Enter/Edit Facilities O&M Fixed Asset Inventory

Purpose: This guide provides the rationale, requirements, and procedures for maintaining your inventory of building systems and components to support your O&M program and compliance with Washington's Clean Buildings Performance Standard.

Audience: Facilities operations and maintenance staff.

The Clean Buildings Performance Standard (CBPS) requires commercial building owners to maintain Operations & Maintenance and Energy Management programs for all compliant buildings. The foundation of both programs is an asset inventory of all major energy-using systems and components within the building(s). The CBPS also defines standards for the data/information that must be tracked for each asset in the inventory. That inventory must include, at minimum, all the following system components:

  • Building envelope
  • Domestic hot water
  • Heating, ventilation, and air conditioning
  • Refrigeration
  • Lighting
  • Controls
  • Electric power distribution and on-site power generation
  • Owner-installed building energy sub-meters

DirectLine is the common computerized maintenance management system for all community and technical colleges. The Fixed Asset inventory module within DirectLine has been configured to support compliance with the CBPS.

Each college has its own standards and protocols for Fixed Asset ID #'s, Parents, and Classes, as well as the use of optional data fields. Please check your O&M program plan and clarify existing data protocols for your college before editing or adding data records. The following instructions are limited to the requirements and standards defined by the CBPS and the State Board. Also see the O&M Fixed Asset Data Standards user guide for more specifics.

Fixed Asset entries are regularly required for NEW items, REPLACEMENTS of existing items, or UPDATES to existing items.

  • NEW items will require a new Fixed Asset #. Please clarify and follow your college's existing asset ID protocol when assigning this ID.
  • REPLACEMENT items will also require a new ID #, as well as deactivation of entries for any equipment that was removed from service. See the Editing Replacement Fixed Asset Records user guide for guidance on this process.
  • UPDATING existing entries may be performed individually as needed, or in bulk to bring your existing database inventory into full compliance with the CBPS. See the Existing Fixed Asset Inventory Updates user guide for specific process details.

Navigation Path: Module > FAE Inventory > Fixed Asset Entry

  1. Log into Megamation HERE
  2. Select either Fixed Asset or FAE Inventory from the Menu
  3. Select Fixed Asset Entry
DirectLine Module Menu marked 1 at Fixed Asset and 2 at Fixed Asset Entry
Module menu marked 1 at FAE Inventory and 2 at Fixed Asset Entry

New Fixed Asset Entries

The Fixed Asset Entry screen includes primary item details across the top and five (5) tabs of additional data fields. Not all available data fields are required, nor actively used at all colleges. The following list focuses upon required and recommended data fields. Check your internal protocols to confirm and clarify what optional data is actively recorded/tracked.

Fixed Asset entry screen marked 1 at Fixed Asset#, 2 at Description, 3 at Parent, and 4 at Class.
  1. Fixed Asset # (REQUIRED) - a unique, alphanumeric identification number is assigned to each item in your inventory. Your college's DirectLine protocols should define a standard format. Type in a new ID for new equipment. This field is also searchable for existing entries.
  2. Description (Recommended) - an open text field for a useful equipment description, such as "Bathroom Exhaust Fan" or "Heating Hot Water Boiler".
  3. Parent (Recommended) - the recommended protocol is to use aggregate Parent class categories, such as "HVAC", "Roofs", "Plumbing", etc. Some colleges use the Building as a parent, and some do not assign Parents. Follow your defined protocols.
  4. Class (Highly Recommended) - classes are best utilized as equipment-specific categories, such as "Air Handling Units", "Natural Gas steam boilers", "Exhaust Fans", etc. Your college classes should already be predefined and selectable via the drop down list.
Fixed Asset Entry screen marked 1 at Building, 2 at Room, 3 at Location, and 4 at Fixed Asset Status.

All fixed asset items should be assigned a location. This helps connect the equipment to work orders, as well as repair or renovation planning. Building location is required for all equipment directly associated with a single building, the other fields are optional, but highly useful.

