TE 43 Builder Inventory Guide.pdf

BUILDER™

Inventory Guide

Version 3.5.5

January 31, 2022

Disclaimers and Restrictions Disclaimer

This program is furnished by the U.S. Army Corps of Engineers Engineering Research and Development Center - Construction Engineering Research Laboratory (ERDC- CERL) and is accepted and used by the recipient with the express understanding that the United States Government, the U.S. Army Corps of Engineers, and ERDC-CERL make no warranties, expressed or implied, concerning the accuracy, completeness, reliability, usability, or suitability for any particular purpose of the information and data contained in this program or furnished in connection therewith, and the United States shall be under no liability whatsoever to any person by reason of any use made thereof. This program is a property of ERDC-CERL. The recipient agrees not to assert any proprietary rights therein or to represent this program to anyone as other than a government property; furthermore, this program can only be copied for legitimate backup purposes by the user.

Hold-Harmless Statement ERDC-CERL makes no guarantee as to the precision of the predictive elements of the BUILDER™ or ROOFER™ software. ERDC-CERL shall not be held respons-ible for damages or losses which are due to facility mismanagement decisions based upon predicted outcomes of facility asset performance from the BUILDER™ or ROOFER™ software.

Information Re-Use Restrictions End Users are strictly forbidden from re-using any information from the BUILDER™ or ROOFER™ system (compiled code or stored data) to provide sim-ilar capabilities in other tools. End Users may use the report outputs and may access their own inventory data, as stored in the database, to facilitate their own organization's business management practices. Any other use of or access to the data is strictly forbidden.

Copyright Warning The computer program described in this documentation is protected by copyright law and international treaties. Unauthorized reproduction or distribution of the pro-gram, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law.

Protected by the following U.S. Patents: 7,058.544; 7,734,488; 7,769,568.

Documentation Copyright ©2022 US Army Corps of Engineers (USACE). All rights reserved.

- 2 -

Table of Contents Welcome to BUILDER™ 4 Using this Guide 5 What's New in BUILDER 6 Introduction to Inventory 10 Planning Inventory 10 Inventory Rollup 13

Working with Organizations 16 Add an Organization 17 Edit Organization Inventory Data 20 Delete an Organization 28

Working with Sites 31 Site-Level Properties 31 Add a Site 32 Edit Site Inventory Data 36 Generate Site Reports 52 Delete a Site 54

Working with Complexes 56 About Grouping Buildings into Complexes 56 Add a Complex 57 Edit Complex Inventory Data 61 Generate Complex Reports 76 Delete a Complex 78

Working with Buildings 80 Add a Building 82 Assign Buildings to a Complex 86 Edit Building General Information 88 Edit Additional Building Inventory Data 95 Generate Building Reports 110 Delete a Building 112

- 1 -

About the Mission Dependency Index 115 About the Building Current Status Property 115 Use Current Status to Track Non-Current Inventory 118

Systems, Components, and Component-Sections 121 About Identifying Systems, Components and Sections 121 BUILDER Systems and Components 126

Working with Systems 129 Add a System 129 Edit System Data 131 Generate System Reports 142 Delete a System 145

Working with Components 147 Add a Component 147 Edit Component Data 149 Generate Component Reports 160 Delete a Component 162

Working with Component-Sections 164 Sampling 164 Add a Component-Section 165 Edit a Component-Section 168 Add, Edit, or Delete Section Details 183 Generate Component-Section Reports 191 Delete a Component-Section 193 The Effect of the "Estimated" Checkbox for a Component-Section 194

Remote Inspection and Inventory Entry Using BuilderRED 197 What is BuilderRED? 197 Collecting Inventory Data 197 Performing Inspections 197 Export Data to BuilderRED 197 Unlock Inventory Files 207 Import Data from BuilderRED to BUILDER 210

- 2 -

Working with Rapid Inventory Methods 214 Method Availability 214 List of Rapid Inventory Methods 215 Copy Inventory to Another Building 216 Copy Sections 218 Building Templates 220

Working with Building Templates 221 About Creating a Template 222 About Managing the Template Library 223 About Using a Template to Create Inventory 223 Building Template Tasks 223 Add Building Inventory Using a Template 224 Import a Building Template 231 Copy Building Inventory to a Template 234 Add a Building Template 236 Edit Building Template Data 244 Delete a Building Template 250 Manage the Template Library 252 Export a Building Template 253

Reports 256 Generate a Report 256 Export a Report 258

Appendix A: About Rollup 260 Automated Rollup 260

Appendix B: BUILDER Systems and Components 262 Appendix C: Facility Condition Index 265 Definition of $current repair needs 265

Glossary 267 Index 275

- 3 -

Welcome to BUILDER™ BUILDER, part of the Sustainment Management System, provides facility man-agers with the tools needed to generate the greatest impact from maintenance and rehabilitation activities, and to plan and defend maintenance budgets.

The primary measure used in BUILDER is the condition index (CI) rating, using a 0 to 100 point scale. After real property inventory has been subdivided into hier-archical levels of increasing fineness, down to the Component-Section level, the condition index for each Component-Section is computed from inspection data that records the type, severity, and density of each distress found.

