FL-SOLARIS Facility Inventory Tracking System (FITS) Agency Account Manager Training

1. FL-SOLARIS Facility Inventory Tracking System (FITS) Agency Account Manager Training Conducted by Dept of Management Services & Dept of Environmental Protection January 2012Capitol Circle Office Center (CCOC) Betty Easley Building, Conference Room 152

2. Today’s Topics Opening & Introductions Overview of FL-SOLARIS and the Facility Inventory Role of Agency FITS Account Manager Use and Navigation of FL-SOLARIS/FITS Module General Discussion on Reporting Facility Data Next Steps Q&A Wrap-up / Adjourn

3. Overview of the Legislatively required FL-SOLARIS lands and Facilities Inventory Authority Focus of System High-level Process Overview Interagency Executive Management Team

4. Florida State-Owned Lands and Records Information System (FL-SOLARIS) • Authority: Ch. 2008-229, LOF (SB 542) • DEP to develop inventory of all state lands purchased with P2000 or Florida Forever funds • Land Information Tracking System (LITS) • Authority: Ch. 2010-280, LOF (SB 1516) • Requires one complete inventory of lands and facilities • LITS expanded to include facilities and public lands inventory • Name changed to Florida State-Owned Lands and Records Information System (FL-SOLARIS)

5. Facility Information Tracking System (FITS) • FL-SOLARIS is the system of record for • State-owned lands and Facilities • Owned, leased or otherwise occupied by Florida agencies • FL-SOLARIS is designed with two main components • Facility Information Tracking System (FITS) – now available • Lands Information Tracking System (LITS) • Public Lands Inventory (PLI) will be used by LITS for verification of tax roll data • The FL-SOLARIS FITS component is designed to • Record data from agencies on state-owned facilities • Provide the mechanism for agencies for their annual identification and reporting of properties that are candidates for disposition

6. Facility Data Collection & Reporting • 2010 and Earlier • DMS gathered and reported data on state-owned facilities • Reporting was limited to structures of 3,000 square foot or larger, encompassing approximately 3,500 facilities • 2011 Transition (in accordance with 2010-280 LOF (2010 SB1516) • Agencies self reported their owned structures via DMS Web Form • Reporting was changed, expanded to any structure with a roof, and now encompasses more than 20,000 facilities • 2012 and BeyondAnnually agencies self report, via FL-SOLARIS, on structures they own or over which they have full operational control

7. Leased Facility Data — Facility Leases are not entered via FITS • The majority of agencies’ leasing operations are already under DMS purview and that leasing data will be transmitted to FITS by DMS • DMS will conduct a required annual lease data validation • The process & format will be similar to the one used for the 2010 leasing data validation • There are other agencies, including the WMDs, Universities, and Colleges that are not under DMS leasing management • These agencies will have to start reporting lease data via a DMS provided web interface • This new web interface is scheduled to be available in Spring 2012

8. High Level Process Overview

9. FL-SOLARIS Project Team & Interagency Executive Management Team

10. Using the System

11. Role of Agency Account Managers • Manage Agency User Accounts FITS User Roles: • Account Manager • Edit Role • View Only Role • Agency "Edit" Users manage the FITS Data • Account Managers have full rights and therefore Account Managers are also "Edit" users • Changes to Facility Action limited to Account Manager • Disposition Recommendations • Transfers to other Agency

12. Discussion of Key Design Concepts • User Guides • FL-SOLARIS (FITS) Administrator’s User Guide • FL-SOLARIS (FITS) User Guide • Roles based Access • User Rights (Roles) control what each user can see and do • Roles for: Edit — View Only — Account Manager • Facilities • A facility is any structure with a roof • Excludes structures of the state transportation system • Each facility has a unique ID assigned by FL-SOLARIS

13. Key Design Concepts (continued) • Facility Status • Save work in Process • Save and Mark Complete • Reset • Not Started (reset annually on July 1) • Location Validation • Address tied to USPS address • Address & Location validation • Required fields • Indicated with red asterisk (*) • Facility cannot be marked complete without entering data in these fields

14. Key Design Concepts (continued) • Role of Campuses • A Campus is a logical (or virtual) construct for reporting purposes • Use of campuses is not required • Provided to simplify data reporting • Administration Facility • Template Facility

15. Walk Through/Demonstration

16. FL-SOLARIS (FITS) REQUESTACCESS PROCESS Any person wanting access to the DEP Portal MyFDEP Portal Actions These steps are outside of FL-SOLARIS (FITS). • A user wants access to FL-SOLARIS (FITS). Users are not given access; they must request access. Step 1 Go to the MyFDEP Portal site and register. Step 2 Go to the MyFDEP Portal site and sign inusing your registration credentials. Step 3 Find and open FITS from the Portal. FL-SOLARIS (FITS) Actions High Level Process to Begin Using FITS Why this gap? This is where YOU come in. Step 1 Fill in FITS Request Access Form and Request Access. Step 2 Get DEP email verifying your access is granted. Step 3 Begin using FITS: sign in and open app from portal to see the Welcome screen. A FITS Account Manager must complete the FITS GIVE ACCESS PROCESS for steps 2 and 3 to happen. any FL-SOLARIS (FITS) Account Manager User

17. FL-SOLARIS (FITS) GIVEACCESS PROCESS FL-SOLARIS (FITS) Account Manager Users FITS Account Managers provide access to FITS once it has been requested. FL-SOLARIS (FITS) Actions Step 1 A “Request Access FOR FITS” email is received. Step 2 Open FITS from the DEP Portal. Step 3 Select Manage DEP Security Suite from the FITS Admin menu. DEP Security Suite Actions These steps are outside of FL-SOLARIS (FITS). To Begin From DEP Security Suite Welcome, select Assign User Roles. Step 1 With DslFits selected, search for a user, using the name of requestor. Step 2 Select a user from the list by clicking on a radio button and next. Step 3 Select roles for this FITS User. Step 4 Confirm and Submit the FITS roles for the selected user. FL-SOLARIS (FITS) Actions Continued Step 4 OpenFITS from the DEP Portal. Step 5 Select Manage Fits Users from the FITS Admin menu. Step 6 Search users with the ‘Request Access’ status at your agency. Step 7 Assign the user with the FITS role and click OK.

