Introduction
This report is intended to assist [CLIENT] and RSC during the implementation process of the LEASE module of the CAFM System by provided recommendations and guidance for populating the LEASE data. [CLIENT] should provide as much direction as possible and deliver existing standards to RSC for incorporation. RSC’s recommendations are based on previous successes and best practices. The recommendations may be altered to best fit the needs of [CLIENT]. A sign-off of these recommendations will be required to provide the best possible standard to adhere to.
Background Information
Background information is required to provide a smooth implementation of a CAFM system. This information is the backbone of good reporting and if researched and implemented correctly can provide years, if not decades, of useful Facilities information. Understanding the desired reports and information necessary to accomplish your facilities goals is the basis for solid decisions surrounding the population of background information.
The following is an outline of some of the recommendations for [CLIENT]. They are broken into two categories; 1) Space information and 2) Lease information. While other modules have background information required for successful use they will not be discussed here. The purpose of this document is for the basis for all modules. Each sub project, such as the Building Operations module and the Strategic Planning Module will be discussed separately after this initial implementation.
LEASE
The lease information is crucial for [CLIENT] to perform financial tasks and identify future opportunities and constraints. Several concepts will be discussed here with a guided approach. This is not a comprehensive report rather a basic guide line for the foundation of lease information. This breakdown will assist RSC to recommend the best options for populating the Archibus database.
Lease
Leases are kept in the lease (ls) table and hold multiple pieces of information and leverage several data points form other tables. The primary key of the lease table is 16 characters long and is alpha numeric. Recommendations for the lease code may include the following:
Example
L-TX-DAL-01
S-MA-BOS-01
Breakdown
L=LEASE S=SUBLEASE used for sorting the table quickly and efficiently.
TX=TEXAS (or any other two-letter postal code for states – or three-letter international code for countries) see country table appendix
DAL= DALLAS this is your making. Many users simply use the first three letters of the city.
01=CONSECUTIVE LEASE
Suites
Suites are tracked in the suites (suite) table. They roll up to the buildings table and through the buildings table to the lease. These usually are not measured (use of an AutoCAD drawing) but can be.
Contacts
The contacts table is connected to the lease table as well as other tables such as buildings, companies, countries, states, cities, etc. The tables listed are foreign keys to the contacts table. This table carries all pertinent information surrounding contacts such as: first name, last name, email address, phone, address, city, state, etc.
Options
Options are captured and can be executed on the dates populated in this table. The options are tied directly to each lease and advanced notice can be generated form this table. The options table has a two part primary key Lease code and option code. Both are required for each record to be populated. The option code must be unique for each lease and can simply be consecutive numbers or letters.
Responsibilities
Responsibilities are organized similar to the contacts table.
Recurring costs
The recurring costs table is used to develop scheduled costs. Recurring costs are similar to a recipe for cookies or a blueprint for track housing. They can generate several costs lines from a single record just as a recipe can create several batches of cookies or a blueprint may be used to construct several similar homes.
Each line in the recurring costs table can generate several scheduled costs records in the scheduled cost table. For example a ten year lease may have two base rent increases. The first after three years the second after six years. If our initial base rent was $1,000.00 per month, the first increase goes to $1,200.00 and the final is $1,400.000 there would be three records created.
|
COST CATEGORY |
AMOUNT |
START DATE |
END DATE |
PERIOD |
|
BASE RENT |
$1,000.00 |
1/1/2005 |
12/31/2007 |
Month |
|
BASE RENT |
$1,200.00 |
1/1/2008 |
12/31/2010 |
Month |
|
BASE RENT |
$1,400.00 |
1/1/2011 |
12/31/2014 |
Month |
When these records are executed they will create several records in the scheduled costs table.
Scheduled costs
The scheduled costs table holds records for forecasting and executing. When (in the example above) a record in the recurring costs table is executed several records are created in the scheduled cost table. The example above will create 120 records. 36 BASE RENT records at $1,000.00, 36 BASE RENT records at $1,200.00, and 48 BASE RENT records at $1,400.00.
This table can be used for determining future expenses.
Other COST CATEGORIES can be included to provide a complete expense picture.