Deterioration curves, developed from experience over time, show the optimal point at which work should be done to avoid more costly rehabilitation projects later.

Another measure available in BUILDER is the functionality index (FI), also on a 0 to 100 point scale in keeping with the SMS design philosophy. It is computed from assessment data that records the functionality issues present in a building. Based on the severity and density of those issues, building modernization requirements can be identified.

Based on condition index and/or functionality index scores, BUILDER can gen-erate recommended work items automatically. Using cost books associated with BUILDER, cost estimates are attached to the work items. Managers can then choose which work items to fund. The cost of not funding work items can be determined using Scenarios.

With the assistance of the Scenarios simulation engine included as part of BUILDER, managers can develop long-range work plans based on a sound invest-ment strategy. By providing an objective description of condition (a core BUILDER functionality) and an automated means of exploring various options under different budget scenarios (Scenarios), BUILDER and Scenarios together make multi-year work plans easier to formulate and funding requests easier to justify. The goal is optimal facility performance for the dollars invested.

For information, announcements, links to documents, and discussion forums, visit the SMS community user's group website at https://support.sms.erdc.dren.mil.

Developed by U.S. Army ERDC-CERL 2/10/2022

- 4 -https://support.sms.erdc.dren.mil/

Using this Guide This guide explains how to create and maintain real property inventory in the Sus-tainment Management System with BUILDER™.

Prerequisite This guide assumes that you are already familiar with the material in the BUILDER™Getting Started Guide, which can be downloaded from the user sup-port site.

- 5 -

What's New in BUILDER

This topic describes changes made in BUILDER Version 3.5.

Version 3.5.5 Changes In BUILDER Version 3.5.5., the ability to add customized attributes for describing assets has been added at each level of inventory.

In the user documentation, descriptions of the following have been added for each level of inventory:

l How to generate reports l How to apply cost modifiers l How to add customized attributes

Version 3.5.4 Changes Inventory Events in Scenarios The Inventory Events tab has been restored to Scenarios ("New Management" option). This allows future changes in a Building's status to be simulated in Scen-arios. It also allows entire new Buildings to be created in future years of a Scenario.

Version 3.5.3 Changes reCAPTCHA Verification Available for Web Login reCAPTCHA verification has been added to the Web login page. reCAPTCHA is a verification tool used to determine if an agent attempting to access a system is a robot. This feature significantly hampers unauthorized users from gaining access to the site through automated login attempts.

reCAPTCHA is disabled by default to accommodate customers who do not have Internet access, because the verification requires an Internet connection.

To enable the reCAPTCHA verification feature, the table dbo.Configurationmust have an entry where ConfigName="ReCaptchaAPI" and ConfigValue="True"

Version 3.5.2 Documentation Change In the inventory topic "BUILDER Systems and Components," the table showing UNIFORMAT II Levels 2 and 3 (corresponding to BUILDER Systems and Com-

- 6 -ponents) has been expanded and revised to reflect BUILDER's conformance with the NAVFAC version of UNIFORMAT II.

The new table can be viewed at Appendix B in the BUILDER™ Inventory Guide

3.5.5 PDF available at https://support.sms.erdc.dren.mil/downloads/builder/help-documentation.

New Features Introduced in BUILDER 3.5.0 Inventory Improvement l Component-Section Status Tracking. Users can assign a status to indi-vidual Component-Sections. Note: In this release, business processes such as work generation, rollups, and inclusion in the navigation tree are unaf-fected by Component-Section status; however, the design implemented allows for expanding this capability to alter business processes at a later date.

l Custom Configuration of Building Templates. BUILDER Administrators can configure the allowable maximum percent difference in square footage between a building template and the building it is to be applied to. Previously the percentage was fixed at 10%.

l Building Summary Screen Additions and Alterations. New to the Build-ing summary screen:

1. Building renovation year (last year renovated)

2. A series of checkboxes to indicate that the Building does not contain one or more of the following Systems: Plumbing; Fire Suppression;

HVAC; Electrical

3. A checklist to indicate that the Building cannot be inspected for one ore more of the following reasons: not accessible; locked; secure building (escort required); under renovation.

4. Building Status now allows some simultaneous selections through use of a second, auxiliary field.

l Local / Selective Inventory Unlock. This feature allows users to select par-ticular facilities or systems to be unlocked, instead of the former “all or noth-ing” approach. This granular "unlocking" ability is located under Tools > Unlock My Buildings.

