the facility is leased by state agencies from other government entities like Government (Other) City, County and Federal
Government (Others)- Indicates that the facility is leased by state agencies from other government entities like DMS City, County and Federal and DMS report information in FL-SOLARIS.
Organization Types The Organization Type classifies the Agencies listed in the Agency Codes table by type of organization. These classifications are used for Users requesting access to the FL-SOLARIS (FITS) system. Table 31: FL-SOLARIS (FITS) Data: Organization Types
CODE AGENCY NAME
A Agency W WMD U University C Community College J Judicial L Legislature/Executive
FL-SOLARIS (FITS) User Guide | Page 231 of 239 |
Security Role Codes The User’s Security Role refers to the capability(s) available to the User within FL-SOLARIS (FITS). Table 32: FL-SOLARIS (FITS) Data: Security Role Codes
ROLE ROLE DESCRIPTION There should be at least one FL-SOLARIS (FITS) Account Manager within each organization. Account Managers will have the responsibility to manage FL-SOLARIS (FITS) access requests from Account users within their organization. Additionally, the person filling the role of the organization’s Account Manager Manager(s) has the responsibilities and the authority to act on their organization’s facility data, as well as the prerequisite View and Edit rights for that data.
The FL-SOLARIS (FITS) user assigned an Edit role has the right and responsibility to view and edit Edit (input, validate and update) facility data for their organization.
Any user within the organization can be assigned the View Only role. This role allows the user to view View Only their organization’s FL-SOLARIS (FITS) data. If this View Only user has the ‘Legislature/Executive’ organization type, this allows the user to view FITS data across all organizations.
FL-SOLARIS (FITS) User Guide | Page 232 of 239 | Space Type Codes Space Type refers to the predominant use of the facility. The following are valid Space Type Codes: Table 33: FL-SOLARIS (FITS) Data: Space Type Codes
CODE CODE DESCRIPTION Agricultural Includes barns, farmhouses, etc. Data Center 24-hour energy intensive IT or server space Educational Universities, Community Colleges, Schools, etc. Office Interior space used for commercial office purposes Penal Direct care, custody, or control of prisoners Residential Dorms or houses for wards or employees of the state (not correctional) Labs Includes clinics, science labs, and hospitals Conditioned Storage Air conditioned or climate controlled storage facility Unconditioned A storage facility that does not have air or climate conditioning services Storage Unenclosed Pavilion, farmers market structure Utility Grounds or maintenance sheds, generator sheds, etc. NOC Not otherwise classified A weapons/ordinance maintenance and storage facility. This can also be a building that Armory is the headquarters and drill center of a military unit. Food Services A facility/space used for the preparation and delivery of food/dining services. Facility/space for interviewing, examining, consulting and counseling individuals on Medical Care mental or physical health issues A building, facility, or institution devoted to the acquisition, conservation, study, Museum/Exhibits exhibition, and educational interpretation of objects having scientific, historical, or artistic value. A facility designed to provide users with a venue for spending spare time and intended Recreational to promote relaxation and enjoyment. A state park would be an example of a recreational facility. A facility where manual or light industrial work, that is the focus of the facilities tenants, Workshop is conducted. These are specialized spaces/facilities that are not included within an organizations office square footage tally. A Conference Center is designed and built primarily to host Conference Center conferences, exhibitions, large meetings, seminars, training sessions, etc. A conference center often also includes some related office spaces/facilities/service. This is a facility designed to meet specific needs as a gymnasium or sports arena that is a dedicated or multi-purpose facility for sports and/or non-sporting events. It can be a Gym/Exercise/Sports covered or open air stadium, such as a large structure dedicated to sports or Venue entertainments. This could include a baseball or football stadium, an amphitheater, a field house where athletes prepare for or engage in sporting games.