Scheduled costs are then executed to create invoices, accounts payable or accounts receivables action lists, or capture unique costs. RSC recommends that scheduled costs are executed monthly and for only that month. Scheduling too far in advance can cause difficulties especially if costs are renegotiated.
Costs
The costs table holds the financial records of a lease. These are the actual expenses or receivables. This table is used for invoicing, financial history, total expenses to date type reports.
This is the table that will most likely be sent to accounting.
Space
Space information is required for all CAFM modules. Most of the information is populated in the Space module; however, a fair amount of the granulated data is located in the Lease module. Each of the following geographic breakdowns is located in one or the other. The understanding of the location of this information within CAFM will become apparent during the use of the modules and will not be indicated in this report.
Countries:
Use this table to document the countries in which your properties and leases are located. If you plan on developing regions, you must develop the owning countries. RSC recommends the use of the two-letter postal code for the country code. This will minimize space required on reports and ease of identification.
Regions:
Regions represent geographic areas of countries and are identified by Country Code + Region Code, such as CANADA-NORTHEAST. This table includes highlight pattern and AutoCAD highlight pattern fields so that you can produce sophisticated queries of your lease and property data.
This table can also be used to identify Global Geographic areas such as International Sales offices or United States Field Offices. Region Codes such as INTL for international Sales Offices may be added to each country internationally to be able to quickly identify international information.
The same process can be applied to the United States or other Global geographical subsets [CLIENT] may deem necessary.
States:
The States table holds a country’s legal divisions, such as Canadian provinces or U.S. states. State Code is the primary key field. Where the minor geography is not known a number will be used as a placeholder.
Cities:
Cities are identified by State Code + City Code, such as CA-San Francisco. The full City name will be used for both the State Code and City Code.
Sites:
Sites group multiple buildings located in a contiguous area, and can be used to represent campuses.
Although Site codes are not required for all buildings RSC recommends they be used. For example, [CLIENT] may want to break up their USFIELDS region into East and West — the Sites table could accomplish this. Also, tracking closed buildings by creating a site called Closed.
Buildings:
The Buildings table is used across several modules and lays the foundation for the Lease, Space, Furniture and Equipment, Telecom, and Building Operations Modules. The following is an outline of the building codes for each building leased or owned by [CLIENT].
Using a two letter International country code and a two letter city code and a two position building number allows the standard 8 character length of the building code to stay intact. RSC strongly recommends this standard. Hyphens or additional separators are optional as shown below.
|
Building Code |
Name |
Address 1 |
Address 2 |
City |
State |
Zip |
Country |
|
US-MV-40 |
Building 40 |
1600 Amphitheatre Parkway |
Mountain View |
CA |
94043 |
US | |
|
US-MV-41 |
Building 41 |
1600 Amphitheatre Parkway |
Mountain View |
CA |
94043 |
US | |
|
US-MV-42 |
Building 42 |
1600 Amphitheatre Parkway |
Mountain View |
CA |
94043 |
US | |
|
US-MV-43 |
Building 43 |
1600 Amphitheatre Parkway |
Mountain View |
CA |
94043 |
US |
Floors:
The floors table is constructed of a two-part primary key (building code + Floor Code) This allows for multiple first floors and still keeps integrity of the data possible. The following is RSC’s recommendation for the floors table.
|
US-MV-41 | ||
|
US-MV-41 | ||
|
US-MV-41 |
Rooms:
Each room area is defined by the AutoCAD drawings polyline. The rooms table is constructed of a three-part primary key (building code + floor code + room Code).
RSC recommends the room code to be a concatenation of the three part primary key. This recommendation has a two fold reason; 1) it allows for one bar code for rooms – where only the room number would require three: the building, the floor and the room. 2) Reporting is simpler requiring only one field to identify the building, floor and room.
Additionally, common areas such as corridors, lobbies, elevators, etc. should be numbered with even numbers reserving the odd numbers for the office spaces. Numbering should be sequential from East to West or North to South. Groups of Hundreds could be used to identify different areas on a floor. For example the 100 series could be located by the North Conference while the 300 series is by the break room.