Scenarios l Multi-Year Scenario Work Item Tracking. As BUILDER customers begin to incorporate Scenarios and work plans into their standard practices, there are year-to-year overlaps in planning and execution that require additional functionality in the application. The process and construction time that can be associated with a BUILDER work item often drags a work item execution

- 7 -year out from the generation year. The Scenarios module now provides the option to not re-generate Work Items with statuses indicating that funds have been allocated. This will simplify the work and budget projections as Scen-arios will no longer be counting work items that have been addressed via pre-vious funding streams.

l POM Scenarios. Scenarios Work Generation in Support of Program Object-ives Memorandum (POM) is a new feature that allows BUILDER users to set FCI targets for their facilities as a part of their Scenario configuration. This allows Scenarios to output the funding required to meet those FCI targets, in addition to the recommended work actions. To do this, FCI targets can be established alongside work configuration Policy settings. BUILDER Scen-arios generates the recommended work candidates based on the user's work configuration settings (Policy Sequences / Prioritization) and then begins "funding" work items for each facility in priority order until the FCI tar-get is achieved. The output is a list of work items that need to be accom-plished in order to meet the target FCI.

l BUILDER Scenarios Screen Refresh. The Microsoft Silverlight technology used to refresh BUILDER's Scenario module a few years ago is no longer supported by multiple browsers. In order to ensure continued support and access to BUILDER Scenarios, Silverlight has been replaced using Angular technology allowing for cross-browser functionality.

l API Coverage for Scenarios. The BUILDER web-service API has been expanded to allow privileged users to create, configure, edit, and delete Scenarios through web-based API calls.

Cost Modifiers Users can create custom cost modifiers (adders and multipliers) that can be spe-cified for a given BUILDER hierarchy level (Site, Building, Component-Section, etc.), and users can apply those modifiers to the specific instances that they apply

to. This gives increased granularity to apply cost modifiers where they are required without over-applying them.

Functionality Assessment l Assessors can now select the image button for a question, take a picture with their tablet camera, and immediately attach a photo to the question.

l Users now have the ability to crop and cancel pictures.

Catalog Improvement Package (Reference Books, etc.)

l Service Life Book Improvements – Data fields have been added to the BUILDER database for tracking BUILDER component section service life per-formance; average, max, min, standard deviation, etc. This will allow easier tracking of performance trends and ultimately refined life-cycle models.

- 8 -l Revised Data Structure for Cost Storage – Data fields have been added to the BUILDER database to allow for seamless integration with third party cost data sources. This includes the ability to name the source of a given cost book as well as link the cost record entries to a third party reference iden-tification number.

l Reference Book Import/Export capability – This addition allows BUILDER users to export custom cost books to an excel sheet that can then be edited and re-imported to BUILDER for more rapid cost record updating.

l Editable Component Importance Indexes (CII) Values – The data stor-age method utilized by BUILDER's cost and service life books has been applied to the Component Importance Indexes, allowing users to create cus-tom CII Books in the same way as cost and service life books.

BUILDER Auditing Expansion BUILDER's auditing capability has been expanded, allowing database admin-istrators to track critical additions, edits or deletions made during users' work plan-ning and work configuration tasks. For details, see the BUILDER 3.5.0 release notes.

BUILDER API Expansion l Electronic Acceptance of Cost Data.The BUILDER web-service API has been expanded to allow privileged users to modify BUILDER cost book information and records via web-based API calls. This allows for more seam-less integration with third-party cost sources as updates can be configured to be an automated back-end process.

l Scenario API Additions. The BUILDER web-service API has been expan-ded to allow privileged users to create, configure, edit, and delete Scenarios through web-based API calls.

BUILDER 3.5.0 Bug Fixes For a list of bug fixes, please see the release notes.

- 9 -

Introduction to Inventory Planning Inventory

This topic l Provides valuable advice about how to plan the organizational structure of your inventory.

l Provides links to features that can potentially help streamline the inventory process.

Your BUILDER™ inventory serves as the foundation for all that you will do with the BUILDER application. The first steps in using BUILDER are (1) to plan the hier-archical asset "tree" describing the physical inventory you manage (the subject of this topic) and (2) to construct the upper levels of that tree. The next step is to per-form inventory to fill the database represented by that hierarchical tree.

The process of putting initial data into BUILDER will probably be your single most intensive effort in working with the program, but it is a one-time effort that can be aided by features described in the section on Rapid Inventory Methods.

Tip: Crucial to the planning process for a new implementation of BUILDER is the issue of who decides the scope and organization of the hierarchical asset tree. It is recommended that this high-level plan-ning step)–determining the scope and organization of the tree)–not be contracted out, even if "filling in" the asset tree at the lower levels (Buildings or Complexes and below) will be performed by contractors.

A useful planning guidance document for government agencies and their contractors is ERDC/CERL Special Report 16-3, BUILDER™ Sustainment Management System Implementation Planning Guide.

This guide can be found at https://sup-port.sms.erdc.dren.mil/downloads/erdc-cerl-technical-publications.

Planning the Organizational Structure Organization Level

Because the most convenient approach is to build out the BUILDER asset tree from the top down, if you are introducing BUILDER for the first time and creating the tree structure for your real property data, it is preferable to analyze in advance the final scope anticipated for entry and management of properties, and to create the Organization levels that will be needed in the long run even if they will not be filled with content in the short run.

- 10 -

Organizations are unique in the BUILDER hierarchy in that they can be nested mul-tiple levels deep if desired. Note, however, that this flexibility brings with it the responsibility for careful planning.

Site Level

Begin by grouping your Buildings into logical management units, typically by their geographic regions, which are represented by Site records in the BUILDER data-base. The Site provides a natural way to group Buildings and to apply properties that are regional in nature, such as the cost of operations and maintenance (O&M) work and the heating, ventilation and cooling (HVAC) climate.