FL-SOLARIS (FITS) User Guide | Page 233 of 239 | CODE CODE DESCRIPTION Includes kiosks and covered signs. A kiosk is a small structure in a public area used for Informational providing information or displaying advertisements , often incorporating an interactive display screen or screens. State Codes Table 34: FL-SOLARIS (FITS) Data: State Codes
STATE CODE STATE NAME STATE CODE STATE NAME CA Alaska NH New Hampshire AL Alabama NJ New Jersey AR Arkansas NM New Mexico AS American Samoa NV Nevada AZ Arizona NY New York CA California OH Ohio CO Colorado OK Oklahoma CT Connecticut OR Oregon DC District of Columbia PA Pennsylvania FL Florida PR Puerto Rico GA Georgia RI Rhode Island GU GUAM SC South Carolina HI Hawaii SD South Dakota IA Iowa TN Tennessee ID Idaho TT Trust Territories IL Illinois TX Texas IN Indiana UT Utah KS Kansas VA Virginia KY Kentucky VI Virgin Islands LA Louisiana VT Vermont MA Massachusetts WA Washington MD Maryland WV West Virginia ME Maine WY Wyoming MI Michigan WI Wisconsin MN Minnesota DE Delaware MO Missouri AE Armed Forces-Afr,CA,Eur,MidEst MS Mississippi AA Armed Forces Americas MT Montana AP Armed Forces Pacific NC North Carolina FM Federated States of Micronesia ND North Dakota MH Marshall Islands NE Nebraska MP Northern Mariana Islands PW Palau
FL-SOLARIS (FITS) User Guide | Page 234 of 239 | Title Entity Codes The Title Entity refers to the owning agency of the facility, as designated in the county property tax rolls. The following are Valid Title Entity Codes: Table 35: FL-SOLARIS (FITS) Data: Title Entity Codes CODE CODE DESCRIPTION SHORT NAME Agency Owned The Facility is owned outright by the agency AGY
Board of Trustee Facility is owned by the Board of Trustees and the agency has full BOT Owned (BOT) maintenance responsibility for and operational control of the facility
Facility is owned by a different government agency (other than state Government Lease LES GOVT agency) from the occupying agency, and the occupying agency has full (Other) (OTH) maintenance responsibility for and operational control of the facility
Facility is owned by a different government agency (other than state agency) from the occupying agency, and the occupying agency has full Government Lease LES GOVT maintenance responsibility for and operational control of the facility. (Other)-DMS (DMS) If the leasing record is for a facility that is NOT already in FL- SOLARIS, then this Title Entity Code should be used.
Government Lease Facility is owned by a state agency, and the occupying agency has full LES GOV (SA) (State Agency) maintenance responsibility for and operational control of the facility Facility is owned by private individual or organization and the Private Lease occupying agency has full maintenance responsibility for and LES PVT operational control of the facility
User Security Status The User’s Security Status describes the status of the user account. Table 36: FL-SOLARIS (FITS) Data: User Security Status
CODE CODE DESCRIPTION
A Active I Inactive R Request Access V Verification Required
FL-SOLARIS (FITS) User Guide | Page 235 of 239 | APPENDIX B: FL-SOLARIS (FITS) DATA DICTIONARY
FITS_DataDictionary _2012_03_02.pdf
For a complete Data Dictionary, please click on this link to access the PDF document.
FL-SOLARIS (FITS) User Guide | Page 236 of 239 | INDEX
A D
Actions Affecting Campuses ...... 114 Daily Extraction Processing Script ...... 219 Actions Affecting Search Users ...... 180 Data Export Request Screen ...... 129 Add Campus - Screen Components ...... 120 Default Facility Action ...... 54 Adding a New Campus ...... 119 Delete Email Notification ...... 235 Adding a New Facility ...... 68 Deleting a Campus ...... 125 Adding and Editing Facility Deficiencies ...... 86 Deleting a Facility ...... 99 Adding New Facility from the Campus Facilities Screen ... 71 DEP Created Archive CD ...... 223 Adding New Facility from the Search Facility Screen ...... 70 Determining When a User ID was Inactivated...... 190 Annual Surplus Report ...... 228 display the first 500 records ...... 55 Annual User Verification ...... 191 Disposing of a Facility ...... 103 Annual Year-End Processing ...... 220 Disposition of State Lands and Facilities Annual Surplus ASR Report ...... 228 Annual Surplus Report ...... 228 dynamic Your Organization Type ...... 22 Assign Agency to User (FL-SOLARIS (FITS)) ...... 185 Assign Role to User (DEP Security Portal) ...... 173 E B Edit Email Notification ...... 234 Edit Facility - Initial Screen Retrieval ...... 77 Background Information ...... 14 Editing a Campus ...... 122 BACKGROUND PROCESSES ...... 218 Editing a Facility ...... 76 Blocks & Sub-blocks ...... 42 Entering Facility Comments...... 96 example campus names ...... 44, See Campus C example facility names ...... 44, See Facility Executive Management Team ...... 13 CAMPUS...... 44 Existing MyFDEP Portal User Sign In ...... 19 Campus Administration Building ...... 44 Existing Reports ...... 127 CAMPUS Definition ...... 