Letters preceding the room code are used to identify special areas such as corridors, vertical penetration, elevators, stairs, etc. The room name field should only be used for Conference rooms, labs, and other areas that are uniquely named.
The following is RSC recommendation for the room codes.
|
US-MV-42 |
421101 | ||
|
US-MV-43 |
422301 | ||
|
US-MV-41 |
411203 | ||
|
US-MV-41 |
01 |
C411120 |
Corridor |
|
US-MV-41 |
01 |
S411230 |
Stairwell |
Room categories:
Overview – The Room Categories and Room Types tables provide a two-level hierarchy of classification for rooms (room categories and room types) and are independent of Room Standards.
With the Room Categories and Room Types tables you can track occupiable and non-occupiable room area. This is controlled by the Occupiable Category field in the Room Categories table. The sum of areas of rooms that are assigned room categories whose value for this field is YES equals the facility’s Total Occupiable Area. Likewise, the sum of areas of rooms assigned room categories with Occupiable Category set to NO equals the facility’s Total Non-Occupiable Area.
Add Non-Occupiable Categories Action
The Room Categories and Room Types tables are shipped with sample data reflecting a composite inventory. To add sample categories and types that are appropriate for an all room inventory, run the Add Non-Occupiable Categories action from the Background Data activity of the All Room Inventory activity class.
Room Categories and Chargeback Calculations
The all room inventory chargeback calculations require that each room be assigned a room category; this indicates whether the room is occupiable. If tracking various types of room categories is not important to you, but you still want to charge for space, create two simple room categories: one who’s Occupiable Category? field is Yes, and the other whose value is No.
Room category
|
rm_cat |
description |
occupiable |
|
ADMIN |
Administrative |
Yes |
|
LAB |
Laboratory |
Yes |
|
OFFICE |
Offices |
Yes |
|
PROD |
Production Area |
Yes |
|
SERV |
Service Area Rooms |
No |
|
STORAGE |
Storage |
No |
|
SUPPORT |
Support Space |
Yes |
|
VERT |
Vertical Penetrations |
No |
Room types
|
rm_cat |
rm_type |
description |
|
ADMIN |
FILE |
File Room |
|
ADMIN |
|
Mail Room |
|
ADMIN |
SEC |
Secretary Station |
|
LAB |
CONSTRUCTED |
Constructed Lab |
|
LAB |
ASSEMBLED |
Assembled Lab |
|
OFFICE |
HARDWALL |
Hardwall Office |
|
OFFICE |
CUBE |
Cubical Office |
|
OFFICE |
VISITOR |
Visitor Office |
|
PROD |
ASSEMBLY |
Assembly Area |
|
PROD |
CLEAN-ROOM |
Clean Room |
|
PROD |
FABRIC |
Fabrication |
|
PROD |
SERV-CENT |
Service Center |
|
PROD |
SHIP-REC |
Shipping/Receiving |
|
PROD |
STAGING |
Staging |
|
SERV |
CORRIDOR |
Corridor |
|
SERV |
ENTR FACIL |
Entrance Facility |
