Building additions and renovations occur periodically and may substantially alter the nature of the original building to the point that your building inventory must be updated. Whether cleaning up historical entries or adding a new entry, the following criteria should help qualify when to edit an existing building or add a new building in your inventory. 

There are a few critical criteria to assess.

1. Are the interior, conditioned spaces connected between the pre-existing and new structures?
   • If NO: You have two different buildings.
     • (Unless the separated structures were part of a single, capital construction project).
2. If YES: Are the building operating systems - HVAC, plumbing, electrical distribution, fire and safety - interconnected or completely separate?
   • If those systems are completely separate, you have a choice.
     • Best practice would be to enter the new addition as a separate building. This will allow you to sort out work orders and maintenance history and, eventually, assess critical data for future renovation projects that will likely affect the different sections independently because of their age differences.
   • If the building operating systems are interconnected or interdependent, you have a single building.
     • You now face the choice between editing/updating the older building entry or creating a new entry to reflect the renovating building.

Keep and edit the existing record if it is attached to historical work orders and maintenance records and that building remains as the majority of the renovated structure. You will need to update the gross square footage and assignable space square footage values for the entry, along with the renovation date and any other key details in the building entry record.

If, however, the older structure was mostly removed and the historical work order and maintenance records won't be relevant for the new structure and equipment you may create a new building entry and place the older entry into an Inactive or Demolished status to remove it from your active inventory without losing all the historical record.

SPECIAL NOTES: 

• Any additions or renovations must also trigger updates to the rooms within the affected building spaces (see Add/Edit Rooms in DirectLine) as well as to the building record.
• When creating new building entries take special note of the State UFI (Uniform Facility ID). Renovated buildings would continue to use the same UFI as the pre-existing structure, as would a new building on the same physical location as a demolished building.
• Also check the "Real building?" box when creating a new building entry for the renovated structure.
• Any significant change in the building's footprint/size and/or the categorical use of internal spaces (office, classroom, lab, etc.) must also be updated in OFM's Facilities Portfolio Management Tool (FPMT). Reach out to State Board Capital Budget staff if you need guidance on that process.