44 Exporting All Data ...... 132 Changing Access for an Existing User ...... 189 Exporting All Data vs Extracting a Subset of Data ...... 130 Changing the Splash Message ...... 231 Extract Data – Campus Screen ...... 146 Code Values - Agency ...... 237 Extract Data – Facility Screen ...... 140 Code Values - Country ...... 240 Extract Data – Lease Screen ...... 162 Code Values - County ...... 243 Extract Data Menu Option ...... 129 Code Values - Deficiency Categories ...... 243 Code Values - Facility Action ...... 244 F Code Values - Facility Status ...... 245 Code Values - Lease Source ...... 245 FACILITY ...... 44 Code Values - Organization Types ...... 245 Facility data upload file errors ...... 202 Code Values - Security Role ...... 246 Facility Data Upload Screen ...... 193 Code Values - Space Type ...... 247 FACILITY Definition ...... 44 Code Values - State ...... 248 Facility Extract Data Request Screen ...... 137 Code Values - Title Entity ...... 249 Facility Lease Data in the FL-SOLARIS (FITS) Application Code Values - User Security Status ...... 249 ...... 209 CONFIGURATION PARAMETERS ...... 230 Facility Leasing Upload Script ...... 219 Create Email Notification ...... 233 facility template ...... 120 Create Facility - Screen Components ...... 70 Field Considerations ...... 34 Crystal Reports ...... 127 Field Hints ...... 38
FL-SOLARIS (FITS) User Guide | Page 237 of 239 | first attempt to use FL-SOLARIS (FITS) ...... 21 Purpose of System ...... 15 FITS Facility Dashboard ...... 31, 45 FL-SOLARIS (FITS) Screen Flow ...... 43 R FL-SOLARIS (FITS) Security Roles ...... 171 FL-SOLARIS major components ...... 13 Radio Buttons ...... 37 FOR FURTHER ASSISTANCE ...... 236 Read Only Fields ...... 36 Free Text Data Entry Fields ...... 35 Removing FL-SOLARIS (FITS) User Access ...... 187 Report List ...... 127 G Request Access - Legislature ...... 27 Requested Role ...... 24 GPS coordinates ...... 93 Requesting Access to FL-SOLARIS (FITS) ...... 21 Grid Sort Header Fields ...... 37 Required Data Fields ...... 36 Resetting your Campus Search ...... 117 I Resetting your Extract Data - Campus Search Criteria ... 148 Resetting your Extract Data - Facility Search Criteria .... 145, Internal Portal ...... 19 166 Resetting your Facility Search ...... 67 L Resetting Your User Search Criteria ...... 185 result set...... 37 Lat/Lon facility location ...... 93 Role Information...... 24 Lease Extract Data Request Screen ...... 160 Looking for S Both ...... 50 Leased Facilities ...... 50 Save and Mark Complete button ...... 85 Owned Facilities ...... 48 Searching for a Facility Address ...... 54, 142, 164 Searching for Campuses ...... 115 M Searching for Facilities...... 51 Searching for FL-SOLARIS (FITS) Users ...... 180 Main Menu & Footer Options ...... 29 Searching for Leased Facilities...... 57, 62 Manager Name, Manager Phone & Comments ...... 24 Searching for Users ...... 181 MANAGING FL-SOLARIS (FITS) USERS ... 170 Senate Bill 1516 ...... 14 MyFDEP Portal ...... 17 Session Time Out ...... 41 Site Map ...... 32 N Special Organizations ...... 27 Surplus New Users ...... 17 Annual Surplus Report ...... 228 Disposition of State Lands and Facilities Annual Surplus O Report ...... 228 Surplusing a Facility ...... 102 Out of State Searches ...... 54, 143, 147, 164 System Benefits ...... 16 Overview of FL-SOLARIS (FITS) Security...... 170 System Messages ...... 39 System Security ...... 41 P
Paging Navigation ...... 39 T People First Cron Job Message Transfer Facility - email to the agencies ...... 81 Automated Cron job File Not Found ...... 227 Automated Cron Job Success ...... 224, 225 Failure ...... 226 U PEOPLE FIRST EMAIL NOTIFICATIONS ... 233 Updating Facility Data Using Batch Files ...... 193 People First Interface ...... 223 Uploading the facility data file ...... 198 Pick List Fields ...... 34 URL for accessing FL-SOLARIS (FITS) ...... 17, 19 Preparing the facility data upload file ...... 195 URL for MyFDEP Portal ...... 17, 19
FL-SOLARIS (FITS) User Guide | Page 238 of 239 | User Guide ...... 31 Viewing Leases Recorded with DMS ...... 90 Using the Data Load Result Screen ...... 205, 214 Viewing Owned Land Information ...... 98 Viewing Surplus Information ...... 111 V W Verify Campus ...... 119 Verify Facility ...... 68 Web Address for Accessing FL-SOLARIS (FITS) ...... 17, 19 Verifying Facility Locations ...... 91 Web Address for MyFDEP Portal ...... 17, 19 View Reject Records File ...... 205 Wildcard Searching ...... 183 Viewing a Campus ...... 125 Wildcard Searching ...... 53, 142, 146, 163 Viewing a Facility ...... 105 Working with Campuses ...... 114 Viewing a Lease ...... 106 Working with Facilities ...... 47 Viewing a Lessor ...... 107 Viewing Detailed Data ...... 108 Y Viewing Facility History ...... 98 Viewing Facility Lease Data Load Process Results ...... 214 Your Extracted Facility File ...... 149 Viewing Facility People ...... 113 Your Extracted Lease File ...... 168
FL-SOLARIS (FITS) User Guide | Page 239 of 239 |