Facilities Inventory Renovation Data Process

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This document outlines the process for updating inventory system room records after a renovation. It is organized by the order of the steps that must be completed. It is important to note that responsibilities are assigned to different people throughout the process.

A. Occupant

1. Moves out of the rooms in preparation for the renovation.

B. Department Inventory User

1. Updates the room types and function codes to reflect the upcoming renovation. 
    Note: When using room type 060, ‘Alteration or Conversion Area’ for renovations which last more than a month, the function code should always be 8.2.

C. Drafter

1. Receives notification of the renovation from the building coordinator or Organizational Administrator.  The Drafter field measures the changes, updates the inventory drawings, and updates the inventory system as follows:
2. End dates the old versions of the rooms, changes the ‘Room Status’ to ‘Pending Obsolete’ and the ‘ORG Status’ to ‘Deep Freeze’.  
   Note: For renovations, the earliest possible end date in a fiscal year is 7/01.
3. Creates ‘New’ rooms in the system, assigns the rooms to a default org code for the college/division, adds org start dates, activates the rooms, and checks the hidden ‘ORG Partial Year’ checkbox. 
   Note: For renovations, the earliest possible start date for the new rooms is 7/02.
4. Notifies the Organizational Administrator that the new versions of the rooms require coding.

D. Organizational Administrator

1. Receives notification of the renovation from the Drafter.
2. Searches for new versions of the rooms using the org assigned by the Drafter or using the facility code and room numbers identified on the floor plans provided on the “FI Renovations” SharePoint site.  
   Note: A default room search returns all versions of the rooms.  To search only for new versions, on the room search screen, set the ‘Room Status’ to ‘Active’.  Organizational Administrators and Department Inventory Users do not update the pre-renovation versions of the rooms.
3. Transfers the room to the appropriate department org.  To do this, change the default org to the departmental org rather than adding a new org.  We call this “flipping the org”.
4. Notifies the department inventory user that new versions of the rooms are available for coding.

E. Department Inventory User

1. Codes the rooms completely.
2. Saves the changes.
3. For each room, changes the ‘ORG Status’ to ‘Hold’.
4. Notifies the Organizational Administrator that the room coding is complete.

F. Organizational Administrator

1. If additional orgs have been added to the room/s, an ‘{H} renovation date issue (FI) or transfer Org is needed’ error is generated for each new org.  The Organizational Administrator notifies the Drafter of the error. The Drafter clears the error by checking a hidden ‘ORG partial year’ checkbox and notifies the Organizational Administrator that the errors have been cleared.
2. When all errors have been cleared, the Organizational Administrator changes the ‘ORG Status’ for the rooms to ‘Freeze’.