Add/Edit Building in DirectLine
Purpose: Use this guide to add a new building in DirectLine. The physical properties of the building need to be added before the financial data can be entered. Your college may use different staff members (facilities and business office) to create a complete building record.
Audience: Facilities and business office staff that maintain building data in DirectLine. Colleges can determine their own access rights based on a variety of security roles. Consult Megamation Support if you need assistance.
Navigation path: Module > FAE Inventory > Site and Building Entry
- Log into your Megamation DirectLine URL.
- Select FAE Inventory from main menu.
- Select Site and Building Entry from FAE Inventory menu.
As new buildings are acquired or funded for construction, SBCTC is applying a standard numbering system. You need to create a 3-character code for the Building/Site field.
The State UFI is assigned by OFM when you add this new building to the Facilities Portfolio Management Tool (FPMT). Return to this screen to add the UFI when known.
Many of the fields in DirectLine are not required in order to save the record but they are required elements for our annual Facility Inventory System report and other uses. The more thoroughly you complete these fields in DirectLine, the more accurately your college data will be collected.
Facilities tab instructions
DirectLine requires a response in any blue-shaded field.
- Enter 3-character Building/Site code for this new building.
- Select Building from drop-down list in Class.
- Select Active from drop-down list in Status.
- Enter any other data elements you've collected. A list of field descriptions follows the sample screenshot below:
This list of items includes "Required" or "Conditional". You will find them generally in order of their appearance on the screen.
| Field Name |
Required/Conditional |
Description |
|---|---|---|
| Building/Site |
Required |
3-character value for your building |
| State UFI | Required | Assigned by OFM and cannot be changed. Leave blank until you receive notification from OFM. |
| College |
Required |
Your 3-digit district number |
| Building/Site Name |
Required |
Description to be used on reports, etc. |
| Class |
Required |
Select Building from drop-down list |
| Facility ID |
Required |
2-character code for each college. Select from drop-down list |
| Status |
Required |
ACTIVE INACTIVE DEMO (Demolished) TOS - Temporarily Out of Service |
| State Land Code |
Required |
Parcel number |
| State Site ID |
Required |
Assigned by SBCTC/OFM - this code designates each campus site. Offsite locations also have their own codes. |
| Latitude |
Required |
Established during budget process and FPMT input |
| Longitude |
Required |
Established during budget process and FPMT input |
| Legislative District |
Required |
District map available here |
| Homeland Security Region |
Required |
Homeland Security Region information can be found here |
| Essential Public Facility |
Required |
Yes/No. The term "essential public facility" generally refers to public facilities that are typically hard to site and critical to state government. Refer to WAC 365.196.550, RCW 36.70A.200, RCW 47.06.140, RCW 71.09.020 |
| Lease Type (Complete this section only for leased buildings) |
Conditional |
Leave blank if campus owned property and not leased Definitions for each possible value are listed below. If unknown, enter "LEASE" Capital lease: A lease that transfers substantially all the benefits and risks inherent in the ownership of property to the state. Criteria are available in SAAM policy 30.20.30. Delegated lease: A lease where the authority to negotiate and execute the lease has been transferred from DES to another state agency consistent with RCW 43.82.010(12). Delegated sublease: A lease where authority to negotiate and execute a sublease is delegated from DES to another agency consistent with RCW 43.82.010(12). All delegated subleases must be reported unless you are subleasing from another state agency. IAA/MOU (short for inter-agency agreement / memorandum of understanding): A cooperative agreement between one or more agencies, units of government or other public sector entities that specifies the purpose, objectives, responsibilities and terms of agreement for the use or management of a facility. IAA/MOUs should be reported unless the agreement is with another state agency. Lease: A contractual obligation for all or part of a property. This type of agreement is generally used when the state contracts with private lessors. Licensed: An agreement for a facility owned by an entity other than the state and used by the state through a license. This type of agreement is generally used by the Military Department when leasing from the federal government. Sublease: A lease of property or a portion of a property made by an entity that is a lease or tenant of that property. All subleases must be reported unless you are subleasing from another state agency. |
| Lease Date | Conditional | If leased property |
| Lease Term | Conditional | If leased property |
| Construction Completion Date | Required | Date of original construction if a purchased building or completion date of a new structure. This date is used for FIS analysis to evaluate the age of our buildings. |
| Last Renovated Date | Required | Used for most recent renovation analysis |
| Occupied Date | Required | Date campus started using the building. This date will affect depreciation calculations. |
| Gross Area | Display only. This data is coming from the AMS tab | |
| Assignable Area | Display only. This data is coming from the AMS tab. A measurement used to describe the classroom, office, storage, special and internal circulation areas identified in the building. | |
| Unassignable Area | Display only. This data is coming from the AMS tab. | |
| Building Address | Required | Physical address of building. If none, use campus address |
| City | Required | |
| State | Required | |
| Zip Code | Required |
This list of items includes "Optional" or "Conditional" values. They are listed generally in order of appearance on the screen.