|
SERV |
EQPM ROOM |
Equipment Room |
|
SERV |
HALLWAY |
Hallway |
|
SERV |
JANITOR |
Janitor/Custodial Closet |
|
SERV |
LOBBY |
Lobby |
|
SERV |
MECH |
Mechanical Closet/Room |
|
SERV |
MEN |
Men’s Restroom |
|
SERV |
PRIMCIRC |
Primary Circulation |
|
SERV |
SERVICE |
Service Area |
|
SERV |
TEL CLOSET |
Telecom Closet |
|
SERV |
WOMEN |
Women’s Restroom |
|
STORAGE |
CHEM |
Chemical Storage |
|
STORAGE |
STORAGE |
General Storage |
|
STORAGE |
WAREHOUSE |
Warehouse |
|
SUPPORT |
AUDITORIUM |
Auditorium |
|
SUPPORT |
CAFETERIA |
Cafeteria |
|
SUPPORT |
COAT |
Coat Room |
|
SUPPORT |
COMPUTER |
Computer Room |
|
SUPPORT |
CONFERENCE |
Conference |
|
SUPPORT |
COPY |
Copy Room |
|
SUPPORT |
KITCHEN |
Kitchen Area |
|
SUPPORT |
LIBRARY |
Library/Reading Room |
|
SUPPORT |
LOUNGE |
Lounge Area |
|
SUPPORT |
MECH |
Mechanical Room |
|
SUPPORT |
S.CIRC |
Secondary Circulation |
|
SUPPORT |
SECURITY |
Security Station |
|
SUPPORT |
TRAINING |
Training/Classroom |
|
VERT |
ELEV |
Elevator |
|
VERT |
PIPE |
Pipes |
|
VERT |
SHAFT |
Shaft |
|
VERT |
STAIR |
Stairs |
|
VERT |
VERT |
Vertical Penetration |
Room standards
|
rm_std |
description |
|
CONFERENCE |
Typical Conference Room |
|
LABS |
Laboratory Type A |
|
OFFICE |
10 x 24 Standard Office |
|
OTHER |
Non Standard Room |
|
PEOPLE |
People |
|
SQFT |
Square Feet |
|
SQM |
Square Meters |
|
ST-CLOSET |
Storage Closet |
|
TELECOM |
Telecom Room |
CONCLUSION
These recommendations were developed to provide a basis for the CAFM Implementation. The suggestions are developed from best practices and RSC experience. Careful study and understanding is required to discover the fit to [CLIENT] and their needs. They should be reviewed and modified as required to meet the needs of [CLIENT]. RSC is prepared to implement the CAFM system upon review and signoff of these recommended standards.
APPENDIX A: COUNTRIES
|
AF |
Afghanistan |
|
AL |
Albania |
|
DZ |
Algeria |
|
AS |
American Samoa |
|
AD |
Andorra |
|
AO |
Angola |
|
AI |
Anguilla |
|
AQ |
Antarctica |
|
AG |
Antigua and Barbuda |
|
AR |
Argentina |
|
AM |
Armenia |
|
AW |
Aruba |
|
AU |
Australia |
|
AT |
Austria |
|
AZ |
Azerbaijan |
|
BS |
Bahamas |
|
BH |
Bahrain |
|
BD |
Bangladesh |
|
BB |
Barbados |
|
BY |
Belarus |
|
BE |
Belgium |
|
BZ |
Belize |
|
BJ |
Benin |
|
BM |
Bermuda |
|
BT |
Bhutan |
|
BO |
Bolivia |
|
BA |
Bosnia and Herzegovina |
|
BW |
Botswana |
|
BV |
Bouvet Island |
|
BR |
Brazil |
|
IO |
British Indian Ocean Territory |
|
BN |
Brunei Darussalam |
|
BG |
Bulgaria |
|
BF |
Burkina Faso |
|
BI |
Burundi |
|
KH |
Cambodia |
|
CM |
Cameroon |
|
CA |
Canada |
|
CV |
Cape Verde |
|
KY |
Cayman Islands |
|
CF |
Central African Republic |
|
TD |
Chad |
|
CL |
Chile |
|
CN |
China |
|
CX |
Christmas Island |
|
CC |
Cocos (Keeling Islands) |
