Facility Location ID Business Process Guide
Purpose: The purpose of this guide is to assist users that manage facility Location ID records. The Location ID field is used across many modules (DirectLine, Peoplesoft Finance, Peoplesoft Campus Solutions, and 25-Live). This field identifies a room or space and needs to be consistent across all applications.
Audience: Facility, finance, and scheduling staff
The Location ID consists of a standard set of values. It includes:
- 2 character college code + 3 character building code + 4 character room code + 1 optional suffix code
- The field name varies in each module. You will find:
- DirectLine = Location ID
- Peoplesoft Finance = Location
- Peoplesoft Campus Solutions = Facility ID
- 25-Live = Location Name
DirectLine is recognized as the system of record for facilities data. In most cases, any building or room data updates will begin in DirectLine and flow through to other applications as appropriate. Follow the Location ID Business Process Flowchart below when determining which software modules are impacted. This user guide will step you through each module.
DirectLine
Work with your facility and business office staff to confirm this is a new location. Your college may have an approval process to collect pertinent data required:
Is the building owned or leased by the college - Yes or No?
- If No, skip to PS Finance
-
If Yes, ask the question - Is the building already in DirectLine?
- If Yes - Add a Room and Location ID
- If No - Add a new building
A new building record is needed in DirectLine when the college acquires a new building or when new construction is underway. Leased buildings are also maintained in DirectLine.
After adding the room (and building if needed) in DirectLine, continue through the flowchart and evaluate if the same location is needed in Peoplesoft Finance.
PS Finance
Locations are needed in Peoplesoft Finance if state-tagged or small and attractive assets are stored in these spaces. When a new location needs to be added, submit a service ticket to the SBCTC support desk.
Will tagged assets be assigned to this location - Yes or No?
- If no, skip to PS Campus Solutions
- If yes, submit a service ticket to add "Location" in PS Finance
After adding the room in PS Finance, continue through the flowchart and evaluate if the same location is needed in PS Campus Solutions.
PS Campus Solutions
Facility IDs are maintained in Campus Solutions for any classroom space and scheduled events, both on and off campus. Work with your campus facility and business office to confirm this is a new space or existing space that needs revision.
Will courses be scheduled in this location - Yes or No?
- If No, Skip to 25-Live
- If yes, add Facility Id in Campus Solutions
After adding the room in PS Campus Solutions, continue through the flowchart and evaluate if the same location is needed in 25-Live.
25-Live
Any scheduled class, event, or space that will be reserved in 25-Live needs the correct Location identifier assigned to each space. The field LOCATION Name in 25-Live is equal to LocationID in DirectLine
Will courses or events be scheduled in this location - Yes or No?
- If no, this procedure is finished
- If Yes, follow "Managing Locations" user guide:
Congratulations! You have now updated your Location IDs in DirectLine, Peoplesoft Finance, Peoplesoft Campus Solutions, and 25-Live.
You are done. Great job!
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