Building Level

Next, create Building records for the Buildings at one of your Sites. A Building record includes critical information such as how the Building is used, its size, age, and number of floors. You will find that BUILDER also allows you to store, at your option, a variety of other information about a Building, such as whether it is a his-torical structure or a whether it is a child-occupied facility. You will also have the option to establish a Mission Dependency Index to measure quantitatively how crit-ical the Building is to the mission for which it is used.

Complex Level

Conceptually, the Complex level in the BUILDER hierarchy comes between the Site level and the Building level. However, unlike a Site, a Complex for organizing Buildings is optional, and a Complex is often not created until after its constituent Buildings (or at least some of them) have been added to BUILDER.

System Level

After establishing the Building level, you begin working down toward the end level of Component-Sections hierarchically, starting with the major Systems of a Build-ing. The Systems in BUILDER are specified by the UNIFORMAT II Classification for Building Elements (Level 2), as shown in "BUILDER Systems and Com-ponents" on page 126.

You will create the Building's Systems by selecting each applicable System from a dropdown pick list. See "BUILDER Systems and Components" on page 126 for a list of available Systems.

For advice on how best to allocate inventory into Systems, Components, and Sec-tions, see "About Identifying Systems, Components and Sections" on page 121.

- 11 -

Component Level

Each System is further decomposed into Components (UNIFORMAT Level 3 ele-ments). Again, you will create the Component records by selecting from a pick list of Components applicable to a given System. "BUILDER Systems and Com-ponents" on page 126 shows a selection of typical Components for some of the BUILDER Systems.

Component-Section Level

Creating the Component-Section ("Section") records is the most difficult and time-consuming aspect of creating the BUILDER inventory

After creating records for at least one System and at least one Component in a Sys-tem, you are ready to add records that describe the individual physical items in the Building: the doors, walls, windows, plumbing fixtures, heating units, etc. These items are called Component-Sections, or simply Sections.

Component-Sections are the management unit in BUILDER. You inspect them and plan work for them, and BUILDER applies its condition assessment algorithms to them in calculating their condition index.

BUILDER uses embedded data and automated processes to determine a wealth of information about each Component-Section: its expected service life, its likely subcomponents and how its condition affects the Section as a whole, and the cost of replacing, painting, repairing, and removing it. As you might imagine, for an auto-mated system to be able to do all of this, there are some strict rules about how you define Component-Sections.

A Component-Section consists of items that meet all of these criteria:

l All belong to the same Component.

l All are of the same Component type.

l All are of the same material/equipment category.

For example, in the Component "Exterior Doors," glass personnel doors and metal overhead doors belong in different Sections.

As long as the requirement for not mingling (a) types or (b) material/equipment cat-egory in the same Component-Section is met, you will have considerable flexibility in how you group similar items together to form a Component-Section. For example, wood doors on different sides of the Building could be grouped together.

Alternatively, if weather degradation based on compass orientation is a significant factor, then west doors, north doors, etc. might be assigned to separate Com-ponent-Sections.

- 12 -

Once a Component-Section has been identified by (1) Component type and

(2) material/equipment category, BUILDER will have sufficient information to estab-lish a clear link between the Section (Component-Section) and the embedded data and computations that BUILDER brings to the process in order to help you with your management tasks.

Additional Guidance Details, examples, and some suggestions about how to undertake the process of completing your BUILDER inventory are contained in the topic "About Identifying Systems, Components and Sections" on page 121.

Inventory Rollup

Plant replacement value and remaining service life are inventory-related pieces of information that are aggregated upwards through the inventory tree by use of a "rol-lup." This topic introduces both automated and manual rollups in BUILDER.

Only inventory-related processes performed by a rollup are explained here. Condi-tion and functionality information aggregated by a rollup are explained elsewhere in the documentation.

What does a Rollup Do?

Inventory-related processes accomplished by a rollup are as follows:

l The current remaining service life (RSL) is estimated for all Sections.

l RSL information is reflected upwards through the inventory tree.

l Plant Replacement Value (PRV) is updated at all levels. For example, if new Sections, Components, or Systems have been added to a Building, its PRV will increase.

To see a full list of all rollup processes, not just those pertaining to inventory, see "Appendix A: About Rollup" on page 260

Automated Rollup BUILDER automatically "rolls up" inventory, condition, and functionality inform-ation nightly. (For installations with U.S. Army Corps of Engineers support service, this begins at about 6:00 p.m.). Starting at the Section level, aggregated Section-level information in each Component is recorded for the Component; aggregated Component-level information is recorded for each System; aggregated System-level information is recorded for each Building, and so forth up the entire inventory tree.

- 13 -

Manual Rollup You can manually initiate a rollup if you wish. It's a good idea to do so when:

l You have entered a large quantity of inventory into BUILDER; or l You believe that PRV or RSL information has changed since the last auto-mated rollup and you wish to see the latest values.

