Entering Geographic and Employee Information

The Projects, Capital Budgeting, and Commissioning applications include two types of background data tasks. First, you have to update your facilities background data. Secondly, you have to update your user data.

Facilities Background Data

Before using the Projects, Commissioning, or Capital Budgeting applications, you have to set up the facilities background data, which includes geographical, space, and organizational background data tables. If you are an existing Archibus user with licenses for the Real Property, Space, Assets, or Maintenance domains, you probably have already developed most of the background data you need to get started with the Projects application.

It is required that the data for the following Archibus database tables is current:

Geographical tables: Countries, Regions, States, Cities, Sites

It is recommended but not required that the data for the following Archibus database tables is current:

Space hierarchy tables: Buildings, Floors, Rooms
Organizational hierarchy tables: Divisions and Departments

Note: If you have a large amount of data to enter, it is recommended to use the Archibus Smart Client to enter your background data, instead of the Capital Budgeting or Projects applications.

Entering Geographical Data

To enter geographical background data using the Capital Budgeting or Projects applications, follow the procedure below:

From either the Capital Budgeting, Projects, or Commissioning application, select Set Up / Define Geographical Locations task in the Navigator.
The Define Geographical Locations form appears. All existing locations appear in the drill-down selection list in the left frame.
To add a new country:
1. Click Add New at the top of the Select Countries, Regions. States, Cities or Sites list.
2. Select Country from the pop-up list.
3. Enter Country Code and Country Name values.
4. Click the Save button to save your changes. The new country data is saved to the Countries table.
5. Repeat steps 2a to 2d to add additional countries.
To add regions, states, cities, or sites:
1. Drill-down to the level for which you want to add a new location. For example, to add a new region, select the country for which you want to add a new region.
2. Click Add New at the top of the selection list.
3. Select the type of location you want to add - Region, State, City, or Site. The form for adding that location appears. The form includes the information you selected in the drill-down list. For example if your select a country and then select to add a new region, the form for adding a new region includes information for the country you selected.
4. Enter information for the location. Required fields are marked with a red asterisk.
5. Click Save. The information is saved to the appropriate background data table, and is now available to users entering location information.

Entering Space and Organizational Data

If you need to enter space and organization background data for use in the Capital Budgeting, Projects, or Commissioning applications, use the following tasks in the Space domain:

Space / Space Inventory / Background Data / Define Locations. See Developing Locations (Sites, Buildings, Floors).
Space / Space Inventory / Background Data / Define Organizations. See Developing the Organizational Hierarchy.

Users Data

After setting up your facilities background data, you have to update the Users, Employees, and Vendors tables. You also have to assign Projects processes to users and set up email notifications. For more information, see the following topics: