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 ...............................................................