Roll Up a Building

To roll up a Building,

1. Navigate to the Building in the inventory tree.

2. Right-click.

3. Select "Rollup Building" from the list of options.

While the rollup is being performed, a popup window similar to the one below will be displayed onscreen:

Roll Up a Complex

To roll up a Complex,

1. Navigate to the Complex in the inventory tree.

2. Right-click.

3. Select "Rollup Complex" from the list of options.

While the rollup is being performed, a popup window similar to the one below will be displayed onscreen:

- 14 -

Roll Up a Site

Caution: Rolling up an entire Site can take an extremely long time (sometimes hours). If you initiate this rollup and want to cancel it, the only way to do this is to activate the "X" at the upper right of your browser window to close the window. Then log back into BUILDER from another browser window.

To roll up a Site,

1. Navigate to the Site in the inventory tree.

2. Right-click.

3. Select "Rollup Site" from the list of options.

While the rollup is being performed, a popup window similar to the one below will be displayed onscreen:

Full Rollup

If you have Administrator permission in BUILDER, you can initiate a manual rollup of the entire asset tree by selecting Tools > Administration > Manual Condition Rollup from the main menu. See the BUILDER Administration section of the doc-umentation for instructions and screen shots.

- 15 -

Working with Organizations

An Organization is the highest level possible in the hierarchical asset tree. This topic briefly introduces the features of an Organization, and how to use it in organ-izing real property inventory. It also provides links to the operations that can be per-formed at the Organization level.

Organization is the highest level in the asset tree. (The tree may be referred to gen-erically as the asset tree, or specifically as the inventory tree, condition tree, or functionality tree when performing tasks in one of those areas.) Tasks performed at the Organization level are generally prioritization, planning, and budgeting, rather than day-to-day management.

The Organization level in the BUILDER hierarchy is an optional level above the Site level, enabling progressive aggregation of information up the inventory tree.

Progressive aggregation in possible because unlike other levels in the BUILDER hierarchy, Organizations can be nested multiple levels deep if desired. This allows the hierarchical structure of the inventory tree to be made as deep as it needs to be to reflect the structure of your company or organization.

The usefulness of an Organization is that if multiple Sites are to be managed, or if it is desired to aggregate BUILDER information across a region or network com-prising more than one Site, then Sites can be grouped into one or more Organ-izations. Even though Organization is the highest level available, however, it is not a required level in the hierarchy. An individual inventory tree may start with either one (and only one) Organization, or one (and only one) Site at the topmost level of that tree.

Note: Preferably, Organizations should be established before Sites.

This task is best assigned to a BUILDER Administrator, once the initial planning stage has been performed.

Organization Tasks Tasks that can be performed on Organizations are:

"Add an Organization" on the facing page "Edit Organization Inventory Data" on page 20 "Delete an Organization" on page 28

- 16 -

Add an Organization

This topic shows how to add an Organization and describes the required inform-ation to be entered. Additional information that can be entered is described in the topic "Edit Organization Inventory Data."

Permissions Note: This action requires Master Planner or Admin-istrator permission for the relevant asset.

To add a new Organization,

1. Navigate in the inventory tree to the Organization you wish to add the new Organization under. this will be referred to as the "parent" Organization.

2. Do one of the following:

a. Right-click the parent Organization. Then select "Add Organization" from the options.

- 17 -

b. Alternatively, select the parent Organization. Then activate the Add Organization icon on the main toolbar, above the navigation tree.

The "Add Organization" popup window will appear.

3. Enter required data, as described in the section below.

Enter Required Organization Data This documentation segment describes the minimum data to be entered when cre-ating a new Organization. Other data that can be entered is described in the topic "Edit Organization Inventory Data."

In the "Add Organization" popup window, enter the following required data:

1. Organization ID Number. Enter the identifying number for the Organization.

Organization Number may be left blank if you wish to supply only a name.

You must enter at least Organization name or an Organization number, and

- 18 -the combination of the two must be unique among the Organizations in the navigation tree.

Specifications: The ID Number is limited to 12 alphanumeric characters.

2. Organization Name. Enter the identifying name for this Organization, limited to 50 alphanumeric characters. Organization Name may be left blank if you wish to supply only a number. You must enter at least a Organization name or an Organization number, and the combination of the two must be unique among the Organizations in the navigation tree.

Specifications: The name is limited to 50 alphanumeric char-acters.

Best Practice Recommendation: Avoid using single quotes, double quotes, and ampersands. These characters can interfere with query formation.

3. Relation. Specify the relation of the Organization being created to the selec-ted existing Organization or Site on the inventory tree. There are three options for the relation:

a. Child - The Organization will be placed under the selected Organ-ization. A child Organization can only be created when an Organization is selected in the inventory tree; an Organization cannot be the child of a Site.

b. Parent - The Organization will be placed above the selected Organ-ization or Site.

WARNING: Do NOT use the parent relation option without engaging in close advance coordination with a BUILDER support representative.

c. Sibling - The Organization will be placed at the same level as the selec-ted Organization.

Note: The top ("root") level Organization is not allowed to have a sibling Organization.

Confirm or Cancel Once the required minimum Organization data is entered,

a. Activate the Add button on the popup toolbar to create the Organization.

b. Alternatively, to close the window without creating the Organization, activate the Cancel button.

- 19 -

Login Again to View To see the new Organization appear in the inventory tree, log out of the program and then log back in again.

Note: This action is needed only for newly created Organizations.