|
CO |
Colombia |
|
KM |
Comoros |
|
CG |
Congo |
|
CK |
Cook Islands |
|
CR |
Costa Rica |
|
CI |
Cote D’Ivoire (Ivory Coast) |
|
HR |
Croatia (Hrvatska |
|
CU |
Cuba |
|
CY |
Cyprus |
|
CZ |
Czech Republic |
|
DK |
Denmark |
|
DJ |
Djibouti |
|
DM |
Dominica |
|
DO |
Dominican Republic |
|
TP |
East Timor |
|
EC |
Ecuador |
|
EG |
Egypt |
|
SV |
El Salvador |
|
GQ |
Equatorial Guinea |
|
ER |
Eritrea |
|
EE |
Estonia |
|
ET |
Ethiopia |
|
FK |
Falkland Islands (Malvinas) |
|
FO |
Faroe Islands |
|
FJ |
Fiji |
|
FI |
Finland |
|
FR |
France |
|
FX |
France Metropolitan |
|
GF |
French Guiana |
|
PF |
French Polynesia |
|
TF |
French Southern Territories |
|
GA |
Gabon |
|
GM |
Gambia |
|
GE |
Georgia |
|
DE |
Germany |
|
GH |
Ghana |
|
GI |
Gibraltar |
|
GR |
Greece |
|
GL |
Greenland |
|
GD |
Grenada |
|
GP |
Guadeloupe |
|
GU |
Guam |
|
GT |
Guatemala |
|
GN |
Guinea |
|
GW |
Guinea-Bissau |
|
GY |
Guyana |
|
HT |
Haiti |
|
HM |
Heard and McDonald Islands |
|
HN |
Honduras |
|
HK |
Hong Kong |
|
HU |
Hungary |
|
IS |
Iceland |
|
IN |
India |
|
ID |
Indonesia |
|
IR |
Iran |
|
IQ |
Iraq |
|
IE |
Ireland |
|
IL |
Israel |
|
IT |
Italy |
|
JM |
Jamaica |
|
JP |
Japan |
|
JO |
Jordan |
|
KZ |
Kazakhstan |
|
KE |
Kenya |
|
KI |
Kiribati |
|
KP |
Korea(North) |
|
KR |
Korea(South) |
|
KW |
Kuwait |
|
KG |
Kyrgyzstan |
|
LA |
Laos |
|
LV |
Latvia |
|
LB |
Lebanon |
|
LS |
Lesotho |
|
LR |
Liberia |
|
LY |
Libya |
|
LI |
Liechtenstein |
|
LT |
Lithuania |
|
LU |
Luxembourg |
|
MO |
Macau |
|
MK |
Macedonia |
|
MG |
Madagascar |
|
MW |
Malawi |
|
MY |
Malaysia |
|
MV |
Maldives |
|
ML |
Mali |
|
MT |
Malta |
|
MH |
Marshall Islands |
|
MQ |
Martinique |
|
MR |
Mauritania |
|
MU |
Mauritius |
|
YT |
Mayotte |
|
MX |
Mexico |
|
FM |
Micronesia |
|
MD |
Moldova |
|
MC |
Monaco |
|
MN |
Mongolia |
|
MS |
Montserrat |
|
MA |
Morocco |
|
MZ |
Mozambique |
|
MM |
Myanmar |
|
NA |
Namibia |
|
NR |
Nauru |
|
NP |
Nepal |
|
NL |
Netherlands |
|
AN |
Netherlands Antilles |
|
NC |
New Caledonia |
|
NZ |
New Zealand |
|
NI |
Nicaragua |
|
NE |
Niger |
|
NG |
Nigeria |
|
NU |
Niue |
|
NF |
Norfolk Island |
|
MP |
Northern Mariana Islands |
|
NO |
Norway |
|
OM |
Oman |
|
PK |
Pakistan |
|
PW |
Palau |
|
PA |
Panama |
|
PG |
Papua New Guinea |
|
PY |
Paraguay |
|
PE |
Peru |
|
PH |
Philippines |
|
PN |
Pitcairn |
|
PL |
Poland |
|
PT |
Portugal |
|
PR |
Puerto Rico |
|
QA |
Qatar |
|
RE |
Reunion |
|
RO |
Romania |
|
RU |
Russian Federation |
|
RW |
Rwanda |
|
KN |
Saint Kitts and Nevis |
|
LC |
Saint Lucia |
|
VC |
Saint Vincent and The Grenadines |
|
WS |
Samoa |
|
SM |
San Marino |
|
ST |
Sao Tome and Principe |
|
SA |
Saudi Arabia |
|
SN |
Senegal |
|
SC |
Seychelles |
|
SL |
Sierra Leone |
|
SG |
Singapore |
|
SK |
Slovak Republic |
|
SI |
Slovenia |
