Add/Edit Rooms in DirectLine
Purpose: This user guide walks you through adding or updating rooms in a building. It is important to maintain the square footage and room use data for facilities and reporting purposes. Because of the importance of accurate facility data, only personnel with approved security credentials have ability to add new records. Modifications to existing records is available to a much broader group of users.
Audience: Facilities database administrators responsible for building and room information.
You will see emphasis on the field "Location ID". This field is used as a common data point in many software applications and is essential to maintain consistency. This field is composed of a predetermined combination of values to identify a room in a specific building. Detailed instructions follow this guide.
Navigation path: Module > FAE Inventory > Room Entry
- Log into your Megamation DirectLine Login Page
- Select FAE Inventory from main menu.
- Select Room Entry from FAE Inventory menu.
- A blank Room Entry and Distribution screen will open on the General Tab.
- Select a Building from the drop-down list (4) or by searching (5).
- Select the building you want to work on from the Building ID section.
- Select the OK button.
General Tab Instructions
DirectLine requires a response in any blue-shaded field.
- Enter "00" (your campus may use "NA") in the Hallway field or select the correct Hallway from using the Search icon.
- Select "Room" from the Class drop-down list.
- Enter a new room number in the Room field or search for the existing room number you want to work on.
Create or confirm the Location ID for this space.
This field consists of the following characters:
- 2 characters for your assigned campus code + 3 characters for building code + 4 characters for room number + 1 optional character for room suffix
- If this is a new record or the Location ID has not yet been created, click "Fill in Location ID". DirectLine will automatically create the value based on the criteria explained above. A warning message will display if there is a duplicate. You also have the option of adding the value manually, refer to the Facility ID training course.
- Complete the fields for Dimensions, Area and Capacity.
Additional reference materials for these fields include:
- 2006 FICM manual (Post-secondary Education Facilities Inventory and Classification Manual),
- FEPG (Facilities Evaluation and Planning Guide), and
- State Board capital budget staff SBCTC Capital Homepage.
| Field Name | Definition |
|---|---|
| Total Area | Inside wall to inside wall (square feet) |
| Usable Area | Available for use by the campus. Consists of Assignable and Nonassignable area (FICM 3.2.7) |
| Unusable Area | Any area with a wall height less than 6' 6" or unusable areas in attics or basements (FICM 3.2.8 and FAE Coding manual 2-1) |
| Seats/Capacity | If academic instruction space, enter current faculty contract maximum capacity. If vocational space, enter contracted maximum. |
| HNDCP Access | Yes / No |
| Quantity | Do not use |
| On/Off Campus | Automatically populates from Building record |
| Ownership Status | Automatically populates from Building record |
- Now enter the room usage data into the appropriate fields.
These fields need to be entered sequentially. One field impacts the choices you have in the next field. These fields are important for the Capital Asset Model (CAM) and room usage analysis when competing for a major capital project.
Additional reference materials for these fields contained in the Space Coding Matrix Guide.
| Field Name | Description |
|---|---|
| FAE Category | REQUIRED - Two-character field identifying the space as classroom, laboratory, vocational, etc (example: A1, A2,C1) |
| Space Use | Automatically populates based on the response you made in "FAE Category" |
| Room Use | REQUIRED - identifies room more specifically based on response you made in "FAE Category" (example: Classroom, Interactive classroom) |
| NACUBO Code | REQUIRED - Three-character NACUBO code choices appear based on response you made in "FAE Category" + "Room Use" |
| CIP Code | Eight-character academic CIP code is only needed for certain room categories. Leave blank or select course from drop-down list that best describes the primary use of the room. |
| Functional Code | OPTIONAL - another description of how the area is used |
| Suitability Code | OPTIONAL - one-character code describes the suitability of the room for the current use |
| Matrix Code | OPTIONAL - another descriptor of the space that may be helpful for maintenance staff |
Hazardous Materials Tab Instructions - Optional
This page is available to record information about the department that uses the space, hazardous materials that may be used or stored in this space, and miscellaneous notes and comments.
Room Details Tab Instructions - Optional
This page allows for tracking characteristics such as walls, ceiling, floor, doors, windows, and other comments.
Room Details Tab 2 Instructions - Optional
This page keeps track of work station, thermostat, doors, keys, architectural plans, and asset details.
NOTE: When gathering data for a major project capital request, the work station information may be required.
Contact Tab Instructions - Optional
This page will store contact information such as building administrators, custodial staff, etc.
Save your work (1) and exit the screen (2)
Process Complete.
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