Other levels of newly-created inventory will appear immediately in the tree.

Next Steps For information about entering additional information concerning the Organization, see the topic "Edit Organization Inventory Data."

Edit Organization Inventory Data

This topic describes the information that can be viewed and edited at the Organ-ization data screen. The data will be in the content area of the screen.

To edit data in an Organization, select the Organization in the inventory tree.

Information about the Organization will be presented on an ID line and at several tabs. You can use the content area toolbar to perform actions such as saving changes, or adding or editing comments.

l "Toolbar" on the facing page l "ID Line" on the facing page

- 20 -l "General Information Tab" below l "Contact Information Tab" on page 23 l "Assessment History Tab" on page 24 l "Organization Attributes Tab" on page 25

Toolbar The toolbar at the top of the content area provides you with these options:

l Save. Saves changes made to the asset's data.

l Comment. Allows you to add, edit, and view comments about the selected asset.

l Reports. Launches the Report Selection tool, which gives you access to a list of standard reports relevant to the asset's inventory. See "Generate a Report" on page 256 or the report generation topic associated with the invent-ory level of the asset.

NOTE: At the Organization level, no Standard reports are provided; but if Custom reports have been created, they can be accessed using the Reports button on the content area tool-bar.

ID Line On the ID line, you can edit the following:

l Organization ID Number. The ID Number is limited to 12 alphanumeric characters.

l Organization Name. Organization Name is allowed 50 alphanumeric char-acters.

Best Practice Recommendation: Avoid using single quotes, double quotes, and ampersands. These characters can interfere with query formation.

General Information Tab Initially after an Organization is selected in the inventory tree, the General Inform-ation (General Info.) tab is shown and the following information can be edited there:

Index Data

The following index data is shown under Index Data; the metric shown is for the Organization as a whole.

Note: The information at this fieldset is read-only.

- 21 -l Condition Index (Organization CI). The Organization CI displays the aver-age CI of the Buildings in the Organization, weighted by replacement cost.

This metric provides an overall sense of the condition of the group as a whole.

l Functionality Index (Organization FI). The Organization FI displays the average FI of the Buildings in the Organization, weighted by replacement cost. This metric provides an overall sense of the functionality of the Organ-ization as a whole.

l Performance Index (Organization PI). The Organization PI displays the average PI of the Buildings in the Organization, weighted by replacement cost. This metric provides an overall sense of the performance of the Organ-ization as a whole.

l Facility Condition Index (Organization FCI). The Organization FCI dis-plays the average FCI of the Buildings in the Organization, weighted by replacement cost.

Calculated Data

Note: The information at this fieldset is read-only.

l Plant Replacement Value (PRV). The aggregate Plant Replacement Value of the Buildings in the Organization.

Reference Settings

Each reference setting provides a dropdown list of options to select from:

l Cost Book. From the dropdown list, select either the Reference cost book or a custom cost book to be used for the entire inventory of the Site. The cost book selected will provide inventory replacement and defect repair costs for inventory.

l Inflation Book. From the dropdown list, select either the Reference inflation book or a custom inflation book to be used for the entire inventory of the Site.

The inflation book selected provides inflation multipliers per year for the pro-jected replacement costs and defect repair costs for the inventory.

l Service Life Book. From the dropdown list, select either the Reference ser-vice life book or a custom service life book to be used for the entire inventory of the Site. The service life book selected will estimate the remaining service life of Component-Sections in the inventory on the basis of its life expectancy and condition. Also, the service life is used in estimating a rate of deteri-oration in the condition index of a Component-Section when no more than one inspection has been recorded.

l Policy Sequence. From the dropdown list, select either the Reference policy sequence or a custom policy sequence to be used for the entire inventory of

- 22 -the Site. The policy sequence selected will establish the order of precedence for applying policies so that only one standard is chosen for the inventory in the Building.

l Prioritization Scheme. From the dropdown list, select the prioritization scheme to be used for the entire inventory of the Site. The prioritization scheme selected will prioritize and rank your work plan in a quick, objective, repeatable, and representative method with the touch of a button.

l CII Set. Select either the Reference (default) CII set, or a custom CII set if available.

l FCI Goal. Select an FCI goal from the dropdown list.

l Cost Modifier Library. Select the cost modifier library you wish to use for the entire inventory of the Site. The active library selected determines the cost modifiers available for assignment at the Site, Complex, Building, Sys-tem, Component, or Section levels within the Organization.

CAUTION: Reference data can be set at the Organization level and at the Site level. If this data is set at both levels, the ref-erence settings at the Site level will override the reference set-tings at the Organization level.

Contact Information Tab The contact information for the Organization can be viewed and edited by selecting the Contact Information (Contact Info.) tab.

