STATIC: Owned and leased assets; sites, infrastructure, buildings, rooms, building equipment, vehicles, etc., plus preventative maintenance tasks and schedules.

DYNAMIC: Portable equipment, work order requests, and maintenance records.

• Add new buildings, leases, sites, fixed and portable equipment.
• Change the status of buildings, leases, and other assets that are sold, surplused, demolished, renovated, or replaced.
• Update room/space names, use codes, and floor areas after renovations.
• Add, update, and close work orders.
• Add or update PM tasks when equipment is removed or replaced.

DirectLine should be your gold standard reference for all owned and leased assets and maintenance histories.

The data tracked in DirectLine overlaps with all other system-wide and external reporting databases. Since Facilities crews work in DirectLine every week, and only occasionally work in the other databases, DL is your best tool for maintaining accurate records for reference when needed.

Static = Assignable rooms and spaces.

Dynamic = Class or event schedules.

Location data in 25Live should be a subset of that maintained in DirectLine. Updates should be made in DirectLine, then communicated to the 25Live administrator so similar changes can occur in 25Live.

25Live room data may also need to align with building HVAC control systems in locations where schedule to control integration software is in service.

25Live includes schedulable spaces such as classrooms, conference rooms, lab space, multipurpose rooms, athletic related locations and miscellaneous event space such as lounges and public gathering locations.  It may or may not include office and support spaces. It will typically not include mechanical rooms, closets, and circulation space.

25Live also overlaps with ctcLink-Campus Solutions where academic schedules are managed.

Static (biennial): Funds, Project #’s, Purpose, Allocations

Dynamic: Project schedules, adjustments, and completion

SBCTC updates allocation amounts.

College staff update project schedules.

Project schedule details and updates/changes should be maintained in CapTrack.

Project funding may be adjusted within the boundaries established for capital funds. Fund transfers between minor work projects, or reallocating funding to a new project can be submitted to SBCTC via this tool . All transfer requests will be reviewed and decided within 10 business days.

Static: Facilities details including ownership, location, size, dates of construction and occupancy, and much more. (Facilities are a structure with a roof, permanent foundation, and at least one wall.)

Dynamic: Changes of ownership, gross square feet, and building condition scores. 

All state agencies are responsible for providing updates as changes occur, and confirming that updates are current every spring, prior to OFM’s annual facilities report.

Building condition scores are updated biennially by the SBCTC after each system-wide Facility Condition Survey.

Static: Building name, location, gross floor area, all energy meters

Dynamic: Monthly/Annual energy consumption data (and production, where relevant).

When gross square footage doesn’t match gross floor area (conditioned space), there are dedicated fields in DirectLine to track that information.

Many utilities offer automated energy meter data uploads, which simplifies the data management, but colleges must still practice regular quality assurance checks, since those automated services do occasionally fail.

ESPM is required for Clean Buildings Performance Standard compliance, State Agency Energy Benchmarking reporting, and Seattle’s Energy Benchmarking.

Much of this data can be kept in the DirectLine fixed asset inventory, but a special protocol must be established to add the details required for RAMP reports. Some colleges have opted to use a dedicated spreadsheet instead.

Ecology’s RMP rules require on-site data records as well as reporting through RAMP.

Annual reporting cycle data is drawn from Energy Star Portfolio Manager, so focus on keeping that current.

New buildings, change of ownership, or demolitions, as well as any renovations that change the gross floor area (conditioned space) will trigger updates to Seattle’s records.