| Field Name | Optional/Conditional | Description |
|---|---|---|
| Campus | Optional | Campus field can be set up by each district to identify different campus locations within the district |
| District | Optional | Disregard |
| Area | Optional | Disregard |
| School | Optional | Disregard |
| PPS Standing WO# | Optional | Can be used to assign a standing work order to the building |
| Hide from HTML Work request page | Optional | This box can be used if Facilities does not need to see this building record for work orders |
| Hide from DL work order screens | Optional | This box can be used if Facilities does not need to see this building for work orders |
| Hide from Building list | Optional | Can be used if disposed building |
| GPS Datum Employed | Optional | Disregard |
| Agency Assigned # | Optional | An optional field for campus use |
| Situs Address | Optional | Yes/No - this is equivalent to the "Alias" field in FIS |
| Situs Address # | Optional | Mailing address if different than physical address |
| Situs Pre Directional | Optional | e.g. (N)orth (S)outh, (E)ast, (W)est |
| Situs Address Name | Optional | Street Name |
| Situs Address Suffix | Optional | e.g. Blvd, Dr, Way, Cr |
| Secondary Unit Designators | Optional | Available for more detail of address lines |
| Secondary Unit Address | Optional | e.g. Suite x, Room x |
| Facility | Optional | Capacity of building |
| Floors | Optional | Number of floors in building |
| Numonic | Optional | Disregard - Not used |
| Telephone | Optional | Main telephone number for building |
| Fax | Optional | Main fax line for building |
AMS tab instructions
This screen is managed by the Facilities team. Entries can be made by Facilities staff or others with administrative rights. All other users have read-only access.
- Continue adding details as known for the building. A list of field descriptions follows the sample screenshot below:
| Field Name | Required/Optional | Description |
|---|---|---|
| On/Off Campus | Required | 1 - On campus continuous 2 - On campus non-continuous 3 - Off campus |
| Utilization | Required | 1 - Used on a full-time basis 2 - Used on a part-time basis 3 - Excess to location but needed by institution 4 - Excess, to be surplussed 5 - Surplussed |
| Ownership Status | Required | 1 - Owned by institution 2 - Leased/purchased by institution 3 - Leased or owned by federal government 4 - Leased/rented by institution 5 - Other 6 - Not owned, but made available to college at little or no cost |
| Gross SQ Ft | Required | OFM definition: Total constructed square footage of a building is the sum of all spaces on all floors of a building measured to the exterior enclosing walls |
| Assignable Area | Required | OFM definition: A measurement used to describe the classroom, office, storage, special and internal circulation areas assigned to an occupant. |
| Building Condition | Required | 1 - Superior 2 - Adequate 3 - Fair 4 - Limited Functionality 5 - Emergent Services Only N/A - Not Assessed |
| Air Conditioning | Required | Yes/No |
| HNDCP Access | Required | Yes/No |
| SMS Bldg # | Optional | used to link SMS for course scheduling. Will become obsolete when converted to ctcLink PS Campus Solutions and 25-Live |
| Rented Electrical | Optional | Yes/No |
| Rented Fuel | Optional | Yes/No |
| Dormitory Capacity | Optional | Number of occupants |
| County Code | Required | Select from drop-down list |
| Construction Type | Optional | 1 - Concrete, steel 2 - Masonry with wood frame 3 - Wood 4 - Greenhouse 5 - Relocatable |
| Control Status | Required | Yes/No (do you have 24-hour control of the building?) |
| Total Capital Investment | Read-only. Field is populated from Finance tab | |
| Historic Site | Required | Yes/No |
| GA Lease# | If leased building | |
| Space Type | Required | A - Classroom B - Laboratory C - Fine Arts D - Vocational E - Learning & Study Support F - Faculty work and Related G - Institutional and Student Service H - Student Social and Cultural Development I - Supplies & Facilities/Grounds Maintenance J - Non-program Specific Institutional Support K - Community Relations L - Community Education |
| 2nd Space Type | Optional | Refer to same list above for Space Type |
| Janitorial Services | Optional | Yes/No |
| Interior Maintenance % | Optional | |
| Exterior Maintenance % | Optional | |
| Heating System questions | Not used | |
| Parking Accommodations - Required | Optional | Yes/No or quantity |
| Parking Accommodations - Available | Optional | Yes/No or quantity |
| Parking Accommodations - Handicapped | Optional | Yes/No or quantity |
Finance tab instructions
This screen is used to collect all investment, commodity code, and useful life information. Data from this screen is used in the CR2128 depreciation report.
Keep in mind, an asset may need to be separated into Land, Buildings, and Infrastructure categories. Please consult with SBCTC Accounting staff for guidance.
Some capital projects are less than $100,000 or less than 10% of the building replacement cost and do not need to be depreciated. Please consult with SBCTC Accounting staff for guidance.
Finance department users and those with administrative permissions will be able to make entries in this screen. All others will be read-only.
Original Acquisition / Construction section
Assets that were imported from legacy FAE data will have a commodity code and Life Span value in this upper portion of the Finance screen. No other entries will take place in this section. Also, no data should be removed.
- Enter new investment details in the lower portion of the pane. A list of fields and their descriptions follow after this sample screenshot:
| Field Name | Required / Optional | Description |
|---|---|---|
| Project | Optional | Use the state board project number or some other text that helps you identify the project (alpha-numeric field) |
| Value Method | Required | 1 - Purchased 2 - Lease Purchase 3 - Donated asset 4 - Self-construction |
| AFRS_Fund | Required | Enter the state fund used for this building. Add additional lines as needed if more than one fund is involved |
| PS_FUND/AI | Optional | Appropriation Index associates with the funding source |
| PRG/CLASS | Optional | Legacy Program or ctcLink Class assigned to the project |
| ORG/DEPT | Optional | Legacy ORG code or ctcLink Department assigned to the project |
| Commodity Code | Required | Select from dropdown list: Enter 0200 for Construction in Progress Otherwise, enter commodity code appropriate for this investment with corresponding useful life. See SAAM manual Chapter 30.50 OFM Capital Asset Classes |
| Occupied Date | Will be blank while Commodity Code is 0200 Enter date building is made available for college operations (This date will start asset depreciation) |
|
| Investment | Required | Annual costs by fund |
| Useful Life | Required | Automatically populates when Commodity Code is selected from dropdown list |
| Date of Investment | Required | Record each year's activity as project proceeds. This date is used for depreciation if the Occupied Date remains blank. |
| Non-Depreciable | Optional | This can be checked "YES" if investment line shouldn't be depreciated but data is needed for informational purposes. |
| Notes | Optional | any comments that identify this investment line |
Comments tab instructions
- This tab can be used to collect details about building components. These are free-form text fields. All fields are optional.
Contacts tab instructions
- This screen contains various contacts relating to the building (facilities, administrative support, Health-Safety Incident contacts). All fields are optional.
HM (Hazardous Materials) tab instructions
- Record any known hazardous materials located in these spaces. Some of your instructional programs could use chemicals or substances that need special clean-up procedures in case of a spill. All fields are optional.
Shared Space tab instructions
- You may choose to record information on other occupants of your building here. There may be other agencies co-located in your spaces (Worksource, a 4-year university, etc.). All fields are optional.
Save and Close
- Once you've entered all the data needed on all tabs, select the SAVE icon.
- Return to the main menu.
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