- 23 -

All of the additional Organization information is optional. It includes data regarding the official point of contact (POC) for the Organization:

l Name. Enter the name of the Organization point of contact. Limit: 30 alpha-numeric characters.

l Address. Enter the official street address of the Organization. Limit: 30 alphanumeric characters).

l City. Enter the city of the Organization. Limit: 15 alphanumeric characters.

l State. Enter the state of the Organization. Limit: 2 alphanumeric characters.

l Zip Code. Enter the zip code of the Organization. Limit: 10 alphanumeric characters.

l Phone Number. Enter the phone number of the Organization POC. Limit: 20 alphanumeric characters.

l FAX Number. Enter the FAX number of the Organization POC. Limit: 20 alphanumeric characters.

l Email Address. Enter the email address of the Organization POC. Limit: 75 alphanumeric characters.

l WWW. Enter the URL (Web address) for the Organization. Limit: 75 alpha-numeric characters.

Assessment History Tab

- 24 -

The Assessment History tab provides a graph of the condition, functionality, per-formance, and FCI history of the Organization, displaying the Organization CI, Organization FI, Organization PI, and Organization FCI over time.

Note: The information at this tab is read-only.

Organization Attributes Tab Custom asset attributes can be added at each inventory level–from Organization down through Section–in two different ways: by using "active attributes" or by using "Admin managed attributes."

"Unassigned" Admin managed attributes are a collection of pre-named attributes that have been determined by the BUILDER instance's owner (for example, a cor-poration, or the Air Force, or the Army). They are templated or common attributes that are seen as likely to be used often. Although these attributes are made avail-able from the outset after installing BUILDER, they still need to be assigned before they can be used to help describe an asset.

Additional Admin managed attributes can be created, but only by a BUILDER Administrator or a user with Master Planner Role.

Active attributes are very flexible and can be created and assigned by any user with inventory privileges.

CAUTION: Unless a standardized procedure for assigning active attributes is implemented and enforced, the flexibility of active attrib-utes can make incorporating them into reports more difficult and time consuming, because multiple people can create them and there is no built-in consistency.

With respect to creating reports, Admin managed attributes will be easier to report on in a consistent fashion, because they are managed by a BUILDER Admin-istrator (or a user with Master Planner Role). Also, Admin managed attributes are available to all assets that are at the same inventory level. Active attributes, on the other hand, would be prone to being named inconsistently and make reporting more difficult.

Active Attributes

Under Active Attributes at the top half of the Attributes screen, you can add, edit, or delete custom attributes for this level of inventory.

Add an Active Attribute

To add a custom inventory attribute,

- 25 -

1. Directly under the Active Attributes header, activate Add New Attribute.

This will generate a new row in the Active Attributes table.

2. Enter a name and value for your attribute into the table.

3. If you want to apply an architect name, press the Enter key on your keyboard at this point . The popup "Add Architect" will appear. Enter the name of the architect, then selectOK.

4. When finished with the entry, activate the blue checkmark icon at the left side of the row to save the entry. Alternatively, to cancel and delete the entry before saving, activate the red circle with a slash icon (located to the right of the blue checkmark).

CAUTION: Your new attribute will not be saved if you (a) exit without activating the blue checkmark or (b) initiate adding a new custom inventory attribute (by activating the Add New Attribute button) before saving with the blue checkmark.

5. Repeat steps 1 through 4 for each custom inventory attribute you wish to add.

Edit an Active Attribute

To edit an attribute,

1. Activate the pencil icon in the attribute's table row

2. Make the desired changes.

3. Finally, activate the blue checkmark icon at the left to save the changes.

Delete an Active Attribute

To delete an attribute,

1. In the table of active attributes, locate the row containing the attribute you wish to delete.

2. To the right of the Value field, activate the Delete icon (red "X"). A con-firmation popup will appear, asking "Delete record?"

3. SelectOK to delete, or Cancel to stop the process.

- 26 -

Admin Managed Attributes

Under Unassigned Admin Managed Attributes at the bottom left of the Attrib-utes screen, you can choose to assign an existing Admin managed attribute to the asset whose data screen you have open. You can also change the value of an attribute after it has been assigned.

Note: Attributes that are in the table under the header Admin Man-aged Attributes are already assigned to the asset whose data screen you are in.

Only a BUILDER Administrator or a user with the Master Planner Role can create, edit (other than changing the value), or delete/unassign custom Admin managed attributes for the selected asset. Also, once an Admin managed attribute has been moved from the Unassigned Admin Managed Attributes column into Admin Managed Attributes, this action cannot be reversed except by a BUILDER Admin-istrator or a user with Master Planner Role. More detail about Administrator-spe-cific inventory attribute tasks can be found in the BUILDER Support Administrator Guide.

Assign an Unassigned Attribute to Admin Management

You may see one or more items listed under the header Unassigned Admin Man-aged Attributes at the lower left of the Attributes screen. These are attributes that are available at this inventory level but that have not been assigned to the selected asset. If no items are listed under the header Unassigned Admin Managed Attributes, there are none available to be assigned. (They may have already been assigned and thus transferred to the Admin Managed Attributes table.)

To assign an unassigned asset to Admin management, In the Unassigned Admin Managed Attributes column, activate Assign to Asset.

This will immediately populate the inventory item in that row under Admin Man-aged Attributes instead.

- 27 -

Note: The assignment action is not reversible, except by a BUILDER Administrator or a user with the Master Planner Role.

Change the Value of an Admin Managed Attribute

To change the value of an asset under Admin management,

1. Under Admin Managed Attributes, activate the pencil icon in the attribute's table row, and wait for the row to change appearance.