|
SB |
Solomon Islands |
|
SO |
Somalia |
|
ZA |
South Africa |
|
GS |
S. Georgia and S. Sandwich Isles. |
|
ES |
Spain |
|
LK |
Sri Lanka |
|
SH |
St. Helena |
|
PM |
St. Pierre and Miquelon |
|
SD |
Sudan |
|
SR |
Suriname |
|
SJ |
Svalbard and Jan Mayen Islands |
|
SZ |
Swaziland |
|
SE |
Sweden |
|
CH |
Switzerland |
|
SY |
Syria |
|
TW |
Taiwan |
|
TJ |
Tajikistan |
|
TZ |
Tanzania |
|
TH |
Thailand |
|
TG |
Togo |
|
TK |
Tokelau |
|
TO |
Tonga |
|
TT |
Trinidad and Tobago |
|
TN |
Tunisia |
|
TR |
Turkey |
|
TM |
Turkmenistan |
|
TC |
Turks and Caicos Islands |
|
TV |
Tuvalu |
|
UG |
Uganda |
|
UA |
Ukraine |
|
AE |
United Arab Emirates |
|
UK |
United Kingdom |
|
US |
United States |
|
UM |
US Minor Outlying Islands |
|
UY |
Uruguay |
|
UZ |
Uzbekistan |
|
VU |
Vanuatu |
|
VA |
Vatican |
|
VE |
Venezuela |
|
VN |
Viet Nam |
|
VG |
Virgin Islands (British) |
|
VI |
Virgin Islands (US) |
|
WF |
Wallis and Futuna Islands |
|
EH |
Western Sahara |
|
YE |
Yemen |
|
YU |
Yugoslavia |
|
ZR |
Zaire |
|
ZM |
Zambia |
|
ZW |
Zimbabwe |
APPENDIX B: REGIONS
APPENDIX C: STATES
|
State Code |
Name |
Country Code |
|
CA |
California |
US |
|
BC |
British Columbia |
CN |
|
CO |
Colorado |
US |
|
01 |
DE | |
|
IL |
Illinois |
US |
|
MA |
Massachusetts |
US |
|
MD |
Maryland |
US |
|
MI |
Michigan |
US |
|
MN |
Minnesota |
US |
|
NH |
New Hampshire |
US |
|
NJ |
New Jersey |
US |
|
TX |
Texas |
US |
APPENDIX D: CITIES
|
State Code |
City Code |
Name |
Country Code |
|
CA |
San Francisco |
San Francisco |
US |
|
14 |
Victoria |
Victoria |
AU |
|
15 |
Brussels |
Brussels |
BE |
|
16 |
Waterloo |
Waterloo |
BE |
|
17 |
Sao Paulo |
Sao Paulo |
BR |
|
CA |
Dublin |
Dublin |
US |
|
CA |
Los Angeles |
Los Angeles |
US |
|
CA |
Laguna Hills |
Laguna Hills |
US |
|
CA |
Mountain View |
Mountain View |
US |
|
CA |
Redwood City |
Redwood City |
US |
|
CA |
Rorschach |
Rorschach |
US |
|
BC |
Vancouver |
Vancouver |
CN |
|
CO |
Englewood |
Englewood |
US |
|
01 |
Frankfurt |
Frankfurt |
DE |
|
02 |
Neustadt |
Neustadt |
DE |
|
03 |
Paris |
Paris |
FR |
|
04 |
Hong Kong |
Hong Kong |
HK |
|
IL |
Chicago |
Chicago |
US |
|
IL |
Lisle |
Lisle |
US |
|
05 |
Tokyo |
Tokyo |
JP |
|
06 |
Seoul |
Seoul |
KR |
|
MA |
Newton |
Newton |
US |
|
MD |
Columbia |
Columbia |
US |
|
MI |
Southfield |
Southfield |
US |
|
MN |
Minneapolis |
Minneapolis |
US |
|
MN |
White Bear Lake |
White Bear Lake |
US |
|
NH |
Nashua |
Nashua |
US |
|
NJ |
Hackensack |
Hackensack |
US |
|
07 |
Amsterdam |
Amsterdam |
NL |
|
08 |
Stockholm |
Stockholm |
SE |
|
09 |
Singapore |
Singapore |
SG |
|
TX |
Richardson |
Richardson |
US |
|
10 |
Bracknell |
Bracknell |
UK |
|
11 |
Chertsey |
Chertsey |
UK |
|
12 |
London |
London |
UK |
APPENDIX E: SITES
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