18. Extract Data Admin Facilities Overview of Basic Screen Structure Request Access Manage DEP Security Manage FITS Users Manage Campuses Facilities From Figure 31 on Page 32 of FITS User Guide Search Campuses Manage FITS Users Select Columns for CSV Extract List of Campuses List of Facilities for the Campus Enter Search Criteria Data Load Results Campus Tab Campus Details Edit/View Action Download CSV File Facility Tab Facility Tab Search Facilities Facility Details Leases Edit/View Action Deficiency Tab List of Facilities Deficiencies Details Select Columns for CSV Extract Manage Facilities Location Tab Location Details Enter Search Criteria Download CSV File Facility Tab Facility Details Edit/View Action Deficiency Tab Deficiencies Details Location Tab Location Details

19. Extract Data Admin Facilities Overview of Basic Screen Structure Request Access Manage DEP Security Manage FITS Users Manage Campuses Facilities From Figure 31 on Page 32 of FITS User Guide Search Campuses Manage FITS Users Select Columns for CSV Extract List of Campuses List of Facilities for the Campus Enter Search Criteria Data Load Results Campus Tab Campus Details Edit/View Action Download CSV File Facility Tab Facility Tab Search Facilities Facility Details Leases Edit/View Action Deficiency Tab List of Facilities Deficiencies Details Select Columns for CSV Extract Manage Facilities The “Extract Data” and “Data Load Results” are not yet available within the current release of FL-SOLARIS Location Tab Location Details Enter Search Criteria Download CSV File Facility Tab Facility Details Edit/View Action Deficiency Tab Deficiencies Details Location Tab Location Details

20. Ways to Navigate FITS • Menu • Horizontal menu • At top of screen • Site Map • Alternate way to navigate • Link at bottom of screen

21. Admin Walk-through/Demo of Admin Screens • User Access • Screens and Processes for getting : • User initiated Registration via DEP Portal • FL-SOLARIS/FITS Access Request • Access Approval • Listing Agency User Accounts • Reset of users accounts • Except for account managers • All reset on July 1st of each year Request Access Manage DEP Security Manage FITS Users Manage FITS Users Data Load Results

22. Managing Facilities • View / Edit Roles • Search for a Facility • Facility Details • Creating a Facility • Editing a Facility • Deficiencies • Editing a Deficiency • Creating a Deficiency • Verify Location Facility Tab Facility Details Edit/View Action Deficiency Tab Deficiencies Details Location Tab Location Details Search Facilities List of Facilities Manage Facilities

23. Managing Campuses Manage Campuses Search Campuses • View / Edit Roles • Search for a Campus • Campus Details • Creating a Campus • Editing a Campus • Listing of Campus Facilities • Administration Facility • Facility Template List of Campuses Campus Tab Campus Details Edit/View Action List of Facilities for the Campus Facility Tab Facility Tab Facility Details Edit/View Action Deficiency Tab Deficiencies Details Location Tab Location Details

24. General Discussion on Reporting Facility Data • "Agency" -- reporting organization • Agency Managed/Owned Facilities • Explanation on some of the facility data elements • What is a Facility • Title Entity • Facility Name • Facility Status • Predominant Space Type • Deficiencies Deficiency Category / Estimated Cost / Brief Description

25. Campuses • A Campus is a logical (or virtual) construct for reporting purposes • Campuses are added to Facilities -- Facilities are not added to a Campus • Provided to simplify data reporting • Facility Template • Campus Administration Building • Deleting a Campus • Does not delete the associated facilities • Will affect the cost reporting when a "Campus Administration Building" was designated

26. Next Steps • Data Entry for FL-SOLARIS FITS open now to June 30, 2012. Additional data elements beyond those collected for 2011 will address: • Data masks and rules to improve quality of data entry • GPS data and linkage to land parcels • Design building capacity for facilities (optional field) • Sublet space clarification with a listings of tenants & rent revenues • Other Soon to be Implemented FL-SOLARIS Components • Data Extracts • Leasing Data • Rulemaking for Facility Data Reporting is in development • Annual Leasing Data Validation will be conducted by DMS as a separate initiative via a Web Form like last year

27. Questions and Contact Info Dept of Environmental Protection • Mike Long • Assistant Director, Division of State Lands (DSL) • Mike.Long@dep.state.fl.us • (850) 245-2555 • Tim Patterson • Division of State Lands (DSL) • Tim.Patterson@dep.state.fl.us • (850) 245-2597 Dept of Management Services Tom Berger Director, Division of Real Estate Development and Management (REDM) Tom.Berger@dms.myflorida.com (850) 487-9921 Ron Falkey REDM Business Systems Engineering Ron.Falkey@dms.myflorida.com (850) 488-3158