2. Make the desired change in the Value column.

3. Finally, activate the blue checkmark icon at the left to save the changes (or the red Cancel icon to cancel the change).

Delete an Organization

This topic shows how to delete an Organization, which also deletes all other records (Sites, Buildings, etc.) contained in the Organization.

- 28 -

Permissions Note: This action requires Administrator permission. If the inventory item is empty of any contents, then the deletion may also be performed by a Master Planner with permission for the relevant loc-ation in inventory.

To delete an Organization, navigate to it in the inventory tree and do one of the fol-lowing:

a. Right-click the Organization. Then select "Delete Organization" from the options, as shown below.

b. Alternatively, select the Organization, then activate the Delete Organization icon on the menu toolbar.

- 29 -

WARNING: Deleting an Organization will also delete all invent-ory (Complexes, Buildings, Systems, Components, and Sec-tions) in that Organization. This is a significant step to take and should only be done when you are certain that you wish to clear the entire inventory of the Organization you have selected.

Best Practice Recommendation:Making frequent backups of your inventory database will protect you from significant data losses if mistakes in deleting are made.

- 30 -

Working with Sites

A Site is the level in the asset tree that ties your real property inventory to a phys-ical location. This topic briefly introduces the features of a Site and how to use it in organizing your real property inventory. It also provides links to the operations that can be performed at the Site level.

Your BUILDER inventory can contain Buildings or facilities at a number of different geographic locations (Sites). If this is the case, then multiple Sites will be needed in your inventory tree structure, one for each geographic location. Alternatively, if all Buildings or facilities to be managed (or to be gleaned for information) are in the same geographic location, one Site will usually suffice.

The Importance of Geography to the Site Level Knowing the geographic location of a Building is extremely important; therefore it is necessary to create a Site record for each geographic location before you can add Buildings to the database.

When creating a Site, keep in mind that the Site level in the hierarchy is not simply a method for subdividing inventory. It is the level where geographic factors are incorporated into BUILDER calculations, and therefore a Site needs to be confined to a relatively limited geographic area. A larger area can be covered by an Organ-ization made up of multiple Sites.

Site-Level Properties Several properties of Buildings are determined or affected by the Building's geo-graphic location (Site), most critically the Area Cost Factor, a multiplier that adjusts national average labor/material/equipment costs to local costs.

In addition to the Area Cost Factor, the following properties are also affected by geographic location:

l HVAC zone l seismic zone

Other factors that can be set at the Site level are:

l selections for reference books such as cost book, inflation book, service life book, and/or component importance index (CII) set l policy sequence l prioritization scheme

- 31 -l FCI goal (for POM Scenarios) l selection of cost modifier library

Property Inheritance Unlike Area Cost Factor, HVAC zone, and seismic zone (which are set only at the Site level), the policy sequence, prioritization scheme, FCI goal and selections for the cost book, inflation book, service life book, CII set, and cost modifier library can also be set at the Organization level.

If the Site and Organization values differ, then the Site level settings take priority.

Site Tasks Tasks that can be performed on Sites are:

"Add a Site" below "Edit Site Inventory Data" on page 36 "Generate Site Reports" on page 52 "Delete a Site" on page 54

Add a Site

This topic shows how to add a Site and describes the initial information to be entered.The topic "Edit Site Inventory Data" on page 36 describes additional information that can be entered for the Site.

A type of data unique to Sites is a set of location factors including (1) Area Cost Factor, (2) seismic zone, and (3) HVAC zone. During the process of adding a Site you will have the option to auto-apply factors from an existing geographic location.

This same auto-apply option will be available from the Site's data screen toolbar after the Site is added to the inventory tree, or you can choose to manually edit the factors later.

Permissions Note: This action requires Master Planner or Admin-istrator permission for the relevant asset.

To add a new Site to an Organization, navigate to that Organization in the invent-ory tree and do one of the following:

a. Right-click the Organization where the Site is to be located. Then select "Add Site" from the options.

- 32 -

b. Alternatively, select the Organization. Then activate the Add Site icon on the main toolbar, as shown below.

- 33 -

The "Add Site" popup window will appear.

Enter Initial Site Information This documentation segment describes the initial data to be entered when creating a new Site. Other data that can be entered is described in "Edit Site Inventory Data" on page 36.

In the "Add Site" popup window, enter the following data:

1. Site Number (Required). Enter the identifying number for the Site. Site Number may be left blank if you wish to supply only a name. You must enter at least a Site name or a Site number, and the combination of the two must be unique in the navigation tree.

Specifications: The ID Number is limited to 12 alphanumeric characters.

2. Site Name (Required). Enter the identifying name for this Site. Site Name may be left blank if you wish to supply only a number. You must enter at least a Site name or a Site number, and the combination of the two must be unique in the navigation tree.

Specifications: The name is limited to 50 alphanumeric char-acters.

- 34 -

Best Practice Recommendation: Avoid using single quotes, double quotes, and ampersands. These characters can interfere with query formation.

3. Location Factors (Optional). In the "Add Site" popup, you can choose to use the location factors from a selected geographical…