  1. Building (REQUIRED) - select the appropriate building or site from your existing list of buildings and sites. The Building Name will self-populate.
  2. Room (Recommended) - select the appropriate building room.
  3. Location (Recommended) - this open text data field allows for additional details, such as "On pad outside west wall" or "Above ceiling tiles in SE corner".
  4. Fixed Asset Status (Recommended) - select the appropriate status from the drop down list.
Fixed Asset Entry screen marked 1 at Manufacturer Name, 2 at Model, 3 at Serial #, 4 at Purchase Date, 5 at Warranty Expiration date, 6 at Expected Lifespan, and 7 at Notes and Comments.

This set of details are all highly recommended and valuable, since they define each specific piece of equipment and facilitate equipment searches.

  1. Manufacturer Name (Recommended) - enter the full name, avoid abbreviations or nicknames.
  2. Model name (Recommended)
  3. Serial # (Recommended)
  4. Purchase Date (Recommended) - as stated, or the date of installation/activation, if that's more relevant.
    • The Inventory Check Date (Optional) refers to the most recent inspection.
  5. Warranty Expiration Date (Recommended)
  6. Expected Lifespan (REQUIRED)
    • The Expected Remaining Life field will auto-calculate based upon the Purchase date and Expected Lifespan values
  7. Notes and Comments (Recommended) - add relevant qualifying details, such as size, refrigerant charge, fuel type, filter sizes, etc.

The remaining fields in the General tab section are useful, but optional at most colleges. Again, confirm and follow your internal protocols.

Fixed Asset Entry Uniformat Tab marked 1 at Level, 2 at Uniformat #, 3 at Condition, and 4 at Multiple Uniformat codes checkbox.

Uniformat II is a standardized classification system used in the construction industry to organize information by functional building elements, such as substructure, shell, services, and site development. 

The State Board requires all colleges to assign Level 3 Uniformat numbers to building systems and components. This enables our ability to complete system-wide asset searches, incorporate DirectLine data into the Facility Condition Surveys, and plan for capital requests. See more guidance on the Capital Budget Megamation DirectLine page.

Uniformat Level and #, along with the Condition code are all required fields.

  1. Level (REQUIRED) - select Level 3 by expanding the menu (gray box with three dots ...).
  2. Uniformat # (REQUIRED) - select the appropriate class/type of equipment from the pop-up list.
    • Uniformat Description will self-populate.
  3. Condition (REQUIRED) - click on the box to select the appropriate current condition of the equipment.
  4. Multiple Codes (Optional) - if your internal protocols require tracking other Uniformat levels, click the check box for multiple codes then repeat the preceding steps to assign additional Uniformat level #'s.

All other data fields on the Uniformat tab are optional.

Fixed Asset entry BOM tab marked 1 at Fixed Asset requires calibration check box and 2 at Bill of Material Part #.

The Bill of Materials (BOM) tab provides a space to track inventory items used in maintenance and/or repairs. Few colleges use this feature regularly. However, there are two special cases that should trigger entries in this tab.

  1. Fixed Asset requires calibration (Conditional) - owner-installed, energy sub-meters in CBPS-compliant buildings must be recalibrated at 5-year intervals. This check box simply signals that the specific asset is subject to recalibration requirements. Those should be entered as a PM task. See the Entering Preventive Maintenance Tasks and Schedules QRG for more details.
  2. Bill of Material (Conditional) - the BOM may be used to track refrigerant re-charges in compliance with Ecology's Refrigerant Management Program. See the Refrigerant Management QRG for details.
Fixed Asset entry Hazardous Materials tab marked 1 at Material ID.

DirectLine is configured to track hazardous material information directly relevant to each piece of equipment. Check your internal protocols to determine what should be recorded.

Fixed Asset entry Confined Space tab view.

As with hazardous materials, confined space hazard information can be very valuable for certain items of equipment. Again, check your internal protocols to clarify what should be recorded.