Real Property / Chargeback & Invoicing

Associating Rooms and Leases

Typically, the Archibus system creates records in the Rooms table when a CAD specialist draws room areas (asset symbols) on a floor plan drawing using the CAD environment. These room asset symbols can represent departmental areas or common areas. Having a floor plan drawing for your rooms is referred to as a room plan. However, you can also develop a room list, an alphanumeric room inventory, that does not include a floor plan drawing.

As the Business Process Owner, there are two tasks for working with rooms from the Real Property domain. These tasks can be used to develop information for your rooms whether you are creating your room inventory using a room list or a room plan.

• Associate Rooms with Leases task Use this task to add a new room for a selected lease, or to develop information for room records . For example, you could add the division and department or the Prorate field for a room associated with a lease.

  Note: Many sites typically develop room area asset symbols in CAD, which will create Room records. However, if you add a room using the Associate Rooms with Leases task, and you have a floor plan drawing for the floor the room is on, your CAD specialist will need to draw the room and associate it with the Room record you create.

• Associate Leases with Rooms task Use this task to associate a lease with an existing room. You can also add a division and department for a room. If needed, you can add a new room and associate it with a lease and a division and department.

Associating Rooms with Leases

The Associating Rooms with Leases task enables you to associate a new room with a lease, and to review or edit information for rooms already associated with a lease.

To associate a new room with a lease:

1. Select the Background Data / Associate Rooms with Leases task.

   A list of your leases appears.

2. Select the lease that you want to associate the room with. If needed, use the Smart Search to locate the lease. See Restricting Data Using the Smart Search Feature.

   When you select a lease, the rooms that are currently associated with the lease appear in the Room section beneath the Leases section.

3. To add a new room for the lease, click Add New.
4. In the Define Room pane, select the Building and Floor for the room.
5. Enter the Room Code, the unique identifier for the room.
6. Enter the following additional information for the room as needed.
   • Room Category/Room Type: If you wish to distinguish rooms as occupiable or non-occupiable, complete these fields which are validated by the Room Types and Room Categories table. The Occupiable Category? field in the Room Categories table distinguishes a room as occupiable. If the room is part of an all room inventory, be sure to specify a room category and type for each room. Categorizing rooms as telecom rooms is important for work with the Telecom Assets application. .
   • Room Standard: Assigns a room standard, such as LAB-A, OFF-10X24, or and OFF-EXEC, to the room record. This field is validated by the Room Standards table.
   • Prorate: If this room is a common area (such as a lobby or kitchen) and you plan to charge departments for the use of this room, set this field to Floor, Building, or Site to indicate if the departments on this floor, in this building, or throughout the site pay for this area. For more information, see Define Locations / Specifying Rooms as Common Areas.
   • Division Code/Department Code: If the room houses a specific department, complete these fields which are validated by the Divisions and Departments table.
7. Click Save.
8. When you add a new room for a lease, if you have a floor plan drawing for the floor the room is on, your CAD specialist will need to draw the room and use the Attach to Record command to associate the room with the room record you just created.

Editing information for rooms associated with leases

You might need to add additional information for a room, or to update information . For example, when CAD specialists draw rooms and associates them with a lease, they might not have the information for the division or department, or know the correct proration for the room. You might also need to update information as your space inventory changes. You can enter information such as this when working with the Associate Rooms with Leases task.

To edit information for rooms associated with a lease:

1. Select the Background Data / Associate Rooms with Leases task.

   A list of your leases appears.

2. Select the lease for the room for which you want to update information. If needed, use the Smart Search to locate the lease. See Restricting Data Using the Smart Search Feature.

   When you select a lease, the rooms that are associated with the lease appear in the Rooms section beneath the Leases section.

3. Select a room from the list.
4. In the Define Room pane, update information for the room. For example, select the Division or Department, or enter the Prorate field.
5. Click Save.

Associating Leases with Rooms

The Associating Leases with Rooms task enables you to associate an existing room with a lease, or to add a new room and associate it with a lease. You can also edit information for the room record.

Associating a lease with a room and editing room information

To associate a lease with a room, and update room information:

1. Select the Background Data / Associate Rooms with Leases task.

   A list of your buildings appears.

2. Select a building in the Buildings section.

   The Floors section fills in with the floors for the selected building.

3. Select the floor that has the room that you want to add a lease for.

   The Rooms pane lists all the rooms for the selected floor.

4. To edit information for a room, select it in the list.

   The Edit Room form appears.

5. To associate the room with a lease, select the Lease Code from the list.
6. In the Edit Room form, enter the following information as needed:
   • Room Category/Room Type: If you wish to distinguish rooms as occupiable or non-occupiable, complete these fields which are validated by the Room Types and Room Categories table. The Occupiable Category? field in the Room Categories table distinguishes a room as occupiable. If the room is part of an all room inventory, be sure to specify a room category and type for each room. Categorizing rooms as telecom rooms is important for work with the Telecommunications & Cable Management domain.
   • Room Standard: Assigns a room standard, such as LAB-A, OFF-10X24, or and OFF-EXEC, to the room record. This field is validated by the Room Standards table. (If you created the room record by asset inserting, the program completes this field.)
   • Division Code/Department Code: If the room houses a specific department, complete these fields which are validated by the Divisions and Departments table.
   • Prorate: If this room is a common area (such as a lobby or kitchen) and you plan to charge departments for the use of this room, set this field to Floor, Building, or Site to indicate if the departments on this floor, in this building, or throughout the site pay for this area. For more information, see Define Locations / Specifying Rooms as Common Areas.
7. Click Save in the upper right corner.

   Note the following field that is system-generated:

   Room Area: When the CAD specialist depicts the room in a floor plan drawing, the system records the area value in this field.

   Room Common Area: This is the amount of common area prorated to this room. The application calculates this area for room's having a division and department assigned to them.

Adding a new room for a lease

To add a new room to a lease:

1. Select the Background Data / Associate Rooms with Leases .

   A list of your buildings appears.

2. Select the building for which you want to add the new room.

   When you select a building, the floors that are associated with the building appear in the Floors section beneath the Leases section.

3. Select the floor that the room is on.

   The list of rooms for that floor appears. If you have a floor plan drawing for this floor, these are the rooms that your CAD specialist has drawn.

4. To add a new room, click Add New in the Rooms pane.
5. Enter the Room Code, the unique identifier for the room.
6. Enter additional information for the room as needed. Use the descriptions in the above procedure to guide your entries.
7. Click Save.
8. When you add a new room for a lease, if you have a floor plan drawing for the floor the room is on, your CAD specialist will need to draw the room and use the Attach to Record command to associate the room with the room record you just created.